Overview and deadlines

Application process overview

Research Services is Oxford’s specialist University-wide research administration group. Before submission to the funder all grant applications for research (with a few exceptions, noted below) must be approved on behalf of the University by Research Services.

Potential principal investigators should liaise with their departmental administration team to facilitate submission to Research Services.

Deadline requirements

It is University policy that grant applications must be received by Research Services at least five working days before the funder's deadline. The application must include an X5 costing.

For certain grant applications (see below) Research Services will then:

  • review the application
  • liaise with the PI and their department about any agreed amendments to be made
  • authorise the application on behalf of the University
  • submit the application to the funder (where applicable)

All awards, regardless of value, must be submitted to Research Services for institutional acceptance and to pass set-up instructions to Research Accounts.

  • Any application under £20k with no staff costs can be submitted to the funder without RS review
  • All applications to US government funders need to be submitted to Research Services at least 10 working days before the funder's deadline to allow time to process these applications via the three-tier US government submission system (grants.gov)
  • EC applications for the ERC calls or Marie Sklodowska-Curie Actions ITNs and individual fellowships should be submitted at least 10 working days before the call deadline.
  • Applications requiring sign-off by the Pro-Vice-Chancellor (Research and Innovation): contact your Research Services divisional team as early as possible as this process can be lengthy.
  • Co-ordinated bids: please refer to the co-ordinated bids page or guidance from research facilitators/divisional offices.

Grants

Research grant applications under £20k with no associated staff costs do not need to be submitted to Research Services for review and can be submitted direct to the funder.

Please note that:

  • Where the application needs to be submitted via an institutional account on a funder's online grant system, Research Services will submit the application without review (unless requested to by the department). An X5 costing must be submitted with the application.
  • The department must send Research Services an X5 costing in cases where they have submitted the application direct to the funder.
  • If awarded, a copy of the application must be sent to Research Services to facilitate award set-up with Research Accounts.

Grant applications under £20k with staff costs will need to be submitted to Research Services for review within 5 working days of the submission deadline.
 

Standard funders (see list to right)

  • Department is advised to complete a checklist.
  • Application to be sent to Research Services at least 5 working days before the deadline.
  • Application will be submitted (where applicable) by Research Services without review (unless requested by the department).

Non-standard funders

  • Application to be sent to Research Services at least 5 working days before the deadline.
  • Application will be reviewed by Research Services.
  • Research Services will assess the funder's terms and conditions, approve on behalf of the University and facilitate submission to the funder.
     

For standard and non-standard funders

  • Applications must be submitted to Research Services at least 5 working days before the deadline.
  • Research Services will review the application.
  • Research Services will assess the funder's terms and conditions, approve on behalf of the University and facilitate submission to the funder.
     

Fellowships

Standard funders (see list to right)

  • Department advised to complete a checklist:
  • Application to be sent to Research Services at least 5 working days in advance of the deadline.
  • Application will be submitted (where applicable) by Research Services without review (unless requested by the department).

Non-standard funders

  • Application to be sent to Research Services at least 5 working days before the deadline.
  • Research Services will review the application.
  • Research Services will assess the funder's terms and conditions, approve on behalf of the University and facilitate submission to the funder.
     

Standard funders and non-standard funders

  • Application to be sent to Research Services at least 5 working days before the deadline.
  • Research Services will review the application
  • Research Services will assess the funder's terms and conditions, approve on behalf of the University and facilitate submission to the funder
     

US government and EC applications

  • Application must be sent to Research Services at least 10 working days before the deadline.
  • Research Services will review the application and give institutional approval.
  • Research Services will facilitate submission to the funder.
     
  • Application must be sent to Research Services at least 5 working days before the deadline.
    NB high volume calls such as ERC and MSCA IFs must be submitted 10 working days in advance.
  • Research Services will review the application and give institutional approval.

Standard funders

The standard funders exempt from review by Research Services for applications under £100,000 (price) are:

•  Research Councils UK
•  British Academy
•  British Heart Foundation
•  Cancer Research UK
•  Leverhulme Trust
•  Royal Society
•  Wellcome Trust

Need help?

Contact your divisional research funding specialist

Contact the European & International team about EC grants

List of site pages