University researchers' perceptions and experiences of the burdens entailed in grant proposal preparation and submission

The amount of time and effort that university researchers spend writing grants and executing grant administration responsibilities is one of the biggest challenges for science policy. This study aims to explore the complexity of the phenomenon of burdens in the administrative procedure for principal investigators (PIs) in sponsored research. The findings make a theoretical contribution to the study of burdens and red tape by closely examining the processes in which the burdens emerge, increase, and decrease; in doing so, this research will lay the groundwork for future studies of burdens and sponsored research systems. This study assumes that burdens are embedded in the social process, not merely in the number of required documentation or time spent on the procedure. The two overarching research questions are as follows: (1) What do researchers perceive or experience as a burden in grant proposal preparation and submission in sponsored research? (2) What are the possible factors or hypotheses to explain the generation, increase, and decrease of burdens? This single case study of a large research university examines the burdens faced by university researchers as they prepare and submit grant proposals. Primary data comes from semi-structured interviews with thirty-one PIs in science and engineering schools, and four interviews with research administration staff. Based on the interview data and theoretical arguments, this study illustrates the burdens in two categories: Burdens related to the proposal system, rules, and requirements; and burdens PIs experience with pre-award staff and relations. In addition, this study assesses each PI’s burden level in terms of the number of tasks in the proposal process, and the quality of the pre-award staff and services the PI experiences. This study further examines possible contributing factors and tentative hypotheses of burdens. In the discussion, this study develops theoretical arguments about the nature and consequences of burdens and fundamental issues in the grant system, and discuss prescriptions for PIs, universities, and sponsored research systems.