Flexible Fund – 2025 Call Full Guidance

EDI Hub+ Flexible Fund Call 1: Pre-announcement 

The EDI Hub+ Flexible Fund provides funding to support innovative projects that advance equality, diversity, and inclusion (EDI) in the engineering, physical, and mathematical sciences sectors.  

This funding is designed to scale up effective equality, diversity and inclusion interventions and initiatives, foster collaboration between academia, funders, and policymakers, and drive systemic change.  

The fund is open to a broad range of applicants, including those from non-traditional career paths, with flexible leadership models to encourage diverse participation.  

Through this initiative, the EDI Hub+ aims to create lasting impact by supporting projects that address key challenges in career pathways, research funding processes, and organisational culture. 

Flexible Fund Round 1 

    • In addition to the EPSRC’s standard eligibility rules for individuals, we have widened the eligibility for project leads and project co-lead applicants to support different career paths within the research and innovation community.  
    • To be a project lead or project co-lead you must have the skills, knowledge and experience required. This means that you do not need to be an academic employee or have a specific qualification such as a PhD. You may have taken an alternative career path which provides the required knowledge and skills to lead or co-lead a project. We welcome people in professional enabling staff roles, grant managers, technicians and specialists as project leads and project co-leads. 
    • We have adopted a flexible leadership model that allows for up to two project leads. This enables people to bring different knowledge, skills and experience to the leadership team. Allowing more than one project lead also enables the leadership to be performed as a job share. You do not need to be in an existing job share arrangement to apply on this basis. 

  • Themes

    The Flexible Fund aims to implement, evaluate, and scale-up EDI interventions and initiatives in Engineering, Physical and Mathematical Sciences across three themes. Applications to the Flexible Fund must clearly address one or more of these themes.

    1. Career Pathways

    We welcome proposals that focus on one or multiple aspects of career pathways, including (not exhaustive):

    • Growing diverse leadership in research and innovation.
    • Attracting and retaining diverse doctoral students and removing barriers to doctoral study for underrepresented groups.
    • Making the transition to an academic career attractive and open to everyone.
    • Providing support at key career transitions to address the ‘leaky pipeline’.
    • Making broader research and innovation roles (e.g., Research Technical Professionals, Research Software Engineers) more attractive and empowering.
    • Supporting cross-sectoral transitions (e.g., into / out of academia and industry).

    2. Research Funding and Processes

    We welcome proposals that focus on one or multiple aspects of the funding process, including (not exhaustive):

    • Inclusive pre-submission selection practices and demand management in academic institutions.
    • Reducing the burden for specific groups, such as disabled people, those with caring responsibilities.
    • Inclusive practice within EPSRC investments (i.e., EPSRC grants operating their own flexible fund).
    • Trialling and evaluating alternative approaches to a) calls for proposals, b) application processes, and c) the assessment of applications, including alternative approaches to peer review.

    3. Organisational Culture and Space

    We welcome proposals that focus on one or multiple aspects of organisational culture and space, including (not exhaustive):

    • Making our physical and virtual workspaces inclusive and accessible – with specific emphasis on research labs.
    • Challenging harassment and micro-aggression, becoming active bystanders.
    • Adopting equitable work-life balance approaches, supporting ‘family-friendly’ or ‘care-friendly’ policies and practices.
    • Ensuring everyone’s participation in the research and innovation system is fully recognised.

    Types of project

    Funding is available for three different types of project:

    1. Pilot projects

    • Aim: To support the initial implementation of projects addressing unmet needs, including those arising from EDI Hub+ needs identification and co-creation activities.
    • Pilot projects should address a specific, unmet EDI challenge facing the EPMS community. Funding should be used to test and refine the approach to tackling that challenge.
    • For Round 1, we would particularly welcome projects that focus on:
      • Developing anticipatory approaches to a) supporting neuro-inclusion and neurodiverse students and/or staff; b) accessibility, including in lab spaces, and support for disabled students and/or staff.
      • Precarity in EPMS research and innovation careers.
    • Applicants must provide an evaluation plan setting out how they will collect, collate, and curate evidence to evaluate success, including what has worked and what has not worked.
    • We expect to fund a maximum of two pilot projects per round.
    • Funding available: up to £50K (80% FEC) per project.
    • Duration: up to 12 months.

    2. Evaluation projects

    • Aim: To evaluate existing EDI interventions and initiatives that have not been thoroughly evaluated.
    • Funding can be used to develop evaluation frameworks, collect data, and/or analyse existing data. Funding can be used to support participatory design and co-creation to develop evaluation frameworks, the implementation of established tools and techniques, or engagement with independent evaluation experts.
    • Applicants must provide a logic model, setting out the project’s activities and its intended effects. Applicants will need to demonstrate a robust and considered approach to evaluation, which aims to identify both what has worked and what has not worked.
    • We expect to fund a maximum of three evaluation projects per round.
    • Funding available: up to £30K (80% FEC) per project
    • Duration: up to 12 months

    3. Scale-up projects

    • Aim: To scale up existing EDI interventions and initiatives that have proved effective in one or more settings, such as a discipline, an institution, a doctoral training award, or a research or innovation project.
    • We will provide advice, funding, and partnership-building support to progress successful EDI interventions and initiatives towards widespread implementation and adoption. The first step in this process might mean scaling up your activities across multiple disciplines, institutions, CDTs, or research projects.  Contact us for advice: EDIHubPlus@leeds.ac.uk
    • Scale-up projects will need to address one or more specific EDI challenges facing the EPMS community.
    • Applicants must provide evaluation evidence to demonstrate the success of their intervention or initiative and must provide a comprehensive plan that explains how they will scale up their activities.
    • Applicants will also be required to provide a logic model, setting out the project’s activities and its intended effects, and will need to provide a robust evaluation plan setting out how they will collect, collate, and curate evidence to evaluate success, including what has and has not worked.
    • We expect to fund a maximum of three scale-up projects per round.
    • Funding available: up to £80K (80% FEC) per project
    • Duration: up to 12 months

    All proposals should adopt a co-design approach and should explain how key stakeholders or research end users will be engaged in the project. Co-design is a participatory approach to designing solutions, in which stakeholders are treated as equal collaborators in the design process. People with lived experience* do research with staff to understand what’s needed from a project. During research, additional influence and participation methods might be used to understand what people with lived experience need and want. Learn more about resources on co-design.

    All proposals should provide a robust evaluation plan setting out how they will collect, collate, and curate evidence to evaluate success, including what has and has not worked. Learn more about evaluation and logic models.

    * Lived experience refers to the unique knowledge an individual gains through direct, first-hand experience of living their life. Lived experience refers to a person’s understanding of what life is like for them as a unique individual, how they are treated by others, and their experience of navigating the systems and processes embedded in society around them.  In an EDI context, this includes those who are underrepresented (insufficient or inadequate representation), underserved (disadvantaged because they are inadequately provided for), or minoritised (treated as distinct from and less important than the dominant population).

  • Applications open on 8 May 2025.

    Applicants must submit a completed application form by Thursday 11 September 2025, 4pm. 

    Application requirements:  

    • Application information  
    • Information about your team and why they are best equipped to deliver the project (max. 500 words) 
    • Case for support, including details of co-design, and how the project engages with, or is led by, those with lived experience of marginalisation in the EPMS research and innovation space (max. 1500 words)  
    • Workplan (max. one page) 
    • EDI plan (max. 500 words)  
    • Evaluation plan (max. 500 words)* 
    • Research ethical considerations (max. 500 words) 
    • Data management plan (max. 500 words)  
    • A full breakdown of costs  
    • A justification of resources (max. 500 words)  
    • Letters of support (max one page)** 

    *Applicants for Evaluation Projects and Scale-up Projects will also be asked to provide a Logic Model (max. one page). 

    **Letters of support should: 1) confirm organisational approval to apply as either the lead organisation, or as a partner, and 2) detail access or other forms of financial or in-kind support that will be made available to the applicants if successful – please note that this is for information only and will not be considered as part of the assessment process. (Where applicants are unable to secure letters of support at the application stage, they will be required before funding is awarded.)  

    We are also requesting that lead applicants complete a short EDI survey. This will not be used to evaluate the proposals but will be used to monitor, evaluate, and ensure internal accountability for the inclusive nature of the call and the EDI Hub+.

  • The EDI Hub+ team will first check all applications to ensure that they match the eligibility requirements (see Who can apply). Those that do not meet eligibility requirements will not be considered. 

    All eligible applications will be assessed by the EDI Hub+ Opportunity Review Panel. Applications will be reviewed by a minimum of two reviewers. Reviewers will be recruited through an open call. 

    Reviewers will score each application based on the criteria listed below.  

    All applicants will receive feedback from the reviewers.  

    Assessment criteria: 

    What the reviewers will look for: 

    1. The degree to which proposals will create impact e.g., improving working lives for people across the research and innovation ecosystem.   
    1. The degree to which proposals engage with, or are led by, those with lived experience of marginalisation in EPMS research and innovation space. 
    1. The degree to which proposals adopt a co-design approach, including how key stakeholders or research end users will be engaged in the project.  
    1. The quality of the EDI Plan, including the degree to which EDI considerations have been embedded in all aspects of the project.  
    1. The quality of the Evaluation Plan, and the degree to which proposals demonstrate a robust and considered approach to evaluation, identifying both what has worked and what has not worked. 

    Pilot Projects only:  

    1. The degree to which proposals address an unmet need in the EPMS research and innovation space. 

    Scale-up Projects only:  

    1. The degree to which proposals can demonstrate that the EDI intervention or initiative they plan to scale-up has proven effective in one or more settings. Evidence must be provided. 
    1. The degree to which proposals set out a comprehensive plan that explains how they will scale up their activities. 

    • Pre-announcement: 2 April 2025
    • Call for reviewers: 2 April 2025  
    • Call for applications opens: 8 May 2025 
    • Information webinar: 8 May 2025  
    • Deadline for reviewer applications: 6 June 2025
    • Deadline for flexible fund applications: Thursday 11 September 2025 
    • Applications sent out to reviewers: w/c 15 September 2025  
    • Reviews deadline: 10 October 2025  
    • Panel meeting: w/c 20 October 2025  
    • Applicants notified by: 31 October 2025 
    • All applicants receive feedback by: 31 October 2025 
    • Projects start by: 1 January 2026 
    • Projects completed by: 31 December 2026  
    • Final reports submitted: 31 March 2027 

  • Eligible costs  

    • Directly allocated staff costs, e.g., investigator time, and professional enabling staff or research and technical staff whose time is shared across several projects 
    • Directly incurred staff costs, e.g., postdoctoral researchers, professional enabling staff, research and technical staff 
    • Directly incurred travel, accommodation and subsistence 
    • Directly incurred consumables, including equipment (under £10,000) 
    • Directly incurred other costs, e.g., consultancy fees  

    Ineligible costs 

    Please note that estates and indirect costs are not eligible and must not be charged to the grant. Please also note that capital costs and costs for or associated with Doctoral Researchers must not be charged to the grant. 

    Full economic costs 

    Awards will be made at 80 per cent FEC. The Research Organisation(s) in receipt of this devolved funding must make up the remaining 20 per cent.  

    Access fund 

    An additional, separate, fund has been allocated for project teams requiring accessibility support. Successful projects can apply for this additional support. This will be a one-page form. 

    Payment of funds  

    Awards will be managed as standard by institutions, with payment of funds made on a quarterly basis.

  • Flexible Fund holders will be asked to present their research as part of the EDI Hub+ Seminar Series and at the EDI Hub+ Conference.  

    All successful applicants will be required to work with the EDI Hub+ team to share and (where appropriate) scale-up their findings.  

    Successful applicants will be required to meet (online) with the EDI Hub+ team once each quarter to report on project updates.  

    All successful projects will be required to produce an accessible final report at the end of their project, of no more than 5,000 words. Details will be provided to successful applicants.

  • Please note that all participants will be required to abide by the financial rules and processes that the University of Leeds and its funders require all partners to work to. Further details can be accessed in the Working with the University of Leeds guide.  

    In order to comply with EPSRC funding regulations, the lead organisation will be required to provide supporting evidence for all claims. This evidence will be treated as confidential and will be stored securely at the University of Leeds, to be used solely for the purpose of grant administration.  

    This research is being funded by the Engineering & Physical Sciences Research Council. 

  • UKRI funding rules allow for those bidding to undertake projects to cost for their time.  

    On being awarded funding, all successful organisations will be required to sign an offer letter, including terms and conditions.  

    All successful applicants will be asked to submit a dissemination plan for their findings. The EDI Hub+ team will work with successful applicants to disseminate findings.  

    Projects must have full ethical clearance before beginning any data collection – successful applicants will be expected to provide a copy of their ethics approval to the EDI Hub+ team. 

    We have sought at every stage to make this call equitable and accessible. We will be monitoring and analysing data based on applicant demographics to inform future calls and EDI Hub+ activities.  

    The EDI Hub+ warmly welcomes constructive feedback for this call, which can be provided by contacting us at EDIHubPlus@leeds.ac.uk  

  • If you have a question about the Flexible Fund which is not answered on this page – email edihubplus@leeds.ac.uk

  • The EDI Hub+ is funded by EPSRC. Our mission is to drive systemic change, to deliver an Engineering, Physical and Mathematical Sciences (EPMS) research and innovation system that is equitable and inclusive for everyone. 

    Our vision is underpinned by five key objectives:   

    1. Build a co-ordinated and collaborative network, bringing together the full breadth of the EPMS research and innovation community (universities, business, funders) to facilitate knowledge exchange, share good practice, identify unmet needs, and co-create interventions and initiatives that seek to address those needs.  
    1. Collate and curate an interactive online resource of EDI interventions and initiatives, with robust evidence as to what works and, crucially, what doesn’t work.   
    1. Develop EDI indices and supporting material that help us to get the right intervention to the right organisation at the right time.   
    1. Pilot and evaluate interventions and initiatives embedded in EPMS research and innovation contexts.   
    1. Scale up successful interventions and initiatives towards widespread adoption, working in partnership with funders learned societies, higher education institutions, and industry to develop national-level guidelines, pledges, policies, and programmes that see the most successful activities and interventions fully embedded.  

    A total of £1M has been set aside for the Flexible Fund to enable the EDI Hub+ team to implement, evaluate, and scale-up EDI interventions and initiatives in Engineering, Physical and Mathematical Sciences. 

    There will be three Flexible Fund calls, approximately one per year, in Spring 2025, 2026, and 2027. The total fund of £1M is split across the three calls.  

  • If we make a change to information on this page, we will acknowledge the change and date it was made in this section.