Grants and Projects (GaP) Procedure
LJMU has a formal Grants and Projects Procedure, adopted by ELT and the University Research and Knowledge Exchange Committee.
All bids must be costed and authorised by both Finance and School Directors (and for some proposals PVCs) ahead of submission to the funding body. This applies to bids to all funders, of any value, whether LJMU is lead or partner, and bids at the outline or stage 1 status where applications follow a two stage process.
All bids must be created, costed and authorised on the GaP system ahead of submission. It is also a great way to let your School, Faculty, RIS and Finance know that you are considering applying for funding and provides us with the information we need to offer you the right support at the right time.
A Note on Timelines
The timeline detailed below is a minimum timeline (That is, it is likely to take longer to prepare, cost and have your bid approved ahead of any deadline).
We therefore require that your GAP record is saved to Finance Input status at least 10 working days prior to a deadline.
However if you are intending to apply for a complex/multi-partner bid or for European funding we ask that you allow a longer lead in time to allow yourself and Professional Services colleagues plenty of time to navigate the development and approvals processes before the submission deadline.
These latter bids will be subject to a review by FIN and RIS at Finance Input stage and may not progress if there is insufficient time or resource to both prepare a quality submission and secure the necessary approvals before the deadline.
Summary of LJMU Grant Application Procedure
The university’s Grants and Projects (GaP) system is a collaborative creative environment for anyone applying for external funding to work together, with Professional Services, to develop compelling bids and project proposals.
The system embeds the university process for the registration, development, costing and approval of applications utilising a managed progression of statuses detailed in the table below (“GaP Project Status”). The table below summarises the actions involved both on and off system.
GaP Project Status
PI Draft
Finance Input
Finance Input - More Information Required
Bid Development
Ready for Review
Into Approval Workflow
Internally Approved
Submitted Externally
Notes
Individuals wishing to apply for external funding will need to be trained in using GaP before they can access the system so will therefore need to arrange training in good time ahead of any submission deadlines. Remote and face-to-face training sessions are managed by the GaP Team and individuals should contact GaP@ljmu.ac.uk to arrange. Details of pre-arranged training sessions can also be found on the RIS webpages.
Support for an external submission is available through Research and Innovation Services at Researchgrants@ljmu.ac.uk and through Finance at financecostings@ljmu.ac.uk. Individuals requiring support should contact the team in plenty of time prior to any deadline.
The above procedure outlines the LJMU process for the submission of external funding bids using the Grants and Projects (GaP) system to appropriately cost and approve bids prior to submission. The acceptance of any awarded funding and associated signature of any contract or offer acceptance is governed by the University Scheme of Delegation Policy (available in Policy Centre) – Schedule 1 – and requires that the GaP Procedure be followed as outlined above.