Grant Application Deadlines

Submission deadlines apply for the following stages in the application process. Please note the requirements for each stage, as incomplete applications will be returned to the researcher and deemed not to have met the deadline.

Requests for an extension to meeting a deadline will only be considered in exceptional circumstances and will be tracked by the Office of Research as well as reported to the researcher's Head of Work Unit.

1. Notification Deadline (Internal)

Explanation of Date

Date by which researchers need to notify the Grants Team of their intention to submit an application. The notification deadline is important because it enables the researcher to be sent advice about the application and process (including the internal expert review and Compliance Review deadlines) in a timely manner.

How date is set/advertised?

The notification deadline is set by Grants Team and advertised via the New Funding Opportunities Newsletter (pdf) and on the Calendar of Grants and Funding Opportunities webpage  (for known / advertised grants). For unadvertised grants and tenders, researchers should notify the Grants Team of intention to submit as soon as possible.

What happens if deadline is not met?

Progression of the application will need to be by negotiation with the Grants Team, dependent on the time available prior to submission; other Grants Team commitments; whether there are institutional limits on grant submissions or requirements to rank applications by the institution prior to submission etc.

2. Expert Review Deadline (Internal)

Explanation of Date

Date by which researchers need to submit a completed application to the Expert Reviewer. Expert review is offered by the Grants Team for all ARC and NHMRC applications and is strongly recommended as it gives the researcher the best chance of success. All expert and peer reviews must be completed prior to the Compliance Review deadline.

How date is set/advertised?

The Expert Review Deadline is usually advised by the Grants Team after a researcher notifies the Grants Team of their intention to apply. Note that expert review is only undertaken for some grants (eg ARC and NHMRC applications). Researchers may seek their own expert or peer reviews, independently of the Grants Team process.

What happens if deadline is not met?

Researchers are strongly encouraged to meet the expert review deadline so that the application has the best chance of success. If the expert review deadline is not met, it makes it more difficult for the researcher to complete revisions in time to meet the Compliance Review deadline.

3. Compliance Review Deadline (Internal) - the real final deadline!

Explanation of Date

Date by which researchers need to submit a full and final application to the Grants Team for Compliance Review and institutional authorisation. A complete grant application includes all documents being submitted to the funding body (such as the proposal, attachments, budget, letters of support etc) and all internal documents/approvals (such as the Project Pre-approval form, Certification paperwork if required etc). All peer and expert reviews should be completed and incorporated into the application before it is sent for compliance review.

How date is set/advertised?

The Compliance Review deadline is set in response to a notification of intention to submit an application by a researcher. The date set will depend on the volume of applications being processed, complexity of the grant, who needs to sign it and submission requirements etc. The Grants Team will advise registered applicants of the internal Compliance Review deadline and submission process via email.

What happens if deadline is not met?

It is mandatory for most research applications (especially those led by Southern Cross University) to be compliance checked by the Grants Team prior to institutional sign-off and grant submission. In exceptional circumstances applicants who do not meet the Compliance Review deadline must contact Carolyn Piercy Head, Office of Research, to discuss.

If, in an exceptional circumstance, you cannot meet the Compliance Review deadline, please send an email to Carolyn Piercy to request an extension. This request must be received before the Compliance Review deadline and will only be considered in an exceptional circumstance. Your email request must include:

  1. the reason for the extension request (i.e. the exceptional circumstance), and
  2. a revised submission date (date by which you wish to submit the full and final application to the Grants Team).

There is no guarantee that requests to extend a deadline will be granted.

4. Funding Body Deadline (External)

Explanation of Date

Final deadline for the application to be received by the Funding Body.

Research Tenders

Tenders for research are often identified by the researcher in the first instance rather than the Grants Team, and usually have tight time frames for submission. Tenders can be quite complex requiring reviews of agreements, compliance checks against specific requirements and appropriate institutional signoffs etc.

Therefore as a general rule, the Grants Team require as much notice as possible regarding a tender submission. Compliance Review deadlines for research tenders are by negotiation with the Grants Team but indicatively, a minimum of two weeks prior to the external deadline is required.