Registering a project or funding application

All research taking place at Great Ormond Street Hospital (GOSH)/UCL Great Ormond Street Institute of Child Health (ICH), and all research funding applications, must be registered with the Joint Research and Development Office. This includes outline applications and expressions of interest.

Research and Development (R&D) registration allows you to:

  • get costings
  • have an application signed off by finance
  • open a grant code or cost centre
  • receive NHS permission.

It also allows the R&D Office to provide information on research activity and income.

The process is broadly similar for all registrations, but there are some variations. Please click on the link that applies to you. If you are not sure, please contact Research.Registration@gosh.nhs.uk for advice.

 GOSH/ICH funding applications (including outline applications)

All applications must be registered to receive costings and authorisation, even if they are not for an entire project (for example consumable applications, further funding for existing projects). Accurately completing the registration form will provide the information required to cost your application promptly. Each new application must have its own costing – even if you resubmit an identical application, it will have to be recosted to take account of inflation, different funders’ terms and conditions.

All funding applications require authorisation, even if you are only applying for consumables.

If you are submitting an outline or second round application, please see the outline application section. Both outline and second round applications need to be registered and authorised.

This is a summary of the application process. For full details, please see Completing the registration form.

ICH led funding applications

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 the application. If you submit another application for the same project, you should reuse the same R&D number.

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 5 working days. Any revisions will require 2 working days.

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.

Authorisations

All 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.

Submission

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

GOSH led funding applications

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 the application. If you submit another application for the same project, you should reuse the same R&D number.

Receive costings

GOSH Costing: If your project involves GOSH staff/resources, you will receive costings from GOSH finance within 5 working days. Any revisions to initial costings will also require an additional 2 days.

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.

Include costings in application and submit application for authorisation

Applications must be submitted to Research.Registration@gosh.nhs.uk at least 3 working days before the funder’s deadline to allow time for authorisation.

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. 

Head of department authorisation will be collected by the R&D Office, unless signatures are required on the funding application form; in that case you must collect the signatures before you submit the application to Research.Registration@gosh.nhs.uk.

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.

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.

Second round applications

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 this 

Research.Registration@gosh.nhs.uk, time lines for costing and approval are as above.

Externally submitted collaborative projects

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 

 and return it to Research.Registration@gosh.nhs.uk, time lines for costing and approval are as above.

Funded Projects

If you have already received funding without registering your application, you will need to complete the 

 and return it to Research.Registration@gosh.nhs.uk before a grant code or cost centre can be opened.

Unfunded Projects

Projects which are being conducted using existing funds or without funding are classed as own-account (For Clinical own-account projects see below). Own account projects still need to be registered, please complete the

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

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 

 '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.

Hosted Projects

If you have been approached to take part in a research project that is already running at, and led by, another organisation, the project should be registered using the Integrated Research Application System (IRAS). Research.Governance@gosh.nhs.uk can offer guidance on using this system.

This will provide the information required for both registration and R&D Approval. R&D Governance will then be automatically informed of your registration. As such you do not need to complete a Project Registration form as well.

Industry Projects

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 

 

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/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

Dr Vanshree Patel, 020 7905 2271 (x4-2271) Head of Clinical Trials, Governance and Contracts Unit

Ms Poonam Karambelkar020 7905 2609 (x4-2609) Contracts Manager

Student Projects

Applications for funding to support a studentship (PhD or MD/MDRes) should be registered as a GOSH-ICH funding application.

If you have funding to support your postgraduate degree from an internal or external source you need to register your PhD project. Please complete the Post-graduate research registration form 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/ICH staff.