Fellowship costing and application process: an overview

1. Fellowship costing and application process: an overview Deborah McClean Research Office

2. Contents • Registration • Costing your proposal • Completing and Submitting URMS • Completing your Application • Authorisation • Submission • What happens next?

3. Even before starting the application you should discuss your intensions with the Grant Board on med-grantboard@sheffield.ac.uk 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) Complete URMS Form Send Draft Application with Request for Internal Review to the Grant Board Submit URMS Form for Authorisation Send to your Section’s Finance Leader 3 Months Receive Feedback Revise Application Taking into account comments URMS Form is sent to the RO for approval 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

4. 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.

5. First steps:URMS help and information • URMS registration form – download from RO website • URMS training: • Online tutorials: www.shef.ac.uk/researchoffice/research-application/urms/tutorial/urms.html • Face to face training • URMS helpline – extension 21450

6. 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

7. 2. Collate Costings • What resources do you need? • Leave plenty of time Costings Salary Non Staff Costs Experimental Costs Field Lab Costs Equipment

8. 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

9. 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

10. 4. Submit you form for Authorisation Two-step authorisation process: • Department finance team approves the URMS costing • 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

11. Even before starting the application you should discuss your intensions with the Grant Board on med-grantboard@sheffield.ac.uk 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) Complete URMS Form Send Draft Application with Request for Internal Review to the Grant Board Submit URMS Form for Authorisation Send to your Section’s Finance Leader 3 Months Receive Feedback Revise Application Taking into account comments URMS Form is sent to the RO for approval 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

12. 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

13. 6. Authorisation • Two-step authorisation process –whether electronic or hard copy • Section/Department Head approves • Research Office approves for the University

14. 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

15. 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

16. 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 sub-contracts, collaboration agreements etc. • Research Finance sets up a research account with your budget