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Research Operations Office


Research Grants Application Deadlines Changes from 1st October 2018

Please circulate the following bulletin item to Department Colleagues as required.

The Research Policy Committee’s decision to make changes to research grant applications deadlines that are sent to the Research Operations Office (ROO) come into place next week. That means funders who have a deadline from 10th October 2018 onwards will be part of the new process. Further details about the new arrangements are available on the ROO website including


Example - if the funder deadline is Wednesday 24th October at 3pm, you will need to send your application to ROO by the following dates

2 stage check

  • No later than Monday 15th October at 3pm (7 working days) comprising of fully submitted X5, JoR, budget tables
  • No Later than Tuesday 23rd October at 3pm (1 working day) including full technical application (and ROO approved X5, JoR, budget tables)


1 stage check

  • No later than Wednesday 17th October at 3pm (5 working days) for the full application


Applications that miss the ROO deadlines will not be submitted to the funder. In exceptional circumstances a PI can ask their Head of Department to consider initiating the late application process. Small Applications up to £250,000 fEC which have no exceptions e.g. collaborator, sub-contracting etc. can be checked by the Department and sent to ROO at least 1 working day before the funder deadline.  For open calls where a PI requests that the application is submitted for a particular panel meeting, the 7 or 5 working day deadline needs to be met.  

In addition to the above deadlines, some Departments have their own internal procedures which should be observed. 

Pay scales updated in X5

The following rates were uploaded into X5 on 27th September 2018 –

  • New August 18 pay scales:
    • for University grades (non Clinical) and banded rates
    • for MRC EPI, CU, BSU and MBU grades. The MRC CBU and Toxicology grades will be uplifted at the same time as the Clinical grades.
  • New National Insurance bands including Apprenticeship Levy from 06/04/18
  • New National Insurance bands without Apprenticeship Levy from 05/04/18
  • New MRC pension rate of 15.9%

To apply these new rates to existing costings, go to the rates table tab and update the out of date files by clicking on “apply all updated files now”.   

Research Grants Numbering

The numbering for Research Grants will be changing in the coming weeks. Currently the University uses a 7 digit reference for research grants starting with “RG” and then five numbers e.g. RG12345.  We are running out of 5 digit numbers and it is expected that RG99999 will be reached in October/November 2018. After this, the number system will change to “G” followed by 6 numbers e.g. G100000.

Work has been undertaken to make changes in the CUFS and CHRIS systems to take account of the new number system. Departments may wish to consider any internal systems and documentation that they use and make the necessary adjustments. If you have any queries, please contact Head of Central and Research Accounting.

Information for EC Grant Recipients (FP7 and H2020)

On 27th September UKRI launched a new portal as a first step towards supporting the continuity of funding for UK organisations which have been awarded grants from the EC Horizon 2020 Programme. UKRI is asking recipients of H2020 grants to input basic information about their awards into the portal. 

However, please note that the Departments and/or PIs ARE NOT required to input this information, as this will be done by the Research Operations Office.

For any further clarification please do not hesitate to contact the EU team via