Applications to the main research funders such as AHRC, BBSRC, EPSRC, ESRC, MRC, NERC, British Academy Leverhulme Trust etc. are broadly similar – these vary according to scheme but follow a very similar application and review process.
The following information takes an ESRC Standard Grant application as a template but the information is also applicable to other funders.
Applying to Research Councils is a time-consuming process. Preparing a draft proposal and consulting on it, preparing the project costings and getting advice on these, as well as reading the regulations of the grants scheme to learn what you can apply for, are all time-consuming parts of the process of application.
Timing – generally takes 6 to 8 weeks to write, cost and get approval for proposal. 30 weeks for research council to review proposal and announce decision. Start date should be no earlier than 9 months after date of submission.
...with peer groups, colleagues, and with senior and more experienced researchers. If you have never sent in a proposal to the funder before, try to get the advice of someone who has already been successful. Research Services have a library of successful bids you can use as an example of work that has been funded. Draw up an outline of the idea (one side A4) and consult with colleagues in the department and externally, mentors, friends etc. Report the idea to your Research Director and to Research Development Officers.
Identify a funding agency – use Research Connect, seek advice from colleagues and Research Services. Study the work programme of the funder in detail and note questions to follow up. Check previously funded projects such as using Gateway to Research for Research Councils, and study upcoming programmes, calls and deadlines. Research proposals should primarily be concerned with research processes, rather than outputs – how you will carry out the research - what you are going to do – is of more interest and carries more weight than the book, journal article, conference paper etc. you will produce at the end.
3 key features that should always be addressed in order to be considered for funding:
...and the guidance notes attached to the application form which are designed to help you through the 'filling in' process. This is very important. Don’t assume that you know the requirements because you have applied before as the guidance will change.
Convene a working group to discuss the outline idea. Consider roles and responsibilities – above all agree who is to co-ordinate the proposal (write it, take ownership of it, carry it forward…). Consider the composition of the team – internal and external members – the primary determinants must be reputation, track record and academic expertise – be tactical but be sure you can work with them. Varied skills are most useful when it comes to running the project.
Who is going to benefit from the outcomes of the research? What difference is the research going to make to the wellbeing of society at large – individuals, organisations, nations? How can you demonstrate this impact? Note that Impact is very different from the simple dissemination of findings.
The idea needs to be striking, to build on existing research but to mark a clear step forward in the current state of knowledge. Think about the intended outputs in terms of what you want to write, exhibit, produce, host, contribute etc.
Try to structure the draft proposal using the sections the ESRC wants to see in their Case for Support. This should include (but is not limited to) the following:
Once you have the Draft Proposal you need to start editing it down to fit the page limit imposed by the funder – 6 sides A4 for ESRC, 7 sides A4 for AHRC etc. Check the guidelines!
You must be completely on top of your field and demonstrate that you are. The aims and objectives MUST be attainable through your chosen methodology, must be ambitious but attainable with the resources requested and within the timeframe of the project. Collaborations must add value to the project and not be shoehorned in.
Impact is not dissemination – Impact relates to outcomes, what is going to be the long-term effect of the results of your research on the material state of the world beyond academia? For example, society/culture/public policy or services/health/the environment/quality of life…
Impact must:
Writing the Draft Proposal will enable you to start a draft of the resources needed to undertake the research – in terms of the amount of your time you will need to devote to the project; whether you will need to employ a Research Assistant and if so for how long; what travel and fieldwork you need to undertake, what materials you need; what conferences you need to attend etc.
Most Research Councils and British Academy projects are funded on a Full Economic Cost basis – which is about identifying the total cost of carrying out the project including salaries and institutional overheads. Help is available to plan your budget and to use the costing and approval system. Costs have to be submitted to Research Councils including VAT but without inflation – other funders may have other rules.
The second most important document you need to produce is the Justification for Resources, where you need to go into detail about your budget. All costs will fall under the following headings:
Directly Incurred – these are costs that would not exist if the project did not exist
Directly Allocated – costs of resources used by a project that are shared by other activities
Indirect Costs * - part of the institutional overheads, supports shared services such as human resources, library, finance etc.
Exceptions - PhD students and international Co-Is (funded at 100%)
* do not require justification
The page limit for the Justification is generally 2 sides of A4. This document has to be completed correctly – incorrect Justifications are one of the most common reasons that funders return proposals for correction and resubmission.
Applications to Research Councils are made through the Research Councils' Joint Electronic Submission system, or JeS; applications to British Academy, Royal Society, Leverhulme Trust, Wellcome Trust etc. are also sent via electronic submission. A full JeS application is made up of the following sections (using ESRC standard research grant as the example):
Page restrictions – you must use a sans serif font such as Arial, Calibri minimum size of point 11. You must use a margin of 2cm all around the page. It is advisable to convert all documents into PDFs before uploading as Word documents sometimes have formatting errors when received by the Research Councils.
In addition to the attachments, you also need to complete a JeS application form. This is a mixture of basic information such as start and end dates, financial details, summaries of the attachments and information to allow the JeS Shared Service Centre to direct the proposal to the correct reviewers and Panel meeting.
Help is available – with costings, approvals and completion of the JeS form. Please keep us informed.
