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Research Operations Office

 

You need to give everyone involved enough time to check and approve your grant application. If you don’t, your application may not be submitted to the funder.

Send applications over £250k full economic cost (fEC) to the Research Operations Office (ROO) at least 7 or 5 working days before the funder submission deadline. We need this time to check your application and for any changes to be made

Before you send your application to ROO, check your department's deadlines as they will also need to approve it.

We will not submit late applications to the funder unless we receive a request from the Head of Department (HoD).

Download this poster to raise awareness around your department.

 

Changes to the research grant application deadlines

The Research Policy Committee (RPC) has changed the deadlines for sending research grant applications to ROO to better manage the financial risk to the University.

  • A 2-stage service available until 7 working days before the funder submission deadline which will provide all financial checks and allow changes to the non-financial aspects of the application until 1 working day before the funder submission deadline.
  • A single deadline of 5 working days before the funder submission deadline for all standard applications and open calls.
  • Raising the threshold for small applications to £250k fEC (was £150k fEC)

Applications sent to ROO after the deadlines will not be submitted to the funder unless:

  • approved by the relevant Head of Department (HoD) with a genuine reason for late submission
  • acknowledgement that the department will accept the risk posed by any errors or omissions in the submission

Use this tool to find out when to send your application to ROO.

Download a decision tree for departments.



Before you submit your application

1. Read the funder’s guidance notes and make sure you're eligible for the scheme you’re applying to.

2. Calculate the full economic cost (fEC) using the X5 costing tool.

3. Get your application approved by your department – this is usually by the Departmental Administrator (DA) and Head of Department (HoD). Check with your department how much time they need to do this.

4. Send your application to ROO to be checked 7 or 5 working days before the funder submission deadline.

Your application doesn't need to be checked by ROO if it's under £250k fEC, and has no exceptions. You should check your application (71.26 KB)  and send it to ROO at least 1 working day before the funder submission deadline. We won't check the application but we will submit it to the funder.

Exceptions:

  • new funder currently not on X5
  • overseas funder
  • subcontracting or collaborations
  • ethical issues or special insurance
  • UK government funding or tender
  • restricted call
  • funder requires specific checks from ROO 



Checks by ROO

2-stage checks (previously known as pre-checks), take ROO 7 working days to complete.

1-stage checks take ROO 5 working days to complete.

 

2-stage checks

We'll review the financial parts of your application whilst the PI can continue to work on the academic case and any other non-financial elements.

Send us:

1.    7 working days or more before the funder submission deadline - your application in progress.

As a minimum this is:

  • the X5 costing
  • the justification of resources (JoR)
  • budget tables

2.    1 working day or more before the funder submission deadline - your full and final application (including the academic case).



1-stage checks

We’ll check your whole application in one go.

Send us:

1.    5 working days or more before the funder submission deadline - your full and final application.

 

When to send your application to ROO

  7 working days 5 working days Up-to 1 working day
2-stage checks X5, JoR, budget tables   Full and final application (including X5, JoR, budget tables)
1-stage checks   Full and final application  

Example

The funder deadline is Wednesday 24 October, 3pm. 

2-stage checks

Send your application to ROO:

  • no later than Monday 15 October, 3pm (7 working days before the funder deadline) - the X5, JoR, budget tables
  • no later than Tuesday 23 October, 3pm (1 working day before the funder deadline) - your full and final application

1-stage checks

  • Wednesday 17 October, 3pm (5 working days before the funder deadline) -  your full and final application

 

If you're not sure, use this tool to find out when to send your application to ROO.

Remember:

  • ensure your department has time to check and approve your application
  • for collaborations where you're not the lead, your application should be sent to ROO 7 or 5 working days before the partner deadline
  • for open calls where your application is to be submitted for a panel meeting, your application should be sent to ROO 7 or 5 working days before this date

 

Sending a late application to ROO

As a minimum, you need to send all applications over £250k fEC to ROO at least 5 working days before the funder submission deadline.

We won't submit late applications to the funder unless the HoD agrees that:

  • the department will accept liability and risks, including any shortfall in funding if the application is awarded
  • ROO will not carry out any checks

 

How to request ROO to submit a late application

The HoD or if absent their deputy, needs to email the ROO using this template:

Start

Dear [Name]

As Head of Department for [Oceanography], I [Professor Joe Bloggs] am aware that the Principal Investigator listed below has submitted a grant application after the Research Operations Office (ROO) deadline.  

The application details are as follows:

  • PI Name:
  • Project title:
  • Funder:
  • Start Date:
  • X5 ID:
  • fEC cost:
  • Grant number:
  • Collaborators (if applicable):  
  • Reason for late application:

I acknowledge that although this application is late, I would like it to be submitted to the funder, and understand that the ROO will do this without undertaking any checks.

I further acknowledge and accept that any errors or omissions in the application will be the responsibility of the department which shall bear any costs or consequences arising from such.

Yours sincerely,

End

 

 

Research support letters

Funders may ask you to submit a support letter signed by the Pro-Vice Chancellor of Research with your application.

You need to request the support letter at least 15 working days before the funder submission deadline. You should still send your grant application to ROO even if you are waiting for your letter of support. The letter can be added to your application once you receive it.

 

Restricted calls for funding

These are where the funder requires the University to coordinate and/or preselect which applications are submitted.

Typically this happens when the number of applications an institution can submit or the number of awards the funder can make is limited.

Check the current restricted calls deadlines.

 

Submitting the application to a funder

Online submissions and X5 costings

We’ll submit the checked application to the funder and notify you when this happens.

 

Research Councils

We’ll submit the grant application to the relevant research council in Je-S (Joint Electronic Submission System).

 

When funders make a decision

When you’re notified of the result of an application please tell the Research Support Advisor in your school team as not all funders inform us of the outcome of applications. 

 

If your application is successful

If the grant offered meets the costs on the X5, we’ll assume you’re happy to proceed with the research. We’ll accept the award and activate the grant.

If the amount is significantly different then we’ll contact you and the HoD before activating the grant or accepting the award.

 

If your application is unsuccessful

We’ll keep the file until either we’ve been told that it’s been unsuccessful or for 12 months.

If your application is unsuccessful we will:

  • change the X5 ‘funder decision status’ to ‘project rejected’

  • keep the application for 3 months before destroying it unless the department requests otherwise

  • email the department to tell them if an application is due to be destroyed