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Each grant provider will have their own submission process. Ensure that you read their guidelines and eligibility criteria carefully.

Why is it important to follow the submission process?

Failing to follow the grant submission process can lead to delays, rejection, or loss of funding opportunities. Adhering to the process ensures:

  • That you meet the funder’s requirements and avoid automatic disqualification.
  • Submit in a timely manner and avoid last-minute errors.

How to submit a grant proposal

  1. Begin preparing months in advance to allow time for internal review and approvals.
  2. Read guidelines carefuly as every funder has unique requirements—check word limits, formatting, and eligibility rules.
  3. Seek feedback
  4. Secure any ethics or institutional approvals
    1. Engage with Monash Health Research Support Services
  5. Submit before the deadline to allow to technical issues
Example
Dr. Kaur applies for an NHMRC Ideas Grant to study nutrition and Indigenous health. She selects the grant, reviews guidelines, and drafts her proposal with colleagues. After obtaining internal feedback and institutional approvals, she submits via SAPPHIRE ahead of the deadline. She then waits for review, responds to any queries, and, regardless of the outcome, uses feedback to refine future applications.

Recommended resources:

Monash Health Research Support Services

The grant review process varies by funding body but generally involves several key stages to assess the feasibility, significance, and impact of a research proposal.

Grant review process

  1. Initial screening
    1. Before peer review, applications undergo an administrative check to ensure they meet eligibility, include all required documents, and adhere to guidlines.
  2. Peer review and scoring
    1. The proposal may be evaluated on scientific merit, feasibility and methodology, impact, and the investigator's experience.
  3. Panel review and ranking
  4. Funding decision
  5. Post-review actions
    1. Successful applicants must comply with conditions
    2. Unsuccessful applicants may be able to reapply in the next round.

Responding to reviewer comments

You may be invited by the funding body to submit a response. Ensure that your response:

  • Addresses all critiques professionally and concisely
  • Provides additional data or clarification where needed
  • Avoids defensive language—demonstrate your willingness to improve the project

If reviewers misunderstood aspects of your proposal, acknowledge the misunderstanding and clarify the points.

Handling rejections and reapplying
Expect rejection as part of the process, even top researchers experience grant rejections. If you are rejected you can:

  • Request reviewer feedback if available
  • Identify common themes in critiques and revise accordingly
  • Seek mentorship or training in grant writing

Reapplying Strategies:

  • Some funders allow resubmissions, but significant improvements are expected
  • Consider applying to a different scheme if your project aligns better with its priorities
  • Build your track record with pilot studies, smaller grants, or collaborations before applying again
Example
Dr. Lee’s NHMRC grant was unsuccessful due to concerns about feasibility, statistical analysis, and budget justification. They addressed these by conducting a pilot study, refining their statistical plan with a biostatistician, and improving budget clarity. After seeking feedback from senior researchers and grant support staff, Dr Lee resubmitted with a response to reviewers. Their revised application scored higher and was successfully funded.

Recommended resources:

Monash Health Research Support Services

Dobson, S. (2024). Incorporate Peer Review Feedback Into Your NIH R01 Grant Resubmission.

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