Fellowship costing and
application process: an
overview
Deborah McClean
Research Office
Contents
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Registration
Costing your proposal
Completing and Submitting URMS
Completing your Application
Authorisation
Submission
What happens next?
Even before starting the application you should discuss your
intensions with the Grant Board on [email protected]
ideally 3 months in advance of the submission deadline
Register as an URMS user
Flag intensions
Collate Costings info
(Field lab/equipment quotes)
Prepare Draft Application
(in conjunction with PI)
3 Months
Complete URMS Form
Submit URMS Form for Authorisation
Send Draft Application with
Request for Internal Review to the
Grant Board
Send to your Section’s Finance Leader
URMS Form is sent to
the RO for approval
Receive
Feedback
Revise
Application
Taking into
account comments
Complete Application
- include costing information from Research Office
Obtain School Authorisation
- from Head or Deputy Head of your Section
Obtain University Authorisation - from Research Office
Submit Application to funding body
1. First steps:
a) Registering
• Register for the University Research
Management System (URMS)
• What is URMS?
The University’s costing of research tool
used for accurate costing of staff,
equipment and services.
1. First steps:
URMS help and information
• URMS registration form – download from RO
website
• URMS training:
• Online tutorials:
www.shef.ac.uk/researchoffice/researchapplication/urms/tutorial/urms.html
• Face to face training
• URMS helpline – extension 21450
1. First steps:
b) Register with Funders
• Register for the funder’s online application
system (e.g. MRC, Wellcome Trust,
CRUK)
• Familiarise yourself with funder guidelines
2. Collate Costings
• What resources do you need?
• Leave plenty of time
Costings
Salary
Non Staff Costs
Experimental
Costs
Field Lab
Costs
Equipment
2. Collate Costings – keep in mind
• Accurately calculate experiemental costings based on your
experimental plan
• For equipment over £2,000 you need 3 quotes from companies
and a procurement form?
• Animal costs have to be estimated by Fields Lab (Rachel
Williams) and approved by the University (it takes 3 weeks)
• What is a sensible start date – what is the funder’s timetable for
making an award? What will be salaries costs at that time?
• Cost is not the same as price
• Price is the amount the sponsor will pay
• e.g. MRC awards 80% of cost; Wellcome Trust awards 100% of
direct costs
3. Complete the URMS form
• Applicant inputs staff (including academic
time) and non-staff costs
• Research Office can give advice about
what you should and should not include
• URMS calculates the appropriate level of
overhead
4. Submit you form for
Authorisation
Two-step authorisation process:
1. Department finance team approves the
URMS costing
2. Research Office checks and approves
costs
•
•
Once the costing comes to the RO for checking, we
may have questions
Most costings are approved within 2 working days
Even before starting the application you should discuss your
intensions with the Grant Board on [email protected]
ideally 3 months in advance of the submission deadline
Register as an URMS user
Flag intensions
Collate Costings info
(Field lab/equipment quotes)
Prepare Draft Application
(in conjunction with PI)
3 Months
Complete URMS Form
Submit URMS Form for Authorisation
Send Draft Application with
Request for Internal Review to the
Grant Board
Send to your Section’s Finance Leader
URMS Form is sent to
the RO for approval
Receive
Feedback
Revise
Application
Taking into
account comments
Complete Application
- include costing information from Research Office
Obtain School Authorisation
- from Head or Deputy Head of your Section
Obtain University Authorisation - from Research Office
Submit Application to funding body
5. Completing your
application
• Once URMS is approved, transfer the
costs to the application
• Include any letters of support required
• We do not review your research proposal,
so you can be finalising that in parallel
6. Authorisation
• Two-step authorisation process –whether
electronic or hard copy
• Section/Department Head approves
• Research Office approves for the
University
6. Authorisation
Leave plenty of time!
• If you are applying to a call, you won’t be
the only applicant
• Large applications (> £750k) require
Institutional sign off by RO Head of Office
or FD – diary traffic jams possible
Timelines Tips
• NEVER WORK TO THE FUNDER
DEADLINE – YOU JUST NEVER KNOW
WHAT IS GOING TO HAPPEN
• Don’t underestimate how long it will take
• Always aim to post the application a week
before the deadline
• Leave a 7 day Contingency
What happens next?
• When successful, send a copy of the letter
to the RO – we don’t always get a copy of
the award letter
• Research Office sets up any subcontracts, collaboration agreements etc.
• Research Finance sets up a research
account with your budget