For Research Staff - Research journey

Before developing a grant application, the lead ECU Chief Investigator should submit an Expression of Interest (EOI) on the ECU Research Management System (RMS) for approval by the School Associate Dean Research. RMS can be accessed from the Staff Portal. Select the ‘Research Management System’ link located in the Easy Logins section.

The EOI should be submitted several weeks prior to the external funding deadline or as soon as you can confirm you are likely to apply. An EOI should be submitted even if the application will be led by another institution. If you require assistance with submitting your EOI on RMS, please contact research-preaward@ecu.edu.au. Only basic grant details are required for the EOI such as a title, summary, and research team. You can also download the ‘Submitting an EOI’ guide and ‘EOI cheat sheet’. Alternatively, you can email researchsystemssupport@ecu.edu.au

Once your EOI is submitted, the School Associate Dean Research as well as Research Services will receive an automated alert of your intent to apply. Your School Associate Dean Research is required to approve your EOI (via RMS). Once approved, you will receive an automated email to confirm the approval to proceed. If not approved, you will be notified by Research Services. Once approved, a Research Services Research Administration Coordinator (RAC) will be in contact with you detailing process and any requirements as well including the internal deadline for review and approvals.

This step can range from several weeks to several months depending on the size and complexity of the application. Developing a competitive research application requires the completion of some important groundwork before you actually write anything:

• Establish your project team, partners, collaborators and populations
• Research your funder. Be aware of the remit and ensure your proposal and needs align with the funder.
• Ensure you understand the assessment criteria and make sure your proposal matches this criteria.
• Demonstrate that you know the current state-of-the-art of your field and where the gaps are; and know your competition!
• Read and re-read the funding rules and guidelines

Research Administration Coordinator (RAC)

RACs are responsible for monitoring your grant application from the EOI stage up until review and submission. During this stage they can assist with interpreting the funding rules, answering queries, assisting with the budget and keeping you on track for submission. They can also provide administrative support as required, such as completing parts of the form, following up investigators, formatting documents, data entry and obtaining signatures (see RAC Contact Details). Please note that your School Finance Coordinator should be approached for assistance with salary costing calculations for your budget.

It is essential that your application is compliant with the funding rules, that the Chief Investigators are eligible and that the application is free of spelling and grammar errors prior to submission. Your final application should be submitted to your Research Administration Coordinator (RAC) 10 working days prior to the grant closing date. The RAC will carry out eligibility checks and compliance with the funding rules e.g. formatting requirements and relevant supporting documentation has been provided. RACs will also proofread your application for spelling and grammatical errors. If there are any eligibility, compliance or text edits required, your application will be returned to you for finalising. During this time, the RAC will coordinate a budget review and approval by the relevant School Finance Coordinator if this has not already been completed. If your budget has not been costed correctly or there are other budget issues, you will be informed and required to make the changes.

Once your application has been finalised please forward with any supporting documents to your RAC at research-preaward@ecu.edu.au. Your RAC will record your application on the ECU Research Management System (RMS) and request approval by the Associate Dean Research; or line manager if the lead CI is an ADR or Executive Dean. This also applies to non-ECU led submissions.

Prior to submission by Research Services, the relevant School Associate Deans Research are required to provide final approval, via RMS, for the application to be submitted. The School Associate Deans Research are approving that the project is research and that the School has the resources to facilitate the performance of the research project.

The Research Administration Team Leader (RATL) will undertake a final review and is responsible for endorsing the application for submission. If any changes are recommended at this point, your RAO will liaise with you.

The RATL will submit all applications (including email, hardcopy and online) on your behalf to the funding body. You will be notified by email when your application has been submitted and provided with an electronic copy of the final submission document/s.