How the Application Process Works
Checking that the sponsor’s terms and conditions are acceptable
One of the most important services the Research and Enterprise Office carries out on behalf of the university is to check the terms and conditions of every proposal, to ensure that any implications for the university are understood. The Pre-award team will highlight any issues that you need to consider.
Preparing costings
Accurate costings that conform to the sponsor’s guidelines are also important to ensure that you will have adequate resources to carry out the project. You must provide us with a completed copy of the Proposal Costing Request Form for Research Council, European Commission, Commercial and all other sponsors. These forms incorporate useful checklists, which can provide assistance in preparing your application. Alternatively, your Research Support Assistant will be happy to meet with you to collect this information.
Checking the application
The Pre-award team will check your application as it progresses to ensure that it conforms to the sponsor’s guidelines and university policies. You will need to provide a draft of your proposal for ethics and research governance review to the Research Governance and Planning Manager. Both processes must be completed before your application can be put forward for authorisation.
Obtaining authorisation
When you and your Research Support Assistant are happy that your application is complete, a copy of your application and a signed copy of the Authorisation Form are required to obtain authorisation. Please note that all expressions of interest, outlines and full applications must be authorised before submission, even when they contain no costing information.
Frequently Asked Questions
Q: Why does it take up to four days for my costing to be prepared and three days to obtain institutional authorisation for my application?
The Research Support Assistants often deal with competing deadlines and need to check salary information and the sponsor’s guidelines before your costing can be prepared. This all takes time. The Service Level Agreement states that a date for a meeting to discuss a proposal will be offered within four working days, figures for salary costs will be provided within four working days, and a complete final proposal that has been discussed with the Research Support Assistants will normally be checked and authorised in three working days. It is important to wait for authorisation before you submit your application, but please bear in mind that the institutional signatory also has a large number of other commitments!
Q: Who sends my application to the sponsor?
If the sponsor requires a posted or emailed copy of your application, it is your responsibility to send it. If you cannot, you need to arrange for a member of your department to do this for you. Please see the section on Electronic Submission Systems.
Q: What kind of queries can the Research Support Assistants help with?
The Research Support Assistants can provide you with a range of information and support including costing information, guidance on university processes, funder’s guidelines and requirements, and electronic submissions systems. If in doubt, please ask and we will see if we can help, or direct you to someone who can.
Q: Can I or my Head of Department sign an application on behalf of the institution?
No. There are designated institutional signatories, which the Pre-award team will arrange when seeking authorisation.
