Astronomy Research Grants

STFC astronomy research grants support research in the areas of astronomy, cosmology, solar system science and certain aspects of particle astrophysics.

Apart from applications concerned with the development or operation of some types of instrumentation or database, for which special arrangements exist, astronomy grant applications are assessed by the Astronomy Grants Panel.

The Astronomy Grants Panel (AGP) will assess and provide recommendations to the Council Executive and the Science Programme Advisory Committee (SPAC) of the UK Space Agency (UKSA), under the dual key arrangement, on all responsive research grant proposals in astronomy and space science covering basic research, exploitation, theory and modelling and the development of basic (‘blue skies’) technology related to the programme.

The 2019 call for Astronomy Grants has now closed

The specific aims of the scheme are to:

  • Ensure that the programme supported is scientifically excellent and is clearly in line with stated Council strategic science objectives;
  • Consider the strategic objectives of the UK Space Agency, address the impact agenda and be responsive to changes and new ideas;
  • Ensure that the process is transparent and accountable, particularly with respect to the means of prioritisation;
  • Ensure that the outcome, where appropriate, takes account of the Council’s and the UK Space Agency’s current and planned investment in facilities;
  • Ensure that there is an appropriate balance between observations, instrumentation and theory and between the various sub-disciplines of astronomy and the development of novel, generic technologies for astronomy and space science, consistent with the overall strategy of Council and the UK Space Agency.

Timetable
The timetable for the 2019 round is as follows:

Date Action
6th February Submission of Consolidated or Consortium grant proposal
April/May Review Process
May (Mid-End) Applicant Response to Reviewer Comments
July Applicant response to Introducer/Panel questions
September AGP Panel meetings
October Science Board and UKSA endorsement
October/November Outcome Announced

Remit of AGP Calls - AGP offers two calls for grant proposals. The remits of these two calls are set out below, but if Applicants have any doubt about which call a particular project should be submitted to they are strongly encouraged to discuss this with the office at the earliest possible opportunity. The same deadline applies to proposals to the two calls. Projects judged by the Panel to be submitted to the wrong call will be REJECTED.

Astronomy Observation (AO) and Astronomy Theory (AT) Call

This call covers all aspects of astronomy and astrophysics beyond the solar system:

  • Stellar physics, including star formation and extra-solar planetary systems (studies of the Sun as part of a programme of stellar physics may fit here);
  • Studies of transient phenomena;
  • The interstellar medium and galactic astronomy;
  • Extra-galactic astronomy and cosmology;
  • The astrophysical aspects of particle astrophysics, including dark matter, cosmic rays and gravity;
  • Blue skies technology/instrumentation development applicable to the above areas;
  • Laboratory astrophysics, including software development, relevant to the above programmes.

Solar Studies (SS) and Planetary Studies (PL) Call

This call covers theory, including modelling, simulation and related software development, observation, experiment and new technology research, relevant to all aspects of solar system science. This includes but is not restricted to:

  • Solar physics and heliospheric physics;
  • Space-based terrestrial magnetospheric science and fundamental space plasma
  • physics (excluding the impact on the Earth's neutral atmosphere);
  • Planetary science, including the surfaces and interiors, atmospheres, ionospheres and magnetospheres of the solar system bodies other than the Earth;
  • Studies of other solar system bodies including comets, asteroids, meteorites, etc.;
  • Laboratory studies of solar system material such as meteorites, returned samples, solar system analogues, other laboratory physics relevant to the area of the call and related software development;
  • Blue skies technology/instrumentation development applicable to the above areas.

Note that studies related to the UKSA’s programme of Aurora science (Mars exploration and sample return) should be addressed to UKSA in the first instance as separate funding may be available and this may preclude funding via AGP.

Technology Development - Where Applicants are requesting support for a project involving technology development, it is essential to discuss with the office whether the project falls within STFC/AGP’s remit. The office will liaise with the UKSA in advance of the AGP meetings where necessary. Additionally, where Applicants are considering requests for higher TRL level projects, advice MUST be sought from the office prior to submission. As general guidance:

The AGP will consider funding astronomy and space science proposals at Technology Readiness Levels (TRL) 1 – 4 or their equivalent; The STFC PRD scheme will consider non-space mission-related Proposals at TRL 4 – 6; UKSA will consider space mission-related Proposals at TRL 5 and above

The AGP will comprise experts to cover all science areas of the programme and provide an overview of the process and programme to ensure support is provided to research of the highest quality across the science programme. Sub-Panels of appropriate experts from the AGP will meet to assess elements of each proposal that fall within their remit and to provide input to the overall recommendation. The remit of each Sub-Panel is given in the details of the calls described below and should be referred to prior to submitting a proposal. The full AGP will review the output of the meetings and draw up final recommendations to be submitted to the Science Board (SB) and to UKSA SPAC.

Applicants must first decide whether they wish to be part of an institutional-focused Consolidated grant proposal or a science-focused Consortium grant proposal, which includes Applicants from more than one institution. They should then follow the relevant guidance laid out below for the scheme they have chosen.

Consolidated Grant Proposals

It is expected that a university department or similar organisational unit will submit a single* Consolidated grant proposal covering its entire research programme to one or both AGP calls. This can be either to AO/AT or to SS/PL, or a separate proposal to each. (*STFC recognises that there may be exceptional cases so would consider such cases on an individual basis; these should be directed to the office in the first instance).

Proposals should be divided strictly along science lines and should not contain a mix of projects from the two calls. Applicants with SIGNIFICANT science activities spanning the divide between the two calls may request resources on proposals submitted to both calls in the same round. However, it is expected that there will be relatively few such Applicants and that the vast majority of Applicants will propose projects to only a single call. It should be noted that AGP will carefully scrutinise such cases, so this flexibility is not to be used as an opportunity to substantially expand requests for resources - frivolous requests will have a negative overall impact on the proposal, and in extreme cases may lead to a project being rejected. All Applicants who are requesting resources through both calls should be clearly identified in the two-page description of the programme and need to be explicitly justified.

Consortium Grant Proposals

Consortium grant proposals are essentially joint proposals with a common research programme from groups of Researchers in more than one organisation. The aim is to provide a concerted and coordinated effort to tackle a particular research area or technology development. The expectation therefore is that the subject of the Consortium proposal will be the main research activity within the AGP area for those Applicants on the proposal. If considering submitting a Consortium proposal, Applicants are required to discuss this with the office well in advance of submission to agree whether a Consortium proposal would be appropriate. A brief written summary of the proposed Consortium is likely to be requested as part of this process.

As part of a Consortium proposal, different institutions submit a single case for support but with separate Je-S forms. Je-S functionality allows such proposals to be linked and this linkage is supported by the grants system. Applicants are therefore expected to use the linking functionality.

Applicants should note that although the AGP has divided its remit into two distinct calls based on science content, individuals CANNOT request funds or be named on both an AGP Consolidated proposal and a Consortium proposal simultaneously.

Applicants therefore need to think very carefully about the choice they make.

Examples of the combinations of proposals that groups/individuals may consider are shown as acceptable, and not acceptable, in the following table:

 

Combination Acceptable
Group: A single Consolidated or Consortium proposal submitted to the AO/AT call Yes
Group: A single Consolidated or Consortium proposal submitted to the SS/PL call Yes
Group: A Consolidated proposal submitted to the SS/PL and a second Consolidated proposal submitted to the AO/AT call (must be submitted to the same closing date) Yes
Group: A Consortium proposal submitted to the SS/PL and a second Consortium proposal submitted to the AO/AT call (must be submitted to the same closing date) Yes
Group: A single Consolidated or Consortium proposal covering three or more of the four sub areas (i.e. AO, AT, SS, PL) submitted to either call No
Individual: A Consortium proposal submitted to either the AO/AT or SS/PL call and a Consolidated proposal submitted to either the SS/PL or AO/AT call. No

 

Prior to submitting a proposal, Applicants are strongly advised to pay particular attention to the following:

  • Applicants who do not secure funding within a Consolidated or Consortium proposal are not permitted to apply for funding between submissions. (For example, Applicants named on proposals submitted to the 2019 grant round and who do not secure funding are not permitted to request further funding until 2022).
  • Applicants who choose to move between Consolidated and Consortium proposals (or vice versa), or from one Consortium to a different Consortium are not permitted to apply for any resources (Applicant time, PDRA or otherwise) for the duration of the award they previously applied for. The only exception to this is a New Applicant proposal from staff who move Institutions.
  • A bid for a Consolidated or Consortium grant will not necessarily result in an award.
  • All Consolidated and Consortium grants will start on the 1st April of the year following submission

Review Cycle

Although there will be no guarantee of funding, it is expected that most groups will apply for new Consolidated grants on a 3-year cycle to refresh their support. The following shows the pattern that should apply in the steady state:

Note: Review is the date on which a new Proposal should be submitted. Renewal is when a new grant would start.

Grant 1: submit to the 2019 closing date
Duration: Start 1.4.20 – 31.3.23 (3 years)
Review: 2022 closing date
Outcome notified by October/November 2022– 6 months before 1.4.23 when the new grant is due to start

Grant 2: submit to the 2022 closing date
Duration: Start 1.4.23 – 31.3.26 (3 years)
Review: 2025 closing date
Outcome notified by October/November 2025 - 6 months before 1.4.26 when the new grant is due to start.

Existing support

When a group or individual submits a Consolidated or Consortium grant proposal, any existing STFC AGP grants (with the exception of existing Consolidated grants, i.e. New Applicant awards) should be subsumed into the proposal. Such support is considered a funding commitment and needs only a brief nominal justification. Of course, many Applicants will then request funding for new projects closely related to the existing grant, in which case the nominal justification for the existing grant can be included in the full case for the new project.

Level of request

Applicants are advised that they should be realistic about the level of support requested. The AGP would STRONGLY suggest that only a small number of additional posts should be requested above existing support. All Applicants should consider the level of their request carefully and are free to contact the office for guidance if needed. We stress that it is not in the Applicants' interest to apply for large numbers of posts that have very little hope of being supported. We will therefore expect Applicants to choose those projects to put forward within their Consolidated or Consortium proposals with care.

Grant Extensions

Consolidated and Consortium grants will be awarded with a maximum duration of 3 years. However flexibility can be achieved, where required, by STFC allowing a no-cost extension of up to 1 year, which should only be requested after the grant has been awarded.

It should be noted that Consolidated or Consortium grants are considered independently of each other, therefore if a Consolidated grant, for example, is awarded which overlaps with the existing grant (due to an extension) the existing grant remains active and its duration unchanged.

STFC Policies and procedures are aligned with the Research Council UK policies; applicants should refer to the ‘STFC Resources section for further information.

Structure of Proposals

All proposals should be submitted via the Je-S system (please refer to the Je-S Guidance), selecting the following:
Doc Type: Standard Proposal
Scheme: Standard
Call: Either AO & AT 2019 OR SS & PL 2019
Please note the deadline for 2019 submissions is 6th February at 4.00pm
Proposals should be clearly divided into distinct projects, each of which should be presented as a self-contained case and include the following:

  • A clearly identified Lead Applicant;
  • The Scientific background and motivation;
  • Methodology and a plan of work;
  • Clearly defined roles for all PDRAs, Technicians and Applicants requesting funding
  • Appropriate references.

Any links to material outside of the proposal may be disregarded. Applicants are welcome to group their projects into scientific “themes” or similar, point out cross-links, stress synergies, and so on, if they feel this makes their case stronger. However, although projects are reviewed within the context of a whole grant proposal, they are assessed and ranked independently. Projects are also assessed and ranked in their entirety. The AGP does not normally dissect projects and rank smaller work-packages individually. However the panel recognises that technical or lab-based projects may require fractions of the time of specialist PDRAs, Technicians etc.

The expectation is that a project normally corresponds to one PDRA, and Investigator and technician time as appropriate, but there may occasionally be projects which involve only Investigator time. It is recognised that some Applicants may wish to divide the time of some staff members between projects, but they should be aware that projects will be considered and ranked separately.

The panel will consider entire projects as presented, so if Applicants choose to propose a project with more than one PDRA they should be aware that the panel will not recommend partial funding, e.g. for only one of two PDRAs requested, but will either recommend funding or not funding the whole PDRA request.

The panel recognises that technical or lab-based projects may require fractions of the time of specialist PDRAs, Technicians etc.

In order to be easily partitioned for review, each project should start on a new page and provide the following summary information as a heading to the project:

  • Project Title
  • Which of the broad Sub-Panel areas it relates to - Astronomy Observation, Astronomy Theory, Solar Studies, Planetary Studies it relates to. (Note however that the AGP may revise the allocation within sub panels (e.g. move an AO proposal to AT, or SS to PL)
  • Summary of FTE requested
  • An indication of the relevance of the project to Space-based or Ground-based activities, or both
  • An indication of the activity:
    1. Data exploitation & experiment
    2. Development of new instrumentation, facilities or techniques
    3. Theory & simulation

For example:

Title: A new window on the universe (Astronomy Theory)
Applicant 1 (name) 10%, Applicant 2 (name) 5%, PDRA (name) 100% - Total FTE 1.15
30% Ground based - 70% space based: Exploitation & Experiment 50% - Theory – 50%

It is essential that the peer review process is efficient and effective. An important element is to ensure that the Applicants and the Reviewers are not overloaded with paperwork, and that proposals are focused on addressing the key issues. Applicants should therefore be mindful of both clarity and brevity when preparing a proposal and present it in such a way that it is easy for the peer review Panel to follow. Remember that not all members of the Panel will be equally familiar with the research topic or the methods involved. Applicants must ensure that in the proposal:

  • Every element of the request is fully justified within the case for support;
  • It is made clear where a proposal spans the pairs of AGP Sub-Panels within a call and the percentage of research relevant to each Panel. e.g. 50% of a proposal may be appropriate for consideration by Astronomy Observation and the remaining 50% by Astronomy Theory;
  • Responses to the assessment criteria are clear or if not relevant, stated as such;
  • All the requirements are strictly adhered to

Applicants are advised to consult the office prior to submission if queries cannot be answered by reference to this guidance note.

Page Limits
Page limit – case for support (the file size has a maximum limit of 10 megabytes imposed by JeS and cannot be submitted if larger than this)

  • All pages (including references) must be in a minimum of font size 11 point, Arial or similar sans serif font. Please refer to the Je-S Guidance for more information.  Please note STFC’s preference is for all attachments to be written in Arial standard font.
  • A maximum of two sides of A4 is permitted to describe the programme in the group, or department, setting. In addition, Applicants requesting resources on proposals submitted to both the AO/AT and SS/PL calls should be identified in this section in both proposals and their presence on both grants explicitly justified.
  • A maximum of two pages of A4 is permitted for resources cutting across ALL projects i.e. travel, equipment, system manager support, secretarial support, visiting researcher funding, etc. (NOT to be used for project-specific resources).

Further sides of A4 are allowed as follows:

  • Projects involving Directly Incurred posts (PDRAs and/or Technicians) maximum 3 pages per FTE, rounded to the nearest half page, where the FTE includes PDRAs, significant Technical effort (above 50%), and associated Applicant time.

Note: Although not widely requested, Directly Allocated PDRA and Technician FTE may be included in the page limit calculation (this is not to be confused with Other Directly Allocated FTE which is generally pooled effort).

In addition, Applicants holding fellowships and who are making a contribution to the project may include their FTE in the page limit calculation even where resources are not being requested. In such instances the level of FTE needs to be made very clear.

As an example:
A project requesting 100% PDRA, 50% Technician and 20% Applicant time; is a total FTE of
1.7 x 3 = 5.1 rounded to 5.0 pages permitted for that specific project.

Where projects are requesting a student, a maximum of 2 pages are permitted to make the case, although the science case can be explicitly linked to another proposed PDRA or Applicant time project within the case. As an example:
A project requesting 100% PDRA and 15% Applicant time; Total FTE is 1.15 x 3 = 3.45 rounded to 3.5 pages permitted for that specific project.

A second linked project requests a 3-year PhD studentship to work on further developments related to a specific science element in the previous project. This project is allowed 2 pages as a standalone case.

Where projects are requesting Applicant time only, 2 pages are permitted in total (regardless of FTE).

Applicants should note that the page limits are to be used as described above and are NOT transferable between sections and projects, or between projects. Proposals that exceed the page limits will be REJECTED.

The need for all personnel on a project, along with their role, must be fully justified in the case. The Panel will not support posts that are inadequately justified, and reserve the right to reject any project where the requested FTE has been unreasonably inflated.

Required Information / Attachments (Each attachment has a maximum file size of 5 megabytes)

This information MUST be provided as part of the proposal and is in addition to the main case for support. Applicants should classify attachments correctly using the options available in Je-S and submit as a PDF. Failure to do so could result in an incomplete proposal being sent out to Reviewers (for example documents classified as “other” are NOT sent out for review). Guidance as to the correct JeS Classification is included below.
Applicants should note that failure to provide the required information is likely to have a negative impact on the overall proposal.

• A summary of all current support from STFC, with the Panel clearly identified (e.g. PPGP) and a summary of all other support from any other funding agency (e.g. grants, ERC programmes, etc.) held by the Applicants/PDRAs on the proposal and which are relevant to the proposed programme of work. Each item of support should show: title, value, the number and type of staff posts funded, start and end dates and a complete abstract. It is the Applicants’ responsibility to demonstrate to the peer review Panel that the programme to be carried out on the requested proposal is clearly distinct from existing support. It should also be made clear where Applicants intend to subsume existing New Applicant grants into the Consolidated/Consortium grant request (JeS Classification: to be included as part of the Case for Support.

• A requested summary table, which should provide details of the requested resources for each project within a science area (Sub Panel). Please refer to the guidance provided on the format of the table required. (JeS Classification: to be included as part of the Case for Support.

 

• A SUMMARY publication statistics table for all Applicants, including any named or continuing PDRAs. Please refer to publication table guidance. (Attachment, JeS Classification: List of Publications)

• A Gantt chart showing current support and requested support. Please refer to the guidance provided. (Attachment, JeS Classification: Gantt Chart)

• A Pathways to Impact Plan covering Knowledge Exchange and Outreach (Maximum 2 pages) – please refer to Pathways to Impact Guidance and Je-S guidance for more information. Where an organisation is submitting a Consolidated grant proposal to both AGP calls, the Impact Plan for a proposal should reflect the activity and plans for only those Applicants named on that Proposal. (Attachment, JeS Classification: Impact Plan)

Attachment: Data management plan, where relevant (Maximum of 2 pages) – please refer to the Data Management Plan Guidance and Je-S guidance. (Attachment , JeS Classification: Data Management Plan)

• Equipment quotes are NOT required for single items of equipment under £138k (£115k excluding VAT). For single items over the £138k threshold, please refer to Equipment Guidance  and Je-S guidance for more information.

• CV’s are NOT required for proposals submitted to the AGP

Additional information may be included as part of the Proposal, if considered essential for the Panel’s assessment, for example;
• Letters of support, (a maximum of three letters, JeS Classification: Letters of Support).
Please refer to the letters of support guidance in the Research Grants Handbook for details on what the Panel would consider to be helpful in a letter of support.

• Link to relevant websites detailing the scientific case for approved projects e.g. ELT

Any additional clarifying information may be requested at the discretion of the AGP or the Council.

Gantt Chart
Gantt charts are essential to the Panel when considering past and present staff support and must be completed in the same format as the example provided. Applicants are only required to provide information on STFC funded posts. Consolidated and Consortium grants are designed to provide flexibility and staff may be moved to projects other than those originally recommended for support by the Panel. However, the AGP will need to establish which staff member is working on which project and how (if at all) that differed from the recommended award. If completed correctly, the Gantt chart provides this information.

The Panel will need to know of any existing grants that are being subsumed into the Consolidated or Consortium grants.

The office hold completed Gantt charts of previous Consolidated /Consortium awards, Applicants should therefore contact the office for a copy prior to submission. The original details as provided by the office should not be amended (although any changes as detailed above should be noted) and the requested posts section should be completed.
Download a worked example

To ensure uniformity across groups, Applicants must complete the Gantt chart as shown in the example, following the guidance provided. Ambiguous or erroneous Gantt charts may result in the proposal being rejected. If in any doubt about how to complete the Gantt chart, Applicants are advised to contact the office.

 

Requested Summary Table
To allow the Panel to easily identify the resources and staff effort requested per project a requested summary table must be completed. Any cross-cutting items should clearly indicate which projects they are tied to, and how the cost is to be split between the different projects. It is essential that the project identifiers (numbers/titles/etc.) used in the table match those used to identify the projects within the case for support. To ensure uniformity across proposals, Applicants must complete a requested summary table in the same format as the example provided. Failure to do so is likely to result in the proposal being rejected.
Download a worked example

Publication Table
Each proposal should provide a statistical summary of the scientific productivity for each individual Applicant. It is recognised that productivity may be expressed in a number of forms. As a minimum each Applicant should list the number of refereed publications over a 5-year period, or shorter specified period if appropriate and, where appropriate, the number of these on which they are first author. If appropriate, applicants may wish to indicate the number of first-author outputs produced by PhD students under their supervision. These data should be derived from ‘ADS’, or ‘Web of Science’. The 5 years should be the most recent 5 calendar year period. If the Applicant had had a career break in this period it should be explained in a footnote. Please use names for Applicants that will, as far as possible, allow them to be uniquely identified in bibliographic searches.

Example form: Period covered January 2014 – Dec 2018

Applicant Number of referred papers Number of 1st author referred papers Number of technical reports Number of 1st author technical reports Number of 1st author student papers
A.N. Other1          
A.N. Other2          

1. Note: A.N.Other2 was on maternity for 6 months from June-Dec 2015.
2. Technical papers are defined here as those specifically arising from instrument development or construction and not un-refereed science papers.

Publications by Applicant PDRAs should be presented in a similar way. Again, names for individual PDRAs should be included. PDRAs who are no longer with the group at time of submission are eligible (so long as they were supported via STFC grants during the preceding 5 years). The intention is to provide an indication of PDRA productivity in the context of career development, and to identify potential problems in management.

In the final row of the summary table, groups should include the total number of unique papers over the most recent 5-year period (this is not the same as summing output from individual investigators), and the total number of unique papers originating from within the group (i.e. total number of papers with Applicants, PDRAs, and PhDs as 1st authors).

In addition, if they wish to, Applicants can provide alternative measures to demonstrate their scientific productivity. For example, explaining authorship policies in explicit fields, those engaged in hardware and software projects and other technical activities, can also demonstrate past productivity, where appropriate, by listing technical reports published, but also by showing evidence of innovation and technical development, external contracts and other enabling activities.

It should be noted that any statistics provided will be used as a starting point in establishing overall productivity rather than to make fine distinctions in determining priorities for funding.

If there is any ambiguity on how to present publications in a particular case, Applicants should contact the office. Note that the intention is to provide the AGP with unambiguous information on activity and productivity within the group

6. Requesting Resources
The AGP considers a significant number of proposals which are wide ranging in the level of resources requested. These notes are to provide guidance on the scale of resources the AGP considers to be reasonable. The AGP would expect to see specific, explicit and compelling justification for all requests, even where the typical levels of travel, laptops etc. have been requested. AGP will consider different levels of request but lack of compelling justification may have a negative impact on the proposal, and in extreme cases may lead to a project being rejected.

Applicant Time:

Applicants should note that the Je-S system averages Applicant time over the duration of the Proposal. The actual request which may vary over the years should be made clear on the requested summary table.

Per project:

  • 5% - 10% - where an Applicant has a clear and significant, but not major, personal role in the research;
  • 15 - 25 % - where the Applicant is leading the research project or is heavily involved with the research at a personal level. AGP would normally expect only one such leading/major involvement per Applicant.
  • For projects requiring management of any PDRA requested, AGP would normally expect the lead Applicant to request support at a minimum of 15% FTE. In projects where two or more Applicants have requested the same level of FTE, a project lead Applicant must nonetheless be identified.
  • Summed across the request on one or more Consolidated or Consortium grants:
    • <30% - where an Applicant has a clear and justified involvement in several projects. Applicants requesting time which exceeds 30% will need to give very strong and compelling justification for doing so.
    •  

Management time:

PI management time 1% per research FTE (Researchers, Applicants) capped at 10%.
(This does not apply to proposals requesting a single project)

Applicant time but with zero salary costs
Applicants who are not requesting a salary contribution may request standard support costs (travel, laptops etc.) based on their level of contribution to the project (FTE). However, in such instances the case for support MUST make it clear whether Estate and Indirect costs have been included in the request.

Un-named Research Staff and Named Research Staff – please refer to the Grants handbook Research Staff

Travel

  • Researchers or students: Conferences, workshops and meetings etc. - £2k per FTE per annum. £2.4k per FTE per annum – Northern Ireland, Scotland and other less accessible places at the discretion of the Office.
  • Applicants: Conferences, workshops and meetings etc. - £4k per FTE per annum.
  • £4.8k per FTE per annum – Northern Ireland, Scotland and other less accessible places at the discretion of the Office.
  • Visitor Travel - £1k per FTE (Applicants, Researchers) per annum.

Other Directly Incurred (ODI)

  • Computing consumables (PC’s, Laptops, contribution to local network resources, data management costs) - £2k per FTE per annum (Applicants, Researchers, Students).
  • Recruitment costs - £1k per un-named PDRA.
  • General consumables are expected to be funded by the Organisation from within indirect costs. The Panel will only consider requests that are project specific.

Publication costs

As of 2013 publication costs associated with peer-reviewed journal articles and conference papers should not be included in grant proposals.

Publication costs associated with research outputs, other than journal articles and conference papers, such as books, monographs, critical editions, catalogues etc., may, however, continue to be included in grants, as a directly incurred other cost. As with any directly incurred cost they will of course need to be fully justified in the case for support/justification of resources.

Equipment

Applicants may request the purchase of equipment outright, or in part, sharing across a number of projects where appropriate or contracting out a specific task.

Funds for equipment purchases in excess of £10k (inclusive of VAT) may be sought as a directly incurred cost

In general, STFC expects to contribute around 50% of the cost of such equipment items, although this will be assessed on a case-by-case basis. However, subject to STFC's prior approval, equipment costs associated with the construction of unique items of equipment (e.g. instrument development, may be funded in full (i.e. at 100%). For further information please refer to the Research Grants Handbook and Je-S helptext.

Support Staff – Directly Incurred

Secretarial support 8% per FTE (Applicants, Researchers).

Computer Officer 10% per FTE (Applicants, Researchers).

Support Staff - Other Directly Allocated

Pooled staff costs and pooled technical posts should be clearly identified as %FTE on the requested summary table. Secretarial and Computer Officer support requested under this fund heading should follow the same guidelines as above.

It is recognised that Research Organisations may apply a rate per full time effort or post for certain items. Whilst this is fully acceptable it must be clear from the case what is included within the rate.

Applicants should note that with the exception of DI staff posts (which will be profiled and paid as per the start and end dates of the posts) all funds awarded will be evenly profiled and subsequently paid over the full 3-year duration.

Requesting Studentships

For guidance please see the Studentships on grants section of the Research Grants Handbook Project Students

Applicants should not confuse requests for project students with the specific studentship schemes available from STFC. However, the AGP will need to be informed of the number of STFC-funded studentships held within the group, and would expect to see strong and compelling justification why these other sources could not be utilised for the proposed project. Applicants need to be mindful that, as with all elements of a proposal, full justification for a studentship is required. Applicants should note that supervision of PhD students is covered by the PhD student fees, and this may not be used as justification for applicant time.

The AGP is comprised of experts covering the following four broad science areas within Astronomy:

AGP: AO - Astronomy Observations
AGP: AT – Astronomy Theory
AGP: SS – Solar Studies & Space-based Solar Terrestrial Physics
AGP: PL – Planetary Studies

Details of Panel membership can be found at AGP Panel Members

The Sub-Panels and the AGP as a whole do not have delegated financial authority but, wherever possible, will be given information on the availability of funds. All the AGP members will have access to all information pertaining to the round i.e. Proposals, Reviewer reports, Applicants response etc. subject to conflicts of interest.

On receipt of the proposals the Sub-Panel chairs will identify at least one Introducer (a Panel member) for each proposal. Proposals relevant to more than one broad Science area will have multiple Introducers as appropriate.

For each Proposal allocated, the Introducer/s will identify appropriate Reviewers. Reviewers are asked to provide comments within three weeks. Responses will be monitored by the office with reminders issued where necessary.

All Reviewer comments received are sent to the Applicants along with guidance on page length for responses (see below) and response due dates. Additionally, Applicants are given the opportunity to address specific Panel questions. The office will coordinate this process, which will be dealt with via e-mail.

Panel members are asked to leave the room when a proposal from their own Institution, or a proposal or project on which they are otherwise conflicted, is being discussed. Any conflicts of interest are identified prior to discussing a proposal and recorded by the office. Each proposal is considered in turn with the Introducer leading the discussion by providing an overview of the proposed science, taking account of Reviewer comments, Panel questions and Applicant’s responses.

In its assessment of proposals the Panel will look at each category referred to in the Research Grants Handbook Assessment Criteria

The Sub-Panels will agree a final assessment; recommend appropriate level of resources and a ranking position for each project contained within the grant proposal, separately. After all proposals have been considered, the Panel will revisit the ranking list to ensure it is satisfied with the outcome. A ranked list will be agreed which will go forward to the merging meeting. Throughout the meeting the chairs will note science areas, facilities, number of PDRA’s, number of students, Applicant time etc. which will form part of the AGP report required by the STFC Science Board and UKSA.

Guidance for completing Applicant Responses

Applicants will be given the opportunity to respond to Reviewer comments and Panel questions. The following provides guidance on page limits and what is expected by the AGP

Applicant response to Reviewer comments - Applicants will be given the opportunity to see and respond to Reviewer comments via Je-S. The page limit for a response is a maximum of 0.5 pages to address cross-cutting comments (not transferable) Then 0.5 pages per project (transferable between projects) and should be returned within 10 days of receipt. Responses must therefore be brief in addressing the key issues raised by the reviewers. If an Applicant exceeds the page limit the response will be rejected.

Applicant response to Panel questions - Applicants will be given the opportunity to respond to Panel questions and update the Panel with any relevant information. The process will be co-ordinated by the office via e-mail. The page limit for a response is a maximum of 0.5 page per question and should be returned within 10 days of receipt. In writing a response Applicants should be mindful to simply address the question asked; this is not an opportunity to re-write the case. If an Applicant exceeds the page limit the response will be rejected.

AGP Merging Meeting

After the Sub-Panel meetings, a sub-set of AGP will agree a final combined ranking list for all projects, across the two calls and the four Sub-Panel areas. This meeting will be chaired by the AGP Chair and will include the Sub-Panel chairs, a number of the Sub-Panel members and the AGP Chair and Deputy.

Plenary meeting

All Panel members will attend the plenary meeting which will be chaired by the AGP Chair. The Panel will review the outcome of the round.

Post meeting

The AGP Chair will report to STFC Science Board and to the UKSA on the recommended outcome for the round. The final funding line will be determined by the STFC budget holder at which point Applicants will be informed of the outcome with appropriate feedback.

Newly appointed Academic members of staff who have joined a department between Consolidated or Consortium submissions may exceptionally apply separately for support. Please refer to the Research Grants Handbook - Types of STFC research funding for the rules on eligibility.

Terms of the Scheme

  • Applicants may not be funded on more than one grant. For example, if an individual transfers from another university where they have held STFC-supported resources, they would be expected to seek to negotiate the relocation of those resources. Irrespective of this, they cannot hold resource on both a New Applicant grant and either a Consolidated grant at their previous institution or on a Consortium grant.
  • Applicants must be the sole investigator.
  • Applicants can only apply once at any institution for a New Applicant award.
  • The relevant departments Consolidated or Consortium grant submission date should be a minimum of 1 year away from the submission date of the new Applicants grant.
  • Where a department holds an existing Consolidated or Consortium grant, Applicants will need to demonstrate that there are insufficient funds within the flexibility of the existing grant to support their research.
  • Applicants can apply for funding for a minimum of a year and a maximum of 3 years (or until the issue of the department’s Consolidated or Consortium grant).
  • Applicants can apply for limited resources to allow them to begin to establish a research programme.
  • The relevant grant Panel will assess proposals against the same criteria as the Consolidated/Consortium grant Proposals (and funding will come from the appropriate grants line).

Proposals

Applicants should submit a 1-page pre-Proposal (by email to Kim.Burchell@stfc.ac.uk) for consideration by the executive in consultation with the relevant grant Panel chair. The pre-proposal should include the following

  • An explanation of the circumstances, why a New Applicant proposal is appropriate, and how the proposal matches the eligibility criteria set out above.
  • A description of all current support (starter package etc.).
  • A brief description of the nature and strength of the scientific case that would be described in full if permission for a full Proposal is given.
  • An indication of the requested resources and duration.
  • The pre-proposal should be accompanied by a brief letter from the Head of Department confirming the employment status and timing. In addition, where a department holds an existing Consolidated or Consortium grant an explanation must be given of why the new member of staff’s research cannot be supported using the spending flexibility allowed within the existing grant.

If the case for funding is considered to be potentially a high priority, Applicants will be advised of when to submit a full Proposal for consideration by the AGP.

• A New Applicant full proposal, should follow the guidance provided for Consolidated/Consortium grants, but with the following exceptions:

  • A maximum of 1 side of A4 is permitted to describe the programme in the group, or department, setting. (Page limit is not transferable in addressing the following point).
  • A maximum of 3 pages per FTE to describe the scientific case and justify the resources requested.
  • The Impact Plan should be based on the most recent institutional case to this call, explaining how the Applicant will contribute to this case.
  • A Gantt chart is NOT required
  • Applicant response to reviewer comments – 1 page is permitted to respond to comments

Applicants are encouraged to contact the office if they would benefit from a site visit to discuss grant submissions with either office staff and/or members of the AGP

Kim Burchell – Head of Astronomy Grants
Chloe Woodcock – Deputy Astronomy Programme Manager & AO/AT Grant Manager
Tracey McGuire – SS/PL Grant Manager

Download a version of this page Astronomy Guidelines to Applicants 2019 (PDF, 208KB)

Last updated: 16 May 2019

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