Project Proposal FAQ's

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Here are some frequently asked questions for those who have submitted an enquiry and are on their journey with RCT HDRC. You can read this page in conjunction with How HDRC Projects Work. If you still need support, please contact us.

If you have submitted an enquiry and not yet heard from us, see our enquiry page.

Stage 1: You've submitted an enquiry and the enquiry window has closed

1. When will I know if my enquiry has been successful?

We will review your enquiry at the end of the enquiry window. Please check our enquiry page for window dates. We will then review and prioritise your enquiry which may take a few weeks. When you submit an enquiry you will have an automatic email receipt, this may contain more details. If your enquiry is urgent, or if you are unsure whether we have received your enquiry, please contact us.

2. I want to change or withdraw my enquiry

You will have to speak to a member of our team. Please contact us.

3. Why was my enquiry rejected?

This will be documented in our rejection email.

4. Can I amend and re-submit my enquiry after it was rejected?

If minor amendments are needed, we will work with you to try and amend your enquiry prior to rejecting it. If significant changes are needed, or if it was not a viable HDRC project, it will be rejected and we will provide you feedback in our rejection email. In these cases, a new enquiry will need to be submitted in the next enquiry window.

5. My enquiry was accepted, what happens next?

You will be invited to a HDRC Team Clinic so we can learn more about your enquiry. We will usually contact you by email with a date, time and location. If you have any communication or support needs in order to attend, please contact us.

Stage 2: You've been invited to a HDRC Team Clinic

1. What can I expect at the Clinic?

We will discuss your enquiry to get more information about your project to make sure we can meet your needs. Clinics usually take around 1.5hours and can take place face-to-face or online. These are collaborative discussions. We will complete a Clinic Proforma at the meeting which will be reviewed with our collaborating partners after the meeting.

2. Who will be at the Clinic?

We will let you know who has been invited when we send you the invite. Usually this will be:

• The enquirer
• Head of RCT HDRC
• The Organisational Development or Research Lead (depending on the enquiry)
• Specialist members of the HDRC core team
• The relevant Work Package member(s)
• A representative from our collaborating partners
• A prospective Project Sponsor from RCT CBC (if the enquirer is not a RCTCBC member of staff)
• A member of our Community Voice Team
• Our Collaboration Support Assistant who will take minutes

3. Can I bring someone else along, or send a representative?

Yes, however can you please let us know beforehand. If you are sending a representative, please ensure that they know enough about the enquiry and are authorised to make the relevant decisions.

4. I want to change or withdraw my enquiry

You will have to speak to a member of our team. Please contact us.

5. I can't make the date of the clinic, what are my options?

You will have to speak to a member of our team. Please contact us.

6. I have communication or support needs in attending the clinic

If you have any communication or support needs in order to attend, please contact us. We can discuss options to best support you.

7. I have other concerns about attending the Clinic

You can talk to us about any concerns you have, please contact us.

Stage 3: After the HDRC Clinic

1. What happens after the Clinic?

We will assess your enquiry based on the information discussed at Clinic and share our assessment with the members of the HDRC Operational Delivery Group (ODG) for their comments and input. After this a decision is made to progress the enquiry to the project proposal stage. Please see our Enquiry and Proposal process.

2. When will I know if my enquiry has been successful?

We will usually give you an approximate timescale at the Clinic, as this depends on our ODG members' availability to review the Clinic Proforma. It also depends on how urgent your enquiry is. We will keep in close contact with you.

3. I want to change or withdraw my enquiry

You will have to speak to a member of our team. Please contact us.

4. Why was my enquiry rejected?

This will be documented in our rejection email / discussions with you.

5. Can I amend and re-submit my enquiry after it was rejected?

If minor amendments are needed, we will work with you to try and amend your enquiry prior to rejecting it. If significant changes are needed, or if it was not a viable HDRC project, it will be rejected and we will provide you feedback. In these cases, a new enquiry will need to be submitted in the next enquiry window.

6. My enquiry was accepted, what happens next?

We will work with you to develop a Project Proposal.

Stage 4: Developing the Proposal Scoping Note

1. What can I expect at this stage?

We will work together to refine the objectives, methodology, research questions and expected outcomes of the project and finalises key details, including timelines, required resources, ethics, and dissemination of findings. It also breaks down the project into manageable tasks. We will document this in our Proposal Scoping Note. This could be done via meetings, telephone calls or even emails (most probably a mixture of all of these).

2. I want to change or withdraw my enquiry

You will have to speak to a member of our team. Please contact us.

3. What happens next?

Once the Proposal Scoping Note is agreed, it needs to be signed and it becomes a Proposal Agreement.

Stage 5: The Proposal Agreement

1. What can I expect at this stage?

The Project Sponsor (whoever is going to be responsible for owning the project) and the Head of the HDRC will need to sign the agreement. This is a contract and will need to be signed either in person or via our electronic signature software.

2. What happens if I do not want to sign the Proposal Agreement?

We can work with you to ensure you are happy with the Proposal Agreement. We cannot start working on the project until the Proposal Agreement is signed. If the document is not signed, or signed in a reasonable timeframe, the Proposal and Enquiry will be closed.

3. I want to change or withdraw my enquiry

You will have to speak to a member of our team. Please contact us.

4. What happens next?

We will begin work on the Project undertaking the actions set out in the Proposal Agreement.

Stage 6: The Project has Begun

1. What can I expect at this stage?

We will set up a Project Group to work together on the Project. There may be regular meetings and contacts but this will vary, depending on your project. We will be checking in regularly to make sure we are aligned and on track.

2. I want to change or withdraw my enquiry

You will have to speak to a member of our team. Please contact us.

Stage 7: Evaluating and Reporting

1. What can I expect at this stage?

We will prepare a final report and share our learnings. You will receive a copy of this report and it may be published to our website. We may also share the findings in our dissemination events. You will also be required to take part in a project reflection session that will help us to learn from your experiences of being part of a HDRC project and make improvements to our processes as required.