How to prepare a proposal

To apply for funding you need to fill in an application form and prepare some accompanying documentation.

Case for support:

Other attachments:

There is some extra guidance for projects made up of multiple proposals.
Some calls for proposals may have specific requirements - these will be described in the call.

Format

Font size 11 is the minimum font that is acceptable, and the minimum margin in all directions is 2cm. For accessibility purposes, a sans-serif font style such as Arial or Helvetica should be used as these are more easily readable to those with visual impairment. For the same reason, type should be justified only on the left hand side. If your case for support exceeds the page limit, or doesn't adhere to the specified format, your proposal will not be considered. More specific instructions for the format of the case for support may be given in certain funding opportunities and calls for proposals.

Information in the public domain

Please note that if successful, some of the information you submit on the grant application form will be published through Grants on the Web (GoW). Before writing your proposal, we advise you take a look at some example grant records on these webpages so you can see what information would be made available in the public domain. Unfunded applications will not have this information published.

Applicant Guidance on constructing your proposal

Previous Research Track Record

This section (maximum two sides of A4) gives you the opportunity to demonstrate that the team involved in the proposed project has the appropriate mix of skills, expertise and experience to carry out the research. This is particularly important for multi-disciplinary proposals. You should include:

a summary of the results and conclusions of the applicants’ recent work in the technological/scientific area which is covered by the research proposal. Include reference to both EPSRC funded work and non-EPSRC funded work.
the specific expertise available for the research at the host organisation and that of any associated organisations and beneficiaries.
details of relevant past collaborative work with industry and/or with other beneficiaries.
details of where the applicants’ previous work has contributed to the UK's competitiveness or to improving the quality of life.

Description of Proposed Research and its Context

This section (maximum six sides of A4) should include:

Background

Introduce the topic of research and explain its academic and industrial context.
Demonstrate a knowledge and understanding of past and current work in the subject area in the UK and abroad.

National Importance

Describe the extent to which, over the long term, for example 10-50 years, the research proposed:
- contributes to, or helps maintain the health of other research disciplines, contributes to addressing key UK societal challenges, contributes to current or future UK economic success and/or enables future development of key emerging industry(s)
- meets national strategic needs by establishing or maintaining a unique world leading research activity (including areas of niche capability)
- fits with and complements other UK research already funded in the area or related areas, including the relationship to the EPSRC portfolio and our stated strategy set out in “Our Portfolio.”

The extent to which applicants are able to address each bullet point will depend on the nature of the research proposed. Applicants should indicate how their research relates to EPSRC’s research areas and strategies (many projects will be relevant to more than 1 EPSRC research area) and complements EPSRC's current portfolio. Information on the portfolio is available through the EPSRC's Grants on the Web (GoW).
The definition of National Importance and further details can be found at preparing new proposals to include National Importance.

Academic Impact

Describe how the research will benefit other researchers in the field and in related disciplines, both within the UK and elsewhere. What will be done to ensure that they can benefit?

Explain any collaboration with other researchers and their role in the project. For each Visiting Researcher, set out why they are the most appropriate person, and what they will contribute to the project.

Research Hypothesis and Objectives

Set out the research idea or hypothesis.
Explain why the proposed project is of sufficient timeliness and novelty to warrant consideration for funding.
Identify the overall aims of the project and the individual measurable objectives against which you would wish the outcome of the work to be assessed.

Programme and Methodology

Detail the methodology to be used in pursuit of the research and justify this choice.
Describe the programme of work, indicating the research to be undertaken and the milestones that can be used to measure its progress. The detail should be sufficient to indicate the programme of work for each member of the research team. Explain how the project will be managed.

Note: Lists of references and illustrations should be included in the six page limit and should not be submitted as additional attachments or as an annex.

Writing a good case for support

The case for support is your opportunity to convince your peers of why your proposed research should be funded.
A good case is clear, concise and not cluttered with technical jargon.
To ensure effective provision of all required information, while avoiding undue repetition within the limited space available, we recommend the following approach:
- Impact Summary: Use this section of the Je-S application form to identify who the potential economic and societal beneficiaries might be and how they may benefit should the research objectives be fully achieved.
- Academic Beneficiaries: Use this section of the Je-S application form to summarise how the research might benefit other researchers in the field, who might benefit in other disciplines and what will be done to ensure they benefit
- Pathways to Impact: Use this annex to the proposal to describe activities that can be undertaken during the project to accelerate the route to the identified benefits being realised; shortening the time between discovery and use of knowledge. Also identify the additional resources needed to undertake these activities.
- Case for Support: Include a National Importance section within this document to justify why this proposal warrants support by the UK taxpayer. Describe how the potential benefits align with national priorities, how the research relates to EPSRC’s research areas and strategies, and how it complements other research activity in the field. It is anticipated that this section should not require more than one or two paragraphs for most proposals.
What is exciting about the research? Try to convey this to your audience, in particular the reviewers. You need to convince these experts in your own research field about the value of your project.
Provide a convincing case for the originality of your proposal and describe your objectives clearly and succinctly. Proposals are not rejected just because others are doing similar work. But if you don't describe the novelty of your approach and the likelihood of success when compared with others, the value of your proposal may be questioned.
It's best not to leave it to EPSRC or your peers to ask the questions. Show that you have thought the proposal through and explain how it will succeed. Potential applications might be obvious to you but tell us what they are so we are left in no doubt.

Pathways to Impact (maximum two sides of A4)

In the Impact Summary, you will have described who potential beneficiaries might be, and how the research might impact them. This document is your opportunity to describe what you will actually do to facilitate this. Ideally the Pathways to Impact attachment is specific to users and beneficiaries of the research outside the academic research community, but plans for academic impact may be included where this forms part of the critical pathway towards economic and societal impact.
Detailed guidance on Pathways to Impact is available. In summary, the document should describe the kinds of impact envisaged, how the proposed research project will be managed to engage users and beneficiaries and increase the likelihood of impacts, including (wherever appropriate):

Methods for communications and engagement
Collaboration and exploitation in the most effective and appropriate manner
The project team’s track record in this area
The resources required for these activities. Please ensure these are also captured in the financial summary and the Justification of Resources.

Work Plan

The programme of work for the project should be illustrated with a simple diagrammatic work plan, for example, a PERT or Gantt chart.

Justification of Resources

In this document (up to two sides of A4) you should explain why the resources you've requested are required to undertake your research project, including implementing the impact plan. This is to help reviewers to make an informed judgement about whether the resources requested are appropriate for the research proposed.
So that you don't miss anything out, we recommend that you follow the 'cost to the proposal' headings used in the application form. For more information about what to do see how to write a justification of resources.

Curriculum Vitaes

CVs should be submitted as a separate attachment for named research staff or visiting researchers. For visiting researchers include details of previous visits or collaborations with overseas researchers. CVs must not exceed 2 sides of A4 each. You do not need to submit CVs for the principal investigator or any co-investigators.

Statements of Support

Statements of support from all project partners should be included as an attachment. There is no page limit. As part of the assessment of impact, we ask reviewers to comment on whether a collaboration is appropriate. A good statement of support can help by showing that the collaboration is genuine, and by explaining why the project partner supports the project and what they will get out of it.
Statements should be relevant to the project, written by project partners when the proposal is being prepared and dated within six months of the proposal submission date. Standard letters declaring general support are often criticised by reviewers. For more information, see guidance on what makes a good statement of support.

Letters of Support

In exceptional circumstances EPSRC will accept letters of support which do not meet the above requirements for Statements of Support. These will be cases where an organisation can not be listed as a project partner, for example when the host institution wants to detail a proposed contribution to the cost of the equipment.
However, unless there are exceptional reasons why an organisation can not meet the requirements to be a project partner, any supporting documentation should meet the above requirements for statements of support.

Equipment quotes

This information is for all equipment costing more than £10,000 (including VAT).
Equipment costs are now only mandatory for equipment costing the OJEU threshold or more. For equipment costing over £25,000 and below the OJEU threshold, it is optional to provide up to three equipment quotes.
If you are applying for equipment costing the OJEU threshold or more, you need to use EPSRC's Strategic Equipment Process.
For all items of this value, three equipment quotations must be uploaded. Equipment quotations are added within the equipment item screen, not within the attachments section. Having added the details for your item press “Save” which will then provide a link to add the attachments. Where you believe that there are less than three potential suppliers for an item you should explain this in the Justification of Resources attachment.

Technical Assessments for Facility Use

If you are planning to use a major facility as part of the proposed research, such as those funded centrally by EPSRC or a European facility, you'll be asked to provide a technical assessment from the service provider. You should contact the facility before applying to EPSRC to check if your proposed research is feasible and obtain a technical assessment if necessary. If a technical assessment is not necessary, then you will need to upload a blank document.

Host Organisation Statements (for First Grants Only)

If you're applying through the First Grant scheme you should attach a statement from your host university, typically from your head of department. The statement should describe the commitment the university is making to the development of your research career, and confirm your appointment details and period of probation if relevant. There's no page limit. For more information see host organisation statement for first grants.

Choosing reviewers

We will approach at least one of the reviewers that you nominate. Please suggest people who are experts in the research field and/or able to judge the value of the research to people who might use its results.
It's important that we avoid any conflicts between personal interests and EPSRC's interests. You should not suggest reviewers that you have had a close working relationship with in the past (for example, your PhD supervisor), current or proposed project partners, anyone from your own organisation, or anyone with financial or personal connections with the organisations involved in the proposal. Please avoid suggesting more than one reviewer from the same organisation.

Contact us

Our portfolio managers are happy to discuss proposals before submission. We particularly encourage discussion of proposals with a complex management structure, those involving large consortia, or those consisting of more than one research theme.
Search EPSRC staff contacts

Skill Learning

Wednesday, 28 November 2012

EPSRC: How to prepare a proposal