How do I apply?

Read the information below carefully, taking note of the guidelines for the relevant strand you are applying to as well as the notes on the application process and budget, the selection process, and the terms and conditions.

Take a look at previous winning initiatives to see the types of activity that have been funded, and examples of previous successful applications to help you write a quality application.

The Researcher Development team would be pleased to have informal discussions in the development of your application.

Application process

An RLI application consists of two documents: a form outlining the project, its purpose, a timeline and success measures, and a letter of endorsement from your School. They must both be submitted before the application deadline.

Some points to consider:

1. The support letter

   
   This is a short statement, max. 500 words, showing that you have the support within your School to undertake your proposed initiative. It must be written by your supervisor or School’s Director for PGRs if you are a PGR, or your Principal Investigator (PI) or School’s ECR Lead/Director of Research and Knowledge Exchange if you are an ECR. Ensure you arrange this in advance, so you have it ready for submission.

2. Projected expenditure and timeline of your initiative

   
   You will be expected to provide a breakdown of your expenses and the planned end date of your project. This is an important part of the application, as the feasibility of this will be considered during the reviewing process. If successful, any changes to your project will need to be discussed with SRS for approval.

3. Determine the target audience of your initiative

   
   You will be asked to define and justify your target audience. This is important as your choice will impact what policies you need to adhere to, and may impact the timeframe and costs of your initiative. Think about who will benefit most, and the scale and focus of your initiative.

4. Consider how you will quantify success

   
   Once you finish your project you will be asked to evaluate it. All applicants are expected to have a plan for measuring the progress and success of their initiative. You will be asked to outline how you are going to achieve this during the application process.

5. Preserving your initiative in the future

   
   The RLI Fund cannot be used as a continuous funding source. We want to see researcher initiatives thrive after they run their course as an RLI project. It's important to consider ways to preserve your hard work for the future and make your project sustainable. This could involve alternative funders, liaising with the School or University to implement your initiative as a recurrent event, creating an online resource to capture outputs, or any way you could ensure your initiative continues to benefit the Sussex research community.

6. Select the strand your initiative falls under

   
   The RLI has four strands of funding, and all initiatives must fall under one of them, as this dictates your application questions. Each strand has different considerations. If your initiative has some crossover between strands, consider which of them fits most closely with your purpose.

Selection process

Applications are reviewed by a panel after the call for applications closes, and a decision made within four weeks. Membership of the selection panel is drawn from the SRS and Sussex's academic community.

The panel will evaluate the applications against the following criteria:

• The purpose and objectives of the initiative, and how well they fit the aims of the relevant RLI strand;
• Realistic and well-considered timeline and organisation;
• Evidence of clear measures of impact and success, that are appropriate to the initiative;
• A clear, well-thought-out budget;
• Support from the applicant’s School.

The panel reserves the right to offer partial funding and may seek additional expert advice on any aspect of the application. Applicants may be asked for further information, or to amend their application before funding is granted.

The decision of the panel is final and there is no appeals procedure. All applicants will receive feedback on their application, regardless of the outcome.

Terms and conditions

Awards from the RLI Fund are subject to the following:

1. All promotional materials must include “Supported by the Sussex Researcher School’s Researcher-Led Initiative Fund”.
2. The recipient must identify an existing School/department budget code to which the funds will be transferred, or work with their School/department to set up a new budget code for their activity. This can be done after award confirmation but may cause a delay in transfer of funds. Please note: some budget codes, such as G codes, are not suitable for this purpose.
3. All spending must be complete and reported to SRS before 15 July 2025, ahead of the financial year end (31 July), and any unspent funds returned to SRS for reinvestment in researcher development activities. If you anticipate a delay in spending, discuss this with SRS ahead of submitting your application.
4. It is the award recipient’s responsibility to keep accurate records of their expenditure. Finance teams will not be able to generate a grant expenditure report on your behalf. Please ensure you track your RLI spending as the project progresses.
5. The award recipient must discuss any changes to their agreed initiative with SRS in advance, for approval. This includes – but is not limited to – changes to the activity, timeline or budget, and expenditure that might fall after the end of financial year. Failure to do so may result in non-reimbursement for costs incurred.
6. The recipient must submit a project evaluation report within six weeks of their initiative’s completion, including a statement of expenditure. SRS will provide an online evaluation form for this purpose.
7. Funding will not be granted retrospectively for activities occurring before the application deadline.
8. A clear, itemised budget is required in the application. Projects are expected to deliver value for money, and funds can only be used for items that are required for the activity.
9. The RLI Fund is not suitable for conference or course attendance, or investment in commercialising research. The budget can be used to pay external facilitators but applicants cannot reimburse themselves for their time.
10. Costs for catering an event should be reasonable and, where an external caterer is used, in line with hospitality provided by SussexFood. We are unable to fund evening wine receptions.
11. Recipients are expected to participate in an induction meeting with SRS.
12. Recipients may be asked to share their experiences at a Summer of Research or SRS event.
13. A library of successful applications and project evaluation reports will be made available to assist future applicants. Your application may be included.
14. All recipients are expected to adhere to University policies when organising and conducting their initiative. See below for details.

Policies and guidelines

All RLI Fund recipients must adhere to the University policies that are relevant to their initiative. This list is not extensive; please seek additional advice if you are not certain about an aspect of your project or require additional information.

• The University is committed to providing an environment that advances equality of opportunity. We are all responsible for ensuring that staff, students and visitors to the University of Sussex or involved in our events are treated with fairness, dignity and respect. For more information see the Equality, Diversity and Inclusion webpages.
• Sussex is dedicated to sustainability, and you are expected to help uphold such values. See the Sussex Policy and Strategy webpages for more information.
• Where projects involve collaborating with the public, award recipients must adhere to University ethics and governance requirements.
• Where projects involve external speakers, organisers must complete the University's External Speaker Procedure in accordance with the Freedom of Speech Code of Practice [PDF 129KB] before the project takes place.
• If you intend to pay an individual for work carried out in relation to your initiative (e.g. you wish to pay a speaker or trainer), you will need to obtain evidence of their right to work in the UK before the work commences. Please refer to the University's guidance on employing casual workers. You may need to go through the University’s IR35 process to determine how they should be paid – factor this into your project timeline before you start. If you have any questions about this process speak to your School Office or your School’s HR Business Partner.
• Award recipients should make themselves familiar with the University's supply agreements, particularly for purchasing stationery and laboratory supplies.
• Applicants are expected to take low-cost options with regard to accommodation for external speakers (e.g. standard hotels from the University approved list). When making a booking it is essential that you request the University of Sussex rate.
• To obtain value for money, the University has appointed a preferred travel management company, Key Travel. Key Travel should be used for booking travel for external speakers except where the use of an alternative supplier is substantially cheaper, low risk and outweighs the other benefits of using the preferred provider. The RLI Fund can only support travel by means of public transport.
• If your project might involve sensitive topics or work with vulnerable individuals, refer to the University’s safeguarding policies and guidance to ensure your activity can be conducted safely and with necessary support in place.