The Japan and the UK team will need to develop a joint proposal and submit their applications by parallel submission by following this sequence of steps.
The UK project lead (PL) is responsible for submitting via the UK Research and Innovation (UKRI) Funding Service. The UK PL should then download the joint proposal form from the Funding Service after completing the submission and share a PDF copy with the Japan-based principal investigator (PI) of the counterpart team in Japan.
The Japan-based PI should then merge the PDF file of the joint proposal shared by the UK PL with a separately completed application, with additional information requested by Japan Science and Technology Agency (JST) in the designated application form document Japan-UK AI and Information Application Form (DOCX, 60KB), into one PDF file and upload the merged file to e-Rad.
For Japan-based applicants, please see the JST Application Guidelines (PDF, 1.7MB) for details.
Japan-based applicants only
You are requested to submit a prior notice to JST indicating your intent to apply to this funding opportunity. More information can be found on JST’s web page. The deadline for submitting this is 8 May 2025 at 2:00pm Japan time.
Following the panel, Japanese applicants recommended for funding will be required to submit additional information to meet the requirements of JST. In addition, JST will hold an interview with the principal investigator of the projects recommended for funding as per the ranking list, to ensure that the selected projects are eligible for funding.
You will be notified by email at least two weeks before the interview date, interviews are anticipated to be held in October 2025.
UKRI Funding Service (UK applicants only)
We are running this funding opportunity on the new Funding Service so please ensure that your organisation is registered. You cannot apply on the Joint Electronic Submissions (Je-S) system.
The project lead is responsible for completing the application process on the Funding Service, but we expect all team members and project partners to contribute to the application.
Only the lead research organisation can submit an application to UKRI.
To apply
Select ‘Start application’ near the beginning of this Funding finder page.
- Confirm you are the project lead.
- Sign in or create a Funding Service account. To create an account, select your organisation, verify your email address, and set a password. If your organisation is not listed, email support@funding-service.ukri.org
- Please allow at least 10 working days for your organisation to be added to the Funding Service. We strongly suggest that if you are asking UKRI to add your organisation to the Funding Service to enable you to apply to this Opportunity, you also create an organisation Administration Account. This will be needed to allow the acceptance and management of any grant that might be offered to you.
- Answer questions directly in the text boxes. You can save your answers and come back to complete them or work offline and return to copy and paste your answers. If we need you to upload a document, follow the upload instructions in the Funding Service. All questions and assessment criteria are listed in the How to apply section on this Funding finder page.
- Allow enough time to check your application in ‘read-only’ view before sending to your research office.
- Send the completed application to your research office for checking. They will return it to you if it needs editing.
- Your research office will submit the completed and checked application to UKRI.
Where indicated, you can also demonstrate elements of your responses in visual form if relevant.
When including images, you must:
- provide a descriptive caption or legend for each image immediately underneath it in the text box (this must be outside the image and counts towards your word limit)
- insert each new image on a new line
- use files smaller than 5MB and in JPEG, JPG, JPE, JFI, JIF, JFIF, PNG, GIF, BMP or WEBP format
Images should only be used to convey important visual information that cannot easily be put into words. The following are not permitted, and your application may be rejected if you include:
- sentences or paragraphs of text
- tables
- excessive quantities of images
A few words are permitted where the image would lack clarity without the contextual words, such as a diagram, where text labels are required for an axis or graph column.
Watch our research office webinars about the Funding Service.
For more guidance on the Funding Service, see:
References
References should be included within the word count of the appropriate question section. You should use your discretion when including references and prioritise those most pertinent to the application.
Hyperlinks can be used in reference information. When including references, you should consider how your references will be viewed and used by the assessors, ensuring that:
- references are easily identifiable by the assessors
- references are formatted as appropriate to your research
- persistent identifiers are used where possible
General use of hyperlinks
Applications should be self-contained. You should only use hyperlinks to link directly to reference information. You must not include links to web resources to extend your application. Assessors are not required to access links to conduct assessment or recommend a funding decision.
Generative artificial intelligence (AI)
Use of generative AI tools to prepare funding applications is permitted, however, caution should be applied.
For more information see our policy on the use of generative AI in application and assessment.
Match funding
There is no requirement for match funding from the organisations hosting the project lead, project co-leads or other staff employed on the grant. EPSRC advises reviewers and panel members not to consider the level of matched university funding as a factor on which to base funding decisions. Project partners are expected to contribute to the project, either with cash or in-kind contributions.
If there is a specific match funding requirement, this text should be replaced by a description of what match funding is needed.
JST Funding Service (Japan based applicants only)
For Japan-based applicants, the following contents will be requested by JST as additional information to be included in the application form document designated as the Japan-UK AI and Information Application Form (DOCX, 60KB):
- summary in Japanese
- achievements of the PI
- expenditure plan for Japan team
- subsidies under other schemes
- checklist for PI
- confirmation letter from the research organisation
The above additional information must be merged with the PDF of the joint proposal provided by the UK based Project Lead (PL) and submitted via the Cross-Ministerial Research and Development Management System (e-Rad). Please see the JST call website for details:
- funding opportunity title (Japanese): 2025年度 日英共同公募「AI・情報」
- funding opportunity title (English): Japan-UK AI and Information
Deadline
JST prior notice deadline 8 May 2025 at 2:00pm Japan time (JST).
EPSRC must receive your application by 22 May 2025 at 4:00pm UK time (BST).
JST must receive your application by 23 May 2025 at 2:00pm Japan time (JST).
You will not be able to apply after this time.
Make sure you are aware of and follow any internal institutional deadlines.
Following the submission of your application to the funding opportunity, your application cannot be changed, and applications will not be returned for amendment. If your application does not follow the guidance, it may be rejected.
Personal data
Processing personal data (UK applicants only)
EPSRC, as part of UKRI, will need to collect some personal information to manage your Funding Service account and the registration of your funding applications.
We will handle personal data in line with UK data protection legislation and manage it securely. For more information, including how to exercise your rights, read our privacy notice. If there is any organisation outside of UKRI that we will be sharing the applications with, even if they are not co-funding the opportunity, then they must be mentioned here.
EPSRC, as part of UKRI, will need to share the application and any personal information that it contains with JST so that they can participate in the assessment process. For more information on how JST uses personal information, see their Privacy Policy.
Sensitive information
If you or a core team member need to tell us something you wish to remain confidential, email TFSchangeEPSRC@epsrc.ukri.org
Include in the subject line: [the funding opportunity title; sensitive information; your Funding Service application number].
Typical examples of confidential information include:
- individual is unavailable until a certain date (for example due to parental leave)
- declaration of interest
- additional information about eligibility to apply that would not be appropriately shared in the ‘Applicant and team capability’ section
- conflict of interest for UKRI to consider in reviewer or panel participant selection
- the application is an invited resubmission
For information about how UKRI handles personal data, read UKRI’s privacy notice.
For more information surrounding how JST manages sensitive information please review JST’s privacy statement.
Publication of outcomes
EPSRC, as part of UKRI, will publish the outcomes of this funding opportunity at EPSRC Funding Applications Outcomes.
JST will publish the outcomes of this funding opportunity at JST-ASPIRE website.
If your application is successful, we will publish some personal information on the UKRI Gateway to Research.
Summary
Word limit: 550
In plain English, provide a summary we can use to identify the most suitable experts to assess your application.
We usually make this summary publicly available on external-facing websites, therefore do not include any confidential or sensitive information. Make it suitable for a variety of readers, for example:
- opinion-formers
- policymakers
- the public
- the wider research community
Guidance for writing a summary
Clearly describe your proposed work in terms of:
- context
- the challenge the project addresses
- aims and objectives
- potential applications and benefits
Core team
List the key members of your team and assign them roles from the following:
- project lead (PL)
- project co-lead (UK) (PcL)
- specialist
- professional enabling staff
- research and innovation associate
- technician
- visiting researcher
- researcher co-lead (RcL)
Only list one individual as project lead.
UKRI has introduced a new addition to the ‘Specialist’ role type. Public contributors such as people with lived experience can now be added to an application.
Find out more about UKRI’s core team roles in funding applications.
Core team: Japan based applicants
Word limit 250
For Japan-based applicants, list the key members of your team and assign them roles from the following:
- principal investigator (PI)
- co-principal investigator (Co-PI) (if needed)
- research participants
- outgoing researcher(s)
For more information about Japan-based team composition, please see the JST Application Guidelines (PDF, 1.7MB) for details.
Application questions
The following questions will be included via the Funding Service:
- Vision and Approach
- Research partnership
- Plan for Early Career Researcher (ECR) and International Researcher Mobility
- Applicant and team capability to deliver
- Resources and cost justification
- Ethics and responsible research and innovation (RRI)
For UK applicants, the following questions will be included in the Funding Service:
- Additional documentation: JST-EPSRC joint AI application form
- Project partners
- Project partners letters (or emails) of support
- Data management and sharing
- Facilities
- Trusted research and innovation
- Ethics and responsible research and innovation (Additional sub-questions)
Vision and Approach
Create a document that includes your responses to all criteria. The document should not be more than 11 sides of A4, single spaced in paper in 11-point Arial (or equivalent sans serif font) with margins of at least 2cm. You may include images, graphs, tables. You can have an additional page for a diagrammatic workplan.
For the file name, use the unique Funding Service number the system gives you when you create an application, followed by the words ‘Vision and Approach’.
Save this document as a single PDF file, no bigger than 8MB. Unless specifically requested, please do not include any sensitive personal data within the attachment.
If the attachment does not meet these requirements, the application will be rejected.
The Funding Service will provide document upload details when you apply.
What are you hoping to achieve with and how will you deliver your proposed work?
What the assessors are looking for in your response
For the Vision, explain how your proposed work:
- is of excellent quality and importance within or beyond the field(s) or area(s)
- has the potential to advance current understanding, or generate new knowledge, thinking or discovery within or beyond the field or area
- is timely given current trends, context, and needs
- impacts world-leading research, society, the economy, or the environment
Within the Vision section we also expect you to explain how your proposed work:
- is relevant to the scope of the call including at least one of the priority areas of joint interest for JST and EPSRC
For the Approach, explain how you have designed your work so that it:
- is effective and appropriate to achieve your objectives
- is feasible, and comprehensively identifies any risks to delivery and how they will be managed
- if applicable, uses a clear and transparent methodology
- if applicable, summarises the previous work and describes how this will be built upon and progressed
- will maximise translation of outputs into outcomes and impacts
- describes how your, and if applicable your team’s, research environment (in terms of the place, and relevance to the project) will contribute to the success of the work
Within the Approach section we also expect you to:
- clarify the division of the research between the teams in Japan and the UK
- provide a detailed and comprehensive project plan including milestones and timelines in the form of a Gantt chart or similar
References may be included within this section.
Research partnership
Word limit: 1,500
How does your proposed work involve collaboration between UK and Japan?
What the assessors are looking for in your response
Demonstrate how the research partnership:
- involves high-level international joint research aimed at enhancing scientific and technological capabilities for both countries
- deliver the research strengths, added value and synergies that can be achieved through UK-Japan collaboration
- demonstrates a clear and feasible division of roles between the Japanese and UK research, throughout the research period
- has an appropriate approach for building and expanding the international collaboration
- and a world-leading network with clear and concrete mobility plans
- involves research exchanges and collaborations that are equitable and mutually beneficial for both countries
- advances the research field in both Japan and the UK
When providing a response you are expected to:
- describe in detail how your proposed work will add value to the advancement of the research field and the relevant research community
- describe your specific plans for building and expanding your international network through this proposal, with the aim of building, involving and developing a world-class international research community
- describe the specific networks that you expect to have established and expanded by the end of this assignment
You are able to include embedded graphics, images, charts and tables within this section to aid with response. Use of embedded graphics, images, charts and tables should only be used as necessary.
Plan for early career researcher (ECR) and international researcher mobility
Word limit: 1,000
What are your plans for early career researcher (ECR) and international researcher mobility?
What the assessors are looking for in your response
Describe how your plans:
- include appropriate goals set to achieve career development of researchers including early career researchers, through international mobility activities
- involve a sufficient number of early career researchers
- are effective for developing early career researchers to become the next generation of leading researchers (succession planning) and promotes the development of early career researchers
- demonstrate the ability to support early career researchers and international talent mobility
- for the proposed project aids with researcher mobility (to include but not limited to ECR’s)
You must demonstrate a clear plan to support career development of ECR’s, mechanisms to develop the next generation of leading researchers and provide researchers (to include but not limited to ECR’s) with opportunities to achieve international mobility.
Each of the Japan and UK teams should include one or several researchers who will travel from Japan to UK and from UK to Japan respectively to conduct research (outgoing researcher). Please describe the plans of any outgoing researchers within the next two to three years, providing the following information
When providing a response please ensure to include the following information for outgoing researchers:
- name of researchers
- current host organisations
- roles
- intended host organisations in partner country
Outgoing researchers
For Japan-based applicants only, the researchers going abroad should fall under either of the following to be eligible:
- students enrolled in an advanced degree course (that is, master’s or doctoral course)
- researchers who have obtained their final degree less than 15 years ago and are conducting research activities at universities, public research institutions, and so on
Students who are enrolled in a master’s course, doctoral course or transitioned to a postdoctoral researcher position upon completion of their doctoral course are required to obtain prior approval from the project PI or Co-PI and the research institution to which they belong to in order to use ASPIRE funds.
The outgoing researchers will be expected to conduct research activities in the UK for approximately one year. There is no limit to the number of researchers who may go abroad, outgoing researchers can include the PI, Co-PI or research participants of the project.
For UK applicants only, outgoing researchers from the UK to Japan can include those assigned roles from the list below included in the core team:
- project lead (PL)
- project co-lead (UK) (PcL)
- specialist
- professional enabling staff
- research and innovation associate
- technician
- visiting researcher
- researcher co-lead (RcL)
Applicant and team capability to deliver
Word limit: 2,000
Why are you the right individual or team to successfully deliver the proposed work?
What the assessors are looking for in your response
Evidence of how you, and if relevant your team, have:
- the relevant experience (appropriate to career stage) to deliver the proposed work
- the right balance of skills and expertise to cover the proposed work
- the appropriate leadership and management skills to deliver the work and your approach to develop others
- contributed to developing a positive research environment and wider community
- sufficient research achievements to demonstrate current or potential high level of international standing within global research community within relevant research fields
- an established record of relevant technology research which clearly and purposefully contributes to the scope stated in the funding opportunity
You may demonstrate elements of your responses in visual form if relevant. Further details are provided in the Funding Service.
UK applicants
UK applicants should use Résumé for Research and Innovation (R4RI) format to complete the applicant and team capability to deliver section of application.
The word limit for this section is 2,000 words: 1,500 words to be used for R4RI modules (including references) and, if necessary, a further 500 words for Additions.
Use the Résumé for Research and Innovation (R4RI) format to showcase the range of relevant skills you and, if relevant, your team (project and project co-leads, researchers, technicians, specialists, partners and so on) have and how this will help deliver the proposed work. You can include individuals’ specific achievements but only choose past contributions that best evidence their ability to deliver this work.
Complete this section using the R4RI module headings listed. Use each heading once and include a response for the whole team, see the UKRI guidance on R4RI. You should consider how to balance your answer, and emphasise where appropriate the key skills each team member brings:
- contributions to the generation of new ideas, tools, methodologies, or knowledge
- the development of others and maintenance of effective working relationships
- contributions to the wider research and innovation community
- contributions to broader research or innovation users and audiences and towards wider societal benefit
Additions
Provide any further details relevant to your application. This section is optional and can be up to 500 words. You should not use it to describe additional skills, experiences, or outputs, but you can use it to describe any factors that provide context for the rest of your R4RI (for example, details of career breaks if you wish to disclose them).
Complete this as a narrative. Do not format it like a CV.
References may be included within this section.
The roles in funding applications policy has descriptions of the different project roles.
Japan-based applicants
Japan-based applicants should describe the achievements of Japan-based principal investigators by using the Japan-UK AI and Information Application Form. This should be submitted to the Cross-Ministerial Research and Development Management System (e-Rad).
For further details please see JST-EPSRC Joint Application Form (DOCX, 60KB).
Resources and cost justification
Word limit: 2,000
What will you need to deliver your proposed work and how much will it cost?
What the assessors are looking for in your response
Justify the application’s more costly resources, in particular:
- project staff
- significant travel for field work or collaboration (but not regular travel between collaborating organisations or to conferences), for applicants in Japan please see ASPIRE website for guidance (PDF, 1.7MB)
- any consumables beyond typical requirements, or that are required in exceptional quantities
- all facilities and infrastructure costs
- all resources that have been costed as ‘Exceptions’
You can request costs associated with reasonable adjustments where they increase as a direct result of working on the project. For further information see Disability and accessibility support for UKRI applicants and grant holders.
Assessors are not looking for detailed costs or a line-by-line breakdown of all project resources. Overall, they want you to demonstrate how the resources you anticipate needing for your proposed work:
- are comprehensive, appropriate, and justified
- represent the optimal use of resources to achieve the intended outcomes
- maximise potential outcomes and impacts
Resources and cost justification for Japan-based applicants, please check the JST Application Guidelines (PDF, 1.7MB) for details.
Assessors will only assess the application resources and cost justification as displayed and entered via the Funding Service.
Ethics and responsible research and innovation (RRI)
Word limit: 500
What are the ethical or RRI implications and issues relating to the proposed work? If you do not think that the proposed work raises any ethical or RRI issues, explain why.
What the assessors are looking for in your response
Demonstrate that you have identified and evaluated:
- the relevant ethical or responsible research and innovation considerations
- how you will manage these considerations
You may demonstrate elements of your responses in visual form if relevant. Further details are provided in the Funding Service.
Additional sub-questions (to be answered only if appropriate) will be included in the Funding Service. These will ask about numbers, species/strain and justification about:
- genetic and biological risk
- research involving the use of animals
- conducting research with animal overseas
- research involving human participation
- research involving human tissues or biological samples
For JST‘s Ethics and responsible research and Innovation, please check the JST Application Guidelines (PDF, 1.7MB) for details.
Additional documentation: JST-EPSRC joint application form
This question is included in the Funding Service.
Word limit: 10
Japan based applicants are required to submit the below additional information using JST-EPSRC joint application form through JST’s Cross-Ministerial Research and Development Management System (e-Rad).
For further information please see JST-EPSRC Joint AI Application Form (DOCX, 60KB).
Please upload a PDF attachment of the JST-EPSRC joint application form as it will be submitted to JST’s Cross-Ministerial Research and Development Management System (e-Rad).
For the file name, use the unique Funding Service number the system gives you when you create an application, followed by the words ‘JST-EPSRC Joint AI Application Form’.
Save this document as a single PDF file, no bigger than 8MB.
If the attachment does not meet these requirements, the application will be rejected.
The Funding Service will provide document upload details when you apply.
Project partners
Add details about any project partners’ contributions. If there are no project partners, you can indicate this on the Funding Service.
A project partner is a collaborating organisation who will have an integral role in the proposed research. This may include direct (cash) or indirect (in-kind) contributions such as expertise, staff time or use of facilities. Project partners may be in industry, academia, third sector or government organisations in the UK or overseas, including partners based in the EU.
Add the following project partner details:
- the organisation name and address (searchable via a drop-down list or enter the organisation’s details manually, as applicable)
- the project partner contact name and email address
- the type of contribution (direct or in-direct) and its monetary value
If a detail is entered incorrectly and you have saved the entry, remove the specific project partner record and re-add it with the correct information.
For audit purposes, UKRI requires formal collaboration agreements to be put in place if an award is made.
Project partners: letters (or emails) of support
Upload a single PDF containing the letters or emails of support from each partner you named in the Project Partner section. These should be uploaded in English or Welsh only.
What the assessors are looking for in your response
Enter the words ‘attachment supplied’ in the text box, or if you do not have any project partners enter N/A. Each letter or email you provide should:
- confirm the partner’s commitment to the project
- clearly explain the value, relevance, and possible benefits of the work to them
- describe any additional value that they bring to the project
- the page limit is two sides A4 per partner
The Funding Service will provide document upload details when you apply. If you do not have any project partners, you will be able to indicate this in the Funding Service.
Ensure you have prior agreement from project partners so that, if you are offered funding, they will support your project as indicated in the project partners’ section.
For audit purposes, UKRI requires formal collaboration agreements to be put in place if an award is made.
Do not provide letters of support from host and project co-leads’ research organisations.
Data management and sharing (UK applicants only)
Word limit: 1,000
How will you manage and share data collected or acquired through the proposed research?
What the assessors are looking for in your response
Provide a data management plan that clearly details how you will comply with UKRI’s published data sharing policy, which includes detailed guidance notes.
Facilities (UK applicants only)
Word limit: 250
Does your proposed research require the support and use of a facility?
What the assessors are looking for in your response
If you will need to use a facility, follow your proposed facility’s normal access request procedures. Ensure you have prior agreement so that if you are offered funding, they will support the use of their facility on your project.
For each requested facility you will need to provide the:
- name of facility, copied and pasted from the facility information list (DOCX, 42KB)
- proposed usage or costs, or costs per unit where indicated on the facility information list
- confirmation you have their agreement where required
Facilities should only be named if they are on the facility information list above. If you will not need to use a facility, you will be able to indicate this in the Funding Service.
Trusted Research and Innovation (UK applicants only)
Word limit: 100
Does the proposed work involve international collaboration in a sensitive research or technology area?
What the assessors are looking for in your response
Demonstrate how your proposed international collaboration relates to Trusted Research and Innovation, including:
- list the countries your international project co-leads, project partners and visiting researchers, or other collaborators are based in
- if international collaboration is involved, explain whether this project is relevant to one or more of the 17 areas of the UK National Security and Investment (NSI) Act
- if one or more of the 17 areas of the UK National Security and Investment (NSI) Act are involved list the areas
If your proposed work does not involve international collaboration, you will be able to indicate this in the Funding Service.
We may contact you following submission of your application to provide additional information about how your proposed project will comply with our approach and expectation towards TR&I, identifying potential risks and the relevant controls you will put in place to help manage these risks.
