Preparing a grant application
To apply for funding, you must fill in an application form and attach certain documentation. The page provides guidance on preparing the key parts of a grant application, and highlights who to contact for support.
How to prepare a proposal
The main steps in preparing a grant application are:
- Check funders guidance notes
- Develop research plan and establish resources
- Cost your project and gain authorisation for the price
- Complete the application form
- Obtain departmental and University approval to submit the application
- Submit application to funder
Writing a grant application is a major undertaking. You are entering a fierce competition for funding, and it’s crucial to submit a strong proposal first time round since many funders do not accept resubmissions. We offer some guidance on things to think about before you start, what should you include, and tips on writing style and presentation.
We strongly recommend the preparation of a non-disclosure / confidentiality agreement between partners at an early stage of discussions. This protects disclosures of intellectual property and confidential information by all parties. Uncontrolled disclosure of information may lead to another party taking and using your ideas, and will make the ownership of intellectual property difficult to ascertain.
How to prepare the budget
The budget is a key part of any grant application. There are many factors to consider, including costs for staff, travel, consumables, recruitment, equipment, facilities, biological services, research data management, impact, and open access to name a few. An understanding of the principles of full Economic Costing (fEC) will help you to calculate the true cost of a research project, ensuring that you have the necessary financial resources required. Once you have calculated the fEC using the Costing & Awards Tool, the next step is to determine the price, i.e. the amount eventually paid by the funder, and gain approval for that price.
Two stage applications
When submitting an expression of interest / outline proposal, you will still need to do a costing on the Costing & Awards Tool (C&AT), even if there is very little or no financial information required. You should use the same costing number if you are invited to submit a full application. The costing should be put back to New so the costing can be updated and re-submitted for departmental and Research Services approval. You can request a status change back to New on the Status page of the C&AT. Remember to update the application deadline date and be aware that staff costs and overheads may have changed since the outline was submitted. Any changes will update on the costing once it is re-opened.
If you need to do an alternative costing for any reason, you can create another one but the original costing number will be the only one updated to Application Authorised once resubmitted. This is because a two stage proposal is counted as one submission for academic metrics. If awarded, the budget entered in the system will be based on the application / award budget so figures in the costing will become irrelevant.
- Restricted / quota call: when a funder restricts the number of applications that may be submitted per institution, an internal process is coordinated and put in place by Research Services. Please contact your Faculty Research Growth Officer if the call you are submitting to notes an institutional limit on submissions.
- Justification of Resources: the UK Research Councils require all grant applications to explain why the requested resources are needed. Failure to fully justify costs may result in a reduced budget.
- Statement of National Importance: all EPSRC grant applications must include a Statement of National Importance. This is an opportunity to showcase the significance of your research. Guidance is available on the EPSRC website.
Considering research ethics and integrity issues
Research integrity underpins high quality research, and funders will expect best practice to be followed in the design of a research project, in the writing of a grant application and in the management of key issues such as collaboration with external partners, the involvement of human participants or personal data/tissue, and conflicts of interest. The earlier these kinds of issues can be considered, the better. The Research Ethics and Integrity pages provide details of the University's expectations in these areas, and a range of supporting guidance.
Since March 2020, separate Impact Summaries and Pathways to Impact are no longer required for UKRI grant applications. This decision was partially an effort to streamline the application and review processes. However, Impact is still considered a core component of the application, and should be integrated within the rest of the Case for Support. Exact guidance varies by Research Council and call, but the strongest proposals demonstrate a mind-set in which research, knowledge exchange, and impact are intertwined.
Letters of support
Some funders require a simple letter of support stating that the University is happy for the application to proceed and that it will host the proposed research should the application be successful. Others ask for an Institutional Letter of Commitment, whereby the University expresses its support for the application in much stronger terms, often when the University needs to commit resources should the application be successful.
If you require a letter of support, please contact the Research Growth Officer for your faculty. They will guide you through the process and work with the relevant Head of Faculty, where appropriate, to agree the institutional commitments and arrange an appropriate signatory.
We can produce information on how individuals, research groups and the University performs against its peers on a range of topics:
- We can produce information to support your grant application, to help demonstrate the strength of the proposal and to understand how potential competitors may stack up.
- We can help with background information about the research strengths of the University to help convince an external partner to work with us.
- When you're developing a business case for strategic investment in a research area, group or centre, we can help you find the information that supports your case.
- We can produce data on research awards, centres and networks; publications, bibliometrics and altmetrics; past REF and RAE performance; IP, knowledge exchange and innovation activity; postgraduate research student provision; national and international partnerships; and advisory group and panel membership.
Regulatory requirements and legal obligations
Export control: Export control legislation seeks to ensure that UK Science & Technology is not exploited by proliferators of Weapons of Mass Destruction (WMD) or terrorists. The main areas of concern are material, equipment or know-how that could be used in nuclear, chemical or biological weapons or other explosive devices or means of delivery and their physical or electronic export. Failure to comply with this legislation is a criminal offence.
International Financial and Trade Sanctions: Financial and trade sanctions are part of a package of measures applied by individual countries, international organisations, or regional bodies to fight aggression, terrorism, criminal behaviour or violations of human rights. The University has a legal obligation to comply with sanctions, and this may restrict or prevent research with organisations or individuals in certain countries.
Financial Conflict of Interest for US Public Health Service-funded research: When applying to, and receiving funding from, US Public Health Service (PHS) funding bodies, such as the National Institutes of Health (NIH), there are additional requirements for the investigator and research team to adhere to.
In response to new terms and conditions introduced by UK Research and Innovation (UKRI) and other funders, driven in part by the new Global Challenges Research Fund (GCRF) schemes, the University has developed a Due Diligence and Risk Management Framework for overseas research. The framework seeks to assess the financial and reputational risk of partnering with overseas institutions, particularly when funding is to be transferred to the partner institution.
Applications: please complete the form below if you are developing an application that will involve collaboration with an overseas organisation. This will allow us to undertake some quick checks on prospective partners on your behalf. We will contact you shortly thereafter if we identify any issues of concern. Otherwise please assume it is OK to proceed with your application.
Awards: Research Services will ordinarily identify awards which involve collaboration with overseas partners as part of the contracting process, and be in touch with PIs as part of a full due diligence assessment. However, please feel free to advise us directly of any such awards at firstname.lastname@example.org
Full details of the UoS Due Diligence and Risk Management Framework can be found in the document here.
Developing Capital Equipment Proposals
As of October 2018, ‘all research bids with research capital embedded in them with a value to purchase and install of £250k and over’ (including VAT) will be subject to central governance, in addition to the relevant faculty approval systems.
RESEARCH CAPITAL APPLICATIONS IN EXCESS OF £250K (A QUARTER OF A MILLION POUNDS) MAY NOT BE SUBMITTED WITHOUT PRIOR FACULTY AND ECSG APPROVAL.