Registering a project or funding application

1. Complete the registration form and send to Research.Registration@gosh.nhs.uk

This should be completed at least 15 working days before the funder’s deadline.

You will receive an R&D number when you register a project. This number refers to the project, not an individual application. If you submit another application for the same project, you should reuse the same R&D number, but still register it with the R&D office to obtain new costings and obtain submission approvals.

2. Receive costings

You will receive draft costings from ICH finance within 2 working days via Worktribe.

If you included any GOSH costs you will receive these within 7-10 working days. Any revisions will require 2 working days. If required, the GOSH finance team can also assist with the SoECAT.

Include costings in application and submit application for authorisation

Completed applications must be submitted to Worktribe at least 10 working days before the deadline for approval.

If GOSH patients will be involved in your study then R&D will send your application for Divisional Director approval.

3. Authorisations

All UCL applications must be approved on Worktribe before submission.

When you submit your application for approval on Worktribe it will automatically be sent for the following approvals:

ICH Costings team (2 working days)

Head of Department (3 working days)

Research Services (5 working days)

Note: You will need to collect any signatures required on your application.

4. Submission

You will receive a notification once your application has been authorised for submission on Worktribe.

1. Complete the registration form and send to Research.Registration@gosh.nhs.uk

This should be completed at least 15 working days before the funder’s deadline.

You will receive an R&D number when you register a project. This number refers to the project, not an individual application. If you submit another application for the same project, you should reuse the same R&D number, but still register it with the R&D office to obtain new costings and obtain submission approvals.

2. Receive costings

GOSH Costing: If your project involves GOSH staff/resources, you will receive costings from GOSH finance within 7-10 working days. Any revisions to initial costings will also require an additional 2 days. If required, the GOSH finance team can also assist with the SoECAT.

ICH Costing: If your project involves ICH costs you will receive your draft costs via Worktribe within 2 working days. It will take 10 working days for your ICH costing to be approved on Worktribe (ICH Costings team need 2 working days, Head of Department need 3 working days & Research Services need 5 working days). Please note that you will need to supply either a draft copy of the application or a scope of the work.

3. Include costings in application and submit application for authorisation

Applications must be submitted to Research.Registration@gosh.nhs.uk at least 5 working days before the funder’s deadline to allow time for authorisation.

4. Head of department authorisation

All applications with GOSH involvement must be authorised by the head of the clinical division where patients are being seen or work is taking place.

5. Finance authorisation

All applications must be authorised by Finance before final submission. This will be organised by the R&D Office.

If the costs in your application do not match your approved costings, Finance will query them. This may increase the time required for finance authorisation.

6. Submission

Once authorised, the R&D Office will either inform you that your application can be submitted, or (if submitted through an electronic submissions system) approve your submission.

If your outline application or expression of interest has been successful you will need to inform the registration team by emailing Research.Registration@gosh.nhs.uk.

You will need to confirm your costs are not changing, if you need to amend your costs you will need to amend your original project registration form and return to  Research.Registration@gosh.nhs.uk, time lines for costing and approval are as above for ICH or GOSH-led applications, as appropriate.

If you are taking part in a collaborative project where a grant application is being submitted by an institution other than ICH or GOSH, for which you need a costing for your time, consumables or support services, please complete the registration form and return it to Research.Registration@gosh.nhs.uk, time lines for costing and approval are as above.

It is the responsibility of the PI to ensure that a copy of the application is sent to Research.Registration@gosh.nhs.uk once the lead organisation has submitted the application.

If you have already received funding without registering your application, you will need to complete the registration form and return it to Research.Registration@gosh.nhs.uk before a grant code or cost centre can be opened.

Projects which are being conducted using existing funds or without external funding are classed as own-account (For clinical own-account projects see below).

Own account projects still need to be registered, please complete the registration form and return it to Research.Registration@gosh.nhs.uk, along with a copy of your research protocol. Your project will then be registered and passed on to the Research Governance and Management team who will guide you through the process of obtaining R&D approval.

Clinical own account projects, projects which involve GOSH staff, GOSH patients or GOSH resources, need to be reviewed by the Clinical Research Adoptions Committee (CRAC). For more details and to download the CRAC Application form please see the Clinical Research Adoptions Committee webpage.

Case note reviews must be registered, and R&D approval granted, before you are allowed to access patient notes. Complete the following sections on the Registration  'key information' and 'Project details'. Return your registration form along with a study protocol to Research.Registration@gosh.nhs.uk, your project will then be registered and passed on to the Research Governance and Management team who will guide you through the process of obtaining R&D approval.

If you have been approached to take part in a research project that is already running at, and led by, another organisation, then you do not need to complete a registration form.

Instead, you will need to provide a copy of the protocol, sponsor and PI details to the Research Registration team. The sponsor will need to email the Local Information Pack (LIP) to R&D Governance to initiate the process for arranging Confirmation of Capacity and Capability (C&C).

You can find more information about the provision of the LIP and how sponsors work with their participating sites on the IRAS website: IRAS Help - Preparing & submitting applications - Site specific information (myresearchproject.org.uk)

You do not need to complete a registration form for Clinical Trials Sponsored by industry/pharmaceutical companies, instead you should contact the Industry team in the Joint Research and Development Office as soon as a company contacts you. All other projects funded by industry should be registered with the Joint Research & Development Office using the Registration Form.

For clinical trials sponsored by industry, the industry team will work with the local research network to assess study feasibility, provide costings and negotiate contracts on the behalf of GOSH and ICH.

All other projects funded by industry, or that have industry involvement, should be discussed with the Industry Team.

The team also deal with the set up and review of Confidentiality Agreements, Material Transfer Agreements, Studentship Agreements and Collaborative Research Agreements.

Industry team

Applications for funding to support a studentship (PhD or MD and MDRes) should be registered as a GOSH and ICH funding application (please see above).

All student projects need to be registered with their own R&D number, even if they are working on an existing project, using the student registration form.

If you have funding to support your student project from an internal or external source you need to register your project using the   and return it to Research.Registration@gosh.nhs.uk. Students may need the assistance of their supervisor to complete this form.

If your research study has GOSH involvement (GOSH staff, patients, resources), is not externally funded, or the funding you have received was awarded without peer review, the project may need to be peer reviewed by the Clinical Research Adoptions Committee (CRAC). Please see the Clinical Research Adoptions Committee page for further details.

If you are not sure, please contact Research.Registration@gosh.nhs.uk for advice.

Please note that for the purposes of registration the student cannot be the PI, the PI must be one of the student’s supervisors who is a permanent member of GOSH and ICH staff.