Research Support Portal

Grant Proposal Preparation Phase

How to write an excellent grant proposal? Preparing a budget. Writing a data management paragraph. How to publish future results open access. When to think about ethics or privacy. Getting the right signatures. Submitting your proposal at the funders.

This timeline guides you through the whole application writing process, additional requirements for submission and intermediate evaluation steps. For submission you may need the correct institutional registration numbers, an account, a signature or other administrative information.

Research funding support

Leiden University offers a broad range of support for finding, writing, and applying for research funding. The first point of contact is your local grant adviser at your faculty/institute, who can guide you through the application process and answer any questions you may have. If your faculty/institute does not have a contact listed, please contact the University Grant Development Office and they will help you on your way.

The Grant Development team also offers training courses

Guidelines for research grant applications Archaeology

The Faculty Board has drawn up guidelines to helpensure that applicants notify  the Board and involve the Faculty Research Support staff and Luris in good time.
Before applicants submit grant applications to therelevant funding body, all applications for 50,000 euros or more must be evaluated by the Research Committee. The Research Committee will examine whether the Faculty is the right place to carry out your proposed research and advise the Board accordingly. Applications presented to the Board without first having been examined by the Research Committee will not be supported by the Faculty.

More information

Contact
Roswitha Manning Policy maker

Research policy Governance and Global Affairs

Please contact Manon Osseweijer about research policy matters, new funding calls and embedding guarantees. You can also contact your Institute Manager about research funding. 

Contact
Manon Osseweijer Head of Education and Research Policy

Research funding Humanities

Contact
Marcel Belderbos Policy officer research funding

Research funding Centre for Linguistics

Contact
Katja Lubina Grant officer

Research funding Centre for the Arts in Society

Contact
Institute manager LUCAS

Research funding Institute for History

Contact
Peter Meel University Lecturer

LUMC Grant Support Medicine/LUMC

For advice on grants, LUMC researchers can contact the Directorate of Research Policy via Albinusnet, the intranet for LUMC. If y ou are applying for a Horizon2020 grant, check the EU GRANT TOOL.

More information

Research funding Science

The first point of contact is your local grant adviser at your institute, who can guide you through the application process and answer any questions you may have. If your institute does not have a contact listed, please contact the University Grant Development Office and they will help you on your way.

Research funding Institute of Biology Leiden (IBL)

Contact
Maribel Adame Valero

Research funding Institute of Environmental Sciences (CML)

Contact
Esther Philips-Volriet Grant Advisor

Research funding Leiden Institute of Advanced Computer Science (LIACS)

Contact
LIACS Project Office

Grant Support Office Social and Behavioural Sciences

For information and advice on funding opportunities, you can contact the Grant Support Office. They can also help you draft and write up grant proposals and guide you through the relevant administrative processes.

More information

Contact
Research Desk FSW

Leiden University registration numbers

If you need a registration number for Leiden University before you can complete your grant application, the staff website lists the registration numbers for applications to the following funding bodies:

  • Horizon 2020 and ERC; 
  • other European funding bodies; 
  • funding bodies in the USA. 

The website also gives the university’s VAT number and Dutch Chamber of Commerce number (KvK number). 

Read more

Practical submission process

Submitting a research proposal is not always straightforward. When you are preparing to apply, the local grant adviser at your faculty/institute can guide you through the process. If your faculty/institute does not have a contact listed, please contact the University Grant Development Office and they will help you on your way with advice or training.

Read more


Writing an excellent grant proposal takes some skill, which increases with the complexity of the grant. Your local research office is your first stop, expert grant advisors (GO-LU) can be consulted as a second line of help. In case of complex coordination, a writing team of support staff will be formed.

Basics of grant writing

The key to writing a successful proposal is knowing what the funding agency expects and distinguishing yourself from your peers. Once you know these basics, you can start writing.

When you are preparing to apply, the local grant adviser at your faculty/institute can guide you through the process. If your faculty/institute does not have a contact listed, please contact the University Grant Development Office and they will help you on your way with advice or training.

Read more

Writing for an individual grant

If you have started preparing an individual grant proposal and would like some support, you can contact the grant adviser at your faculty/institute for information on all the tools and support available to you. If your faculty/institute does not have a contact listed, please contact the University Grant Development Office.

Read more

Writing an application for a collaborative grant

If you have started preparing a collaborative grant proposal and would like some support, you can contact the grant adviser at your faculty/institute for information on all the tools and support available to you. If your faculty/institute does not have a contact listed, please contact the University Grant Development Office.

Read more


Exploring the budget in an early phase with your local project controller helps you to shape your project. The project controller also makes sure that your final budget is in order.

Financial administration

If your project is (to be) financed by the second and third sources of funding (national / EU grants and private sector), you should consult the Regulations on Working for Third Parties to find out about issues you will need to take into account. The regulations also contain information about project management, including financial management, such as invoicing and the costs you are permitted to charge.

Read more

Financial administration Archaeology

Contact
Pascal van Leeuwen Project Controller

Financial administration Governance and Global Affairs

Contact
Pascal van Leeuwen Project Controller

Financial administration Humanities

Contact
Rogier Strijk Coordinator Projectcontrol

Financial administration Law

Contact
Jaap de Jong Account Manager FEZ

Financial administration Medicine/LUMC

Researchers at LUMC can contact the LUMC Projects Bureau for financial advice on their research projects. Researchers always have to contact a project adviser at the Project Office before submitting a grant application.

Information and contact details can be found on Albinusnet, the intranet for LUMC. 

More information

Financial administration Science

Contact
Jip Chong Department Manager

Financial administration Institute of Biology Leiden (IBL)

Contact
Sjoerd Sieval Project control staff member

Financial administration Institute of Environmental Sciences (CML)

Contact
Jasper Williams Administrator

Financial administration Leiden Academic Centre for Drug Research (LACDR)

Contact
Sjoerd Sieval Project control staff member

Financial administration Leiden Institute of Advanced Computer Science (LIACS)

Contact
Chris Flinterman Project Staff Member

Financial administration Leiden Institute of Chemistry (LIC)

Contact
Ineke van der Hoef Policy maker

Financial administration Leiden Institute of Physics (LION)

Contact
Ilse van der Zalm-del Prado Staff Member Projects

Financial administration Leiden Observatory

Contact
Els Heijsman Project staff member

Financial administration Mathematical Institute (MI)

Contact
Yolanda Rombley Project control staff member

Financial administration Social and Behavioural Sciences

Contact
Remco de Kler Coordinator projectcontrol
Contact
Bert Dubbeldam Projects Account Manager

Project control: procedures and guidelines

There are procedures and guidelines in place to support efficient and effective financial management of externally funded projects (second and third income streams). These procedures and guidelines can be found on the SharePoint site ‘Project Control’ (in Dutch). Frequently used forms and standard overviews are also available.

Read more


Open access publishing is required by most funders. Check this, you need to allocate budget for this.

Open access: funding

You should include the cost of open access publication in your grant application and project budget. The body funding your research will then reimburse these costs. Open access publication does not have to be costly; sometimes you can even publish for free. The Leiden Repository, for instance, lets you share your publication on an open access basis at no additional cost. Leiden University also has agreements in place with publishers of academic journals.

The Open Access Team at the Centre for Digital Scholarship can advise you on your options. 

Read more

Contact
Centre for Digital Scholarship Leiden University Libraries (UBL)

Open access

Open Access provides free and unlimited online availability of research output. This increases the visibility of publications enormously.

The Centre for Digital Scholarship supports Open Access publishing by means of policies, training, support, and services that are available to all researchers at Leiden University.

Read more

Contact
Centre for Digital Scholarship Leiden University Libraries (UBL)

Publishing and Open Access Medicine/LUMC

LUMC is committed to Open Science, the National Open Science Plan and Open Access (OA) publishing. More information on Open Access publishing can be found on the website of the Walaeus Library.

The Walaeus website also has information on publishing and literature research. See for example the E-learning modules.

More information


If you are planning on buying equipment or buying services from other parties like consultants from the grant, you need to take into account procurement rules. It is obligatory to consult with the procurement office.

Procurement rules

The purchase of research equipment and services and the hiring of temporary staff falls under Procurement Law. Both the legislator and the funding body insist on strict compliance with this law. You are also required to comply with Leiden University's own procurement rules. 

Read more


Data management is mandatory for NWO and EU. Start with your local data steward to guide your through this process from data management paragraph to a data management plan. The Centre for Digital Scholarship provides expert advice.

About data management

Research data management (RDM) essentially means creating, storing, maintaining, disclosing, archiving and long-term preserving research data. Good data management is important in order to:

  • safeguard the high quality of research data, and ensure that the data is findable and accessible;
  • increase the visibility - and impact - or research data; 
  • ensure compliance with the requirements of Leiden University and research funders.

If you have any questions, you can contact the data management specialists at your faculty/institute or at the Centre for Digital Scholarship.  

The Centre for Digital Scholarship also offers checklists and templates and training courses on data management. 

Read more

Data management in grant applications

Most research funders ask you to include a section on data management in your grant application. Please contact the Centre for Digital Scholarship for advice on how to write the data management section of your application. 

Read more

Contact
Centre for Digital Scholarship Leiden University Libraries (UBL)

In some projects, privacy of data and/or other ethical considerations play a role. An expert team of data privacy officers, data stewards and ethical officers help you think this through and guide you through the formal process.

About data protection and privacy

We are all responsible for data protection. To keep data, including personal data, as secure as possible, the university has established an information security policy.

Read more

Data protection and privacy Archaeology

Archaeology research often involves a specific set of issues relating to data security, data transfer and personal or sensitive data, especially for fieldwork and research travel abroad. Please consider these carefully before embarking on your research and, if applicable, fill out a DPIA (data protection impact assessment). 

Contact
Wouter Kool Information Manager

Data protection and privacy Humanities

Contact
Max van Arnhem Privacy Officer

Data protection and privacy Medicine/LUMC

Privacy and data protection are very important themes at LUMC because so much of the research done at LUMC involves data on patients. For questions about privacy or data protection, LUMC researchers are welcome to contact the Information Security Officers by e-mail. More general information about privacy and data protection can be found on Albinusnet, the intranet for LUMC. 

More information

Contact
Information security officers (LUMC)

Data protection and privacy Social and Behavioural Sciences

Contact
Raymond van Erkel Privacy Officer
Contact
Armin Halilovic Privacy officer

EU Ethics review

Before starting your project, you will need to subject your project proposal for an ethics review. The Grant Development Team has made a list of all the points you need to consider, such as: 

  • conducting an ‘ethics self-assessment’ of the ethical aspects of your project; 
  • contacting an ethics committee; 
  • getting an approval statement from the information manager.

Read more

Assessment by Ethics Committee

An Ethics Committee advises you on how to do research in an ethically responsible way. They can also assess your research proposal for ethical issues. The Ethics Committee will then check whether your proposal meets the criteria for ethical academic conduct.

More information

Ethics Committee Archaeology

The Faculty of Archaeology and the Faculty of Humanities have a joint Ethics Committee. Before starting a new research programme or project, you need to look at the committee's checklist to find out whether you need to submit your research for a Statement of Ethical Clearance. 

More information

Contact
Roswitha Manning Policy maker

Ethics Committee Governance and Global Affairs

The Faculty Board of FGGA has established an Ethics Committee to evaluate all research by FGGA researchers. 

More information

Contact
Manon Osseweijer Head of Education and Research Policy

Ethics Committee Humanities

The Ethics Committee of the Faculty of Humanities issues binding advice on ethical issues in research. Researchers are provided with a checklist to determine whether their research needs to be presented to the committee for an ethics review.

More information

Contact
Marcel Belderbos Secretary Committee on Ethics

Ethics and Data Committee Law

The Ethics and Data Committee of Leiden Law School is responsible for reviewing research proposals from an ethical perspective and monitoring data management plans, including GDPR aspects. In general, this relates to research that makes use of new data.

More information

Contact
Ethics and Data Committee - Leiden Law School

Animal Welfare Body Medicine/LUMC

Research projects involving animals are subject to strict regulations and require a project licence from the Central Authority for Scientific Procedures on Animals (Centrale Commissie Dierproeven; CCD). The LUMC Animal Welfare Body (AWB) is your first point of contact for questions about research aspects related to laboratory animal science. Find information about the AWB on Albinusnet, the intranet for LUMC: 

More information

Medical Ethics Review Committee Medicine/LUMC

The Medical Ethics Review Committee for Leiden The Hague Delft (MERC-LDD) is recognized by the Central Committee on Research Involving Human Subjects (CCMO). LUMC researchers who perform clinical research, whether or not this involves human subjects, must submit their research protocol to the MERC for approval.

More information

Ethics Review Committee Social Sciences Social and Behavioural Sciences

The main task of the Ethics Review Committee for Social and Behavioural Sciences is to review new research proposals. It applies the criteria for ethically responsible scientific conduct within the Institutes of Cultural Anthropology and Developmental Sociology, Political Science and the Centre of Science and Technology Studies. 

Read more

Contact
Secretary Ethics Review Committee Social Sciences

Education and Child Studies Ethics Committee Education and Child Studies

The Ethics Committee of the Institute of Education and Child Studies oversees the ethical review of research conducted within the institute. All research projects must be submitted to the Ethics Committee.

Read more

Contact
Doreen Arnoldus

Psychology Research Ethics Committee Psychology

The Research Ethics Committee of the Institute of Psychology is responsible for the ethical approval of research conducted within the Institute of Psychology. All studies and experiments conducted in the field of psychology must obtain ethical approval in order to protect participants' interests.

More information

Contact
Corry Donner

ICLON Research Ethics Committee Leiden University Graduate School of Teaching

The ICLON Research Ethics Committee (IREC) is responsible for managing procedures related to research undertaken by, or on behalf of, ICLON to ensure that all researchis conducted in accordance with the Netherlands Code of Conduct for Scientific Practice.

More information


A good research project also covers the potential impact it has on society, economy and/or the research community and a plan for communicating about the results to stakeholders.

Impact, valorisation and exploitation in research grants

Most grant applications now require you to think about the impact of your research. How will the results generated by your research be used? Read more about: 

  • What impact is 
  • When it is important for your proposal 
  • How to identify impact and stakeholders 

Read more

Science communication

Research output is not only relevant to academia. It is also important to inform the public of the discoveries that our researchers make.

Science communication can help your research, inaugural lecture or publication reach a wide audience. Find out what the news editors and the Science Communication Adviser do in this area, and what you can do yourself. 

Read more

Contact
Communications Office

Some grants have an additional evaluation stage where you will be asked to react to comments of reviewers in the form of a rebuttal or will be invited for an interview.

Preparing a rebuttal

You have received a negative response to your grant proposal, and now you have the opportunity to submit a rebuttal. Make the most of this opportunity with these tips and advice. 

When you are preparing for a rebuttal, the local grant adviser at your faculty/institute can guide you through the process. If your faculty/institute does not have a contact listed, please contact the University Grant Development Office and they will help you on your way with advice or training.

Read more

Preparing for a grant interview

Congratulations! You have reached the interview stage of the grant application process. Now you have to prepare your pitch. 

Contact your local grant adviser at your faculty/institute for advice. If your faculty/institute does not have a contact listed, please contact the University Grant Development Office and they will help you on your way.

Read more