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.
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.
Research funding Humanities
Research funding Centre for Linguistics
Research funding Centre for the Arts in Society
Institute manager LUCAS
Research funding Institute for History
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.
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)
Maribel Adame Valero
Research funding Institute of Environmental Sciences (CML)
Research funding Leiden Institute of Advanced Computer Science (LIACS)
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.
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).
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.
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.
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.
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.
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.
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.
Financial administration Archaeology
Financial administration Governance and Global Affairs
Financial administration Humanities
Financial administration Law
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.
Financial administration Science
Financial administration Institute of Biology Leiden (IBL)
Financial administration Institute of Environmental Sciences (CML)
Financial administration Leiden Academic Centre for Drug Research (LACDR)
Financial administration Leiden Institute of Advanced Computer Science (LIACS)
Financial administration Leiden Institute of Chemistry (LIC)
Financial administration Leiden Institute of Physics (LION)
Financial administration Leiden Observatory
Financial administration Mathematical Institute (MI)
Financial administration Social and Behavioural Sciences
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.
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.
Centre for Digital Scholarship Leiden University Libraries (UBL)
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.
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.
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.
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.
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.
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.
Centre for Digital Scholarship Leiden University Libraries (UBL)email@example.com
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.
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).
Data protection and privacy Humanities
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.
Information security officers (LUMC)
Data protection and privacy Social and Behavioural Sciences
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.
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.
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.
Ethics Committee Governance and Global Affairs
The Faculty Board of FGGA has established an Ethics Committee to evaluate all research by FGGA researchers.
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.
Marcel Belderbos Secretary Committee on Ethicsethics@hum.leidenuniv.nl
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.
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:
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.
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.
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.
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.
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.
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
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.
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.
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.