At the pre-award stage, JRO Grants teams work with PIs and department administrators to prepare grant applications for submission to the funder, often against very tight deadlines. See below for further information on what unfolds during pre-award, from the application request, through its development, costing and pricing, to its submission.

What happens at the pre-award stage


Request grant application
StageWork undertakenUseful links
Initiate grant application The PI and/or Department compiles an information sheet for the project, citing:
  • InfoEd Proposal Number (P-number)
  • Acronym / Title 
  • Start Date and Duration (9 MONTH MINIMUM LEAD TIME – dependent on call)
  • PI name 
  • Funder / (Originating Funder)
  • Type of Award / Funding Scheme / Call
  • Project Type (e.g. clinical trial, lab based)
  • Funder Deadline for Submission
Log grant request JRO logs receipt of proposal, noting deadline date and other key information above.  JRO Grants teams agree to check, revise and submit proposals, when submitted in a timely manner at least five days before the submission deadline. This will allow sufficient time to advise on alternative approaches which would improve the quality of the submission.  
Make background checks Before committing to working through a proposal, the JRO will coordinate the preparatory checks necessary for the successful outcome of a project. The JRO itself will investigate new funders to ensure that there are no ethical objections to entering into a financial relationship with them.

Other teams will be contacted to arrange the following:
  • Accounts Receivable: a check on creditworthiness 
  • JRCO: Governance/sponsorship relating to a clinical trial
  • Development: Philanthropic funding
Assign work to grant team Once logged, the proposal will be assigned to relevant member of the JRO Grants team. JRO Grants teams
Request grant application
Request grant application

Develop, cost and price

Develop, cost and price application
StageWork undertakenUseful links
Review proposal terms If the project's terms and conditions lie outside the College's preferred terms, the application is sent to JRO Contracts for review; applications which fall within preferred terms continue to the Department for costing. JRO Contracts teams
Prepare costing and application
If the PI and/or Department has not already started preparing the costing and application, the work should commence once the JRO is satisfied that all the necessary background checks have been completed.
All Research Projects at the College are required to be costed using the Full Economic Cost methodology

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.
Principal Investigators should liaise with their Departmental Administrators to create a costing on the software tool, InfoEd.
Submit grant proposal to JRO The completed proposal with costing and application is submitted through InfoEd. JRO Grants teams
Review grant proposal The JRO Grants teams will review the application and costings information and assess whether any revisions are necessary.  
Outline process

Outline proposals should still be submitted for approval and approved in the same way as any other standard proposal. If the outline is declined, then the application would be declined, just like any normal proposal. If the outline is successful and a full application is invited, then the original should be changed to 're-scoped' and a copy can be made for the full application, which will then be treated like any normal proposal. This means that a two-stage proposal never counts as two applications.

Please ensure you email your JRO contact to request the original proposal is changed to re-scoped, since you will not have access to this in your department.

It must be remembered to change the new proposal to 'standard' or 'fellowship' so that it no longer shows as 'outline'.

If either are declined, then it counts as one submission that was declined.

If the full application is successful, it counts as one successful application.

If the first stage of a two stage application has not been created as an 'outline' proposal but 'standard' or 'fellowship', then the first stage must be 'withdrawn' if successful to stage 2 and 'declined' if unsuccessful.  An example of this is held on the JRO EU Projects page under the EU Pre-Award section and named 'Two Stage Application Process', excluding the exchange rate if not a foreign funder.
Pricing All proposals for external research funding are costed and priced on InfoEd. 

For more information on pricing, please go to Research Office - pricing
For the faculty's pricing methodology for industrial-funded awards, see Costing and pricing of Industrially Funded Research (pdf).
Develop, cost and price application
Request grant application

Submit grant

Submit grant application
StageWork undertakenUseful links
Revise application If revisions are required, JRO will liaise with the PI and/or Department. This work marks the beginning of the five day submission period.  
Approve application The costing and application are approved on the InfoEd system.  
Submit application (Five-Day Rule) Once a costing has been created and approved on the InfoEd system, the application can be submitted to the funding body for consideration. If not approved, the application will be withdrawn. 

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). The JRO will submit applications that go through electronic portals. If departments are required to send in the application, JRO staff will advise accordingly. 

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.
Five-day submission rule
Submit grant application
Request grant application