Advice for Contacting Your Program Manager
Program Directors (also known as Program Managers or Program Officers) are invaluable resources when preparing competitive proposals. They can help you understand where your research fits within an agency's funding portfolio, whether similar work has been funded, and how well your ideas align with program priorities. Establishing a relationship early - both in your career and before each submission - is considered best practice.
You can typically find Program Manager contact information on the agency website or directly within the solicitation.
When to Contact a Program Manager
New faculty, or investigators exploring new research directions, are especially encouraged to reach out to Program Managers in relevant divisions or agencies. The easiest approach is to send a brief introductory email and request a short meeting or phone call. Offer several available days/times to make scheduling easy.
Preparing for the Conversation
Before contacting the Program Manager:
- Carefully read the solicitation and relevant application guidelines.
- Prepare a short overview or concept summary of your project.
- If possible, send this overview ahead of your meeting so the Program Manager has context.
The goal is to have a focused, informed conversation about fit, priorities, and strategy.
Questions You May Ask
During the conversation, you may ask about:
Project Fit & Scope
- Whether your project aligns with the program's mission and priorities
- Where your project fits within the agency's structure
- The strength and sufficiency of your preliminary data
- Feedback on your proposed aims and approach
Proposal Strength & Common Pitfalls
- Common weaknesses or mistakes seen in unsuccessful proposals
- Characteristics of strong, competitive applications
- Gaps or areas of interest the agency would like to see addressed in proposals
Program Expectations & Guidelines
- Any unclear elements of the solicitation
- Program-specific deadlines, cycles, or review timelines
- How review panels operate for that opportunity, including:
- Who reviews proposals?
- How reviewers are selected
- Number of reviewers
- Whether you may suggest reviewers
Role of the Program Manager
- How involved the Program Manager is in the review process
- How they advocate for proposals internally
- Where boundaries exist (they cannot tell you your chances of funding or write your proposal)
Always do your homework first; Program Managers expect you to come prepared with specific, thoughtful questions.
Additional Tips
- Program Managers cannot tell you how to write your proposal or assess your likelihood of funding, but they can clarify program fit, priorities, and expectations.
- End the conversation by asking: "Is there anything I haven't asked that I should know?" This often prompts valuable unsolicited advice.
- For NSF proposals, asking about the balance between intellectual merit, broader impacts, and program-specific expectations can be particularly useful.
- For NSF CAREER proposals, expectations around the balance of research and education activities vary by discipline - ask about this explicitly.
- Program Managers often attend major conferences and workshops. These are excellent opportunities to connect in person - schedule time in advance if possible.
