Grants process

The JRO process map (pdf) outlines the main steps taken in dealing with grants applications. The three main stages are:

  • Pre-award, covering request, development and (five-day) submission 
  • Award, notification of outcome
  • Post-award, administrative practices.

How grants applications are managed

Costing

All Research Projects at the College are required to be costed using the Full Economic Cost methodology. Principal Investigators should liaise with their Departmental Administrators to create a costing on the software tool, .

(Please note that we will be unable to submit any applications to funders which do not have an InfoEd costing approved by the relevant Head of Department.)

Submission

Once a costing has been created and approved on the InfoEd system, the application can be submitted to the funding body for consideration. Many of the larger funding bodies have moved to electronic systems in the last five years and the process typically involves a two- or three-step authorisation (Academic > Head of Department > JRO > Funder). 

Five-day submission rule

Due to the volume of applications within the Faculty we ask that academics submit applications five working days prior to the funding deadline, to the benefit of all parties:

  • Allows the JRO to check applications thoroughly before the deadline date
  • Allows the JRO to resource better with receipt of multiple applications (yours isn't the only one!)
  • Allows the department to check the content of the application
  • Allows the department to liaise with the JRO regarding any queries

Consequently, overall standards will be raised:

  • Fewer errors will be made on applications
  • Better quality applications will be submitted if time is taken to review the application properly
  • Eligible are considered
  • Ineligible costs are removed from the application.

Award confirmation

Upon a funding body’s agreement to fund a research project, they will send notification to the academic to inform them of the budget, duration and terms of the award. It is usual that the grant will then require institutional acceptance – this can be provided by the JRO. 

It is often the case that, once awarded, the funding body will require the grant to commence within a set timescale (Research Councils allow 3 months). It is therefore imperative to inform the JRO immediately upon receipt of an award. With this information the JRO will be able to input the award details in the Oracle ICIS financial system which will allow the necessary staff, equipment, consumables etc to be expensed to the project. 

Project administration

The JRO works alongside the academic and departmental administrators to ensure that the necessary administration is performed on research projects. As an example, this includes:

  • Third party purchase orders
  • Invoicing/claiming reimbursement
  • Financial/general statements
  • Confirmation of research staff

The successful administration of a research project depends upon clear and timely communication between all parties involved in its management.

Project closure

The Joint Research Office will liaise with the Principal Investigator and Departmental Administrator to ensure correct closure of the research project. Typically, research projects will require scientific and financial statements at the end of the award.

The majority of funders will allow a three-month period for the completion of such reports, although this may differ with certain funders.