Open Menu Close Menu

How to submit in the November 2019 Round

How to submit your Athena SWAN application

An intention to submit for the November 2019 round must be sent by 5pm on Monday, 30 September 2019.  We will not accept applications from applicants that have not submitted this form.  If you have completed the intention to submit form but no longer plan on submitting, please let us know as soon as possible.

Please note that that the deadline for sending us the electronic version of submissions for the November 2019 round is 5pm on Friday 29 November 2019. Submissions should be sent by email to as-submissions@advance-he.ac.uk

Please note the letter of endorsement (section 1) must include the statement that the information presented in the application (including qualitative and quantitative data) is an honest, accurate and true representation of the institution/department, as specified on page 36 of the handbook (post-May 2015 process only). Please be aware that all applications from UK HEIs and research institutes must be submitted under the post-May 2015 process.

In your submission email you must include:

  • the submission document as one consolidated PDF file with the file name of the institution, department (if applicable) and level of award being applied for
  • 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)
  • the purchase order (PO) number required for the £500 submission fee (UK departmental submissions only)
  • in the email subject please enter the name of institution and department (where applicable)
  • Republic of Ireland applications only
    •  whether the submission is being made under the original or expanded/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 the Equality Charters team are happy to field questions at any time, be aware that the team is extremely busy in the days running up to and following the deadline and cannot guarantee to respond quickly to queries made.

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

We no longer request or accept hard copies of applications.  We recommend all figures can be read without colour as panellists may choose to print in black and white.

Word limits for submissions

The word count for each section must be clearly indicated in the submission document. If a submission is found to be over the word limit applicants will not have the opportunity to edit their application. Any application deemed by the review panel to have exceeded the word allowance will not be assessed.

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 the Equality Charters team in which these were confirmed as part of the submission. 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 Equality Charters team.

We look forward to receiving your applications.