From Application Success to the Start of your European Project

Congratulations! Your application was successful, so what happens now?


Negotiation Process

Once you have been successful in your application, the European Commission will invite you to negotiate. This involves:

  • Making any necessary minor adjustments to the budgets.
  • Checking Grant Preparation Forms (GPFs). These are the legal documents and have to be forwarded to the Research Support Office for checking and signing.
  • Once the GPFs have been signed you are able to advertise (but not recruit) for any staff required on the project. For further information, see the 'Employ' section.

Consortium Agreement (CA)

This is a legally binding document between all partners in a collaborative project and and must be be in place before the contract is signed with the European Commission. This document should be sent to the Research Support Office for checking and signing.

Grant Agreement (GA)

This is the contract which is signed by the European Commission and the Coordinator on behalf on the consortium. Each partner then has to sign legal forms to accede to the contract. This form should be sent to the Research Support Office for signing.

The GA will specify the start date of the project and once we have received a signed copy of the contract you may appoint staff. For further information, see the 'Employ' section.

University bank details should be given to the Coordinator so that the pre-financing can be sent. Please contact the Research Support Office for these.

Are you the Coordinator?

If you are the Coordinator then we are responsible for:

  • Amending partners GPF's in NEF (the Commission's on-line system for negotiation). For more information see the Adobe Acrobat (PDF) NEF: User's Guide for Coordinators and Participants (PDF, 1.22MB) on the European Commission website.
  • Putting the Consortium Agreement in place. The EU Team in the Research Support Office can draft this for you.
  • Signing the Grant Agreement on behalf of the Consortium. This will be signed by the University's legal representatives in the Research Support Office.
  • Ensuring that all of the above points are completed within the deadlines set by the European Commission.
  • Sending pre-financing to all partners. The Research Finance Section of the Research Support Office will assist with this.
  • Organising the Pre Kick-Off meeting. The UK Research Office (UKRO) have a meeting room in Brussels that you are able to use free of charge.

Non-Framework and Other European Funding

Contracts will be signed between the funding body and the University: please forward the contract to the Research Support Office for signing.

In some cases, only the lead partner signs the contract with the funding body. In this case, supplementary agreements are needed between the other parties involved in the project. The documents issued by the funding body will mention whether these are mandatory or optional.

Reporting the Award

The budgets on your new project will be internally reported at a standard University exchange rate. The budget will be updated in line with current exchange rates during the lifetime of the project.

Costs are not eligible until after the start date of the project.

All legally binding documents have to be approved and signed by the University's legal representatives in the Research Support Office.

Other European Pages

Section European Information Page
Explore How to find EU Research Funding
Plan Planning your European Application
Cost Costing Your European Project
Submit Applying for European Funding
Receipt of Award Application Success to the start of your European Project
Employ Employing People on European Projects
Manage Managing your European Project
Close Closing a European Project

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Who to contact

Research Support Services Contact details

Tel - (0116) 252 2437 or (0116) 229 7763

Fax - (0116) 252 2028

E mail -