Submitting applications to other external grant schemes (non-ARC or NHMRC)
All non-ARC or NHMRC external grant applications must be submitted to Melbourne Research Office (MRO) via Themis Submissions. Submission to the sponsor and any subsequent communication will be completed by the MRO in consultation with researchers.
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Get mentorship and advice
Early career researchers, and established researchers preparing applications for major grants, are expected to work closely with academic mentors and other colleagues. The Research Manager, Head of Department/School or the Associate Dean (Research) in your local area will be able to advise you about mentoring arrangements, and assist you in identifying potential candidates. Organise your mentor early so that you may test and refine your ideas before you start writing. You should discuss any prospective application with your Head of Department, Grant Administrator and/or Department Manager before submission. -
Draft the application
Prepare a draft application using the sponsor's application form, referring to any guidelines on funding and eligibility. Save the application form (and any other requested documentation) to your computer so that you may add them later as attachments to your Themis submission. The resource below will help you complete financial elements of the sponsor’s form:
>> Budget preparation (Grants Office)
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Read the application
It is recommended that at least one academic colleague or mentor read your application prior to submission to the Research Office. Possible readers include senior colleagues, current and previous grant holders with the scheme to which you are applying, and/or Faculty Associate Deans (Research)/Directors of Research. -
Lodge the application in Themis
Themis Research is used by staff engaged in research and administration to manage University research activities, including the submission of applications for non-external grants (excluding NHMRC/ARC). Post-submission you can also use Themis to track the progress of your application. If you have access difficulties contact the Themis Helpdesk (8344 9500).
Electronic submission of applications entails the creation of a basic Themis summary record and the attachment of the specific scheme application materials to this record. Detailed instructions on completing and tracking your application can be found in the Themis Quick Reference Cards below:
>> Creating a grant submission record (pdf, 121kb)
>> Understanding the status of your Themis submission (pdf, 76kb)
You will be required to use research codes in your submission. This enables research to be classified by topic area, and is used by the University for various strategic and statistical purposes.
>> Grant classification codes (inc. SEO/RFCD)
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Submit a hard copy draft
Print out and submit a hard copy of the draft application (including any attachments) to the Melbourne Research Office by the internal due date. The internal due date for many schemes can be found in the Research & Grants Bulletin. The general principle is that internal due dates for applications to domestic sponsors are 7 business days before the sponsor's deadline, and for overseas-based sponsors 2 weeks before the sponsor's deadline.
Ensure that the Themis Summary Page (including the Themis Submission ID number) is attached as a coversheet to allow for matching up with the electronic record.Submit the final version. The Grants Office will provide you with feedback on your draft. Use this advice to amend your application, submitting the completed version in accordance with the instructions you receive. This will include the number and format of copies required and the due date for final submission. Your completed application will be forwarded to the Sponsor, along with a cover letter from the Grants Office. -
What happens next?
Once notification of the result of the application is received from the sponsor, this will be forwarded to the applicant. If the sponsor contacts you directly with the result, forward a copy of this communication to the Research Office. You will then be directed through the acceptance process and informed of any further administrative requirements.