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Academic process for writing a doctoral fellowship application

Flowchart showing the doctoral fellowship application process, from preparing an idea and completing an EOI through departmental review, final approval and submission.  

Full step by step guidance can be found below

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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 doctoral 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. 

Research Support Service

Step 5: Submit scientific abstract for Departmental panel 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 (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, if required to be costed, need to provide official costings. 

Step 7: Departmental panel 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: Letter of support (last 2 weeks)

  • At least 2 weeks before the deadline, once the Departmental panel approval has taken place, send to Yuliia Kozyntseva (cc supervisor/mentor)
  • Draft full application 
  • Draft a tailored Letter of Support, covering: 
  • 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
  • Check if any further HoD authorisation is required for final sign off.