Many of the College’s main funders use electronic submission systems. Applicants must therefore register for a user account before they can start to complete an online research proposal. For some systems, the user account must also be validated by the institution.

It is important to remember that even if a funder uses an electronic submission system, the College’s internal authorisation process must still be followed, i.e. a corresponding InfoEd record must be completed and approved by the Head of Department (or Faculty if applicable) before a proposal can be authorised by Research Services/Joint Research Office on behalf of the College.

For the majority of funder systems, approval notification emails are routed to a single generic mailbox which is managed by the central Research Office. To ensure that notification emails are directed to the right place, a Research Office contact person is set up as the default “Finance Officer” or equivalent role (rather than individual RS/JRO Managers). The Research Office will then forward the approval notifications to the correct RS/JRO team, thereby reducing the risk of important emails being left unattended in personal mailboxes. RS/JRO are still responsible for checking and formally approving proposals as usual, once the Head of Department (HoD) has given their approval. The appropriate contact names can be found in the table below.

Since the College already has a robust 2-step approval process in place using InfoEd, some funders allow the HoD and Finance Officer approval steps to be combined on their submission system. This means that RS/JRO can also approve on behalf of the HoD on the funder’s system (NB: Remember that HoD approval has already been actioned on InfoEd).

However, there are a few funders who do require a separate approval by the actual Head of Department on the funder system, followed by separate RS/JRO approval. This means the HoD must log onto the system to give approval. Funders who require this additional approval are identified below.


Funder Submission Systems
SponsorSystemFinance Officer / SignatoryEmailAdditional Approval required
Academy of Medical Sciences Flexi-Grant Ms Cindy Lai  
 Alzheimers Research UK  Grant Tracker  Signatory: Select Cindy Lai  
 Alzheimers Society  Grant Tracker  Ms Cindy Lai  
 Asthma UK   Grant Tracker  Ms Cindy Lai  
 Bloodwise  Grant Tracker  Ms Cindy Lai  Research Services/JRO must attach screen shot of InfoEd HoD approval
 Breast Cancer Now  Grant Tracker  Ms Cindy Lai  
 British Academy  Flexi-Grant  Mr Research Support  
 British Heart Foundation  GMS  Ms Cindy Lai  
 Cancer Research UK  e-GMS  Mrs Cindy Lai  
 Diabetes UK  Grant Tracker  Ms Cindy Lai  
 Kidney Research UK  Grant Tracker  Ms Cindy Lai  Head of Research Governance and Integrity must be added as a separate approver on grant tracker where applicable (email address -
 Leverhulme Trust  Grant Tracker

 First name: Imperial College London

 Last name: Institutional Approver  
 MS Society  Grant Tracker  Ms Cindy Lai  
 Parkinson's UK  Grant Tracker  Ms Cindy Lai  
 Prostate Cancer UK  Grant Tracker  Mrs Cindy Lai  
 Royal Society  Flexi-Grant  Mr Research Support  
 Stroke Association  Flexi-Grant  Ms Cindy Lai  
 Versus Arthritis (formerly Arthritis Research UK)  Grant Tracker

Title: Finance Officer

Forename: Imperial

Surname: Research Services  HoD must be added as a separate approver on Grant Tracker
 Wellcome Trust  Grant Tracker

First name: Authorised Organisational Approver

Last name: Imperial College London  
 Worldwide Cancer Research  Grant Tracker  Mrs Cindy Lai  HoD must be added as a separate approver on Grant Tracker
Summary of the table's contents