Collaborative Grants

Importance of correct reporting of collaborative grants

Reporting of Collaborative Grants - Importance of correct allocations in respect of research targets

Where grants and applications involve more than one investigator and/or department, information on notional split of the award value against the collaborating investigators is captured, in order that collaborators receive due recognition against departmental award targets.

Following the introduction in 2011/12 of departmental participation targets, based on percentage of staff holding an annualised grants total above an agreed threshold, split reporting has become more important.Outcomes against these targets are reviewed quarterly and review is based on data held in the SAP reporting system.  This data is derived from information provided at the application sign-off by investigators, co-investigators and Heads of Department.


The allocation across investigators is important, even where co-investigators are in the same department.  If the grant is not correctly allocated, your department's outcomes against this participation target may be understated.  Heads of both the lead department and collaborating departments should take particular note of reporting splits when signing off applications.


 Mechanism for recording allocations

Where a grant is collaborative, before your grant application is approved, you are asked via the LUCRE system to indicate the notional reporting split of the application value against the investigators concerned.  See Figure 1 below: 

LUCRE Screenshot on reporting splits
Figure 1: LUCRE screenshot on reporting splits

                                                                                              Figure 1

In determining the notional allocations for reporting purposes, you should consider the relative input of the investigators to the project (intellectual, time) and the centrality of their work to the project.  If significant changes are made to the budget when the grant is awarded, for example for European Commission funding, and the costs need to be recalculated, you will be given the opportunity to revise the notional allocations.


The agreed percentage split will not necessarily reflect the amount of time each person puts into the grant, or how much of the budget they should control, which is dealt with separately.  Rather this should be notional indication of the degree of recognition a department/investigator should receive for their contribution to the award and is used for internal and external reporting purposes:

Use of data for reporting

Internal:  The notional splits are used in monthly reports of awards and applications to VCAC (presented against annually agreed award targets), in research income reports and forecasts of income for planning purposes, and may be used by Colleges for academic review.

External:  At a departmental level, the splits will be used for the allocation of income to REF Units of Assessment, and are used in annual reporting of research income to the Higher Education Statistics Agency (HESA).  Income is not attributed to individuals under REF.

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