Zoom Online

Friday, August 05 2022

16:00-17:20

Institute for the Advanced Study of Human Biology (WPI-ASHBi)

1Organizers: WPI-ASHBi & WPI-iCeMS, Kyoto University

WPI requires the WPI institutions toshare their knowledge to other Japanese institutions

This seminar is open to“ALL” academic members in Japan(including Kyoto University)

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ASHBi Research Acceleration Unit
Team of Professionals to Help Accelerate Academic Research!
Tadashi Ogawa

Unit Head/Professor
Ex-PI (Neuroscience)

GRANT WRITING
Makoto Shida

University Research Administrator
Ex-Business Startup Specialist

DATA VISUALIZATION
Hiromi Inoue

Research Coordinator
Ex-Researcher & Lab Manager

SCIENTIFIC PAPER WRITING
Spyros Goulas

Scientific Advisor/Lecturer
Ex-Researcher & Journal Editor

PUBLIC RELATIONSTomoki Shimizu

Scientific Communicator/Lecturer
Ex-Public Information Officer

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Requests to the audience: Q&A

1. If you have a question, please
open “Q&A” button and submit
your question.

Slides① open2. Choose “All questions” to see
the questions from otherparticipants.
3. We will answer questions at the“Q&A session”.

Makoto Shida➁ choose
Taro Kyodai

04:10 PMWhich category should I choose if I obtained my PhD lastyear? Wakate or Kiban C? Why?

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Today’s speakers
Part 1

Part 2

Evaluation System &Effective Storytelling

Writing Tips for
Early-stage Researchers

Makoto Shida

Daniel Packwood

University Research Administrator
Research Acceleration Unit, WPI-ASHBi

PI/Junior Associate Professor
WPI-iCeMS

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Part 1

Evaluation System &Effective Storytelling
Makoto Shida

University Research Administrator
Research Acceleration Unit,
WPI-ASHBi

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Makoto Shida, URA, WPI-ASHBi- Successful Supporting Records (from 2019)

KAKENHI: Transformative Research A/B, Kiban S/A/C & Wakate

Other grants including JST-FOREST, AMED etc.

- Seminars: KAKENHI, DC1/2 Fellowships, and others
KAKENHI @ASHBi

DC1/2 Fellowships @ASHBi

Proposal Writing @Tohoku U

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Grant application is about

Convincing your research proposal!
2 Important factors of proposal

Research
Idea

Storytelling
Today

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What is KAKENHI?

JSPS’s KAKENHI (Grant-in-Aid for Scientific Research) is
one of the most popular funding sourcefor both Japanese/Foreign researchers in Japan.

FY2022 budget: JPY

238B

37% of govt. competitive funding

https://www8.cao.go.jp/cstp/compefund/kyoukin_r3-4.pdf

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Today’s Agenda

Practical Guide of KAKENHI
for Early-stage Researchers
1. Basic info and application process
2. Evaluation System (WAKATE/Kiban C)
3. Preparing an Effective Proposal

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Today’s Agenda

Practical Guide of KAKENHI
for Early-stage Researchers
1. Basic info and application process
2. Evaluation System (WAKATE/Kiban C)
3. Preparing an Effective Proposal

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JSPS funding programs applicable to foreigners

PhD
Students

Postdocs

DC1

for prospective PhD students

DC2

for enrolled PhD students

PDfor “permanent resident holders” and Japanese postdoc
Postdoctoral Fellowships for Research in Japan (Standard)
for foreign postdocs intending to start research in Japan

Postdocs &KAKENHI
Faculty(Kiban S/A/B/C, WAKATE, etc.)
Members
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“Kiban” are the basic categories for KAKENHI
WAKATE/Kiban C is more accessible
for Early-stage researchers
Category

Kiban S

Kiban A
Kiban B
Kiban CWAKATE(Early Career)

PeriodGrant Size (Total JPY)

5 years

50～200M

3-5 years
3-5 years
2-5 years

20～50M
5～20M～5M+ other special categories
KAKENHI web: https://www.jsps.go.jp/english/e-grants/grants01.html
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If eligible, you have better chance with WAKATE

Category

Eligibility

Success Rate

Kiban CAll
researchers

Approx.

WAKATE～8 yearsfrom PhD

Approx.

30%

Total Funding～5M JPY

40%

JSPS Deadline: Wed, Oct 5 2022
for grant starting from Apr 2023

*Contact univ. admin for the “Internal Deadline” at your university!

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You need to apply via the E-application System- internal deadline
To start, contact univ. admin for- E-rad#**E-rad#: your researcher ID

E-application to funds
KAKENHI, JST grants etc.

E-Application System

Same ID anywhere

Carry same number upon transfer

https://www-shinsei.jsps.go.jp/kaken/english/index.html

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Summary of KAKENHI (WAKATE/Kiban C)

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Today’s Agenda

Practical Guide of KAKENHI
for Early-stage Researchers

1. Basic info and application process
2. Evaluation System (WAKATE/Kiban C)
3. Preparing an Effective Proposal

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WAKATE/Kiban C Application format*
1. Research Objectives,
Research Method, etc.
(Including Summary)

2. Applicant’s Ability to
Conduct the Research andthe Research Environment*Sample format for WAKATE in FY2021 call

3. Issues Relevant to
Human Right Protection
and Legal Compliance

Research
Proposal

Feasibility

Compliance

4 pages

2 pages

1 pageInstitute for the Advanced Study of Human Biology (WPI-ASHBi)

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What is the evaluation process for WAKATE/Kiban C?

ApplicantEvaluation Process

Selected
40%

Not
Selected
60%

Selection percentage for the case of WAKATE
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Rabbit Icons: https://chojugiga.com/

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WAKATE/Kiban C are evaluated by 4 reviewers in 2 stages

4 Reviewers from your “Review Section”
A

Applicant

B

C

D

Top
30%

Selected
40%

Border- Process
Evaluation

1st Stage

lines
20%

2nd Stage
Not
Selected
60%

Low
50%

Selection percentage for the case of WAKATE

Rabbit & Frog Icons: https://chojugiga.com/

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Your reviewers are selected from the “Review Section”

4 Reviewers from your “Review Section”
A

Applicant

B

C

D

Top
30%

1st Stage

Borderlines
20%

Selected40%

2nd Stage
Not
Selected
60%

Low
50%

Selection percentage for the case of WAKATE

Rabbit & Frog Icons: https://chojugiga.com/

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“Review Section” consists of 306 Basic Sections**For WAKATE, Kiban B & C

44020 Developmental Biology-relatedExperts in Basic Section “44020”
A

B

C

D

Reviewers are experts
but may not be fromyour ”specific” field
https://www.jsps.go.jp/english/e-grants/data/09/2023/review_section_table_e.pdf
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Past reviewer info may help you decide your “Basic Section”
Ask your colleague to help check*the past reviewer information.
FY2019FY201844020 Developmental Biology-related*Past reviewer information isprovided ONLY in Japanese

https://www.jsps.go.jp/j-grantsinaid/14_kouho/meibo.html

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1st Stage: All applications are evaluated by “Overall Score”“Most” of the applications are decided in the 1st Stage
4 Reviewers from your “Review Section”
A

Applicant

B

C

D

Top
30%

Average
Evaluateof
st“All”
4 1reviewers’
Stage“Overallapplications
Score”

Borderlines
20%

Selected

2nd Stage
Not
Selected

Low
50%

Selection percentage for the case of WAKATE

Rabbit & Frog Icons: https://chojugiga.com/

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Each reviewer provides Overall Score & 3 Rating Elements
Average of 4 Reviewers’ “Overall Score” is used for selection
Overall Score

Top
30%

(sorting
the application)
AverageofApplicant1

Average of
4“overall
reviewers’
score”

2(absolute rating)4“Overall
40% Score”
20% 10%30%
Poor

3 Rating
Elements

3

Excellent

Academic Importanceutilize

Borderlines
20%

Low
50%

Validity
AppropriatenessInstitute for the Advanced Study of Human Biology (WPI-ASHBi)

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In 2nd Stage, only the “Border-lines” are re-evaluated
Remaining 20% will be evaluated here
4 Reviewers from your “Review Section”
A

Applicant

B

C

Top
30%

1st Stage

Borderlines
20%

D

Reconsider
Re-evaluateusing
2nd Stage“Borderlines”
all reviewer’s
ONLY”scores”

Low
50%

Selected

Not
Selected

Rabbit & Frog Icons: https://chojugiga.com/

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Summary of evaluation systems
Make sure to prepare
easy-to-understandproposal!

Reviewers may not be experts of your field
Most are decided in 1st stage (1 chance)

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Today’s Agenda

Practical Guide of KAKENHI
for Early-stage Researchers
1. Basic info and application process
2. Evaluation System (WAKATE/Kiban C)
3. Preparing an Effective Proposal

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What helps you make a Good Proposal?

Effective Storytelling

helps the reviewer to empathize with your story
Wow! I caneasily comprehend
this story!

Frog Icons: https://chojugiga.com/
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Storytelling: What do we need in a research proposal?
ApplicantResearch PlanYour point of view

Specific Problem
Strategy(Unique/Solid)

Expected Findings

You need areviewer’s pointof view!

Rabbit Icons: https://chojugiga.com/
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You need to connect you & reviewer’s point of view
Reviewer

ApplicantResearch PlanYour point of view

Specific Problem
Strategy(Unique/Solid)

Expected Findings

Reviewer’s point of view
Academic
Importance

You need areviewer’s
point
Validityof view!
AppropriatenessYou need to satisfy both components!
Rabbit & Frog Icons: https://chojugiga.com/
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Academic Importance: Why should others listen to your story?
Large unsolved issue

My Interpretation

Research Plan

(Empathizing theme)

Specific
Critical Problem
ProblemAcademic
Importance

Strategy

Validity(Unique/Solid)

Expected Findings

Appropriateness

Large potential impact(To science & society)

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Validity & Appropriateness: Why is your plan feasible?
My Interpretation

Large unsolved issue

Research Plan

(Resonating theme)

Critical Problem
Strategy

Explain thefeasibility of

Academic
Importance
Validity

Research Methods(Unique/Solid)

You/team’s expertise

Expected FindingsResearch environment

Appropriateness

Large potential impact(To science & society)

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Good storyline has the “Hourglass” structure“Hourglass” like structure

Large unsolved issue

Large scope

Critical Problem

Specific
focus

Research Plan

(Empathizing theme)

Academic
Importance

Strategy

Validity(Unique/Solid)

Expected Findings

Specific
focus

Appropriateness

Large potential impact Large scope(To science & society)

Modified from Scanlan C, “The hourglass: serving the news, serving the reader” Poynter, 2003
https://www.poynter.org/reporting-editing/2003/the-hourglass-serving-the-news-serving-the-reader/

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Make a convincing storyline by incorporating the 3 elements
Large unsolved issue

Large scope

Critical Problem

Specific
focus(Empathizing theme)

Research Plan

My Interpretation

Academic
Importance

Strategy

Validity(Unique/Solid)

Expected Findings

Specific
focus

Appropriateness

Large potential impact Large scope(To science & society)

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Useful tips in preparing an effective proposal

Tip #1: Grant Writing is different from Academic Writing
Tip #2: Organize your story using an outline framework
Tip #3: Identify your “Key Scientific Question”
Tip #4: Guide the eyes with “Easy-to-understand” structure
Tip #5: Visualize your plan using “figures & diagrams”
Tip #6: Obtain Third Person’s View via Feedback

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Tip #1: Grant Writing is different from Paper Writing
What you need to convey is different
Paper Writing
Past oriented

vsGrant Writing
Future oriented

Work that has been done

Work that should be done

Theme-centered

Project-centered

Theory and thesis

Objectives and activities

Expository rhetoric

Persuasive rhetoricSpecialized terminology

Accessible Language

Explaining to the reader“Insider jargon”“Selling” the reader

Easily understood

Modified from Porter R, “Why Academics Have a Hard Time Writing Good Grant Proposals”
The Journal of Research Administration, vol 38, 2, 2007

In Grant Writing,you need to sell “your future plan”
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Tip #2: Organize your story using an outline framework
Sample of an Outline Framework

Past

Present

Future①③⑤Introduction/Issue

Your idea/solution

Expected Findings

②

④

⑥

Common knowledge,
scientific background, etc.

Critical Problem
Unmet needs ofother research(domestic/global)

Theme of your proposal

Your strength

Key findings,
research environment

What can be achieved

Potential Impact
to Science & Society

Modified from Ono E, “科研費研究計画調書のグラフィックデザイン”
K-CONNEX Seminar, 2017

Check to see Instituteif youhave “every component” in your story 38
for the Advanced Study of Human Biology (WPI-ASHBi)

Tip #3: Identify your “Key Scientific Question”
KAKENHI requires “Key Scientific Question” in your application
A good question/problem distinguishes your proposal from others!
→ Enhancing the significance/originality of your study

Your methods

Desired Goals(Expected findings)

Previous
studies

Your
study

Problem/
Question

Achievement
Ogawa T, “My experience as a reviewer”
KAKENHI Preparation in Advance, 2018

Make a question of which your method is the “best way” to success
39
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while showing
the “difficulty” of other methods

Tip #4: Guide the eyes with “Easy-to-understand” structure△

Family50+ proposals×7p=

over 350p!!

△

Research

Hey! It’s easy to follow!
Modified from Ogawa T, “My experience as a reviewer”
KAKENHI Preparation in Advance, 2018
Frog Icons: https://chojugiga.com/

Effective placement of summary, headers and figures
for the Advanced Study of Human Biology (WPI-ASHBi)
will guideInstitutereviewers’eyes in capturing your story40Tip #4: Guide the eyes with “Easy-to-understand” structure
Sample of an “Research Method” paragraph (fictional story)
So, What’s the goal andthe main message here?

Modified header

FEM Simulation of Mechanical
Loads on the Lower Thighs

Optimization of seat heightusing FEM simulation

It is known that correct seating posture can beanalyzed by measuring the stresses of the lower
thighs on the seat surface. Finite element method(FEM) is known to be a powerful tool for the
stress analysis of complex structure. We will
analyze the stress distribution of the lower thighs
for different seat height using the original
simulation program based on FEM. Then, ….

To determine the optimal seat height, we will
simulate the stress distribution of the lower
thighs at different seat heights using an originallydeveloped simulation program using finite
element analysis methods (FEM). First, we will
analyze the stress distribution of the lower thighs
for different seat height to determine therelationship between the seat height and thestress. Second, we will.…

The simulation result will be used to determine
the optimal seat for correct seating posture.

Effective header clearly shows the “key message”
Institute for the Advanced Study of Human Biology (WPI-ASHBi)of the content you will explain

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Tip #5: Visualize your plan using “figures & diagrams”
e.g. Project timelineYear 1
Theme 1
Identification of
the Key Factors
Theme 2
Elucidating the
Function of each
Key Factors
Theme 3
Elucidating the
Mechanism of
the problem

Year 2

Year 3

Articlesearch

Field
Study

Extraction of
Key Factors

Analyzing
Known Factor

Comparative
Evaluation

Mini
Workshop

SubmitPaper

Feedback
Analysis

Systematic
Integration

Workshop with
global experts

e.g. Project overview

Modified from Ono E, “科研費研究計画調書のグラフィックデザイン”, 2019https://ashbi.kyoto-u.ac.jp/ja/wpcontent/uploads/sites/4/2019/11/ASHBi_KAKENHI2019_02-Ono.pdf

Make sure to prepare them in grayscale!
Visualizing your storyline will enableInstitute for the Advanced Study of Human Biology (WPI-ASHBi)
reviewers
to capture the story at a glance42Tip #6: Obtain Third Person’s View via Feedback
Check to see how much of your proposal
is understood by others
What do you mean by this?

What’s theimportant part ofthis proposal?
URA

Colleague
You

Hmm…
How can I modify my story
to make it more easily
understood…

Modified fromOno E, “科研費研究計画調書のグラフィックデザイン”,
K-CONNEX Seminar, 2017

Have others check your document
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to avoid
your story becoming ego-centric43

Acknowledgements
ASHBi Research Acceleration Unit
Tadashi Ogawa
Spyros Goulas
Tomoki Shimizu
Hiromi Inoue

ASHBi OfficeFumi Komori
Narumi Sano
Tomoyo Muto
LiMe, Kyoto University
Hiromi Sumita

IIMC, Kyoto University
Eiri Ono

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Part 2

Writing Tips for
Early-stage Researchers
Daniel Packwood
PI/Junior Associate Professor
WPI-iCeMS

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Q&A Session

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Appendix 1

Useful information
for KAKENHI

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Changes regarding KAKENHI application for FY2023
https://www.jsps.go.jp/english/e-grants/data/09/2023/major_changes_2023.pdf

1.

Deadline Schedule: basically same as FY2022

2.

Review Section: some sections are jointly evaluated for Kiban B

3.

Parallel Application: 2nd WAKATE & Pioneering can be applied together

4.

Review Results:1st round dropouts are notified earlier (for Challenging Research)

5.

Research Start-ups: new researchers employed from Oct. will be eligible

6.

Research Integrity: need to ensure research transparency in e-Rad
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KAKENHI Research Categories

Specially Promoted
Research

Scientific Research on
Innovative Areas

Scientific Research(S/A/B/C)

Early Career Scientists

Challenging Research(Pioneering/Explanatory)

Research Activity
Start-up
KAKENHI Grants-in Aid for Scientific Research Pamphlet, JSPS
https://www.jsps.go.jp/english/e-grants/data/kakenhi_pamph_e.pdf

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KAKENHI Past selection results (adopted numbers/section)
Selection results for each category & basic section can be found at KAKENHI website.

https://www.jsps.go.jp/english/e-grants/data/award_trends/3-1-2_r3e.pdf

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KAKENHI Past selection results (adopted projects)
Adopted projects can be found at KAKEN database (use advanced search)https://kaken.nii.ac.jp/en/

3) Press “Search” to check adopted projects
Title, Investigator, Outline can be found

1) Press “Advanced Search” to open search criteria
2) Select your category, review section, etc.

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Useful links for KAKENHI• KAKENHI proposal documents, instructions, etc.
https://www.jsps.go.jp/english/e-grants/grants09.html• Restriction on Parallel Grant Application

https://www.jsps.go.jp/english/e-grants/data/09/2023/table_of_restriction_e.pdf• KAKENHI Review Section Table

https://www.jsps.go.jp/english/e-grants/data/09/2023/review_section_table_e.pdf• KAKENHI past reviewer list (in Japanese)

https://www.jsps.go.jp/j-grantsinaid/14_kouho/meibo.html• KAKENHI Peer Review Process

https://www.jsps.go.jp/english/e-grants/grants03.html• KAKENHI Review Process & Assessment Criteria

https://www.jsps.go.jp/english/e-grants/data/2022/r4hyoutei03_en_general.pdf

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Appendix 2

Application Format
WAKATE/Kiban C
Instructions for each part

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Part 1 Research Objectives, Research Methods, etc.

[Keywords in the instructions]

1. Scientific background & “Key Scientific Question”
2. Purpose, scientific originality & creativity

3. Circumstances leading to conception, domestic/overseas trends, positioningof this research
4. What will be elucidated, to what extent and how it will be pursued
5. Preparation status

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Part 1 Research Objectives, Research Methods, etc.
Additional Notes

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Part 2 Applicant’s Ability to Conduct the Research andthe Research Environment

Additional Notes[Keywords in the instructions]

1. Applicant’s hitherto research activities

2. Research environments including research facilities and equipment, researchmaterials
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Part 3 Issues Relevant to the Protection of Human Right andCompliance with Laws and Regulations[Keywords in the instructions]

1. Consent and/or cooperation of third parties

2. Consideration in handling of personal information

3. Actions related bioethics and/or biosafety, including the laws, regulations
and the guidelines

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Appendix 3

Rating Elements
WAKATE/Kiban B&C
Instructions for reviewers

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Questions you need to answer for each Rating Element
https://www.jsps.go.jp/english/e-grants/data/2022/r4hyoutei03_en_general.pdf

1. Academic Importance of Research Project Is it an important research project to be promoted from the academic point of view?
 Is the “key scientific question” comprising the core of the research plan clear, and scientificsignificance, and originality recognized?
 Is it clear that the history leading to the conception of the research plan and domestic andoverseas trends related to the proposed research and the positioning of this research in therelevant field?
 Can we expect an effect the wave to a wider academic, scientific, technological or society byconducting this research project?

2. Validity of Research Method

 Is the research method concrete and appropriate in order to achieve its research objective? Also,
do the research expenditure ensure consistency with the research plan?
 Is the preparation status appropriate in order to achieve its research objective?

3. Appropriateness of Ability to Conduct Research and Research Environment Does it possess sufficient ability to conduct the research plan based on research activity over the
past years?
 Have the research environment been arranged by the research facilities, equipment, researchmaterials, etc. necessary to conduct the research plan? Parallel Application: 2nd WAKATE &Pioneering can apply together
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Appendix 4

Additional information for
Effective Storytelling

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What’s different in Paper Writing & Grant Writing?

Porter R, “Why Academics Have a Hard Time Writing Good Grant Proposals”,
The Journal of Research Administration, vol 38, 2, 2007
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Which questions are answered in a good abstract?
A good abstract will provide answers to reviewer’s questions• Which problem are you going to solve?
• Why is this problem important?
• How will you do it?
• What do you plan to find/achieve?
• What potential impact can your provide?
Modified from “Writing an abstract”, Australian National University
https://www.anu.edu.au/students/academic-skills/research-writing/journal-article-writing/writing-an-abstract

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