Research grants: pre- and post-award procedures
Pre-award procedure
Services provided
- Identification of funding sources (http://www.sbcs.qmul.ac.uk/internal/staff/Research/index.html)
- Advice on sponsor guidelines and requirements
- Budget preparation
- Assistance with all administrative aspects of proposal preparation
Contacts
SBCS research administrator (RA): Anna Dulic-Sills
QMUL Research Support Services (RSS) for European calls: Reuben Almeida
QMUL Research Support Services (RSS) for UK and other non-European calls: Kenny Scott and Ben Morrison
Requirements for grant submissions
- PIs must contact the RA, Anna Dulic-Sills - six weeks before the deadline for all non-UK calls (College requirement) and at least 15 working days before the deadline for all UK calls.
- The RA will complete the pre-costing questionnaire (EU [DOC 121 KB] and UK/non-UK [DOC 83 KB]) together with the PI, advising on eligible costs. However, all Research Council proposals should take account of all costs required for the project, including as much PI time as can be justified. PIs are urged to consider carefully all aspects of technical support and if this support and/or PI time is less than 20%, a justification will need to be provided in the appropriate section on the internal peer review form [DOC 27 KB].
- If applicable, the RA will advise on research facilities costings and inform the relevant manager.
- The RA will contact RSS with the pre-costing information.
- RSS will work out the exact costings and will email an internal approval form within the Full Economic Costings spreadsheet (FEC) at least 10 working days before the grant deadline. This form is provided for all proposals, including those for studentships, travel and equipment.
- Please note - for grants that are submitted via JeS, a new JeS form will be created for the user and costings will be entered by RSS. Following the financial data entry, the ownership of JeS document(s) will be transferred to the user at the same time as sending the costings back. As always, RSS should be informed of any further changes of the costs as they will retain editing rights to the form, so that they can continue to edit while refining the costs. The RSS will be able to do this for all Research Councils applications, except MRC (until they come on board to JeS).
- Please note - for grants that are submitted via JeS, a new JeS form will be created for the user and costings will be entered by RSS. Following the financial data entry, the ownership of JeS document(s) will be transferred to the user at the same time as sending the costings back. As always, RSS should be informed of any further changes of the costs as they will retain editing rights to the form, so that they can continue to edit while refining the costs. The RSS will be able to do this for all Research Councils applications, except MRC (until they come on board to JeS).
- For collaborative projects where QM is not the lead, then PIs should request edit rights of the joint form to be granted to Kenny Scott and Ben Morrison, who will be able to enter the details as above.
- The RA will arrange internal peer review meetings. The PI is expected to seek advice from this meeting, which will be held at least 10 working days before the grant deadline - please see dates for the panel meetings corresponding to the known deadlines for the current year by visiting the funding web page and selecting the link on the right hand-side 'Internal panel meetings'. Dates for ad hoc calls will be posted as we become aware of them. Please help by notifying the RA when you become aware of one that is of interest to you. Following the meeting, an internal peer review form [DOC 27 KB] must be completed.
- Five working days before the grant deadline, the PI should produce a grant submission pack in an electronic format for the RA:
- Internal peer review form
- FEC approval form
- Validated JeS PDF, including case for support, project summary, justification of resources, pathways to impact, CVs, support letter and any other attachments OR if the submission is not completed via JeS, a copy of full application is required.
- The RA will coordinate signatures from the internal peer review panel chair and Head of School, after which the application can be submitted (e.g. via JeS).
- Five working days before the deadline grant applications must be with RSS for authorising signatures by RSS and Vice-Principal (done by RSS).
- Head of School must submit electronic application via JeS/other electronic system if applicable.
- RSS must submit electronic application via JeS/other electronic system if applicable.
Exceptions
If the PI has approached the Head of School at least one week in advance of the panel meeting to explain special circumstances, another mechanism of peer review can be considered.
Post-award procedure
- The grant award letter must be sent to RSS.
- If an award has been made and RSS do not hold a copy of the application (in case of small grants from charities and organisations), a copy of such application form must accompany the award letter.
- Any awards made by cheques should be made payable to: Queen Mary and Westfield College and be sent to the PI, not the College Finance Department.
- Jan Clarke, the head of RSS produces a HoD note to the department stating the award details, including project duration, budget code and annual budget.
- For staff appointments and any other HR related matters, including claiming interview expenses, the PI should contact the SBCS HR officer, Sunita Devi-Paul.
- The starting certificate for Research Council (RC) grants must be submitted within 42 days of the staff appointment.
- The PI should contact RSS if a contract of agreement is required – this may be required for collaborative projects.
- During the duration of each grant, RSS send monthly reports to the PI. PIs should monitor these reports, to ensure timely expenditure, e.g. equipment, consumables.
- Please note that most RCs allow 20% of any heading e.g. consumables, travel, equipment, to be transferred between headings. However, extra money cannot be transferred to salaries from another heading without permission of RSS, as overheads awarded with the grant reflect the salary amount.
- All expenditure (with the exception of salaries and fees) should be made through the SBCS Finance group. If the PI wishes to appoint someone else from their group to spend on their grants, the PI must complete a permission to spend form [DOC 32 KB], copies of which must be forwarded to both Stores (in the Fogg and Joseph Priestley Buildings). Orders should be sent by email to Stores.
- Travel and expenses claims (please include original receipts when submitting the form [XLS 172 KB]) should be submitted to Barry Giles in the Fogg Building or Jay Paul in the Joseph Priestley Building. Further information on QM's current policy on UK rates can be found on http://qm-web.finance.qmul.ac.uk/RGA/researchgrants.htm#ts.
- If you intend to engage any outside contractors, you must speak to Barry Giles in the Fogg Building at least two weeks prior to the contractor's start date as procedures for engaging outside contractors have recently changed.
- RSS send an internal Final Expenditure Statement (FES) to the PI, who should check the form with before signing and returning it to RSS.
- Grant holders may be required to submit a final report.