Research support

Manage your award

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The Awards team in the Research Office manages all funded research grants from the time a grant notification outcome is received through to when it finishes (i.e. close-out). 
When a funder approves an application, they will require an agreement to be executed, which binds the University to the terms and conditions of the grant. This can involve negotiation, which the Research Office will do on your behalf.
There are a number of steps that typically occur; these are outlined below to assist you navigate the grant establishment process.

A flow chart that visually represents the steps of the Grant Establishment Process, or managing your award, with decorative icons to represent each step. These steps are, in order from first to last, outcome, acceptance of offer, early account opening, MyBalance, finance, grant record letter, variations, reporting, and final reporting.

  1. Outcome
  2. Acceptance of Offer
  3. Early Account Opening
  4. MyBalance
  5. Finance
  1. Grant Record Letter
  2. Variations
  3. Reporting
  4. Final Reporting
  5. Resources

6. Grant Record Letter

The GRL formally establishes your project in the University’s Research Management System and is distributed as an email to the lead UQ researcher, the School/Centre/Institute, and UQ’s central finance team, Contract and Grants Accounting. The GRL serves to circulate essential documents and grant management details.

To issue a Grant Record Letter, the Research Office needs:

  1. A completed and fully signed UQ Funding Application Certification form (UQ FAC) (if applicable - see below)
  2. A completed Costing and Pricing tool (if applicable - see below)
  3. At least a fully executed agreement with the funder (some Funders require all agreements/contracts to be fully executed by the time the project start. Please refer to the funder’s agreement or contact the Research Office to find out more about it)
  4. All necessary UQ ethics, biosafety and other clearances or confirmations needed for commencement of the research must be finalised
  5. Any special conditions met / Funder specific requirements

A Funding Application Certification form must be submitted to the Research Office as soon as you are notified that you:

  1. Have been successful in securing external research funding (if you have not already provided it to the Research Office during the application review phase)
  2. Have an executed contract (non-competitive grant) to conduct research
  3. Are being allocated research funding from another organisation as part of their secured funding

Providing a complete and accurate Costing and pricing Tool is essential for the Research Office to enter your awards details in UQ’s system. For an outline of how to use the UQ Costing and Pricing Tool see the ‘Using the UQ Costing and Pricing Tool’ guide (PDF, 0.9 MB).