Timescale for the submission of research grant applications

How long before a grant application deadline does the University require research grant applications to be submitted to Research Services for institutional review and approval?

Under the University's Financial Regulations, all applications to outside bodies for research funds must be submitted via Research Services (with the exception of applications up to £20k with no associated staff costs). Research Services undertakes to review and approve all research grants applications within five (5) working days of receipt. Hence, completed applications (including the final application forms, case for support, additional documentation required by the sponsor and an X5 costing) should be submitted to Research Services at least 5 working days prior to either (i) the funder's deadline in the case of funders using electronic submission systems or (ii) the date by which the researcher/Department requires the authorised application to be returned to it (e.g. so that the Department can arrange onward submission to the funder in the case of paper applications).

Why does Research Services need 5 working days to review and approve applications?

Research Services reviews a wide range of issues in connection with research grant applications. These include ensuring that

• the application conforms to the funder's eligibility and scheme requirements
• the project has been costed and priced appropriately
• supporting documentation required by the funder is included
• collaborating departments or institutions have approved their contributions
• ethical and insurance issues have been considered and that any necessary approvals and licences are being sought
• project management or intellectual property arrangements have been considered
• submissions are co-ordinated where the funder requires the University to rank or limit its applications to a particular scheme

A full description of the roles and responsibilities of Research Services and Departments in the research grant application process is available.

The 5 working days that Research Services requires is essential for it to review applications properly, to manage an extremely heavy and complex workload, and to balance other important demands from researchers and Departments. For example:

• Research Services reviews in excess of 200 applications per month (and, in peak months, considerably in excess of this figure) and these numbers have grown significantly over recent years
• in 2008/09, Research Services reviewed applications seeking funding of more than £1billion
• a recent report by the University auditors to the Audit and Scrutiny Committee highlighted serious concerns about the risks associated with applications submitted to Research Services where there is insufficient time for usual review procedures
• among responsibilities beyond those relating to research grant applications, funding specialists within Research Services' Divisional Teams handle grant award acceptances and authorise the opening and amendment to awards on the Oracle Grants Module, the timely attention to which is an important requirement for researchers and Departments starting and managing research projects

We encourage researchers and Departments to contact us for advice and assistance at any stage of the preparation of their applications, and, particularly in the case of large-scale applications, our involvement early in the process can be very beneficial to all parties. We liaise regularly with our counterparts in other research-intensive universities (through formal and informal mechanisms) and our 5-day timescale is typical of the practices in place at these other universities. In fact, several universities insist on longer lead times.

How long before the Research Services' deadline should I involve my Departmental Administrator?

Departmental Administrators (or their colleagues) play a crucial role in the preparation and local approval of research grant applications prior to onward submission to Research Services. For example an X5 costing must be produced in the Department and all applications and associated financial details must be reviewed and approved by the Head of Department.

Research Services advises researchers to involve their Departmental Administrator as early as possible in the grant application process. Many Departments will have their own internal deadlines in addition to the Research Services 5 day requirement and researchers should familiarise themselves with this (bearing in mind the many and competing demands on Departmental colleagues).

Researchers may also benefit from the services of one of the Researcher Facilitators who operate across a number of Divisional, Departmental or thematic areas. Research Facilitators support researchers in these areas in a number of ways, including the identification of funding opportunities and the preparation of applications.

How will Research Services handle research grant applications submitted to it with less than 5 working days to review and approve the application?

Research Services' assurance is to review and authorise research grant applications within 5 working days. We recognise that there may be exceptional circumstances where researchers and/or Departments are unable to submit applications to us in accordance with this requirement and our staff will do their best in such cases to help. However, applications submitted to Research Services with less than 5 working days should not take precedence over, or affect the level of service given to, applications received in accordance with the University's requirements.

Research Services will usually not be able to undertake the same level of review for applications it receives where the 5 working day period is not available. In such circumstances, special agreement to submit may be requested from the Head of Department or Head of Division, or it may be deemed inappropriate to submit. With very late applications, particularly at busy times, there is also the danger that applications will not be picked-up at all by Research Services and hence funder deadlines missed.

Research Services records the time it receives to review and approve applications. Our data show that some Departments submit a high proportion (70-80%) of applications with at least 5 working days for us to undertake review and approval. However, this picture is not universal, and where patterns emerge (at researcher or Departmental level), we will seek to engage with Departments to ensure compliance with these requirements.

Are there different internal approval processes when it comes to particular medical research grants applications?

The RS Medical Sciences team is aware that the process for gaining approval for the submission of research grant applications is, in some cases, becoming more complex, particularly when:

• The application involves clinical research (research involving patients, healthy volunteers or human tissue) and therefore requires Sponsorship by the University of Oxford.
• The application includes costs for the Oxford University Hospitals Trust (OUHT).
• The application includes costs for the University but requires submission by OUHT.

Please see Internal approval process and contacts for medical research grant applications (109kb) for these cases.