Part 1

Evaluation Systems &Effective Storytelling

Makoto Shida, ASHBi-URA
ASHBi Research Acceleration Unit

WPI-ASHBi, Kyoto University
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Makoto Shida, ASHBi-URA- Individual Writing Support (@ ASHBi, from 2019)
KAKENHI: Transformative Research A/B, Kiban S/A/C & Wakate
Other grants including JST-FOREST, AMED etc.
- Seminar Lecturer
KAKENHI, DC1/2 Fellowships, and others
KAKENHI Seminars

DC1/DC2 Seminars

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Other Seminars(outside of ASHBi)

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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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Today’s Agenda

1. Basic Information and Application Process
2. Evaluation System for WAKATE & Kiban C
3. Storytelling: Preparing an Effective Proposal

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JSPS funding programs for PhD students & Early-stage researchers

Fellowships

DC1
PhD Students

for prospective PhD students

DC2

for enrolled PhD students

PD
Postdocs

for “permanent resident holders” and Japanese postdoc
Postdoctoral Fellowships for Research in Japan (Standard)

Grantsfor foreign postdocs intending to start research in Japan

Postdocs &Faculty Members

KAKENHI(Kiban S/A/B/C, WAKATE, etc.)

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KAKENHI is the largest & most accessible funding program in Japan

37% of thegovt. competitive funding
https://www8.cao.go.jp/cstp/compefund/over 25,000 proposals
are selected each year
https://www.jsps.go.jp/j-grantsinaid/27_kdata/data/r04/2-1_r4.pdf

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“Kiban & WAKATE” are the basic categories for KAKENHI“Grant-in-Aid (KAKENHI) Program” forCreative/pioneeringresearch

Radical transformationof the existing framework

Specially Promoted
Research

Scientific Research
S/A/B/C (Kiban)

Early-Career Scientists(WAKATE)Transformative Research
Areas A/B
Challenging Research

Research Activity
Start-uphttps://www.jsps.go.jp/english/e-grants/grants01.html

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For early-stage researchers, WAKATE/Kiban C are the most suitable
Category

PeriodGrant Size (Total JPY)

Kiban S

5 years

Kiban A

3-5 years

Kiban B
Kiban C

3-5 years

WAKATE

2-5 years

within 8yrs from PhD degree

Adoption (2023)
NumberRate

50～200 M

70

12.3%

20～50 M

491

27.2%

5～20 M

3,234

28.0%

11,991

27.4%

5,274

40.4%

～5 M

+other special categories
https://www.jsps.go.jp/english/e-grants/grants01.html
https://www.jsps.go.jp/file/storage/kaken_g_737/siryou1.pdf
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You need to apply via the JSPS E-Application System
Login with your e-Rad #(your researcher ID in Japan)

E-application to funds
KAKENHI, JST grants etc.

Carry the same ID
even when you transfer

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

To start, contact your univ. admin for- your e-Rad #- internal deadline

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9You need to upload the application set in the E-Application System
WEB SYSTEMWORDWEB SYSTEM

Application Info

Application Forms (Proposal)

Budget Plan

E-Application System
Your Univ. Admin checks
and then submits to JSPS
https://www.jsps.go.jp/english/e-grants/grants09_kiban.html
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Your Application Forms (Proposal) consist of 3 Parts
Make sure to follow the instructions carefullye.g.

- page limit & font size (over 10pts)- context to be answered for each partSee appendix for
instruction details

Application Forms (Proposal)

Part 1
Research Plan

Part 2
Feasibility

Part 3Compliance

4 pages

2 pages

1 pagehttps://www.jsps.go.jp/file/storage/kaken_kiban_2023_g730/s-21_e.docx
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11Summary: Basic Information and application process

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Today’s Agenda

1. Basic Information and Application Process
2. Evaluation System for WAKATE & Kiban C
3. Storytelling: Preparing an Effective Proposal

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13What is the evaluation process for WAKATE/Kiban C?

*Kiban B follows the same process

You(Applicant)Evaluation Process（Blackbox?）

Selected
40%

Not
Selected
60%

Rabbit Icons: https://chojugiga.com/
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WAKATE/Kiban C Applicants are evaluated by 4 reviewers in 2 stages*Kiban B follows the same process

4 Reviewers

You(Applicant)

A

B

C

D

Evaluation ProcessTop
30%（Blackbox?）

1st Stage
Evaluation

Border
20%

Low
50%

Selected40%

2nd Stage
Evaluation
Not
Selected
60%

Frog & Rabbit Icons: https://chojugiga.com/
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Reviewers: Researchers in your Review Section fields
Experts are selected from the “Review Section” which you chose
4 Reviewers

You(Applicant)

A

B

C

D

Top
30%

1st Stage
Evaluation

Border
20%

Low
50%

Selected40%

2nd Stage
Evaluation
Not
Selected
60%

Frog & Rabbit Icons: https://chojugiga.com/
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You are to choose from the 306 “Basic Sections” (each covering a fairly broad field)

Experts in Basic Section “44020”
44020 Developmental biology-related

A

B

C

D

Reviewers are experts but
may not be from your ”specific” field
https://www.jsps.go.jp/english/e-grants/data/09/2023/review_section_table_e.pdf
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Frog Icons: https://chojugiga.com/

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Past reviewer info can be helpful in choosing your Review Section
Past reviewers are disclosed(provided only in Japanese)
FY202044020 Developmental biology-related

FY2019https://www.jsps.go.jp/english/e-grants/data/09/2023/review_section_table_e.pdf

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

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Past selections can also be helpful in choosing your Review Section
You can search for past projects using
KAKENHI Database (KAKEN)

44020 Developmental biology-related

https://www.jsps.go.jp/english/e-grants/data/09/2023/review_section_table_e.pdf
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https://kaken.nii.ac.jp/en/

19Evaluation: the fate of approx. 80% are decided in 1st Stage
Sorting is done by the “Overall Score”
4 Reviewers

You(Applicant)

A

B

C

D

Top
30%

Evaluate
1st Stage“ALL”
Evaluation
applications

Border
20%

Low
50%

Re-Evaluate
2nd Stage“Border-lines”
Evaluation
Only

Selected
40%

Not
Selected
60%

Rabbit Icons: https://chojugiga.com/
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Reviewers sort applications into 4 categories using the “Overall Score”
4 Reviewers’ “Overall Score” Average is used for selection
Overall Score

ApplicantEvaluate
“All”
2
3
4
applications
40%
20% 10%(sorting the application)

1

30%
Poor

Excellent

Academic Importance
3 Rating
Elements(absolute rating)

Validityof Methods

Appropriatenessof Researcher/Environment
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Rabbit Icons: https://chojugiga.com/

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Summary of Evaluation Systems
Most are decided in 1st stage (1 chance)Your proposal needs to be understood properly

Reviewers may not be experts of your specific field
Your proposal needs to be in easy-to-understand format

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Today’s Agenda

1. Basic Information and Application Process
2. Evaluation System for WAKATE & Kiban C
3. Storytelling: Preparing an Effective Proposal

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What Makes an Effective Grant Proposal?

Effective Storytelling
helps the reviewer to grasp with your story
Wow! I caneasily comprehend
this story!

Frog Icons: https://chojugiga.com/
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Why is storytelling important?
Focused Issue

You(Applicant)Your Research

Research Plan

Focused FindingsYour point of view

Specific Issue
Methods(Unique/Solid)

You need areviewer’s
point of view!

Expected Findings

Rabbit Icons: https://chojugiga.com/
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You need to connect your & reviewer’s point of view
Large Issue
Focused Issue

You(Applicant)Your Research

Research Plan

Focused FindingsYour point of view

Specific Issue
Methods

ReviewerYour Research

Large Impact

Reviewer’s point of view

Academic Importance
Validity(Unique/Solid)of Methods

Expected Findings

Appropriatenessof Researcher/Environment

You need to satisfy both point of view
Frog & Rabbit Icons: https://chojugiga.com/
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Academic Importance: Why should others listen to your story?
Shida’s Interpretation

Research Plan

Large Unsolved Issue
固有の課題
CriticalSpecific
Problem
Issue
Methods(Unique/Solid)

Expected Findings

Academic Importance
Validityofof Methods
Methods

Appropriatenessof Researcher/Environment

Large Potential Impact
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Validity & Appropriateness: Why is your plan feasible?
Shida’s Interpretation

ResearchResearch Plan
Plan

Large Unsolved Issue

Critical Problem
Methods(Unique/Solid)(Unique/Solid

Expected Findings

Feasibility of yourResearch Plan
Ability/Expertise
Research
Environment

Academic Importance
Validityof Methods

Appropriatenessof Researcher/Environment

Large Potential Impact
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Good storyline has the “Hourglass” structure

Research Plan

Large Unsolved Issue“Hourglass” like structure

固有の課題
Critical
Problem
Methods

Large scope

Specific
focus(Unique/Solid)

想定される成果
Expected
Findings

Large Potential Impact

Shida’s Interpretation

Specific
focus

Academic Importance
Validityof Methods

Appropriatenessof Researcher/Environment
Large scope

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”

Research Plan

Large Unsolved Issue“Hourglass” like structure

固有の課題
Critical
Problem
Methods

Large scope

Specific
focus(Unique/Solid)

想定される成果
Expected
Findings

Large Potential Impact

Shida’s Interpretation

Specific
focus

Academic Importance
Validityof Methods

Appropriatenessof Researcher/Environment
Large scope

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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Useful tips in preparing an effective proposal
Tip #1

Grant Writing is different from Paper Writing

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

Grant WritingvsFuture oriented

Work that has been done

Work that should be done

Theme-centered

Project-centered

Theory and thesis

Objectives and activities

Specialized terminology

Accessible Language

Expository rhetoric

Persuasive rhetoric“Insider jargon”

Explaining to the reader

Easily understood“Selling” to the reader

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

小野英理 “科研費研究計画調書のグラフィックデザイン” 2019

Check to see if you have “every component” in your story
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Tip #3 Identify your “Key Scientific Question”
In KAKENHI, you need to clarify your “Key Scientific Question”
A good question/problem distinguishes your proposal from others!
→ It enhances the significance/originality of your study
Tadashi Ogawa
Admin. Director
WPI-ASHBiYour Methods

Desired Goals(Expected Findings)

Previous
Studies

Your
Study

Problem/
Question

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

Make a question of which your method is the “best way” to successwhile showing the “difficulty” in other methods
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Tip #4 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

Year 2

Year 3

Articlesearch

Field
Study

Extraction of
Key Factors

Analyzing
Known Factor

Comparative
Evaluation

Mini
Workshop

Theme 3
Elucidating the
Mechanism of
the problem

SubmitPaper

Feedback
Analysis

Systematic
Integration

Workshop with
global experts

e.g. Conceptual diagram

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

Make sure to prepare them in grayscale!
Visualizing your storyline will enable reviewers
to capture the story at a glance
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Tip #5 Guide the eyes with “Easy-to-understand” structure△
Family50+ proposals×7p== over 350p!!

△

Research

It’s easy to follow!

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

Frog Icons: https://chojugiga.com/

Place the summary, headers and figures effectively
to help guide reviewers’ eyes
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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 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

The reader of your research story is the reviewer, not you
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Acknowledgements
ASHBi Research Acceleration Unit
Tadashi Ogawa
Spyros Goulas
Tomoki Shimizu
Hiromi Inoue
Chieko Chiwata
Providing Materials/Feedbacks
Eiri Ono, IIMC, Kyoto University
Hiromi Sumita, LiMe, Kyoto University
ASHBi OfficeFumi Komori
Narumi Sano

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ASHBi Research Acceleration Program
ASHBi Research Acceleration Unit provides variety of seminars
for early-stage researchers and graduate students!

Check here for the program and upcoming seminars!
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Please provide your feedback!
Questionnaire link:

https://forms.gle/cgQPbr3h8hc15bnz6Thank you for your participation

We wish you luck on your application!!
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Appendix 1
Instructions for the KAKENHI
Research Proposal Document(sample: WAKATE)[NOTE] Instruction for Kiban C is also the same

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1. Research Objectives, Research Method, etc.

https://www.jsps.go.jp/file/storage/kaken_kiban_2023_g730/s-21_e.docx
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1. Research Objectives, Research Method, etc.
Notes to observe when preparing the Research Proposal Document

https://www.jsps.go.jp/file/storage/kaken_kiban_2023_g730/s-21_e.docx
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1. Research Objectives, Research Method, etc.
Notes to observe when preparing the Research Proposal Document

https://www.jsps.go.jp/file/storage/kaken_kiban_2023_g730/s-21_e.docx
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2. Applicant’s Ability to Conduct the Research and the Research Environment

https://www.jsps.go.jp/file/storage/kaken_kiban_2023_g730/s-21_e.docx
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3. Issues Relevant to the Protection of Human Right and Compliancewith Laws and Regulations

https://www.jsps.go.jp/file/storage/kaken_kiban_2023_g730/s-21_e.docx
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Appendix 2
Assessment Criteria forDocument Review

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Assessment Criteria: Overview

https://www.jsps.go.jp/english/e-grants/data/2023/r5hyoutei03_en_general.pdf
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Assessment Criteria: Overview

https://www.jsps.go.jp/english/e-grants/data/2023/r5hyoutei03_en_general.pdf
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Assessment Criteria: Overview

https://www.jsps.go.jp/english/e-grants/data/2023/r5hyoutei03_en_general.pdf
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Assessment Criteria: 3 Rating Elements[Rating Element 1]
Academic Importance of the Research Proposal

https://www.jsps.go.jp/english/e-grants/data/2023/r5hyoutei03_en_general.pdf
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Assessment Criteria: 3 Rating Elements[Rating Element 2]
Validity of the Research Method

https://www.jsps.go.jp/english/e-grants/data/2023/r5hyoutei03_en_general.pdf
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Assessment Criteria: 3 Rating Elements[Rating Element 3]
Appropriateness of Ability and Research Environment to Conduct Researchhttps://www.jsps.go.jp/english/e-grants/data/2023/r5hyoutei03_en_general.pdf
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Assessment Criteria: First Stage Review

https://www.jsps.go.jp/english/e-grants/data/2023/r5hyoutei03_en_general.pdf
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Assessment Criteria: First Stage Review

https://www.jsps.go.jp/english/e-grants/data/2023/r5hyoutei03_en_general.pdf
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Assessment Criteria: Second Stage Review

https://www.jsps.go.jp/english/e-grants/data/2023/r5hyoutei03_en_general.pdf
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Assessment Criteria: Other Evaluation Items (Research Expenditure)https://www.jsps.go.jp/english/e-grants/data/2023/r5hyoutei03_en_general.pdf
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Appendix 3
Other KAKENHI references

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Restriction on Parallel Grant Application
If you wish to apply for multiple categories, check the restriction chart before application
Example of an restriction chart (excerpt from the original chart)

Applicableor NotAlready haveor have applied for

Can you apply for the“Column B” category?
[Blank]: Yes (can receive both)■: Yes, but priority is on A
(cannot receive both)□: Yes, but priority is on B
(cannot receive both)

－: No
×: No
▲: No
★: No

Original chart https://www.jsps.go.jp/file/storage/kaken_kiban_2023_g730/table_of_restriction_e.pdf
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Review Section Table
You are to select “one” review section from the chart which suits you the most
For the “Basic Sections” below, the reviewers may consist ofexperts from different Medium-sized & Broad Sections

Original chart https://www.jsps.go.jp/file/storage/kaken_kiban_2023_g730/review_section_table_e.pdf
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Past Selection Results: Adoption Data (Numbers, Allocation)
From the chart, you can observe that the adoption rates are similar between “all” Review Sections
Acceptance rate for each broad sections (all category combined, FY2022 new adoptions)
SectionReseearch Fields

Applications

Accepted

Acceptance Rate

Composition

A

Philosophy, Literature, History, Geography, Law, Political science, Economics, Sociology, Education, Psychology related fields

16,991

5,368

32%

21%

B

Algebra, Analysis, Condensed matter physics, Plasma science, Particle-/nuclear-/astro-physics, Earth and planetary sciece related
fields

5,370

1,459

27%

6%

C

Mechanics of materials, Fluid engineering, Electrical and electronic engineering, Civil engineering, Architecture, Aerospaceengineering, Social systems engineering related fields

7,019

1,865

27%

7%

D

Materials engineering, Chemical engineering, Nano/micro science, Applied condensed matter physics, Applied physics andengineering, Nuclear/earth resources engineering, Biomedical engineering related fields

5,562

1,359

24%

5%

E

Physical chemistry, Organic chemistry, Inorganic/coordination chemistry, Polymers, Inorganic chemistry, Biomolecular chemistry
related fields

4,187

1,040

25%

4%

F

Agricultural chemistry, Agricultural and evironmental biology, Forestry and forest products science, Agricultural economics andrural sociology, Veterinary medical science related fields

5,860

1,517

26%

6%

G

Biology at molecular to cellular levels, Biology at cellular to organism levels, Biology at organismal to poppulation levels related
fields

4,851

1,254

26%

5%

H

Pharmaceutical sciences, Biomedical structure and function, Pathology and infection/immunology related fields

4,612

1,237

27%

5%

I

Oncology, Brain sciences, General internal medicine, Organ-based internal medicine, Internal medicine of the bio-information
integration, Surgery of the organs maintaining homeostasis, Surgery related to bioogical and censory functions, Oral science,
Society medicine, Sports sciences, physical education, Biomedical engineering related fields

28,818

8,467

29%

34%

J

Information science and computer engineering, Human informatics, Applied informatics related fields

3,787

1,026

27%

4%

K

Environmental analyses and evaluation, Environmental conservation related fields

1,795

452

25%

2%

88,852

25,044

28%

100%

Total

Modified from https://www.jsps.go.jp/j-grantsinaid/27_kdata/data/r04/3-2_r4.pdf
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Past Selection Results: KAKEN Database
From the website, you can search for past adopted projects for each Review Sections

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.

Original DB found athttps://kaken.nii.ac.jp/en/
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KAKENHI Useful links• KAKENHI proposal documents
https://www.jsps.go.jp/english/e-grants/grants09_kiban.html• Restriction on Parallel Grant Application
https://www.jsps.go.jp/file/storage/kaken_kiban_2023_g730/table_of_restriction_e.pdf• KAKENHI Review Section Table
https://www.jsps.go.jp/file/storage/kaken_kiban_2023_g730/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/2023/r5hyoutei03_en_general.pdf

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Appendix 4
Other useful tips

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Questions you want to answer in your abstract
A good abstract will provide answers to reviewer’s questions• Which problem are you going to solve?
• Why is this problem important to science/society?
• What is the goal here (What will you find/achieve?)• How will/What makes you manage to do it?
• What potential impact can your provide to science/society?

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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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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