MATRIX Mentoring Program

MATRIX is a structured mentoring program that provides mentees with a multi-tiered approach involving a series of large and small group venues that participants will actively participate in, as follows:

Large Group Events and Workshops: Designed for all participants in the cohort, these large group events will provide mentees with the tools and knowledge needed to successfully develop and write a high-quality NIH R01 (or equivalent) proposal. Example topics may include grant writing, budgets, biostatistics, time management, and more. Large group events tentatively planned for the 2023 MATRIX Cohort include:

• Opening Ceremony (January)
• Full-day Grant Writing Seminar (February)
• Biostatistics Workshop
• Mid-Year Event – To Be Announced (June)
• Closing Ceremony (October)

Small Group Peer Activities:  Small group activities will serve as a platform for self-directed interdisciplinary activities for a pod of two to four mentees and one faculty coach. Each of these groups will meet at least monthly and provide an interactive environment for mentees to share, review, provide feedback, and address challenges in proposal sections.

Individualized coaching by faculty members with successful funding records who commit to mentor, meet, and advise their group and department chairs.

Chalk Talks: Chalk Talks, to be completed within the first three months of the program in consultation with the home department and the Internal Subject Matter Expert (ISME), will consist of a one-hour presentation by the mentee to experienced researchers to gain feedback on Specific Aims to strengthen proposal development.

Internal Consultation: Internal Subject Matter Experts (ISMEs), to be selected by mentees, departments, and coaches, will counsel mentees on research plans, help them mentees prepare and present Chalk Talks, and provide feedback and guidance on grant proposal drafts.

External Review: External Subject Matter Experts (ESMEs) will be recruited and paid to provide an NIH-style critique on the final draft of mentees’ proposals at least six-weeks before the grant application deadline.

Download the MATRIX Annual Timeline

Mentees are grouped into small teams (pods) where specialized training, guidance, and camaraderie aid in the development of a competitive NIH R01 or equivalent proposal over this 9-month program. Participation is limited to faculty members who have not yet been a Principal Investigator (PI) on an R01 project (or equivalent).

The course will include Coaches (Senior UW-Madison faculty with established track records of external funding) and an Internal Subject Matter Expert (ISME) for each mentee to consult on the scientific content of the proposals. Mentees, with assistance from their departments and/or coaches, as well as information gleaned from the Research Insight website at UW, will generate names of potential ISMEs—any established UW faculty researcher who would be a good fit with mentees’ research fields and needs and is available to offer scientific guidance. The goal is for mentees to recruit an ISME within the first three months of the program. ISMEs will counsel mentees on their research plans, help them prepare and present Chalk Talks, and provide guidance on grant proposal drafts.  During the program, ISMEs will also help mentees identify an External Subject Matter Expert (ESME), who will provide a critical NIH-style review on mentees’ near-final proposals before the grant application deadline. Once an ISME and EMSE are identified, the mentee should send their names and contact information to the MATRIX Program email: matrixmentoring@med.wisc.edu. 

MENTEE RESPONSIBILIITIES

Mentees will actively participate in group meetings and activities. One coach will be assigned to a group of two to four mentees (a pod). All pods will meet in two monthly meetings (or frequency determined by pod/team), January through September (in addition to a mid-term and closing ceremony).

Coaches will guide the group through NIH policies and practices and development of an R01 equivalent grant application. In much the same way that a head coach is not an expert on all the positions, a MATRIX coach is not necessarily an expert on the scientific expertise needed for each mentee’s grant proposal. Rather, the coach is a process expert. Scientific expertise will be provided by the ISME, as well as feedback from the ESME.

Small group (pod) activities include helping to determine a realistic deadline for each mentee, advising them on developing sections of a proposal, and reviewing proposals in the group. Coaches will help the group find answers to other issues that may surface, such as how to contact NIH Program Officers or how to select a study section.

Each pod is self-governing. Coaches will arrange meetings and, together with the pod members, determine when the pod will meet. We will provide a dedicated team folder in Box for pod members to upload and share proposal sections for review.

Several large group events and/or workshops for all participants will provide mentees with additional tools and knowledge needed to successfully develop and write a high-quality NIH R01 (or equivalent) proposal, such as grant writing, budgets, biostatistics, time management, and more.

Download the complete R01 Prep Course Program Timeline.

BENEFITS OF BECOMING A MENTEE

• Learn how to present a well-conceptualized research project / grant idea persuasively.
• Gain insight about what grant reviewers are looking.
• Learn how to identify and request the best study section for reviewing your proposal.
• Learn how to communicate with your Program Officer.
• Become a peer reviewer within your own pod.
• Prepare and present a Chalk Talk to receive feedback on your Specific Aims.
• Pick up best practices from widely-acclaimed experts at Grant Writers’ Seminars about how to “Write Winning Grant Proposals” with a focus on NIH.
• Create a cross-disciplinary, supportive network with other new investigators at UW-Madison.

ELIGIBILITY FOR MENTEES

Applicants must:

• Be UW-Madison faculty members…. Scientists, or assistant or associate professors. Mentees can be from any department, school, or college on the UW campus.
• Have not been a PI on an NIH R01 grant proposal.
• Have demonstrated interest in obtaining extramural funding.
• Be willing to seek out and enlist the participation of an Internal Subject Matter Expert (ISME) and External Subject Matter Expert (ESME). Once identified, mentees should send names and contact information to the MATRIX Program email: matrixmentoring@med.wisc.edu.
• Have a draft (however rudimentary) of an Aims page.
• Gain approval from Department Chair (or Division Head) documented via cover letter attached to application.

Selection Process: Applications will be 1) vetted by an admissions committee to determine readiness to prepare an R01 equivalent grant, and 2) sent to Chairs or Division Heads to confirm consent for the mentee’s participation in the program and their support during its duration.

HOW TO APPLY

The application period is now closed for 2023. For consideration to be a mentee, applicants will be required to submit the following documents by December 22, 2022: 

(1) Cover letter co-signed by applicant and Department Chair (or Division Head). Applicants should download and use the appropriate template provided below (SMPH vs non-SMPH applicants):
               • SMPH mentee applicants, please use this cover letter template: SMPH Mentee Cover Letter
               • Non-SMPH applicants, please use this cover letter template: Non-SMPH Mentee Cover Letter
(2) NIH Biosketch (5 pages maximum). You may use the “A. Personal Statement” to describe how the MATRIX program will benefit you.
(3) Draft Aims Page

In addition, mentees are required to attend the following events:

• Opening Ceremony (January)
• Mid-term Ceremony (June)
• Monthly Team Meetings
• Mock Review and Closing Ceremony (October)

The path to research funding is highly competitive and very complicated, and the process to develop a research proposal can be challenging without guidance.  MATRIX is a 9-month, multi-tiered structured program specifically designed to help first-time R01 (or equivalent) UW-Madison applicants successfully secure grant funding. Programs like MATRIX have been implemented by top-funded universities around the country, proving successful time and again. However, the success of the program depends greatly on the network of support the applicant receives during the writing period, which is where coaches, as leaders, can make a difference. Faculty members with strong NIH funding track records and peer-review experience will serve as coaches in MATRIX to guide mentees through the process of developing NIH research project grant proposals (or equivalent), while encouraging peer support and feedback. SMPH encourages qualified UW-Madison faculty to get involved in the program to provide this highly relevant support to early-career applicants.

In addition to coaches, MATRIX will enlist the support of an Internal Subject Matter Expert (ISME) for each mentee to consult on the scientific content of the proposals. Mentees, with assistance from their departments and/or coaches, as well as information gleaned from the Research Insight website at UW, will generate names of potential ISMEs—any established UW faculty researcher who would be a good fit with mentees’ research fields and needs and is available to offer scientific guidance. The goal is for each mentee to recruit an ISME within the first three months of the program. ISMEs will counsel mentees on their research plans, help them prepare and present Chalk Talks, and review and provide feedback on grant proposal drafts. During the program, ISMEs will also help mentees identify an External Subject Matter Expert (ESME), who will provide a critical NIH-style review on mentees’ near-final proposals before the grant application deadline. Once an ISME and EMSE are identified, the mentee should send their names and contact information to the MATRIX Program email: matrixmentoring@med.wisc.edu. 

COACH’S RESPONSIBILITIES

One coach will be assigned to a group of two to four mentees (a pod). All pods will meet with their coach in two monthly meetings (or frequency determined by pod/team), January through September (in addition to the closing ceremony).  The coach serves as the “process” expert to guide the group through NIH policies and practices and development of an R01 equivalent grant application.

Small group activities include helping to determine a realistic deadline for each mentee, advising them on developing sections of a proposal, and reviewing proposals in the group. Coaches will help the group find answers to other issues that may surface, such as how to contact NIH Program Officers or how to select a study section.

Each pod is self-governing. Coaches will be given “general” guidelines on discussing grant sections, arrange meetings, and -together with the pod members- determine when the pod will meet. We will provide a dedicated team folder in Box for pod members to upload and share proposal sections for review. Individual team folders are only accessible to designated pod members.

Download the complete R01 Prep Course Program Timeline.

BENEFITS OF BECOMING A COACH

• Share knowledge you have gained.
• Guide and encourage new researchers.
• Learn about new technologies and discoveries.
• Work in an interdisciplinary/translational group.
• Contribute to the research mission of UW-Madison.
• Receive $2,000 per mentee (up to 4) to be paid as an overload.

ELIGIBILITY FOR COACHES

Applicants must:

• Be faculty members with primary appointments as associate or full professors at UW-Madison. Coaches can be from any department, school, or college on the UW campus.
• Have been a PI on at least one NIH R01 grant proposal.
• Have experience as a grant reviewer (ideally NIH).
• Have demonstrated interest and experience in mentoring.

Selection Process: Selection will be made based on:

• Strength of experience both as an investigator and a mentor.
• Match with scientific composition of mentee teams.

Each coach will receive $2,000 per mentee (up to 4) to be paid as an overload.

HOW TO APPLY

The application period is now closed for 2023. For consideration to be a coach, applicants will be required to submit the following documents by December 22, 2022:

• NIH Biosketch (5 pages maximum). You may use the “A. Personal Statement” to describe your interest in mentoring.

In addition, coaches are required to attend the following events:

• Opening Ceremony (January)
• Monthly Team Meetings
• Mock Review and Closing Ceremony (October)

An Internal Subject Matter Expert (ISME) will be an established UW-Madison faculty researcher who would be a good fit with mentees’ research fields and needs and is available to offer scientific guidance to a mentee. ISMEs can be from any department, school, or college on the UW-Madison campus. Mentees, with assistance from their departments and/or coaches, as well as information gleaned from the Research Insight website at UW, will generate names of potential ISMEs. Each mentee should then reach out to a potential ISME to determine their willingness to participate in the program, with the goal of recruiting an ISME within the first three months of the program. Once identified, mentees should send name and email of the ISME to the MATRIX email: matrixmentoring@med.wisc.edu. ISMEs will counsel mentees on their research plans, help them prepare and present Chalk Talks, and provide guidance and feedback on grant proposal drafts. Specific roles of the ISMEs include to:

• Advise mentees of the appropriateness of the preliminary data and the specific aims;
• Review drafts of sections of the R01 or equivalent proposal as they are being developed;
• Guide mentees on a timeline to complete the proposal;
• Advise the mentee on preparing a Chalk Talk in their department or location they determine most appropriate, attend the Chalk Talk, suggest participants to attend, and provide feedback to the mentee;
• Help the mentee determine an appropriate NIH study section and provide advice on contacting a program officer; and
• Help the mentee identify and recruit an External Subject Matter Expert (ESME) who can provide a critical NIH-style review of a near-final draft of the proposal, and who has pertinent NIH study section experience.

BENEFITS OF BECOMING AN ISME

Through the experience of serving as an ISME, you will be able to:

• Help guide the success of new investigators.
• Contribute to the mentee’s research design and rationale.
• Share your wisdom and insight as an experienced researcher, reviewer, and faculty member.
• Have the opportunity to learn about new technologies or methods.
• Participate in MATRIX events.
• Contribute to the research mission of UW-Madison.

Total estimated time commitment is approximately 16-20 hours (excluding optional components). In compensation for the completion of this role (i.e., once the mentee has submitted a carefully developed and well-reviewed NIH R01 or equivalent application), you will receive a $1,000 salary supplement.

HOW TO APPLY 

ISMEs will be selected by the mentee in consultation with coaches and Department Chairs. Its is suggested that ISMEs are recruited within the first three months of the program. Please download and complete the ISME Agreement.

External Subject Matter Experts (ESMEs) work with mentees to review their proposal in advance of the grant application deadline. The Internal Subject Matter Expert (ISME) will help the mentee identify and recruit an ESME who can provide a critical NIH-style review of a near-final draft of the proposal, and who has pertinent NIH study section experience.

To obtain an ESME review, the mentee will contact the  MATRIX Program Director with completed materials (i.e., request form and draft proposal) at least six (6) weeks in advance of the grant application deadline. The program manager will facilitate the review process, and once completed, the ESME receives $500 for his or her service.

The ESME is expected to keep all research confidential and return the provided NIH research proposal review template within two (2) to three (3) weeks. Please note that it is best to obtain this review at least six (6) weeks in advance of the grant application deadline to allow time for further refinement and data assimilation.

Please send inquiries to matrixmentoring@med.wisc.edu.

ESME Agreement & Proposal Review Forms:

• ESME Agreement Form
• NIH-Style Review Form

• MATRIX Opening Event (2023) 
• MATRIX Biostats Seminar (2023)

Office of Research Administration and Proposal Development Services

For more information, contact:

Lori Uttech-Hanson, CRA, MA Ed
Director, medRAMP Office – SMPH Office for Research AdMinistration and Proposal Development Services
Email: uttechhanson@wisc.edu
Phone: 920-296-5930

• Grant Writing 101 Videocast
• All About NIH Grants – Podcasts
• NIH Grants Process Overview
• NIH Grants YouTube Channel
• NIH – How to Write Your Application
• NIH – How to Apply – SF424 Application Guides & Instructions
• NIH Grants Policy Statement
• NIH – NIAID Variety of Sample Full Grant Applications
• NIH – NCI Variety of Sample Grant Applications (1)
• NIH – NCI Variety of Sample Grant Applications (2)
• Grant Writers’ Seminars and Workshops
• Tutorials for Application Sections
• NIAID Grant Writing Tips

• NSF Proposal Development
• NSF Proposal Guide & Policies
• NSF Grants Conference (include resources and presentations from past conferences)
• How to Write a Winning NSF Proposal
• NSF Proposal Writing 101
• NSF Grant Writing Tips

• DOD CONGRESSIONALLY DIRECTED MEDICAL RESEARCH (CDMRP) PROGRAMS
• DoD CDMRP Introduction & Overview
• DoD Funding and Review Process
• How to Apply
• DoD SBIR & STTR Tutorials