HLS INTERNAL GRANTS REVIEW The Who, What, When, Where, How and Why of bidding for external research funding in the Faculty. Laura Howlett, Research Grants Officer Faculty of Health and Life Sciences
CONTENT Why have an internal review process for external bids? Who reviews my bid? How do they review it (what are they looking for)? What is the internal review process? When should I tell you about a bid I m thinking of submitting? Where can I get more help, support and information?
WHY HAVE AN INTERNAL REVIEW PROCESS FOR EXTERNAL BIDS? Research Councils demand management (DM) First adopted by EPSRC, others followed suit Over-burdening of panel peer reviewers Only those which have a chance of being funded are submitted - reduction in the number submitted incorrectly, or to an inappropriate scheme or council. Different Research Councils have different measures and penalties. Will help avoid more draconian measures by RCUK Other funders also considering adopting DM strategy Including; Wellcome Trust, Leverhulme, Royal Society Good internal practice Facilitates staff development Allows better record-keeping Avoids wasted researcher time
WHO REVIEWS MY BID? Faculty-assigned grants panel Mentor Research Lead (RL) and/or Head of Department (HoD) Research Office (RO) Research Grants Officer (RGO) and/or Research Manager (RM) Faculty Finance office (costings & budget sign-off) Grants Panel Chair (Linda King) (Faculty sign-off) RBDO (University sign-off)
HOW IS MY BID REVIEWED? Scientific soundness (Mentor/RL) Cross-checked against funder application guidelines, including checking budget against Justification of Resources and Case for Support (RO) Proofreading, editing, formatting etc. (RO) Budgetary checks (Faculty Finance Office/RBDO) Staff time commitment checks (HoD/RL) Legal checks, including IP (RBDO)
HOW IS MY BID REVIEWED? (CONT.) The review of the scientific plan/project proposal is carried out by the grants panel mentor. Their focus should be on the appropriateness of the proposed methods/outcomes. The researcher s focus is understandably going to be on the proposed work, but the other admin. parts of the proposal are as equally important as the scientific proposal without these being all present and correct, the scientific plan will never get to the external funding panel! Therefore it is the job of the rest of the review process to make sure it gets that far.
WHAT IS THE INTERNAL REVIEW PROCESS? ASAP 15-20 working days 10-15 working days 5-10 working days 1-5 working days Researcher informs RGO a bid is on the way, liaises with RBDO to calculate costings, ensures adequate facilities/space available for project staff, discusses any exceptional time commitment to proj/periods away with HoD&RL Researcher sends complete draft application to mentor & RGO for review Researcher attaches final draft of bid to pfact informing RGO that this is complete. Completes PI Qs in pfact Researcher submits electronic application in Je-S or e-gap for bid to rest with RBDO, following faculty approval. RBDO liaises with researcher to cost faculty element of bid, confirms with RGO when budget is final Mentor reviews complete draft and sends feedback direct to researcher. Confirms approval to RGO Research Lead reviews issues relating to time commitments to proj/periods away from OBU/teaching replacement in pfact. Raises concerns with HoD/Prog lead & RGP Chair Faculty Finance completes income residue spreadsheet, reviews budget and gives finance approval in pfact RBDO carries out university check and obtains university approval, releases bid electronically to funding body (for Je-S & egap systems DEADLINE RGO assigns mentor, copying in HoD & RL RGO reviews bid against funding guidelines. Once mentor approval is given, RGO emails research lead requesting they review dept. issues RGO once final draft is attached to pfact & budget is final, pushes bid through to Faculty Finance approval in pfact, seeks signatures on hard copies, if required Grants Panel Chair reviews bid and gives Management level approval in pfact, to meet university deadline for faculty-approved bid to be with RBDO RGO submits hard-copy bids via special delivery or confirms with researcher that university approval has been obtained and can submit electronically.
WHAT IS THE INTERNAL REVIEW PROCESS? (CONT.) However the above process is designed to be flexible; we can work with you to design the best timetable for getting the bid approved. Having said that, RBDO must have the completed bid not less than 5 working days prior to the external deadline - this is not negotiable.
WHEN SHOULD I TELL YOU ABOUT A BID I M THINKING OF SUBMITTING? As soon as you decide you re going to go for it! The sooner you tell us, the sooner we can assign a grants panel mentor who can help you and give feedback. The more time we have to review it, the more thorough the review, the better the feedback, the more time you have to make edits, the better the chance of it being funded.
WHERE CAN I GET MORE SUPPORT / INFO / RESOURCES? - INTERNAL Faculty Research Office S106 Your departmental Research Lead BMS: Chris Hawes CHC: Mary Boulton PSWPH: Jo Neale SHS: Helen Dawes Your colleagues Associate Dean for Research and Knowledge Transfer (Chair of the Research Grants Panel) Linda King RBDO
WHERE CAN I GET MORE SUPPORT / INFO / RESOURCES? - INTERNAL (CONT.) Faculty and University Webpages: http://www.hls.brookes.ac.uk/research-intra/research-grants http://www.brookes.ac.uk/res/support https://www.brookes.ac.uk/res/support/staff/handbook/index_html The Library check the catalogue for books on grant bidding, particularly; The research funding toolkit, Jacqueline Aldridge & Andrew Derrington, 2012 Gaining funding for research: a guide for academics and institutions, Dianne Berry, 2010 Winning research funding, Abby Day Peters, 2003
WHERE CAN I GET MORE SUPPORT / INFO / RESOURCES? - EXTERNAL Funder websites and helplines Research Design Service (NHS, allied health or social care research only) Research Councils UK (RCUK) Blogs: http://www.researchfundingtoolkit.org/ http://socialscienceresearchfunding.co.uk/ http://fundermental.blogspot.co.uk/ http://www.researchfunding.co.uk/
THANK YOU!