In what ways did the partnership change the way you think about your own organization’s approach to BI or BI support? In what ways did individual PIs learn or improve their practice? How did you or your organization learn or improve your BI practice?

Before the Fleet Science Center had a chance to be part of the Broader Impact Design Study, BI opportunities were not something we actively sought out. Oftentimes opportunities came about either because a scientist who participated in one of our outreach opportunities had a grant coming up or a PI happened to specifically look for partners and found us through an online search or received a recommendation from a colleague. But now, through the relationship the Fleet Science Center has formed with UCSD’s development office, BI opportunities are much more curated and carefully planned. Our partner, Sharon Franks in the UCSD development office, reviews grants coming through her office and makes a specific case to PIs to partner with the Fleet to strengthen the BI part of the grant. This has allowed us to be much more pro-active in setting up the partnership and the BI opportunities. While before, scientists often reached out to us last minute, with Sharon’s help, we now start working with the PI months before the grant application is due. Working with Sharon and her office also helps to keep both the PI and the Fleet on track and in constant communication. The partnership with UCSD has also helped us to understand that fostering strong partnerships with local PIs and increasing BI partnership opportunities takes a lot of time and a dedicated resource/staff member. Before participating in the BID, there was no one person in charge of BI partnerships, that has since changed. Our partnership with Sharon has also helped us understand how important a BI menu or overview is. Since very few PIs are familiar with the Fleet Science Center and the work we are doing, having an official document outlining the various already existing BI opportunities has very much streamlined the process. Since working with Sharon and various PIs we have continuously found ways to improve the menu.

How have you worked to understand each other? When did you struggle or fail to understand one another? How did you navigate the culture and language code-switching necessary to work across organizations? How did you establish clarity around goals, timelines and roles? How did you build trust within the partnership?

As always, relationships and trust center somewhat around personalities and one cannot discount the fact that if partners cannot get along, communication systems or other efforts will most likely not result in a good partnership. I think it was clear from the beginning, when Sharon and I met, that we have the same passion for the BID project and the importance of it. I think Sharon understood from the beginning that the Fleet does not only see BI partnerships as a way to secure funding and support existing programs but that the Fleet values being able to help PIs succeed. That goes beyond submitting a successful grant and securing funding for the research, it also relates to the PI being able to make his/her science accessible to the public and to give learning opportunities in science communication to the whole lab. I think placing the same amount of value on Broader Impact, not as just another grant requirement, but seeing it as the important tool to engage a public that will ultimately be able to vote on and fund research, and in general be affected by the research in one way or another, as helped us build a strong relationship. We also found it very beneficial, especially at the beginning of the partnership, to have regular calls, as there is a learning curve for both organizations to better understand how the other works. From the beginning, we were very open with each other and neither one of us was shy to ask questions about processes and how we might be able to improve them. We made sure that any phone or in person meetings were followed up with an email summarizing timelines and responsibilities. I served as the point person at the Fleet to move our team long to complete deliverables on time, while Sharon works with the PI to make sure milestones are hit in time.

What indicators have you observed that the work is becoming institutionalized, through engagement of leadership, additional staff, succession planning, and new policies, procedures or routines that support sustained partnership? How have you navigated the balance between nurturing individual relationships with the desire to create systems/institutionalize? How has the team navigated the issues that arise from job changes and turnover?

I think this is an issue we are still struggling with in both institutions. Both Sharon and I feel that, at this point, the effort is still tied to both her and I as a person. At the Fleet, we have not yet added BI responsibilities into my position description. And given the many other priorities I have, that seem to constantly be changing, it is still not clear if my position is the best to remain the point person for this initiative. While I know that the Fleet Leadership Team sees the BID as an important effort, and one that we would like to continue to grow, it will take more strategic planning on our end to make sure we can sustain these efforts. For example, for the foreseeable future, I will be taking on a co-workers education program as she is leaving, this will limit my available time event further to grow our BI support from UCSD to other higher ed institutions in San Diego. I have also not been able to really understand how to best work with UCSD outside of Sharon’s office. Sharon’s office, by necessity, is only working on large NSF grants and the NSF Early Career Grants. But I understand that there are many more NSF grants that fall into neither of these two categories that PIs at UCSD apply for. It has been difficult for me to understand the university structure. The different schools at UCSD seem to be very siloed and there is no other office, outside of Sharon’s that works school overarching on small to medium NSF grants. In addition, it is very difficult to find out how each different school works with PIs on these grants and what the best way for the Fleet would be to make PIs aware that the Fleet could be a great resource for them.