Application to Award: A Guide to Research Grants

This section outlines the critical first steps to determine if the project is feasible and to build the foundation for a strong application.

So, you've found a research grant funding opportunity you want to pursue. Here’s what to do first.

(If you are still searching for the right scheme, please see our information on Funding Schemes and Opportunities).

Early Conversations

Engage key stakeholders early to confirm project feasibility. Discuss workload, budget, and strategic fit with your School/Faculty leadership and Business Accounting Team (BAT), while also establishing firm roles and commitments with your external collaborators.

Lodge a Notice of Intent (NOI)

Your first formal step is to notify Grants by lodging a Notice of Intent (NOI).

This is the most critical part of the process. It triggers our support and begins the essential conversations with your School/Faculty leadership. When we acknowledge your NOI, we will cc your Associate Dean of Research (ADR) to ensure they are aware of your application from the outset. Early engagement with your Faculty is vital to confirm workload allocation, budget implications, and any required School/Faculty contributions for your project.

Initial Review and Guidance

Once we receive your NOI, the Grants team will:

• Conduct a preliminary eligibility check
• Analyse the funding guidelines and flag key requirements and potential issues
• Provide you with tailored advice specific to the scheme and submission process

This section outlines the key sources of guidance and feedback you will need to assemble a competitive and compliant submission.

Once you have a feasible plan, the work of preparing the application begins. This preparation phase involves writing the proposal, developing the budget, and seeking critical feedback.

Your first key task is to thoroughly read and understand all relevant funding scheme guidelines. While we provide compliance support, the ultimate responsibility for adhering to these rules rests with you. The guidelines are the blueprint for a successful application.

Guidance from the Grants Team

After you lodge your NOI, we will provide you with a detailed list of considerations tailored to your specific funding scheme. This guidance is your roadmap and will typically cover:

• Requirements for letters of support, what they must contain, who needs to sign them, and the time required to obtain the signature
• Clarification on how the application will be submitted (e.g., via an online portal, email) and who is responsible for the final submission
• Whether the funder limits the number of submissions from UNE and how we manage that process
• Specific advice on the DVCR Research Sustainability Fee and HERDC
• Notes on engaging other Research Services areas if your project involves ethics (human or animal), foreign engagement, biosafety, or other risks

Seek Further Expertise and Feedback

A strong application is rarely written in isolation.

Maintain open communication with your School/Faculty leadership and your Business Accounting Team (BAT) as you develop your application. Your BAT is your key contact for all budget matters, and ongoing dialogue ensures any promised institutional commitments are deliverable.

A fresh perspective is invaluable. Seek feedback on your draft from trusted academic colleagues, both within and outside your discipline. An expert from another field can quickly spot jargon or unclear arguments.

You can find further guidance and templates on our Researcher Resources webpage.

Who Can Help with What

Align Your Project with Strategic Priorities

Clearly demonstrating how your research aligns with institutional and national priorities can significantly strengthen your application. Emphasise these connections where possible.

• Australia’s National Science and Research Priorities
• UNE Strategic Plan 2026-2035
• United Nations Sustainable Development Goals
• Research Enterprise & Engagement Plan

This section outlines the final stages of your application, including our compliance review, formal institutional approval via Pure, and the final submission to the funder.

Draft Application Review

For a final compliance check and feedback from our team, we encourage you to email your draft directly to us. It's important to send it separately, as we do not receive drafts through the Pure system until after they have been fully approved, which can be too close to the deadline for meaningful feedback.

To align with the institutional approval timeline, please send us your draft at least 10 working days before the external submission deadline.

Institutional Approval via Pure

By this point, you should have discussed and developed your budget (usually, as an Excel spreadsheet) with your Business Accounting Team (BAT), School and/or Faculty. Your budget and its commitments are the key items formally reviewed and approved via the Pure system. This budget should be attached as a file to the draft Pure application.

Once your draft application is ready for internal review, it can be submitted in Pure for formal approval (pre-approval). All research grant application submissions, whether lead by UNE or an external institution/organisation, are expected to be entered as a draft and approved in Pure before Research Services can approve the final submission.

As stated in our internal deadlines, your application should be submitted for pre-approval in Pure at least 10 working days before the submission date. This mandatory step secures all necessary sign-offs and is crucial for allowing time for competing priorities or potential leave amongst approvers.

Letters of Support

Letters of support are sometimes required as part of a research grant application. These letters confirm UNE's support and contributions to the research project following a successful outcome.

These letters of support differ between schemes and funders - reach out to the Grants team in the first instance to discuss the details.

Letters of support requiring a signature from Research Services or the DVCR will not be signed until the application has been fully approved by the Faculty in Pure. Letters of support are organised via email in parallel to the Pure workflow.

If your application involves cross-faculty collaborations, please ensure you have notified all relevant Associate Deans of Research prior to submitting in Pure. Please attach email evidence of this communication to your Pure application.

Final Submission to the Funder

The final step is submitting the approved application to the funding body. The submission process varies between funders and schemes, and this can be a source of confusion.

This section explains what happens after you receive the outcome of your application and outlines the key steps in post-award management.

Receiving an Outcome

Whether successful or not, it is vital that UNE has a record of the application outcome. Often, both you and the Grants team will be notified by the funder at the same time. If you are contacted directly, please inform us as soon as possible.

We will update the application record in Pure accordingly. If you are successful, we will also provide you with advice on the next steps.

If Your Application is Successful

Congratulations! Formalising the funding agreement occurs outside of Pure, via email and directly with the Legal Office.

Please note that funding agreements are made between UNE and the funder, not the individual researcher and the funder.

Step 1 - Review the agreement, alongside your team/collaborators as necessary, to ensure you're happy with the agreement. If you have any concerns with the terms of the agreement, please liaise directly with the contracting body/funder. Once happy with the terms, please proceed to the next step. 

Step 2 - Contract Approval Form (CAF): The UNE Legal Office handles all funding agreements and requires a fully completed and signed CAF before they begin their review. Completing the CAF involves liaising with your School/Faculty to confirm their approval. Coordinate with your School/Faculty to ensure the fully signed CAF and draft agreement are submitted to the Legal Office.

Consider whether your project requires any of the following approvals/checklists and reach out to the relevant contacts if necessary:

Managing Your Grant in Pure

Pure is UNE's official record for all research grant activity. Keeping it accurate is essential for institutional reporting and for your career progression.

When the Legal Office executes your contract, Grants are notified and will update your Pure record with key milestones, such as progress and final reports. Pure will then send you automated reminders as these dates approach.

Funders may communicate directly with you about project updates or changes. It is vital that you keep us informed of any significant correspondence so we can ensure your record in Pure remains accurate.

Project Variations

Research projects evolve. If you need to make changes to your project, such as to the team, timeline, or budget, this is known as a variation.

Typically, you will liaise directly with the funder to request a variation. However, we are here to provide support. Contact us if you need help interpreting guidelines related to making changes to your project.