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November 2017 submissions

How to submit your Athena SWAN application

Please note that that the deadline for sending us the electronic version of any application for the November 2017 round is 5pm on Thursday, 30th November 2017. Forms should be submitted by email to AS-Submissions@ecu.ac.uk.

Only applications from institutions and departments that notified the ECU Equality Charters team of an intention to submit ahead of Friday, 29 September 2017 will be accepted. The submission form for intention to submit can be found here

Please let us know as soon as possible if you/your institution wishes to withdraw any intentions to submit we have received.

Submissions should include:

Pre-May 2015 submissions:

  • the submission document
  • the action plan
  •  if it is for a renewal or upgrade submission, the updated previous action plan

Post-May 2015 submissions:

  • the submission document
  • the action plan
  • if it is for a renewal or upgrade submission previously submitted under the post-May process, the updated previous action plan

These should be submitted as one consolidated PDF file. The file name should include the name of the institution, department (if applicable) and level of award being applied for.

Please be aware that all applications from UK HEIs must be submitted under the post-May 2015 process.

In your submission email, you must include:

  • whether hard copies will follow (see below)
  • whether additional words have been granted (see below)
  • the name, email address and phone number of the application contact (to match those on the front page of the application)
  • for a departmental submission, the name, email address and phone number of the contact to whom we should send the invoice for the administrative fee (£500), and a P.O. number if you require this.
  • in the email subject please enter the name of institution and department (when applicable)
  • For Research Institutes and Republic of Ireland applications only
    •  whether the submission is being made under the pre-May 2015 or post-May 2015 Athena SWAN process

Once received, submissions will be acknowledged by us by email. Due to the volume of submissions we receive, this may not be until after the passing of the deadline. If you do not receive an acknowledgment that we have received your submission within five working days of the deadline please telephone us on 020 7438 1010.

Although ECU Equality Charters staff are happy to field questions at any time, be aware that the team is extremely busy in the days running up to the deadline and cannot guarantee to respond to queries made at late notice.

All submissions are treated as confidential by Athena SWAN and the judging panels. The fee for a departmental submission will need to be paid before the outcome will be released.

Hard copies

Submissions will be printed in black and white for panellists. If your submission needs to be considered in colour, submitting departments and institutions should email the PDF file by the deadline and also send in eight colour copies by post. We will accept the colour copies up to five working days after the deadline and will acknowledge receipt by email. Colour copies must be received by the 5 May. For ease of postage, we much prefer that these are double-side printed and corner stapled, rather than (ring)bound. Please use the following postal address:

Athena SWAN Team
Equality Challenge Unit
First Floor
Westminster Tower
3 Albert Embankment
LONDON SE1 7SP

Word limits for submissions

Applicants are advised that submissions may not be assessed if they are over the word limit. For the pre-May 2015 process this applies to any of the individual section limits. Please note that there is no space limit, so please avoid using fonts <12pts.

The word count for each section must be clearly indicated in the submission document. If we cannot determine the number of words easily, the application may not be assessed. Applicants will not have the opportunity to edit their application to bring it within the word limit, if their application is found to exceed the allowance following submission. Any application deemed by the review panel to have exceeded the word allowance will be rejected and will not be assessed.

If the presentation of word count information in the application is unclear (for example, large blocks of prose incorporated into a table that would make sense without the context of the table and not counted in the published word counts) and it is subsequently found to be over the word limit in any section, the application may not be assessed.

Graph and table titles, legends and action plan links/points are exempt from the word count. Please view our word count guidance for further information.

Additional words

Applicants who have been awarded additional words must clearly and prominently state the reason for these being awarded and include the email from Athena SWAN in which these were confirmed as part of the application. The statement should cover how many have been permitted and where they have been used. Medical schools/departments are automatically eligible to receive these additional words, but must still request them from the Athena SWAN team.

We look forward to receiving your applications.