PROCEDURE FOR SIGNING OFF APPLICATIONS TO EXTERNAL FUNDING BODIES
FOR RESEARCH PROJECTS OR RESEARCH LEAVE
Members of staff or external applicants submitting applications to external funding bodies
for grants for research projects, research leave or fellowships to be held at York St John
University should discuss their applications with their line manager at an early stage and
gain prima facie agreement from them, their Faculty Head of Research and Dean before
proceeding further. YSJU staff and students can identify funding sources through IDOX
Grantfinder and IDOX Research Connect databases which the University subscribes to.
To register to use these systems, please e-mail the Research Development Manager
(j.rule@yorksj.ac.uk)
All bids can benefit from peer review, and it is recommended that this is done during the
development of the bid. Finalised bids must be approved by the relevant University
Management Accountant, Faculty Head of Research and Dean, and a copy of the bid and
bid approval form must be supplied to the Academic Development Directorate. Bids of
over £10,000 must also be approved by the DVC. Applications to Research Councils, the
British Academy and Leverhulme Trust are now made electronically via the Je-S or E-Gap
systems. Sufficient time should be allowed for all these procedures to be completed and,
if necessary, for the bid to be revised before submission.
N.B. Applications for research leave that is not externally funded are handled under a
separate procedure and should be discussed with the applicant’s line manager.
As the number of research grant applications is increasing, it is important that we have a
clear procedure for submitting and recording the applications. This will enable us to:
 ensure that members of staff receive assistance to submit high quality applications
within appropriate timescales;
 ensure that the appropriate people within the institution are aware that an
application is being made;
 ensure that the resource and other implications have been considered;
 record the applications centrally for purposes of reporting and monitoring.
FORM FOR APPROVAL OF APPLICATIONS TO EXTERNAL FUNDING BODIES FOR
RESEARCH GRANTS
Name of applicant:
Faculty/Department:
Name of grant-awarding body:
Have the financial implications been
discussed and noted by the Finance
Office?
Is the applicant’s line manager
content for the application to be
submitted?
Yes/No
Yes/No
Is the applicant’s Faculty Head of
Research content for the application
to be submitted?1
Yes/No
Is the Dean of Faculty content for
the application to be submitted?
Yes/No
Does the application need approval
from the Deputy Vice Chancellor?2
If so, has it been signed off by her?
Signature of University
Management Accountant:
Signature of line
manager:
Signature of Faculty
Head of Research:
Signature of Dean:
Yes/No
Signature of Deputy VC
(if appropriate):
Are there any human resource implications, e.g. a
need for replacement staff where there is research
leave during the funded research project? If so,
have these been discussed with the Dean?
Yes/No
Does the proposed research need ethical
approval? If so, has it been submitted to/approved
by the Research Ethics Sub Committee?
Yes/No
Is peer review required by the funding body
Yes/No
If ‘Yes’ to the above, who peer reviewed this bid?
Has a copy of the application been lodged with the
Academic Development Directorate?
Yes/No
Overall responsibility for approving the application rests with the Dean of Faculty.
This form should be completed and signed by all relevant people (above) before the
application is submitted. Copies of the bid and form should be filed in both the
Faculty and ADD.
1
For Service Departments e.g. ILS the Director may sign in place of both FHoR and Dean
The signature of the DVC is necessary for applications that require signing off at institutional level or for
amounts in excess of £10,000.
2