This page outlines internal University of Newcastle processes for applying for research funding. As well as the information here, the Research Office can help you navigate the process of preparing and submitting your application for funding

Finding Research Funding

As a UON researcher, you have access to a number of resources to help you locate funding opportunities. These include:

Eligibility and Compliance Checks

The Research Office can provide an Eligibility and Compliance check of your research grant application. This check will look at your application to make sure it meets the grant guidelines to ensure that you won’t be ruled out due to an ineligible proposal. We don’t review the science of an application.

While an Eligibility and Compliance check is not compulsory, it is highly recommended.

How to book an Eligibility and Compliance Check

The Research Office uses an online booking process for eligibility and compliance checks on applications to external funding bodies.

Checks are completed electronically. You do not need to attend your appointment in person.

Using an online booking system means that applications are released back to researchers on the same day as the eligibility and compliance check giving you more time to work on your application.

Compliance Check Period

The Research Office sets an Eligibility and Compliance Check period for each scheme. For External/Miscellaneous grant applications, a booking must be made on or before five (5) working days prior to the internal deadline. For major international grants the eligibility and compliance check will close two (2) weeks prior to the Funding body closing date.

For ARC/NHMRC schemes, the eligibility and compliance check period commences shortly after a scheme opens and ends two (2) weeks before the Funding Body closing date.

You can select from available bookings during the eligibility and compliance check period for a specific ARC/NHMRC scheme.  The Research Office advertises the dates for the eligibility and compliance check period for each scheme.

Making a booking

A Chief Investigator (CI) can make a booking for an ARC or NHMRC application during the scheme specific eligibility and compliance check period by using a valid RMS/Sapphire application ID for an application where the University of Newcastle (UON) has been selected as the Administering Institution.

For all other Funding Body schemes, additional information is required in the online booking system to secure a booking for an eligibility and compliance check

Please note: An Application ID will only secure one booking and cannot be used to make multiple bookings for the same application.

Submitting your completed application to the Research Office

Complete applications must be submitted to the Research Office before 9:00am (AET) on the morning of your booking. For non-ARC/NHRMC applications, you will also need to send a complete, fully signed application coversheet to

Unfortunately, we cannot commence a review of your application without the provision of a fully signed coversheet.

ARC applications

Select the ‘Submit to Research Office’ button in the application screen in RMS.

NHMRC applications

Select the ‘Certification’ page in Sapphire, select ‘Certify and submit to RAO.  You will then be able to download a copy of your final application by clicking on the ‘All application forms and attachments’ link in. Once you have downloaded, select ‘I have downloaded all of the available files that I require’ and click ‘Next’.

Tutorials are available on the NHMRC Sapphire page

NHMRC affiliated (e.g. Cancer Australia, Cancer Council NSW) applications

Submit as per NHMRC applications and send additional application material to

You will need to provide ALL separate applications to the Research Office before 9:00am on the day of your booking to secure an Eligibility and Compliance Check given the eligibility overlap of these applications.

Other External Funding Body schemes

Email a PDF of the application and a complete, fully signed applications coversheet before 9:00am on the date of your booking to

Please read our External/Miscellaneous Grant Submission Procedure page for further information on the External/Miscellaneous application procedure regarding Eligibility and Compliance Checks and submission.

Please note: No secondary eligibility and compliance checks will be undertaken by the Research Office. It is the applicant's responsibility to ensure their application meets all the requirements of the relevant scheme.

Application Coversheet

All external research grant applications, including ARC and NHMRC, require a completed and signed External Grant Application Coversheet (DOC). This is to be provided to the Research Office by the advertised UON Deadline for Final Application for the scheme (by 9:00am at least 5 working days prior to the funding body deadline unless otherwise specified).

A joint Faculty-Research Services initiative, the coversheet must be signed by the:

  1. First named Chief Investigator (CIA),
  2. Head of School (or delegate nominee) and
  3. Faculty Assistant Dean (Research).

It is the applicant's responsibility to complete this form, arrange for it to be signed by the Head of School and Faculty Assistant Dean (Research), and to submit the completed document, along with the application, to the Research Office by the specified UON Deadline for Final Application.

As School and Faculty processes may vary, we strongly encourage you to make contact with your School/Faculty support staff early on to determine any additional internal requirements or deadlines.

UON Deadline for Final Application

For an application to be submitted to the Funding Body, a complete, submission ready application and all associated documentation must be provided to the Research Office on or before the UON Deadline for Final Application.

Associated documentation includes a fully signed External Grant Application Coversheet (DOC) and all ARC/NHMRC Certifications.

The UON Deadline for Final Application (the internal deadline) is 9:00am 5 working days before the Funding Body scheme closing date (unless otherwise stated – see note below regarding ARC/NHMRC application timelines).

After this deadline, the Research Office will ensure all required documentation is received for each application ready for submission. This time is necessary given the volume of applications, overlap of schemes, and past history of online submission system failure during the crucial final hours.

ARC/NHMRC Timeline for Applications

Shortly after scheme opens Bookings open in Online Booking System
Eligibility and Compliance check dates advertised
Two week before Funding Body closing date Bookings close in Online Booking System
One week before Funding Body closing date Final, completed application and associated documentation due to the Research Office
Funding Body closing date Research Office submits applications to Funding Body

Applications involving HNELHD Patients/Sites

For applications involving Hunter New England Local Health District (HNELHD) patients, sites and/or HNELHD Chief or Associate Investigator(s) it is important to ensure that the appropriate HNELHD manager(s)/Executive Director approval has been obtained prior to the UON internal deadline.

The HNELHD process for approval requires the completion of the HNELHD Brief Approval Template signed by the appropriate HNELHD manager(s)/Executive Director. HNELHD recommend that applicants commence this process as soon as possible to ensure approvals are obtained prior to the UON internal deadline.

Please contact the HNELHD Research office if you have any questions relating to their processes or research involving HNELHD patients or sites.

Please note that applicants who are proposing to access HNELHD patients or sites but who do not have a formal affiliation with HNELHD, will need to ensure the application team includes a HNELHD investigator in accordance with HNELHD requirements.

Institutional Approval for Applications

All external research applications require institutional approval prior to being submitted to the funding body. This process is managed by the Research Office.

In order to seek institutional approval, the Research Office requires researchers to submit their completed application as well as a signed application coversheet by 9:00am on the the internal deadline. If this deadline is missed, the Research Office can not guarantee that institutional approval can be obtained in time.

Application Documents

Other Important Information for your application

  • Indirect Costs should be included in all external grant budgets. Please see the Preparing Research Budgets page for more information.
  • The required Head of Institute signature is arranged by the Research Office. The applicant is responsible for obtaining all other signatures.

Application Resources