Start Up Phase
What to do when your grant is awarded? Getting the right agreements in place. Getting the finances in order. Writing a data management plan. Securing your research. Getting what you need to get started in place.
You have been awarded a grant. Step one is to get in touch with your local research support office to guide you through this process.
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
There are a number of steps that you need to take once you have been awarded a grant. You need to:
- inform your institute and/or faculty;
- arrange legal documentation to make the grant official, by using a ‘grant agreement’, for example;
- arrange practical matters, such as financial, staff and project management.
After your grant is awarded, the local grant adviser at your faculty/institute can guide you through the process of accepting the grant. 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.
The Grant Development Office also offers a checklist with practical steps upon awarding.
One of the first steps is to let the funder know that you accept the grant on their terms by doing the legal paperwork.
Getting signatures and statements
If you want to submit a grant application, or if you have been awarded funding, you will often need to get signatures and statements from administrators and/or expertise centres to prove that Leiden University has given the green light to the project to go ahead. Click on the link below to find out who is authorised to sign for each section.
Getting signatures and statements Archaeology
Consortium and grant agreements
Once you have been awarded a grant, you will be asked to provide a grant and/or consortium agreement. This can be difficult as every funding agency has different templates and rules. Click on the link below for useful information on agreements with NWO and the EU.
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
Legal Support for research contracts
For information on who can provide legal support on research contracts and IP, click on the link below.
Contact the Legal Affairs team at Luris for information and advice.
Legal Affairs team Luris
Legal support Medicine/LUMC
Depending on the type of legal support needed, LUMC researchers will need to consult either Luris or LUMC legal experts. The LUMC Research Support Desk (RSD) can advise researchers about who to contact.
Please fill in the contact form on the LUMC Self Service Portal or check the RSD website on Albinusnet, the intranet for LUMC.
Save time making RfAs, CDAs and MTAs using the Luris Contract Tool
The Contract Tool can easily be accessed on the Luris website. The website also provides advice on how to use the Contract Tool, including a manual and demo video. You will need to set up an account before you can use the tool.
Contact the Legal Affairs team at Luris for support and advice.
You furthermore have to get the data management plan, ethics requirements and, if relevant, procurement in place before or within a specific time frame after the signing of a grant agreement.
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.
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.
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
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.
At the same time you have to get everything in place within the institute to start performing the project.
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.