Eligibility

Proposals must fulfil the following criteria to be eligible for funding under this Programme:

·         Each proposal must have one Project Leader from the UK and one Project Leader from Japan.

·         Both Project Leaders must be Leading Researchers[1] or Established Researchers[2]

·         Japanese Project Leaders must be permanent employees of their institution, or be on a contract of employment with their institutions that covers the proposed duration of the project 

·         UK Project Leaders must be permanent employees of one of the following (this means that Emeritus and Honorary Professors may not apply as lead):

·         A not-for-profit higher education institution with the capacity to undertake high-quality research, unless specified otherwise in Appendix 1.

·         A UK higher education institution (all UK higher education institutions are eligible).

·         A not-for-profit research organisation with the capacity to undertake high-quality research. The list of eligible UK institutions is attached with the grant call documents on the website. A Catapult Centre[3] (in the case of the UK Project Leader).

·         Both Project Leaders’ institutions (the ‘Lead Institutions’) must have the capacity to administer the grant.

·         Individual departments within a single institution can make multiple applications per call provided that the proposed activities are clearly different.

·         Project Leaders may only submit one Research Collaboration application per call.

·         Project Leaders who currently hold an ISPF Research Collaborations grant from the British Council are not eligible to apply under this call. 

·         Organisations affiliated to higher education institutions in the UK or any other country and based in the partner country, (e.g. an overseas campus) may apply as the Lead Institution in the partner country provided that other eligible higher education institutions or research organisations are also involved as Associated Partners in‑country.

Organisations cannot apply as Lead Institutions in Links with their own affiliates in other countries.

To support the translation of research and innovation into benefit, Project Leaders are encouraged to include in their proposals Associated Partners affiliated with:

·         Other research or higher education institutions

·         Technology transfer offices

·         Not for-profit organisations (including NGOs)

·         For-profit/commercial organisations (including SMEs)

Not for-profit higher education institutions or publicly funded research organisations are eligible to apply as Lead Institutions.

For-profit organisations and not-for-profit organisations can participate in but are usually not eligible to apply for Research Collaboration grants (unless specified otherwise in Appendix 1). Furthermore, for-profit organisations are not eligible to receive any ISPF grant funds except to cover travel associated costs.

Eligibility checks will be applied to all proposals on receipt. Proposals which are not led by a recognised not-for-profit higher education institution or a publicly funded research organisation (unless specified otherwise in Appendix 1) will be rejected during these checks. Please see Appendix 2 for a full list of eligibility criteria.

If you are unsure about your organisation’s eligibility, for UK see the list of eligible UK institutions attached with the grant call documents on the website; for partner countries, please contact the local British Council office.

[1] For an indication of profiles for the two categories, we suggest applicants refer to the European Commission document ‘Towards a European framework for research careers’ https://cdn5.euraxess.org/sites/default/files/policy_library/towards_a_european_framework_for_research_careers_final.pdf

[2] ibid

[3]https://www.ukri.org/apply-for-funding/how-to-apply/check-if-you-are-eligible-for-research-and-innovation-funding/eligible-independent-research-organisations/

Scope of the programme

Grants under the ISPF Fund Research Collaboration programme will fund bilateral research and innovation collaborations under the ISPF themes, with priorities set with partner countries and territories at call design. The call will fund Global Challenges Research Grants to support and facilitate research that tackles global challenges.

Wherever possible, Research Collaboration should demonstrate how they will benefit the wider research and innovation community in the partner country/territory. Collaborations may also be established as UK-partner country/territory centres of excellence, based in the partner country/territory, in a particular research area, acting as a resource hub for the wider research community in country and a focal point for other activities, (e.g. seminars, technical training workshops). 

When designing your proposal, you should consider how best to involve early career researchers to promote their development and, more generally, to build researcher capacity, especially in the partner country/territory.

ISPF Fund Research Collaboration grants can cover costs which support research and innovation collaboration, including human resources costs; travel costs associated with exchange of researchers, students and staff from partners and other organisations; the costs of organising meetings, seminars, and training; and other activities to establish and strengthen collaborative links. Grants can also include a limited contribution to other research related costs (including equipment, consumables, and non-staff fieldwork costs). Please refer to Appendix 1 for details.

Applications should demonstrate a considered approach to monitoring, evaluation and learning (MEL) to track progress against intended objectives. We encourage applicants to develop specific, measurable, achievable, relevant and time bound (SMART) indicators for their projects and put in place systems to collect data against them.  The British Council will share a template to successful applicants on interim reporting and end of project reporting.

Applicants can request a grant contribution for tackling barriers to participation, diversity, and inclusion of up to an additional £2,000. Examples of costs that can be covered include but are not limited to additional childcare costs, measures to support the participation of researchers and team members with disabilities. Such requests should be included in the budget as Exceptions and should be supported by justifications submitted separately by email to: Japan-ISPF@britishcouncil.org.

It is expected that all funded project activity will begin on or after 1 January 2025 and be completed according to the deadlines specified in individual country/territory guidance at Appendix 1.  For UK Institutions, funding, if approved, will be transferred to the successful institution once the grant agreement is counter-signed by the British Council. Formal project start dates will be set in the grant agreement by the British Council. Expenses incurred by the institutions prior to the effective start date, including any costs incurred in the production of the proposal, cannot be charged to the grant.

Appendix 1: Country/Territory Specific Guidance

To ensure optimal fit to the local context and development needs, priority areas, specific innovation challenges and additional application requirements – such as maximum grant sizes and durations – have been set at a country/territory level through discussion with /national stakeholders.

This appendix provides the specific guidance which applicants should consider in conjunction with the main body text of this document before preparing their proposals. Proposals which do not take into account the country specific guidance cannot be considered for funding.

1. Japan  

Partner: 

N/A 

Duration of grants: 

  1 January 2025 – 31 December 2026 

Size of grant: 

 £80,000 (£100,000 FEC) Funding to UK Institution 

Thematic priority areas: 

·         Transformative Technologies:  Artificial Intelligence and Information, Quantum, Semi-conductors, Telecommunications, Energy, Materials, Biotechnology 

·         Tomorrow**’**s Talent: Research Capacity, Research Systems, Research Pipeline  

Contractual arrangements: 

Grant Agreements will be signed with the Lead Institution in the UK 

Additional eligibility criteria:  

Not applicable   

Other considerations: 

Successful projects start dates will be 1 January 2025    

Submission process: 

One application via UK system

Submission process

The deadline for submission of a completed application 17 September 2024 at 12.00 noon (UK time). Proposals submitted after the deadline will not be considered for funding.

The deadline applies to all parts of your application. Any applications which are not submitted in full by the deadline, will be considered ineligible.

Appeals against this decision will not be accepted.

Applicants for all calls must submit a completed online application form at the following link:

https://grants.britishcouncil.org/

Please note that you will need to register on the website before you are able to start your application form. The application form will be linked to this log in and password. 

The application form must be created under the UK Project Leader’s account on the application website.

If you are unable to use the on-line application for reasons of accessibility, please contact us at Japan-ISPF@britishcouncil.org

Completing the application form:

To assist you in developing your application and sharing content with your partners, a Word version of the online application form will be available for download from the call website. This is solely to allow you to develop your responses in a convenient format. The final version of your application must be submitted using the online form.

Please give specific regard to the following sections of the application form:

Gender Equality Statement

Applicants are required to consider the impact their project will have on gender. Gender Equality is not the same as Gender Balance, although it does include Gender Balance it is mainly concerned with the impacts of the proposed project.  Gender equality statements which focus solely on the gender balance of the project team should also describe the background and context for gender balance in their field of research. 

The Gender Statement must be about the project specifically – the outputs and outcomes; the make-up of the project team; participants, stakeholders, and beneficiaries of the project; and the processes followed throughout the research programme. It should not be a re-statement of your Institution’s policy – you may refer to the policy, but should show how the policy will be implemented in terms of the project. The Gender Statement must address the below criteria, with an understanding that, depending on the nature of the research and innovation, not all questions will be applicable**. If a question is not applicable, you will need to articulate the reasons why.**

·         Have measures been put in place to ensure equal and meaningful opportunities for people of different genders to be involved throughout the project? This includes the development of the project, the participants of the research and innovation, and the beneficiaries of the research and innovation.

·         The expected impact of the project (benefits and losses) on people of different genders, both throughout the project and beyond.

·         The impact on the relations between people of different genders and people of the same gender. For example, changing roles and responsibilities in households, society, economy, politics, power, etc.

·         How will any risks and unintended negative consequences on gender equality be avoided or mitigated against, and monitored?

·         Are there any relevant outcomes and outputs being measured, with data disaggregated by age and gender (where disclosed)?

The British Council has produced additional guidance on writing a gender statement.

Gender Equality Statements - Guidance for Applicants

Please also refer to Appendix 4.

The British Council reserves the right to reject the application if no consideration has been given to gender equality or if the proposal is assessed to result in a negative impact for gender equality.   

Supporting Documents

In addition to filling in the online form, applicants are required to submit the following documents. Late submission of supporting documents or submission of documents which do not comply with these requirements, will render the application ineligible.   The documents are:

·         UK Project Leader’s Narrative CVs (up to two sides of A4) in the R4RI format

·         Japan Project Leader’s CV (up to two sides of A4)

·         Letters of support

All Letters of support must be in English on headed paper, dated within 3 months of the closing date for applications. 

Institutional Support Letter

From the UK and Japan Project Leaders’ organisations, signed by the Head of Institution, Head of Department, or other person with appropriate delegated authority, expressing specific commitment to the proposed project, willingness to receive funding, a description of any in-kind support to be given and describing why the experience and capability of the Project Leader is particularly suited to the project content. Please note that supporting letters must not be signed by the Project Leaders.

Associated Partners Letters

If the proposal includes project partners/associated partners, a pdf file combining together signed letters from each partner containing a maximum of 300 words on their contribution to the project - this could be financial or in-kind, e.g., expertise. All supporting letters must be submitted as a combined document. Letters from every project partner/associated partner listed in the application must be provided.

·         Weblink to Institution Safeguarding and Whistleblowing Policies

·         Weblink to Institution Codes of Conduct on Acceptable Behaviours for staff and project participants

·         A draft completed risk assessment for travel (mandatory if travel for funding is requested)

·         GANTT Chart

Showing timelines for the project with refence to the start and end dates indicated.

Any other documents sent late will not be considered unless these are specified in Appendix 1.

Documents must use the following format for names:

Name of document _UK Project Leader Surname Name of Country_eg:  UK Project Leader CV Jones Japan

These are the names that must be used:

UK Project Leader CVJapan Project Leader CVUK Letter of SupportJapan Letter of SupportGantt ChartRisk Assessment for TravelAssociate Partners Letters of Support

Projects will be considered ineligible if files are missing, incomplete or not submitted via the on-line portal with the application.

Applications must be in English.

A Word version of the application form is available on the call website. This is solely to allow you to develop your responses in a convenient format. The final version of your application must be submitted using the online form.

If you experience problems with the online submission system, please contact Japan-ISPF@britishcouncil.org before the submission deadline. If you alert us to technical issues after the deadline, we will not be able to take them into consideration when assessing the eligibility of your application.

if you require an alternative format of the on-line submission form for reasons of accessibility, please contact us at: Japan-ISPF@britishcouncil.org.

Finalising submission

Before the completed online application form can be submitted to the system, applicants will be asked to confirm on the form that they have:

·         obtained permission to submit the proposal on behalf of the UK institution(s) and of the Japanese institution(s). This must be confirmed by attaching Letters of Support or formal emails from the respective institutions signed by the Head of Institution, Head of Department, or other person with appropriate delegated authority.

·         confirmed the Project Leaders’ Institutions, (i.e., the Lead Institutions’) willingness to receive the funds and to sign a grant agreement with the British Council or the national partner, also confirmed in the Letters of Support.

·         complied with British Council policies on prevention of fraud, bribery, money laundering and addressed any other financial and reputational risk that may affect a transparent and fair grant award process. See: https://www.britishcouncil.org/organisation/transparency/policies/anti-fraud-and-corruption

**Receiving updates on your application

**In order to receive updates on the status of your application, please ensure that you have set your preferences in the grant application website to allow Broadcast and Notification emails.

To do this, click on your name in the upper right-hand corner of the application and select ‘Profile’

Then in Edit Profile go to Preferences and tick the boxes marked ‘Broadcast emails’ and ‘Notification Emails’.  You can change your preferences at any point.

Applicant screening

To comply with UK government legislation, the British Council may at any point during the application process, carry out searches of relevant third-party screening databases to ensure that neither the applicant institutions nor any of the applicants’ employees, partners, directors, shareholders is listed:

·         as an individual or entity with whom national or supranational bodies have decreed organisations should not have financial dealings,

·         as being wanted by Interpol or any national law enforcement body in connection with crime,

·         as being subject to regulatory action by a national or international enforcement body,

·         as being subject to export, trade, or procurement controls or (in the case of an individual) as being disqualified from being a company director, and/or

·         as being a heightened risk individual or organisation, or (in the case of an individual) a politically exposed person.

If the applicant or any other party is listed in a Screening Database for any of the reasons set out above, the British Council will assess the applicant as ineligible to apply for this grant call.

The applicant must provide the British Council with all information requested by the British Council to complete the screening searches.

Please read the text to this effect on the application form and tick the box to show that you understand this.

Selection process

Selection begins with an eligibility check by the British Council against the eligibility criteria given in these Guidelines, including Appendix 1 (Country/Territory specific guidance), Appendix 2 (Eligibility Checklist) and Appendix 4 (Gender Equality Statement)

The British Council may ask lead institutions to prioritise their applications, and potentially limit the number of submissions from each university or research institution, if there is high demand for the call.

Eligible proposals then undergo independent external quality review based on quality, fit to development needs and country priorities, capacity building potential and sustainability of the collaboration, as follows:

·         Assessment and scoring in the UK by independent experts (see Appendix 3 for assessment form).  In country assessment by project partners may happen in parallel, see Appendix 1 for details.

·         Review by a UK Review Panel of experts, which determines a UK panel score, ranks applications, and makes recommendations for funding. The Review Panel considers whether proposals are of high quality (being intellectually innovative, well focused, and methodologically sound), and whether the activity has the potential to have a real impact on economic development and social welfare in the partner country.

·         Final decision making in collaboration with UK ISPF Fund partners, international stakeholders, and national co-funding organisations.

In the UK, eligible proposals are reviewed by one of five Review Panels:

·         Arts and Humanities

·         Biological and Medical Sciences

·         Engineering and Physical Sciences

·         Natural Environment

·         Social Sciences

Please indicate in the application which Review Panel should assess the proposal and select up to three subject areas in priority order. We reserve the right to allocate your proposal to a different Review Panel.

Proposals are quality assessed against the criteria at Appendix 3, resulting in a total score between 0 and 60. Those receiving a final score from the Panel meeting of less than 30 will not be considered fundable. However, achieving a score equal to or above the threshold does not guarantee that the proposal will be selected for funding.

Country/territory specific priorities and challenge areas will be considered in the final decision, in addition to the general assessment criteria, see Appendix 1 for priorities by country/territory.

Successful applicants are currently expected to be notified in December 2024.   Any proposed changes to the British Council’s standard grant agreement terms and conditions must be notified in advance.  By submitting an application, you are agreeing to these terms. 

You can find our grant agreement template here: 

ISPF Grant Base Template

Data protection

How we use your information

The British Council will use the information that you provide for the purposes of processing your application, making any awards, monitoring, and review of any grants.

We will need to share necessary data with application reviewers and panel members contracted by the British Council, the funder UK Department of Science, Innovation & Technology (DSIT), international funding partners (where named in Appendix 1) and contracted external evaluators (as required).

The British Council comply with the General Data Protection Regulations 2016/679 (EU) GDPR). We process and handle personal information according to these regulations. The personal information that you provide on this form will only be used for the processing of your application. The information will be viewed by British Council, and those who are part of the decision-making process. Your information will not be used/shared beyond the partners listed above for any other purpose without your specific consent. British Council reserve the right to publish and share anonymized aggregated information with stakeholders.

Organisation details, where collected, are used for monitoring and evaluation and statistical purposes. Gender information and country of origin, where collected, is used solely for statistical purposes. If we need to contact you, we will do so using the contact details you have provided.

Under UK Data Protection law, you have the right to ask for a copy of the information we hold on you, and the right to ask us to correct any inaccuracies in that information. If you want more information about this, please contact your local British Council office or see our website: http://www.britishcouncil.org/privacy-cookies/data-protection.

Contractual Requirements

·         The contracting authority for UK Institutions is the British Council which includes any subsidiary companies and other organisations that control or are controlled by the British Council from time to time (see:www.britishcouncil.org/organisation/structure/status).

·         The successful applicants will be expected to undertake activities in the UK and in the ISPF Fund countries listed in section 3 of these guidelines (Scope of the Programme).

·         The British Council is subject to the requirements of the UK Freedom of Information Act, (“FOIA”). Please indicate in your application whether FOIA also applies to your organisation, so that we can reflect this in the Grant Agreement should you be successful in your application.

·         The British Council’s contractual approach in respect of the grant is set out at:

ISPF Grant Base Template

(Terms and Conditions of the Grant Agreement) (“Grant Agreement”).

By submitting a response to this call for applications, you are agreeing to be bound by the terms of these guidelines and the Grant Agreement without further negotiation or amendment.

·         If you have any concerns or queries in relation to the Grant Agreement, you should submit a clarification request to Japan-ISPF@britishcouncil.org in accordance with the provisions of this call for applications by the application deadline. The British Council reserves the right not to make any changes to the Grant Agreement.

·         The British Council is under no obligation to consider any clarifications / amendments to the Grant Agreement requested following the application deadline.

Contact details

All queries or comments about this call should be addressed to the ISPF email address: Japan-ISPF@britishcouncil.org

N/A