University Research Services

University Research Services
University Research Services

How to Submit a Grant

Follow these steps to apply for funding through University Research Services. If you have any questions, please contact URS staff for support. 

See the Resources page for guides and how-to documents about proposal writing

1. Identify your research proposal idea

2. Find an appropriate source of funding 

Keep track of new funding opportunities with the following:

3. Review funding guidelines carefully.

For question questions about a program's funding guidelines, contact a research projects advisor at URS and/or a program officer at the funding agency.

4. Develop your proposal

For many granting programs, Research Services staff has developed resource pages for applicants and Best Practice documents with advice for writing successful applications:

Give yourself enough time to share drafts with colleagues for peer/scientific review and for review and sign-off with URS. Make sure that you send a penultimate draft (proposal + budget) to the appropriate research projects advisor at least seven business days before the application deadline. Note that URS may have specific review deadlines for large competitions (e.g. SSHRC Insight Grants, NSERC Discovery Grants, CIHR Foundation Scheme). 

5. Obtain Internal Approvals and Signatures

Receive pre-submission approvals (TRAQ DSS and Institutional Signatures). You must complete a TRAQ DSS at least 5 business days in advance of the application deadline. Note that more time is required for Hospital-based researchers.

Complete any signature sheets that are necessary for the application. Typical institutional signatures that may be required are those from a department head and from URS. If you require a signature from URS, it is your responsibility to contact a research projects advisor in advance of the funding deadline. If you fail to obtain the necessary institutional signatures, your application may be considered ineligible by the granting agency.

6. Submit your application

Most of the time, you will submit your proposal directly to the funding agency (either electronically or by hard copy) but there are some funding programs (e.g. at CIHR) that require URS to submit on behalf of investigators.  Follow the guidelines carefully to be sure you understand the submission process (including if institutional signatures are required - see above).

7. Receive notification of funding decision

Unsuccessful? Don't despair! Use our website or the Funding Opportunities E-mail Service to find other funding opportunities. You could also choose to revise your application and re-submit it. If you need assistance, contact a research projects advisor.

Successful? Congratulations! Make sure you forward your notice of award to URS to initiate account set-up at Queen's by creating an Amendment Form within the appropriate TRAQ DSS and attaching the notice of decision. You can also forward your notice of award to your research projects advisor.

8. Obtain post-award certifications

Complete any certification processes that are required for your research project (e.g. animal care, human ethics, biohazard, radiation safety). Contact a research facilitator when you have received all the required approvals (typically, funds will not be released until certifications are approved).

Learn about Research Ethics 
Learn about Environmental Health and Safety certifications

9. Post award - account set-up 

A research facilitator will send all the required information to Research Accounting to have your project set up for you. Research Accounting will send you an email requesting a full budget and signature authorization form from you. You will be informed when your project has been set up.

If you need to transfer funds to co-applicants at other institutions during a project, contact a research facilitator


Additional information about external research awards can be found on the Office of the Vice-Principal (Research) website.

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