Grant applications

Grant applications

The following guidelines provide a description of how to submit a research grant application. Research grant applications can be submitted through:

  1. Macquarie University as the Administering Organisation, or
  2. Another institution, where Macquarie University is NOT the Administering Organisation

Changes to Eligibility for DVCR Co-Funding

Eligibility for the DVCR Co-Funding Scheme is now contingent upon on-time submission of grant applications by the Macquarie University submission date. Many applications for external funding require cash and in-kind contributions from the host institution in order to be considered for funding. In most cases, researchers request cash contributions, such as project support funds, funding for research associates, scholarships and major equipment, from the DVCR via the DVCR Co-Funding Scheme to support their external funding applications. To be eligible to request this DVCR Co-Funding, grant applications must be submitted internally, via Pure, by the Macquarie University submission date. View further information and FAQs.

 

Research funding application process infographic

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

Find funding

  • The University’s Research Services 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 Services as early as possible

Notify your Faculty Research Office and University Research Services as soon as you have found a research funding scheme that you are considering applying for by completing a Notification of Intent. Please email research.preaward@mq.edu.au and your Faculty Research Office if you have any questions.

Why?

  • 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.

Get advice

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.

Why?

  • 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 request for scholarships is part of the DVCR Co-Funding request, see FAQ's for further details, and the DVCR Co-Funding Form details the circumstances under which you may be eligible to include 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.

Preparation checklist

□ 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 applying for a grant, I have advised my Faculty Research Manager and the University Research Services by completing a Notification of Intent

□ 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

Download checklist

Step 2: Develop the Application

Before you begin

Does this research application include research which potentially requires any of the following?

Ethics advice/clearance for human research

Ethics advice/clearance for animal research

Potential biohazard risks

Clinical trials

□ 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.

□ Interaction with or implications for the Defence Trade Controls Act 2012 and/or Autonomous Sanctions

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

□ Copyright 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 Manager and your academic peers

Access the Successful Grants Library in University Research Services for examples of successful grant applications. Contact a Research Development Manager for access to this library.

Application checklist

□ 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

□ I am seeking input from my Faculty Research Manager and/or the University Research Services

□ 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

Download checklist

Step 3: Submit the Application

Submit a complete draft application by the faculty/Macquarie University deadline for strategic and compliance review

  • External grant schemes, such as those from the ARC, NHMRC, Cancer Council and Perpetual Funds, are complex and ever-changing.  It takes a team of Macquarie experts behind the scenes to make sure all applications both align with the strategic objective of the external funding body and are compliant and eligible for funding.  The hard work of the Faculty Research Office teams, central Research Services Pre Award team and Office of Advancement team ensures that each application is of the highest potential quality, with the greatest chance of success. Interesting fact, some funding bodies, such as the ARC, have deemed applications ineligible based on the incorrect use of font sizes – compliance and eligibility checks will ensure your application meets all criteria for consideration for funding.
  • Applications for major grant rounds must be submitted to the Research Services Pre Award team 4 or 5 weeks prior to the external deadline, depending on the scheme .  Please refer to the fellowships and grant opportunities webpage for information on deadlines and processes.
  • Applications for miscellaneous grants (including, but not limited to, Perpetual; MNDRIA - Motor Neurone Disease Research Institute of Australia; NSW Environmental Trust; Ian Potter Foundation; Australian Rotary Health) must be submitted to the Pre Award team two weeks prior to the external deadline.

Lodge your application within the Pure Research Management System to obtain approvals

So that Research Services can submit your proposal (see Step 3e), you must receive appropriate sign-off from your department, faculty research office and University Research Services via the Pure Research Management System, which once submitted directs the application to the appropriate channels for approval. The lead investigator should take responsibility for following up with your Head of Department (HoD) and Associate Dean of Research (ADR) to ensure that your submission is approved via the Pure Research Management System.

Applications that do not have a Pure record and/or do not have all the appropriate approvals in PURE (HoD and ADR) will not be submitted to the external funding body.

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 research.preaward@mq.edu.au, 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 Research Services stage in RMS or RGMS.

Submission of proposal

University Research Services 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 Research Services 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 University Research Services and Faculty Research Office once the proposal has been submitted, and email confirmation of submission and any other future correspondence regarding this proposal to University Research Services and Faculty Research Office.

Submission checklist

□ I have submitted my application into the Pure Research Management System to formally obtain my Head of Department and Associate Dean of Research approvals

□ I have submitted my application with all appropriate documents

Download checklist

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 your application through the Pure Research Management System to obtain approvals

Fill-in and submit through the Pure Research Management System by the Macquarie University submission date, and if required, follow up with your Head of Department and Associate Dean of Research to get them to approve submission. It is the responsibility of the applicant to ensure everyone has completed their approvals by the deadline.

Step 3: Provide copy of final proposal

Once the proposal has been submitted, please email research.preaward@mq.edu.au and your Faculty Research Office with a full copy of the submitted proposal including any attachments.

Content owner: Research Pre-award Last updated: 11 Dec 2019 10:23am

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