What activities can I apply for under the Large Awards scheme?
You may apply for Large Awards of over £200 (typically over £500, up to c. £1,500+) for:
- A Research knowledge/skills/methods Training activity (a course, a workshop, summer school etc.)
- Costs of attendance at conferences in the UK or overseas (ideally where you are presenting but you can also apply as a delegate)
- Primary research visits that are essential to the satisfactory completion of your thesis
- Other essential primary research support costs
Awards made under this scheme represent a contribution to costs and may not cover the whole cost of any activity.
How does the scheme work?
Students may apply to any of FOUR competitive funding rounds during the year. The deadlines remain the same each year, regardless of the day of the week the dates fall on. The deadlines are:
- 15 January
- 15 April
- 1 July (note this is earlier to accommodate summer holidays)
- 15 October
In the interest of fairness, late applications cannot be accepted.
Application to the Large Awards is a two stage process:
- STAGE 1 – you submit your application via the online form. This is then forwarded to your supervisor.
- STAGE 2 – your supervisor completes a short form with their supporting statements
For applications to be considered in the funding round they must be complete with supervisor statements by the deadline. Talk to your supervisor about their availablity and ensure that you submit your application in plenty of time, we would recommend at least one week before the deadline or even longer if they are travelling.
Forwarding applications to supervisors is a manual process done by the WRoCAH office after a number of checks – we won’t check at weekends, even if the funding deadline falls on a weekend – don’t get caught out!
How many times can I apply?
Students may apply more than once for a Large Award but first applications are prioritised. WRoCAH has a responsibility to ensure that its funding is distributed fairly and it may be that applications after the first three will be funded at a lower level, or not at all. If you have any doubts, then please contact the WRoCAH office before applying.
It is unlikely that you will receive funding to attend more than 3 major international conferences via the Large Awards scheme during the course of your studentship.
Things to consider
- You should discuss the relevance and need of any activities with your supervisor(s) before making an application.
- All applications under the Large Awards scheme must be strategic.
What does this mean? This means we will be looking for clear evidence that this activity is in line with your training and research plan, is taking place at the most timely point in your studies. We will also be looking for evidence of good planning, so make sure you show that your activity is well thought-through.
- If your trip is imminent and does not fall neatly in with funding round deadlines, you may apply for a Small Award of up to £200 and fund the difference from other sources.
- We will accept ONE application per student under the Large Awards scheme outside of funding rounds, per academic year, which will be reviewed and handled on a discretionary basis. Permission must be sought from the WRoCAH office before applying in such cases.
- Applications may be referred back to you for more information before a funding decision is made.
“The trip was overwhelmingly successful and useful with minimum issues encountered across the entire trip, which required cross-country transit and three kinds of travel. The meticulous planning required for the WRoCAH application played a major role in the smooth-running of the trip and I was thankful for the detailed itinerary the application called for.”
Gabriella Beckhurst, Department of History of Art, University of York
How to apply
You will need to prepare a full application outlining your plans, the context, and provide appropriate supporting evidence for costs. For all activities we require:
- A description (What)
- A justification (Why)
- Specific dates
- Detailed costs
- Detail of any visa/permissions/H&S requirements
- Supporting statements from your supervisor (only one supervisor if you have more than one)
What costs are eligible?
WRoCAH Large Awards may cover four types of cost:
- Accommodation (up to a maximum of £1,200 per month)
- Conference or Course fees
- Other essential research support costs
We will be looking for evidence that you have made efforts to ensure the costs are reasonable. WRoCAH funding is wholly from the public purse and we share the responsibility to spend our funds responsibly.
There is lots of useful information in the Guidance notes for applicants here – make sure you have read these before making your application.
You should consider the Large Awards scheme as making a CONTRIBUTION to your costs. You should not apply for activities that are not essential to your research and that you would not attempt to undertake regardless of funding. The costs you indicate in this application are the ones upon which the decision on the WRoCAH contribution will be made.
University preferred suppliers for travel booking
All three Universities have preferred suppliers for booking travel. You may be required to use them for some kinds of travel bookings, particularly for flights and accommodation outside the UK. The reason for these local regulations is to that travel is compliant with your University’s insurance policy. It is your responsibilty to ensure you are aware of of local requirements for travel booking as your eventual claim under the Large Awards scheme will be handled by your home university. If your expense claim is for costs that are not compliant with their travel booking policies your claim may not be reimbursed.
Where possible, ring the preferred supplier rather than use online bookings tools or email. You will get a faster and more responsive service
- Leeds Key Travel http://www.keytravel.com/
- Sheffield – discuss with your department the best option for booking travel
- York NYS firstname.lastname@example.org or Selective Travel http://www.selective-travel.co.uk/uni/uoy/
Insurance for your trip
You should not include travel insurance in your application. Travel insurance must be arranged for ALL WRoCAH-funded travel (overseas) through your home institution. It is your responsibility to ensure that you have insurance in place for your trip.
- University of Leeds – http://www.leeds.ac.uk/insurance/travel.htm
- University of Sheffield – http://www.sheffield.ac.uk/lets/pp/support/trip
- University of York – https://www.york.ac.uk/admin/supplies/travel/insurance.html
If you are adding any personal holiday onto your trip at the beginning or end then be aware that your University travel insurance WILL NOT cover you for this period and you should make your own arrangements for insurance during this time.
How are applications assessed?
Applications are scored against the following criteria by the WRoCAH Studentships Committee, formed from the chairs of each of the WRoCAH Academic Cluster Committees. Each application will receive two reviews, plus a review by the WRoCAH Director against the following criteria:
CLEAR DEMONSTRATION OF RELEVANCE INCLUDING TIMELINESS
- For Primary Research visits and costs, and conferences: in relation to research plan and other research activities before and afterwards
- For Training activities: in relation to student’s personal development plan
- For primary research visits and costs: clearly identified sources to be consulted, contacts made, contingency plans in place
- For training activities: preparation before training and support and opportunity afterwards
VALUE FOR MONEY
- Has the student made obvious efforts to keep costs reasonable for this activity?
How do I claim?
Claims for Large Awards are managed by your home institution – contacts will be provided in your award letter, or see the WRoCAH Administrative Contacts page for more information