Grant management for academic and clinical researchers
This guide is for the recipients of a Research project grant or a Research Training Fellowship.
All of our grants are now managed through the online Grants Management System.
For grants awarded from December 2017 (grant references prefixed RPGF) you will have applied via the online Grants Management System and should use those login details to manage your grant.
For grants awarded before December 2017 (you will have a grant reference with a prefix of R) your grant has been transferred to the online Grants Management System and an account created for you. If you did not receive the communication regarding this or are unsure of your login details, please contact us.
How do I claim my grant?
Please note that we make payments during the first week of the month. Any requests for reimbursement should therefore be submitted no later than the 25th of the preceding month.
My grant was awarded prior to December 2017
My grant was awarded in or after December 2017
How do I advise you of changes to my project or its resourcing?
We appreciate that as projects progress, changes need to be made, for example to the methodology or to the composition of the research team. We encourage you strongly to let us know of any changes as soon as possible, rather than waiting for the next reporting period. We’ve listed below some of the frequent queries which are raised. Please note that all requests for a change to the grant must be made by the named Principal Investigator.
I need to make a change to the methodology
Changes to the named researcher
I need to request a virement between budget headings
May I apply for a costed extension?
May I apply for a “no cost” extension?
Where can I obtain assistance with recruiting participants to my project?
How do I tell you about the progress I am making with my project?
The terms of your award set out your reporting requirements. We normally require you to provide a yearly scientific update on how your project is progressing, with a final report falling due three months after the end of the grant.
Before commencing your project, you will have agreed a payment and reporting schedule, which details when you need to submit your progress and final report. You will receive a reminder by email one month prior to the report due date. The email will contain a link to the report in the online portal which you will need to complete by the agreed date.
The purpose of the progress report is to allow you to update us on how the project is progressing, and any changes or difficulties that you have encountered.
The final report is more in depth and allows you to report more fully on the findings of your project and any follow-on funding or new developments that might arise from your Work.
We warmly welcome hearing from you at any time about the impact arising from your work and there will be space within the reporting templates for you to do so. We will, however, in common with other funding bodies, now be collecting details of the outputs resulting from your work via an annual Researchfish submission.
Collecting output and impact information via Researchfish
How do I tell you about the impact and outputs from my grant between reporting periods?
I have had a paper accepted for publication, what do you need to know and can I claim for the open access fees?
We welcome being informed of any publications at any point during your grant. Please do ensure that:
- you have linked the paper to your Dunhill Medical Trust grant on Europe PubMed Central (EPMC).*
- you have acknowledged the Trust in line with our acknowledgment guidelines.
- you send us either the link to the paper if it has been published in open access format or a copy of the paper if it is still embargoed.
*Europe PubMed Central (EPMC) is the Trust’s repository for all peer reviewed publications arising from our grants. If you need any help the EPMC helpdesk is very good and can be reached on 01937 546699 or by e-mailing Helpdesk@EuropePMC.org.
If you have any papers subject to embargo, only the abstract will show unless the reader has a subscription for the journal. Do please note that even if you provide your grant reference number as part of the publisher’s manuscript submission process, there is no automatic linkage of your paper to your grant on EPMC and you must make this link yourself.
We have available a fund which enables us to provide an additional amount to help you to meet open access fees. Funding will be provided on a sliding scale dependent on the value of the grant. Please see the Trust’s Open Access policy for more details. In the first instance, though, we ask that claims for open access fees are made as part of your normal grant expenditure claim. If there is an under-spend at the end of your grant, then this will be used to cover the open access costs that have been incurred. If there is no under-spend, then you will be allowed to claim an additional sum from the fund to cover these costs as detailed in the Open Access policy.
Grants Management System
Policy and Governance documents
View and download the supporting policy documents
The Dunhill Medical Trust
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