Fellowship Application Guidance
This page offers some information and guidance for internal and external candidates that the Department of Physics at Imperial College London has formally agreed can apply for a Fellowship to be hosted by the Department. You must have formal approval to apply through this Department, please see the Applications for Fellowship page for details.
This page is intended to be a source of general useful information and you must always read the latest information for your specfic fellowship call and keep in contact with your Departmental Research Group contacts throughout the application process as they will be able to give you specific advice and help.
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IMPORTANT! The Department has internal submission deadlines in place to allow sufficent time for checking and approval and you must meet these deadlines. We will not give final approval to an application that is late. The Departmental internal deadlines for the main calls are listed below and are generally a week or so before the sponsor deadline.
Departmental Submission Deadline
You must read, understand and adhere to the requirements of your specific Fellowship call; there will be specific documentation and format requirements and there may be limits on what can be applied for e.g. Imperial College will double check the finanical aspects and the justification of resources where applicable, but it is your responsibility to ensure that you have submitted the required documenation in the specific format - your application will be sent back by the Research Council if you don't.
If your Fellowship scheme asks for a justification of resources you should take care with this and include justifications even if you think that it is obvious. Your Group contacts will be able to advice on this and in addition EPSRC have published a useful guide to completing this.
Research Councils are also now asking for Pathways to Impact Plans. Again your Group contacts will be able to advice on this and in addition there is research council guidance and Imperial guidance about composing these.
Some schemes require an Imperial College Head of Deparment supporting statement, this will be arranged for you.
Research Council Fellowships are submitted via one of two online systems:
EPSRC / STFC / NERC applications are submitted using the Joint Electronic Submission system (JeS). You need to register to use this system; you should do this as soon as possible and well in advance of the call closing date. To do this, you will need to select the option 'Create Account' from the main JeS login screen and then select the option that you require the ability to create and submit fellowship proposals. JeS have a set of guidance pages and in addtion a dedicated helpdesk if you experience any difficulties - JeSHelp@rcuk.ac.uk and phone +44 (0) 1793 444164.
Marie Curie fellowships are submitted via ECAS, in this case when you submit it goes go straight to the sponsor and you can resubmit as many times as you want before the deadline. The Department must approve your final submission.
You can let other JeS / e-GAP users view your draft application, in advance of submission, by providing their email addresses and entering the permissions you want them to have. They will be able to log in using their existing password and also see and, depending on permissions, amend your application. You can also give access to others to your ECAS proposal.
Once you have submitted your Research Council application your application is routed to Imperial College Research Services for institutional approval (and not straight to the Research Council). Your application will be checked and you will be contacted with queries / amendment requests / or confirmation that no changes are needed. Only once Research Services have given institutional approval is your application formally submitted to the Research Council. You must make sure that you are contactable during the time your application is being checked.
InfoEd is the name given to the Imperial College internal costing and approval system which generates some of the financial information you will need for your application and is also how the Department formally confirms to Research Services that an application can be submitted. (This is not applicable for Marie Curie fellowships.)
An InfoEd proposal will be created on your behalf by your supporing Research Group. They will liaise with you regarding the information that they need to do this and once it is finalised they will be able to provide you with the costing infomation you need for your application (or they may complete this part for you depending on arrangements). If you are an external candidiate you should complete and return the external application form If you are an internal candidiate then the proposal will be discussed with you.
Once your application has been submitted it then goes through an assessment process by the Research Council. This takes a long time and in some cases your application could go through several stages of review. Please keep your Research Group contacts and Louise Hayward updated about any correspondance with the Research Council as they do not directly update the Department. Some schemes have interviews and if you are invited for one Imperial College has produced a fellowship interview guidance booklet which we can send you.