Submitting a research grant application
The following guidelines provide a description of how to submit a research grant application. Research grant applications can be submitted through:
Download and view the research funding application process infographic which provides a quick guide to the essential steps involved in successfully submitting your research proposal.
Follow these steps to submit a research grant application through Macquarie University as the Administering Organisation
Step 1: Plan and Prepare the Application
- The University’s Research Office website lists the major grants: funding and fellowship opportunities.
- Macquarie University staff are also able to utilise the Research Professional database to search for research funding opportunities. Log into Research Professional using your Macquarie University email address; you may need to request a new password.
- Discipline-specific websites and email lists often advertise research funding opportunities, as do professional organisations – so do keep an eye on your emails.
- Faculties have newsletters or email research funding opportunities relevant to their disciplines. Contact your Faculty Research Office for more details.
- You should check your faculty’s research website for any specific faculty-funded opportunities.
- If you want to apply for an external grant, please see grant preparation tools.
- If you want to do a project with a partner organisation, please see partnership preparation tools.
Notify the Faculty Research Office and University Research Office as early as possible
Notify your Faculty and the University Research Offices as soon as you have found a research funding scheme that you are considering applying for. Email email@example.com and your Faculty Research Office.
- To help us best support your application. The earlier you notify us the better prepared we are to help you when you need assistance, and we may be able to provide you with immediate advice and tips to help you develop your proposal.
- Some schemes restrict the number of applications that can be submitted from the same university or department. The earlier we know who is interested in applying the earlier we can determine which ideas can proceed to an application.
Contact your Faculty Research Office if you have any questions while putting together your proposal.
Please ask as soon as a query arises so that we can provide a timely answer or clarify the query with the funding body if required.
You need to talk to your Head of Department or Faculty Research Manager early so they know what is involved.
- Your Head of Department needs to give approval for you to apply for a grant because it commits your time to a project if the grant is successful. Discussing your application at an early stage is important so that your Head of Department is fully aware of the implications of the project for you and your department.
- Are you interested in a PhD scholarship from Macquarie to complement your proposal? The MQRES Schedule details the circumstances under which you may be eligible to write a Macquarie-funded scholarship into the project as part of the institutional contribution towards the project.
- If you have an idea of what my project will involve, it may be beneficial to have a written abstract/outline of your research proposal to inform your discussions.
□ I have found a funding opportunity
□ I have read the funding rules and instructions on how to apply for the funding opportunity
□ I understand what I need to do to apply for the funding
□ I have advised my Head of Department
□ If seeking to do a project with a partner organisation, I have advised my Research Partnerships Manager
□ If the funding body expects institutional co-investment as a requirement of applying, make sure to submit a Macquarie co-funding application
Step 2: Develop the Application
Before you begin
Does this research application include research which potentially requires any of the following?
□ Equipment, space, building modification or any other facilities. Please contact your Faculty Research Manager
□ Information technology software, hardware or support which cannot be accommodated with current IT capabilities. See IT Services.
Does this research application include working with a partner organisation and require any of the following? If yes, discuss with a Research Partnerships Manager:
□ Intellectual Property or Commercialisation advice
□ A draft term sheet is negotiated with a partner organisation
□ Help with a contract
Writing the application
Read and understand the appropriate submission guidelines and timeframes
Work within the submission guidelines and timeframes
Seek advice about how to write an application for this funding organisation from your Faculty Research Manager, a Research Development Consultant and your academic peers
Access the Successful Grants Library in the University Research Office for examples of successful grant applications. Contact a Research Development Consultant for access to this library.
□ I have read and understand the appropriate submission guidelines and timeframes
□ I am writing my funding application within the submission guidelines, assessment criteria and timeframes
□ Where relevant, I have received the advice I need to work with a partner organisation and I am liaising with my research partner(s)
□ I am ready to submit a draft of my application for internal review
Step 3: Submit the Application
Submit a complete draft application by the faculty deadline for strategic review
Check with your Faculty Research Office for any faculty deadlines. Faculty deadlines are in place to enable strategic review by professional and/or academic staff. If there are relevant faculty deadlines, email the complete draft of your research proposal to your Faculty Research Office by the deadline. Your faculty research support team will provide you with feedback on your application to allow you to refine it. This faculty deadline will occur earlier than the University Research Office deadlines.
Note: For ARC and NHMRC schemes there is usually a faculty deadline for complete drafts 4 weeks prior to the external deadline. For miscellaneous grants, the faculty deadline is usually 2 weeks prior to the external deadline. Check specific scheme webpages for deadline dates.
Submit complete draft proposal by the University Research Office deadline for compliance checking
Email a complete draft of your research proposal to firstname.lastname@example.org, cc’d to your Faculty Research Office, at least one week prior to the external deadline*. The Research Office will review your application (particularly to ensure it meets the guidelines) and provide you with feedback.
* For ARC and NHMRC schemes this can be up to two weeks prior to the external deadline – check specific scheme webpage for deadline dates. For ARC or NHMRC schemes, instead of emailing the proposal, submit the proposal to the Research Office stage in RMS or RGMS, respectively, and then email the University Research Office (email@example.com) and the Faculty Research Office advising that your proposal has been submitted.
Lodge a Macquarie research project form (APLI/coversheet) to obtain approvals
Before the Research Office can submit your proposal (see Step 3e), you must receive appropriate sign-off from your department, faculty and the University Research Office via the Macquarie research project form (APLI/coverseet), which once submitted automatically captures these approvals. The lead investigator should take responsibility for following up with your Head of Department / Faculty Research Manager / Executive Dean to ensure that your submission is approved via APLI.
Note: you should ensure has all the investigators on the grant have completed any certification(s) required by the funding body by the deadline. This is typically the case for ARC and NHMRC proposals. Any institutional certifications will be organised by the Research Office.
Incorporate feedback and finalise proposal
Incorporate feedback into your proposal and make any other final changes. Then email the final version of all documents to firstname.lastname@example.org, cc’d to your Faculty Research Office (ideally two days before the external deadline)*.
* For ARC and NHMRC schemes, the final application should be ready three days prior to the deadline. Note also that, instead of emailing the proposal, you should re-submit the proposal to the Research Office stage in RMS or RGMS.
Submission of proposal
The University Research Office pre-award team will complete a final check of the proposal and submit it on behalf of Macquarie University. If there is any reason it cannot be submitted the Research Office will contact you directly.
In cases where the funding organisation's submission process is via an online system where the proposal needs to be submitted online directly by the applicant, e.g. Smartygrants, a final version should be emailed through to the Research Office and they will advise if further changes are required or if the applicant can go ahead and submit the proposal.
If submission needs to be done by the applicant the applicant is asked to advise the University Research Office and Faculty Research Office once the proposal has been submitted, and email confirmation of submission and any other future correspondence regarding this proposal to the University Research Office and Faculty Research Office.
□ I have completed a Macquarie application form (APLI/coversheet) to formally obtain my Head of Department and faculty approvals
□ I have submitted my application with all appropriate documents
Follow these steps to submit a research grant application through an institution other than Macquarie University
Step 1: Develop the application
Please take advantage of the advice in the above steps in developing your grant application.
Step 2: Lodge a Macquarie research project form (APLI/coversheet) to obtain approvals
Fill-in and submit an online Macquarie research project form (APLI/coversheet) at least one week prior to the external deadline, and if required, follow up with your Head of Department / Faculty Research Manager / Executive Dean to get them to approve submission of your proposal via the form. It is the responsibility of the applicant to ensure everyone has completed their certification by the deadline.