Approval Process

All applications have to go through a two-stage internal approval process before they are submitted to the funder. This process is the same for applications led by CDH and applications led by other institutions, where a researcher in CDH is a Co-I or collaborator.

All funding applications require approval by the Directors of CDH and CRASSH at least seven days before submission to the research office.

After receiving Director approval, all applications need to be approved by the Research Operations Office before they can be submitted to the funder. Details of the approval process and deadlines can be found on the ROO website.

Any research involving human participants or personal data requires ethics approval. Information about ethics in research can be found on the University’s research ethics page.

The Programme Manager will advise you on deadlines and requirements for all approval stages for your specific application.

Step by step guide

Step 1 – at least 8 weeks before the funder deadline (or planned submission date)

Contact the CDH Programme Manager as soon as you are thinking of applying.
Give as many details as possible:

• brief summary of research project
• funder and scheme
• submission deadline
• PI and Co-Is
• collaborating institutions and partners
• lead department for the application

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Step 2 – at least 8 weeks before the funder deadline

Arrange to discuss your project with the Research Support Office

• discuss how to translate a research idea into a project that fits funders’ requirements
• learn about suitable funding options for your research plans
• seek support with the writing of applications and feedback on draft applications
• seek advice on funding bodies and their funding schemes
• build and fund a research network for interdisciplinary research, international projects, etc.
• submit a proposal to the University’s internal peer review to receive first-hand comments from reviewers.

https://www.ahssresearch.group.cam.ac.uk/contacts

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Step 3 – 6 weeks before the funder deadline (or planned submission date)

Submit project outline and details of all partners / collaborators to the Programme Manager
The outline will be presented to the CDH/CRASSH Directors for approval in principle. Once this approval is obtained, the Programme Manager  will work with you on a timeline for the submission process. This includes submission to the CDH Director and the Department for approval with deadlines of up to one week before the ROO deadline, and submission to the ROO with deadlines of up to one week before the funder deadline.

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Step 4 – at least 4 weeks before the funder deadline

Prepare your application including budgets and justification of resources
To cost your project in X5, the Programme Manager will need:

• Funder name and scheme
• Project title
• Start date and duration/end date of your project
• Application deadline/preferred submission date for open calls
• Method of submission: online submission system, email etc.
• Staff details for the PI and any Co-Is, research assistants/associates, technicians, admin staff, students etc.: name, % FTE, salary spine for new posts, start and end date.
• Travel: who is travelling, where to, for how long and what is the purpose of each trip? Please include travel costs, accommodation costs, subsistence costs and any registration costs for conferences. Guidelines for costing travel.
• Equipment: what is it, when will it be bought, what is the price (incl. VAT)?
• Any other costs (including administration)
• Details for any collaborators in other Cambridge departments or external to Cambridge: What will their involvement be? Which department/institution is leading? Where will the money be held?

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Step 5 – 2 weeks before the funder deadline

All applications have to be approved by CDH Director and Head of Institution
Please submit the cover sheet and a draft of your application to the CDH Programme Manager in order to obtain approval from the CDH and CRASSH Directors. The X5 will also be submitted at this point and changes to the budget are no longer possible.

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Step 6 – 1 week before the funder deadline

All applications need to be approved by the ROO before they can be submitted to the funder
See here for details.

If the funder uses an online application system such as Je-S or Flexigrant, the application will automatically go to the ROO once you submit it through the system. If the submission is not via an online portal (e.g. via email) or for collaborative projects where CDH is not leading, please submit all information to the CDH Programme Manager, who will forward it to the ROO. For this you will need the full and final application including justification of resources and budget tables.

• Applications <£250k and no exceptions: submit 2 working days before the funder deadline
• Applications >£250k or with exceptions: submit 7 working days before the funder deadline

After submission, respond to any queries by the ROO and wait for their approval. If the ROO deadline was missed, applications can still be submitted using an HoD exception letter, which requires the Department to take on full responsibility for all risks associated with the application. In this case, the ROO does not perform any checks and may reject the award even if successful.

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Step 7 – funder deadline

The grant has to be submitted to the funder once the ROO has approved it.

In case of online application systems such as Je-S or Flexigrant, the ROO will submit to the funder and send you a confirmation of submission. If the application is not via an online portal (e.g. via email), the PI needs to submit it.

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Step 8 – after submission

As soon as you receive an acceptance or rejection letter from the funder, let the CDH Programme Manager know.

If successful, the ROO will set up your grant and the contracts team will negotiate contracts with collaborators.