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Academic process for writing a doctoral fellowship application

Flowchart titled “doctoral fellowship application” showing the application process from start to submission. The process begins with “Start” and moves through sequential steps: preparing an idea and completing an EOI, understanding funders and building a support team, writing and peer support, seeking external feedback, departmental review and decision, and completing a costing prompt. A side note connected to step 4 says “Contact postdoc fellowship advisor 6–12 months before.” A decision diamond asks “Ready to submit?” If “No,” the flow moves to “Further development needed.” If “Yes,” it continues to requesting letter support, final approval and submission, and then “Submit.” Blue arrows connect the steps vertically and horizontally. 

Full step by step guidance can be found below

Infographic table titled “doctoral Fellowship application timeline” showing application tasks by time before deadline. Columns run from “9–12 months before” through “Deadline Day,” and rows are grouped by Applicant (You), Department, and Grants & Funding Team. Applicant tasks include preparing ideas, completing forms, seeking advice, writing support, developing costing prompts, requesting letters of support, and submitting the application. Department tasks include fellowship review, approving submissions, recommending amendments, providing letters of support, and final university approval. Grants & Funding Team tasks include providing and confirming costing estimates and checks. The chart uses beige, purple, green, and gray shaded sections to separate responsibilities and stages.

Application Guidance

Step 1: Prepare your idea (9-12 months before deadline)

  • Begin developing your research idea and training plan 
  • Align your plans with your career goals and the funder’s priorities
  • Complete post-doc fellowship expression of interest form – this also ensures that a meeting is booked with the fellowship advisor
  • Seek early advice from: 
    • Supervisor or line manager 
    • Senior colleagues and mentors 
    • Patient and public contributors (where relevant)

Strong applications take time. Allow at least 6 months, ideally 9–12 months, to prepare.

Step 2: Understand the funder and build your team

  • Read the funder guidance carefully 
  • Check eligibility, required sections, and assessment criteria 
  • Consider: 
    • The funder’s strategic aims 
    • The likely expertise of the assessment panel 
  • Choose supervisors, collaborators and mentors who complement your expertise 

Step 3: Writing, training, and peer support

Throughout the process, you are encouraged to: 

  • Seek advice from senior colleagues and methods groups 

  • Attend departmental training such as: 

  • Research proposal workshops 

  • Grant writing sessions 

  • Writing days 

Opportunities are advertised via the weekly newsletter.

Step 4: Contact Research Support Services (RSS)

RSS can help with: 

  • Study design and methods 
  • Patient and public involvement 
  • Research inclusion 
  • Panel-style feedback from non-specialists 

This feedback often highlights where proposals need greater clarity. 

  • Contact Oxford Career Service for both NIHR and other fellowships
    • If you are in a fixed-term contract from Grade 6-8 you can apply for Careers Service support by filling the form here. Your application will be evaluated by the advisers that handle research staff. Should your account be approved, you will be able to access CareerConnect to book appointments, attend events and view opportunity listings. You will be able to access support from our advisers. including mock interviews, application assistance and more.
    • If, for some reason, you are ineligible for a CareerConnect account, The Careers Service recommend Learning and Organisational Development, as they have some courses you may find helpful. 
Research Support Service

Step 5: Submit scientific abstract for departmental review

  • Complete online form no later than 8 weeks before the deadline with:
    • A 2 page scientific abstract
    • A training and development plan

Step 6: Costing prompt to be completed (3-4 weeks before deadline)

  • Start developing costing prompt form and share with grants pre-award team to determine estimated budget. Allow plenty of time for this.
  • If a SoECAT is required ensure you complete the online form or contact the CRN Study Support Service team for support
  • Partners or collaborators ma also need to provide costings

Step 7: Departmental review and decision

  • The doctoral fellowship panel will review your proposal, meeting approximately 6 weeks before the deadline
  • A decision will be made to:
    • Approve submission
    • Recommend amendments which can be achieved in the timeframe
    • Suggest deferral of submission

Step 8: Request letter support (last 2 weeks)

At least 2 weeks before the deadline, once departmental approval is confirmed, send to Claire Meadows (cc supervisor/mentor): 

  • Draft full application 

  • Draft Letter of Support, covering: 
    Why the funder should invest in you 
    Why the department is the right environment 
    The department’s track record 

  • Confirmation from the grants team that costings and checks are complete 

Step 9: Final approval and submission

At least 5 days before funder deadline

  • Approval from the Department and University research services
  • Final authorisation is completed by the Deputy Head of Department for Research which is currently Chris Butler.