This is a general guide for Principal Investigators who are applying for grant funding.
There are additional steps to follow if you're applying for:
- European funding
- internally managed funding (including restricted calls and impact funding)
- Knowledge Transfer Partnerships (KTPs)
Your Department may also have their own internal application processes.
1. Make sure that your project is eligible for funding
You'll need to:
- read the funder's guidance to check that you're eligible to apply
- check if the funding opportunity is a restricted call. This means that the funder wants the University to coordinate applications, or preselect who can apply. Read more about restricted calls
- make sure that you meet the University's criteria for being a Principal Investigator (PI)
- check that you have access to the funder's portal
2. Check your deadlines
There are a number of deadlines you need to be aware of including:
- the funder's deadline (which will be listed in the funder's guidance document)
- internal Departmental deadlines (your Department will share these with you)
- Research Strategy Office deadlines (if you're applying for a restricted call)
The Research Operations Office also has a number of deadlines that you need to meet:
4 weeks before the funder's deadline
You'll need to let ROO know that you're applying for funding at least 4 weeks before the funder's deadline. You can do this by creating a new project in Worktribe.
5 working days before the funder's deadline
This is when you need to submit your application, unless:
- you're applying using the small applications process
- you're not able to meet the 5 day deadline, in which case you'll need to use the late applications process
Deadline application calculator
If you need help working out the deadlines, use our application deadlines calculator
3. Contact your Department
You'll need to contact your Department and let them know that you want to apply for funding as soon as possible. They'll make sure that you're eligible to apply for the grant, and work with you on preparing your application.
They'll also let you know of any Departmental and University policies that you need to be aware of.
4. Request a contract
If you need a contract, you'll need to follow the contracts request process.
5. Create the project record in Worktribe
You should create a project record in Worktribe as soon as possible, and no later than 4 weeks before the funder's deadline. This notifies ROO that you're going to make an application.
You'll need to include some initial information to create the record, including:
- the name of the PI
- the name of the funder
- the funder's deadline
- the start and end dates of your project (these can be estimated)
- the type of project. You'll be asked to select from: Standard Research, Outline, Small Application, Clinical Study, Restricted Call, Fellowship, Studentship, Equipment Only or Other
6. Prepare your proposal
You should start preparing your proposal as soon as possible. You can get advice from your Department, or read our general advice for preparing a research proposal.
You may also be able to get bid development support.
While you're preparing your proposal, you should also consider:
- whether there are any risks associated with your project
- how you are going to mitigate them
You'll also need to fill out the Worktribe risk assessment form.
Read more about managing project risks.
7. Check whether you need a letter of support
You'll need to read the funder's guidance and check whether you need a letter of support from the University.
The letter of support might need to come from:
- the Head of Department
- the Head of School
- the Vice Chancellor, or Pro Vice Chancellor (via the Research Strategy Office)
- the Research Operations Office
If you're not sure who needs to provide the letter, speak to your Department or the Research Operations Office.
8. Cost and price your project
You'll work with your Department to cost and price your research project.
It's important to start your costing as early as possible as this may impact the scope of the project.
9. Submit your application
Attach a copy of your final application to the Worktribe project record and submit for approval.