This week we look at the third and final myth in this series and present suggestions from interviewees who were program officers/managers at Army, DARPA and NSF. The myth is: Program officers are primarily gatekeepers, rather than collaborators.
This belief is widespread among research-oriented faculty: The agency has the funds and the program officer representing it can be seen as an authority figure standing between you and those funds.
But that is not how our former agency program managers described their role. What came through instead was something more dynamic and more collaborative.
One of the clearest statements came from a former NSF program director who said: “(Many) program officers try to connect PIs with people or resources that can aid them.”
This broader role came through in all four interviews: Program officers can help clarify fit. They can react to an idea before it becomes a full proposal. They can connect inquirers with valuable resources or contacts. They can help shape the work into something more fundable and may be in a position to advocate for it internally.
Our former Army Research Office program manager emphasized that PIs should coordinate and communicate with their program managers. He described a lengthy back-and-forth process occurring before a proposal was even encouraged. This is not a submit-and-be-judged model. It is a shaping process.
The former NSF program director used the word colleague and described program officers as facilitators who connect researchers with useful resources. One from DARPA pushed back on the idea that dollars are just “thrown over the wall,” explaining that PIs and PMs help each other succeed. “The first meeting starts the relationship but the second one matters more because that is where alignment is tested.”
If you think of program officers as gatekeepers, subsequent behavior can become unhelpful. You might wait too long to reach out, or make the interaction overly stiff or formal. You might focus too much on impressions and not enough on listening. You then may miss opportunities for useful early feedback before you have spent time writing in the wrong direction.
Myth #3 differs from Myth #2. Myth #2 was about when the process begins. Myth #3 is about how to think about the person on the other side of that process. While both involve outreach, the lesson in Myth #3 is to rethink the kind of relationship you want to build once you have already begun (Myth #2).
What does this look like in practice? This means . . .
Not treating program officers as distant authority figures whom you must impress.
Not assuming that you must be perfectly polished before you make contact.
Not viewing interactions as purely transactional, involving only approval or rejection.
Instead . . .
Approach them as peers who want to build programs and solve problems.
Show up prepared and curious.
Give them something they can react to.
Listen carefully to how they frame the problem (yours or theirs).
Use the interaction to test fit and shape direction.
(When you have received funding) continue the relationship after the award is made.
The posture you want is not intimidation. And not overconfidence, either. The ideal posture is collegial, prepared, and curious.
Your goal is to build and sustain productive working relationships. Go for it!
Alone we can do so little; together we can do so much.
Former Program Manager Interviews Playlist
Did you catch all these interviews on our YouTube channel? If not, check out this playlist!
This playlist brings together four interviews with former program officers and program managers from Army, DARPA, and NSF. Across these conversations, they share candid, behind-the-scenes insight into how funding decisions actually get made, what strong proposals have in common, and how faculty can approach sponsor outreach more strategically. If you are serious about improving your chances of getting funded, these interviews will help you understand not just how to write a proposal, but how to think like the people evaluating and shaping research portfolios.
When you are ready, here’s how we can help
Need to get your research funded, this year? Check out our 12-week program to get you there.
Check out our storefront where you can access our free Unlocking DOD Funding for University Researchers course and other resources, including for faculty applicants.
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