CEF4 Frequently Asked Questions

Capital Equipment Fund Call (CEF4) Frequently Asked Questions.

Key eligibility criteria

What equipment may be purchased through CEF4?

Equipment requested must be >£50k in value. We expect many successful applications to be for major equipment that will be managed within strategically important multi-user facilities such as the Science Technology Platforms (STPs) or other core facilities.

Who can apply for CEF4 funding and where must the equipment be based?

Lead applicants (PI) must be based within the Faculties of the Life and Medical Sciences (LMS). The equipment purchased must be located within LMS. 

Do I need to be a permanent academic member of staff to apply?

Lead applicants (PIs) must be permanent members of UCL academic staff or hold an independent fellowship.

Can I apply for CEF4 if I am based outside the Faculties of Life and Medical Sciences?

No. Applicants are expected to be based in one of the Faculty of Life, Brain, Population Health or Medical Sciences. Applicants based in other UCL faculties should contact their local research coordination team or local finance lead to enquire about equipment funding support. 

What are the criteria by which applications will be assessed by the review panel?

Applications will be assessed by a review panel constituting the four Faculties of Life and Medical Sciences Vice Deans (Research) or their designated representative. Criteria by which applications will be reviewed and prioritised include, but are not limited to, scientific need and strategic value, user base, cost recovery and management plan and value for money.

Can I be a co-applicant if I am based outside the Faculties of Life and Medical Sciences?

Yes, provided the applicant (PI) is based in the Faculties of Life and Medical Sciences. The equipment must be housed in a building and room belonging to the Faculties of Life and Medical Sciences although users of the equipment may come from within, as well as outside of, the Faculties of the Life and Medical Sciences.

What are the criteria by which applications will be assessed by the review panel?

Applications will be assessed by a review panel constituting the four Faculties of Life and Medical Sciences Vice Deans (Research) or their designated representative. Criteria by which applications will be reviewed and prioritised include, but are not limited to, scientific need and strategic value, user base, cost recovery and management plan and value for money. 

Can I submit more than one application to CEF4?

You may submit more than one application where the requests are for different pieces of equipment and these are free-standing requests. If applying for more than one piece of equipment please indicate this in your applications making clear the distinction between them and if one application is of higher priority than the other.

Can I submit an application for funding through CEF4 if I already have an application submitted to an external funder for the same equipment?

Yes. We encourage applicants who currently have applications for the same equipment under review externally (e.g. BBSRC 21ALERT) to also submit to the CEF4 call. Please indicate who you have submitted your external application to and the likely timeline for outcomes in section 4 (Summary of the request) of the application form.

Can I resubmit a request for equipment that has previously been rejected externally (e.g. Wellcome Multi-User Equipment call) or internal CEF calls (e.g. CEF3)?

You may submit a request for equipment that has been previously submitted to an external funder for consideration for CEF4 funding. In section 4 of the application form please state which funder and scheme you applied for and how you are addressing any feedback given by the external funder in your CEF4 application.

For requests that have been submitted to an earlier CEF call applicants should indicate which call they submitted to. Applicants should also highlight how the current request is different to the previous one e.g. equipment specifications, improved sustainability plan, increased need or user base etc. as relevant to your application and the feedback received on your CEF application. 

Call timelines

When is the deadline for applications?

Applications must be submitted by Tuesday 18 January 2022. All applications should be sent to k.groot@ucl.ac.uk with ‘CEF4’ in the email subject line.

When will I receive the outcome from my CEF4 application?

The CEF4 review panel will meet early February, 2022. Applicants can expect to hear the outcome of their applications in w/c 7 February 2022.

Links with wider UCL activities & structures

Do I need approval from the Division/Institute director?

Yes. Your director will need to approve the request and agree that the equipment is a strategic priority for the Division/Institute. Any cost arising from space issues or refurbishments must also be approved by the Division/Institute Directors and be covered by the Division/institute budgets.

What are the UCL Science Technology Platforms (STP) and who are the STP Academic Leads?

The UCL Science Technology Platforms (STPs) are a network of our world-leading science and technology facilities that provide access and support for researchers. Currently there are 9 Science Technology Platforms: Biological Services, Cell Sorting & Analysis, Fish Facility, Genomics, Imaging, Mass Spectrometry, NMR Spectroscopy, Radiochemistry and Biomedical/In vivo Imaging. For more information visit: www.ucl.ac.uk/science-technology-platforms. This page also lists the Academic Leads for each STP who should be contacted if your application falls within the remit of an existing STP.

When should I contact the relevant STP Academic Lead?

If the equipment you wish to purchase falls within the remit of one of the existing STPs you should contact the relevant Academic Lead as soon as possible to discuss your proposal. This will ensure that the AL is aware of your application, understands the rationale for your request and how it fits within the wider context and is able to draft a statement for inclusion in the application ahead of the submission deadline.

My application relates to Advanced Research Computing (ARC). What should I do?

If your application involves Research IT infrastructure please contact the Head of Research Computing within ARC Owain Kenway (o.kenway@ucl.ac.uk) for input into section 7 of your application.

The equipment I wish to purchase does not align with the remit of a Science Technology Platform but will be part of a multi-user core facility. What should I do?

If the equipment you are requesting does not align with an STP but will be part of a multi-user core facility please liaise with the academic lead of the facility for input into section 7 of your application.

The equipment I wish to purchase does not align with the remit of an STP and will not be part of a multi-user Core Facility. What should I do?

If the equipment you are requesting does not link to the remit of an STP and will not be part of a multi-user core facility please indicate this in section 6 of the application form. You do not need to request a statement from others and section 7 can be left blank.

Budgets, costs & procurement

Is there a minimum value for equipment requested through CEF4?

Yes equipment must cost >£50k in order to be eligible for CEF4 funding.

Can CEF4 be used for a lease or subscription of equipment?

No. CEF4 can only be used for equipment purchases where UCL takes ownership of the equipment upon delivery.

Is there a maximum value for equipment requested through CEF4?

There is no upper funding limit. All applications will be reviewed by the review panel who prioritise all requests using the assessment criteria laid out for this call including, but not limited to, need, value for money and cost recovery.

Which types of costs can be covered by the CEF4 budget?

The CEF4 budget considers the costs of the equipment, shipping and installation, taxes (VAT and import tax, where chargeable), standard guarantees and standard warranties as eligible costs.

CEF4 funds cannot be used to fund:

• extended warranties
• running costs of the equipment
• staff
• consumables
• training
• maintenance/service contracts
• lab refurbishments

Are Division/Institute contributions to CEF4 applications a requirement?

For applications for equipment we do not require any Division/Institute contributions except where the request is for a new recruit or the request is led by UCL but involves partners (e.g. hospital partner, research partner/organisation). For equipment not related to recruitment if the Division/Institute wishes to contribute financially to the purchase please highlight the value, funding source and relevant details in your application. 

Who can be considered a ‘new recruit’ for the purposes of the CEF4 call?

For the purposes of CEF4 new recruits are those who joined UCL in an academic post on 1 January 2021 or more recently, and those new recruits not yet in post but who will be in post by 1 February 2022. 

What if the equipment I would like to request comprises multiple parts from different suppliers?

There may be instances where the equipment to be purchased requires assembly from multiple different technical parts. Such equipment is eligible for support through CEF4, however please clarify the component parts to be ordered, their expected costs and the likely supplier.

Should I include VAT in the costs I include in the application form?

You should provide the cost of the equipment in pounds sterling (GBP). VAT should only be included in the costs if it is chargeable. Make clear in your application what the cost of the equipment is with and without VAT. If in doubt whether the equipment is VAT zero rated, please liaise with UCL Finance - Taxation who can advise.

My equipment comes from an international supplier and the costs are not provided in pound sterling (GBP). What should I do?

Provide the costs of the equipment in the original currency and a pound sterling (GBP) value using an up-to-date currency conversion rate and adding a 10% conversion buffer. If import taxes, or other taxes, apply please include these so the true cost to the CEF4 budget is clearly stated. Please describe  what the costs do and don’t include in the free text art of Section 8 (Budget) of the application form.

My request is associated with a new recruit and thus requires a cash contribution towards the cost of the equipment. Where do I highlight the Divisional/Institute cash contribution in the application form?

Any cash contributions to the cost of the equipment should be noted in the free text part of Section 8 of the application form.

I have identified a source of additional funding that can be used in part to pay for the equipment I am requesting. Where do I highlight this additional funding in the application form?

Please indicate the funding to be committed from another source to the cost of the equipment and the source of this funding (Division/Institute or other) in the free text part of Section 8 of the application form.

Can I request costs associated with the installation of the equipment? 

Costs associated with the installation, if charged by the company supplying the equipment, can be covered from the CEF4 budget. Other types of refurbishment costs required to allow the equipment to be installed must be covered by Division/Institute funds.

The equipment will be housed in a room that will require refurbishment before the equipment can be installed. What should I do? 

Liaise with your Division/Institute Manager to ensure that costs associated with the refurbishment will be met by Division/Institute budgets and agree how to work with UCL Estates to ensure that the required refurbishments are on their priority list. CEF4 funds may not be used for refurbishment costs.

Why do we need to clarify the lead time for the equipment and what is the significance of the 31 July 2022 delivery deadline?

CEF4 funding is provided via a UKRI Research England allocation to UCL for the 2021/22 Financial Year. As a result, all equipment purchased through CEF4 must be on UCL premises no later than 31 July 2022. Given the timeline for the CEF4 understanding the lead time will allow us to assess whether, if awarded, equipment will arrive by the delivery deadline. Equipment delivered after the 31 July 2022 deadline cannot be funded from the CEF4 budget and risks losing the funding awarded as UCL’s RCIF budget for 2022/23 is still unknown.

Note that the deadline relates to delivery of equipment not the award spend.

Why do I need to seek quotes for the equipment I am requesting and how does this inform the procurement process?

The quote(s) will enable you to clarify the specifications (required and optional extras) of the equipment you are requesting, discuss any discounts the suppliers may be able to offer, clarify the standard warranty to be provided, delivery requirements/lead times and get a clearer idea of the funds required from the CEF4 budget.  

Once awarded CEF4 funding you (or your Departmental Finance Lead) will need to contact Linda Tyrell, Procurement Manager for Grant Funded Projects (l.tyrrell@ucl.ac.uk) to discuss the intended purchase. This will allow determination of the correct UCL procurement process to follow which may include a competitive tender, single source justifications, supplier appraisals and other processes. More information can be found on the UCL Procurement website.

The application states that I must provide three quotes, however the equipment I wish to purchase is only available from one supplier. What do I do?

Typically purchases over £50k require a competitive tender or procurement process however there are some exemptions in the case of specialised supply. See the UCL Procurement website for more information.

Application submission & follow up for successful applications

I have completed my application, who should sign it before it is submitted?

We require:

• Statement from Science Technology Platform (STP) Academic Lead (if relevant)
• Statement from Advance Research Computing team (if relevant and the application does not fall in remit of an STP)
• Statement from core facility academic lead (if application does not fall in remit of ARC/STP)
• Statement & signature from Division/ Institute Director: who will confirm support for the equipment in terms of strategic need, that necessary space is available, and that support is available.

How do I submit my completed application?

Once the application form is fully signed it should be submitted to k.groot@ucl.ac.uk with ‘CEF4’ in the email subject line and with the Division/Institute Director cc’d in. The STP Academic Lead, other multi-user core facility academic lead or ARC Head of Research Computing should also be cc‘d in if appropriate.  

Do I need to get approval for the costs in my CEF4 proposal from Research & Innovation Services via Worktribe?

There is no requirement for a Worktribe for this call and no sign-off is required from Research & Innovation Services. Please provide costs in Section 8 (Budget) of the application form and append up to 3 of the lowest quotations for the equipment, in Section 10, indicating any discounts negotiated with the manufacturer or supplier.

If successful will funds be transferred to me or my department? Will I get a project code?

Successful applicants and their Division/Institute Manager will be informed. Applicants will need to liaise with their departmental finance leads, using the appropriate UCL procurement process, to organise purchase and delivery of the equipment. The equipment must be purchased using a departmental budget code in the first instance. Once the equipment is delivered to UCL the department can request transfer of the expenditure from their budget to the UCL central budget, by contacting the Faculty Management Accountant. Expenditure cannot be transferred until the equipment in on site.

Reporting and updates

If successful, you may be asked to provide brief report on the equipment and related research activity/facility.

All Research Facilities (TRAC listed and multi-user facilities) that run on cost-recovery model (apply a charge-out or access fee to users) will be required to submit an annual financial return, with pricing information maintained by Research and Innovation Services.

Who do I contact if I still have questions?

If you have any queries on the call that are not answered by the call guidelines or the FAQ please contact Karen Groot (k.groot@ucl.ac.uk) with ‘CEF4’ in the email subject line.

Key Principles - Governance & Financial Management

The following principles were approved by the Life and Medical Sciences Research & Innovation Board in relation to Research Facilities and use of the UCL Research Capital Infrastructure Funds (RCIF) from which CEF4 funds are derived.