Internal procedures and policies

What needs internal approval?

The College’s internal procedure for external research funding applications aims to support staff and to maximise project income. Research Support offers expertise and experience in research funding, the development of applications and can provide guidance on strengthening your research proposal.

It is imperative that all applications, irrespective of funding value, including conference grants and travel grants, adhere to the internal procedure for external research proposals.

These pricing guidelines and internal authorisation procedures apply to:

(i)  Direct Applications - the PI is a member of College staff and the College will be the contracting party with the funder.

(ii)  Indirect Applications - the PI is from another HEI or organisation, that will be the contracting party with the funder. Just as with direct applications, it is the responsibility of College staff involved to ensure that indirect applications comply with these pricing guidelines and internal authorisation procedures.

Failure to do so may expose you and the College to legal liabilties and could result in the College refusing to accept an offer of funding.

Please note that all Final Reports should also be authorised internally first before they are submitted. Financial data required for the Final Report should be obtained from Finance by contacting either Helen Swaine or Rosemary Greaves, and sending the final copy for approval to your Research Services Officer.

Your Head of Department should be made aware of all applications, as should your Research Services Officer. Once you have had an initial discussion with your Head of Department please contact your Research Services Officer to discuss what support they can offer for your proposal.  

Your application and costings will need to be approved by:

  • Research and Enterprise
  • Finance
  • Head of Department

Some applications may need the approval of the your Dean and the Vice-Principal (Research, Enterprise and Communications). Please see below for details.

fEC Approval Table


Value of Proposal  % of fEC/Funders contribution  Approval Required   Further Details 

Less than £7k 100% Head of Department.  A copy of application to be sent to Research and Enterprise.

Less than £500k 100% or greater Research and Enterprise, Finance, Head of Department and College approval.  The price should be greater than 100% of fEC where the market will allow.

Greater than £7k Less than £500k 80-99% Research and Enterprise, Finance, and Head of Department approval.  

Greater than £7k Less than £500k Less than 80% Research and Enterprise, Finance, Head of Department and Vice Principal approval Vice Principal's approval not required for those sponsors on the Whitelist.

Greater than £500k  Any fEC  Research and Enterprise, Finance, Head of Department and Vice Principal approval  



Please ensure you give sufficient time for the proposal to go through the College internal approval process before you intend to submit the proposal to the external funder. Please ensure that you consult your Research Services Officer regarding submission of proposals as soon as possible, as the nature of some proposals may require a minimum of 10 working days.


Proposals that do not recover at least 80% fEC require senior management approval from your Dean or Vice-Principal. However a number of key funders are exempt from needing senior management approval and have been categorised as Whitelist Funders, as their terms and conditions are pre-approved. Please note applications to Whitelist Funders stll need to go through the pFACT costing and electronic authorisation process.  

Whitelist Funders

  • European Commission Horizon 2020
  • Joseph Rowntree Foundation
  • Royal Society and other OST funded agencies (except where the scheme pays fEC)
  • British Academy (except where the scheme pays fEC )
  • British Council
  • Non-FEC funded programmes from the research councils (such as Norface, research networks and so on)
  • The Leverhulme Trust
  • The Nuffield Foundation
  • The Wellcome Trust
  • Cancer Research UK


Internal departmental policies

Many departments have their own policies which run alongside the College's. You should familiarise yourself with these. Further information should be available from your department.

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