Extramural Grants Submission Process for EA and UK Campuses
Before any proposal is submitted to an external granting agency, it is reviewed by the relevant departments/sections for compliance to the grantor’s policies as well as AKU policies.
To apply for an external grant, follow these steps:
1. Fill the mainGrants Checklist based on the needs of your project you may need to fill the relevant annexures Grants Checklist [Annexures]. Annexures that are not applicable should be left blank.
a. Please start the process preferably 30 days before submission. This will give you and the reviewers ample time to address various issues (such as budgeting, letter of understanding by collaborators, etc.).
b. Prepare the research proposal along with other documents as required by the funding agency. The proposal or funding agency's application form (with relevant attachments) and extramural grant submission checklist should be first reviewed and signed-off from the required reviewing units.
c. Please note that the administrative signatory representatives will require less time (in terms of working days) to process small grants without a collaborative or multidisciplinary component in it.
2. After obtaining the approvals from relevant administrative units, the Departmental Head/Chair, send copies of your proposal along with the checklist to the Entity Head/Dean/Director and obtain approval on the checklist.
3. Lastly, when all approvals have been obtained, please submit softcopy of the final proposal, as well as the funding agency's submission requirements/checklist, letters of support/collaboration/material transfer agreement and budget, etc. for final endorsement by the Office of Research & Graduate Studies (ORGS).
4. The entire process can even be completed by emails and scanned signatures is acceptable to the ORGS.
Once an acceptance offer is received from the grant agency, immediately inform the ORGS, Finance and Legal departments. Finance and Legal will provide their input to ensure the aptness of each clause in the agreement. Such clauses may need to be negotiated with the funding agent for appropriate adjustment. Once all observations are satisfied, the agreement as per BoT approval requires two signatures one from the Associate Vice Provost, Research and the other from Director Finance.
Withdrawals and Denials
If a notice is received that the proposal has been denied or you decide to withdraw the application, please inform the ORGS about it.
The funding agency will require the applicant to submit interim and/or final reports about the project. Please follow the agency’s stated guidelines for such reporting and send copies of all reports to the ORGS.