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Comprehensive Guide to the Fellowship Application Process at Imperial College

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This document outlines the detailed fellowship application process at Imperial College, emphasizing the collaboration between faculties and research managers. It covers essential topics such as application support, InfoEd proposal development, internal approval processes, and post-award management. Key strategies for resource justification, cost estimation using Full Economic Costing (FEC), and the importance of adhering to funder requirements are discussed. Essential contacts within various faculties and the significance of timing and approvals are also highlighted for prospective applicants.

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Comprehensive Guide to the Fellowship Application Process at Imperial College

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  1. The Fellowship Application Process Linda Parker AIITT Research Office 02 July 2009

  2. Outline • Strategy Research Managers - faculties • Application Support • InfoEd Proposal Development • development/FEC/price/approvals • fellowship applications - internal approval process • application submission • justification of resources • Post award management • Timing

  3. Faculty of Engineering Jane Williams jswilliams@imperial.ac.uk www.imperial.ac.uk/engineering/ research Faculty of Natural Sciences Rebecca Wilson r.wilson@imperial.ac.uk www.imperial.ac.uk/naturalsciences/ research Faculty of Medicine Lindsey Houseman l.houseman@imperial.ac.uk www.imperial.ac.uk/medicine/research Imperial College Business School David Wilson david.wilson@imperial.ac.uk www.imperial.ac.uk/business-school/research Strategy Research Managers - faculties

  4. FoM - Strategic Theme Leaders

  5. Application support • Departmental / Divisional Administration (DA) or Departmental Operating Manager (DOM) • Research Services (RS) • FoM • 3 teams based at St Mary's, Hammersmith and South Kensington with responsibility for 8 medical divisions • FoE and BS • 1 team based at South Kensington with responsibility for 10 departments and the Imperial College Business School • FoNS • 1 team based at South Kensington with responsibility for the 10 departments / divisions in the faculty + Institutes • Research Office • support for Research Services – procedures, policies and systems

  6. InfoEd Proposal Development • Imperial’s grant application tool • all funders, all research applications • Full Economic Costing (FEC) • concept of cost and price • www.imperial.ac.uk/researchservices/fecandgrants/fec • Only tool for internal approval • Precedes submission to funder

  7. Full Economic Cost v price • FEC calculates the actual cost of all resources necessary to undertake that project • All applications (including fellowships) must be costed using FEC methodology for all funders • Price • what the funder is willing to pay and what the College is willing to accept • can be = < or > than the FEC • aim for cost recovery • established in collaboration with DA / DOM and RS

  8. Example – FEC budget

  9. Example - price

  10. Fellowship application – process and internal approval

  11. Funders’ online application systems

  12. Justification of resources • One side of A4 required by • AHRC, BBSRC, EPSRC, ESRC, NERC • Free text for MRC • ‘summary of resources’ page on EAA • Not currently required separately by STFC • include in ‘case for support’ • Must follow each funder’s requirements exactly

  13. Post award management • Fellow • comply with funder’s terms and conditions • DA / DOM • award and project administration • Research Services • set up award, project and budget on Oracle Grants • account reconciliation • claims • closure

  14. Clinical fellowships • On receipt of the award (eg Wellcome Trust, MRC, BHF) the fellow must have: • an honorary contract with local NHS Trust (to enable work with NHS patients and facilities) • a contract with Imperial College

  15. Timing • It’s never too early to start! • alert department / division • Research Services • Keep RS in the loop • terms and conditions • checking • approval • Minimum five working days before the funder’s deadline

  16. Finally . . . . • Allow enough time • Remember there may be funder restrictions on the number of applications from any single institution • Tailor your application to the funder’s requirements – one size does not fit all! • InfoEd Proposal Development • training - www.imperial.ac.uk/staffdevelopment/workshops/prof_dev/infoed_2 • development • cost / price • approval • Follow FEC rules • Involve your DA / DOM and RS

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