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Submitting a research grant application

Step 1: Notify the Research Office Early

As soon as you have found a research funding scheme that you are considering applying for, notify the Research Office pre-award team (via email to research.preaward@mq.edu.au) and your Faculty Research Office.  This enables us to be better prepared to help you when you are ready for assistance. In addition, some schemes restrict the number of applications that can be submitted from the same University or Department.  In these cases, we need to know who is interested in applying early to put in place processes to determine which applications will be supported.

Step 2: Clarify any Queries

If you have any queries while putting together your proposal, contact either the pre-award team (via email to research.preaward@mq.edu.au) or your Faculty Research Office. The sooner you ask the sooner we are able to provide you with an answer or clarify with the funding body if required. This is particularly the case during busy periods, and major funding rounds.

Step 3: Submit a Complete Draft Proposal by the Faculty Deadline

Check with your Faculty Research Office for any Faculty deadlines (which will occur earlier than the Research Office deadline). If there are any relevant Faculty internal deadlines, email the complete draft of your research proposal to your Faculty Research Office (and to research.preaward@mq.edu.au in the case of ARC or NHMRC applications) by the applicable deadline(s).

* Note: For ARC and NHMRC schemes there is usually a Faculty deadline for complete drafts four weeks prior to the external deadline – check specific scheme webpages for deadline dates *

Step 4: Submit MQ Application Coversheet

All research grant applications (apart from Expressions of Interest) require appropriate sign off by both your Department/Faculty, and the institution. In order to ensure this occurs in time for the grant deadline date, it is recommended that at least one week prior to the external deadline, you should fill-in and submit an online MQ application coversheet. If required 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 the coversheet. It is the responsibility of the applicant to ensure everyone has completed their certification by the deadline.

Step 5: Submit Complete Draft Proposal by the Research Office Deadline

At least one week prior to the external deadline*, email a complete draft of your research proposal to research.preaward@mq.edu.au and to your Faculty Research Office**. The Research Office will then review your application (particularly to ensure it meets the guidelines) and provide you with feedback.

* Note: For ARC and NHMRC schemes this can be up to two weeks prior to the external deadline – check specific scheme webpage for deadline dates *

** Note: For ARC/NHMRC schemes, instead of emailing the proposal, submit the proposal to the Research Office stage in RMS/RGMS and then email RO and Faculty RO advising that your proposal has been submitted. **

Step 6: Incorporate Feedback and Finalise Proposal

Incorporate feedback into your proposal and make any other final changes you wish to make. Then email the final version of all documents to research.preaward@mq.edu.au and your Faculty Research Office (ideally two days before the external deadline)*.

* Note: For ARC/NHMRC schemes, instead of emailing the proposal, re-submit the proposal to the Research Office stage in RMS/RGMS and then email RO and Faculty RO again advising that your proposal has been re-submitted. **

Step 7: Submission of Proposal

Once the final proposal has been double-checked by the Research Office pre-award team and all is in order, the pre-award team will then submit the research proposal on behalf of Macquarie University.

7a: Submission of Online Applications

The only exception to step 7 is when a 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. In these cases the final version should be emailed through as per above and the Research Office 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 RO and Faculty RO once the proposal has been submitted, and email confirmation of submission and any other future correspondence regarding this proposal to research.preaward@mq.edu.au and Faculty Research Office. *

Proposals where Macquarie University is not the Administering Organisation

Step 1: Submit MQ Application Coversheet

At least one week prior to the external deadline, fill-in and submit an online MQ application coversheet, 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 coversheet. It is the responsibility of the applicant to ensure everyone has completed their certification by the deadline.

Step 2: 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.