Researchfish Policy

This policy details our guidelines for the proper use of Researchfish.


This policy applies to research organisations and principal investigators alike. It defines key terms relating to Researchfish such as CRUK’s understanding of accepted evaluation data, full compliance, exceptions and sanctions that can be expected should an organisation not adhere to the Grant Conditions.


Compliance – The submission of the accepted evaluation data in Researchfish when requested by the end of the Submission Period.

Submission Period – The specified time, as defined by CRUK, in which Principal Investigators (PIs) are expected to submit their grant evaluation data.

Submission Rate – The percentage of compliant RC1 submissions per institution.


CRUK requires most PIs to submit information on the outputs, outcomes and impacts arising from their CRUK funding to CRUK on an annual basis via the Researchfish system, for the duration of the award and a minimum of three years post funding.  Such requirement will be stipulated in the Grant Award Letter and communicated to the PI each year prior to the submission period via email, and posted on the CRUK website. 

Submission periods are typically 5-6 weeks in duration and CRUK will attempt to align submission periods with other Funders as far as practical. If the required Researchfish return is not submitted on time, CRUK reserves the right to apply sanctions as outlined below.

HEIs will be provided with a list of awards based at their institution included in the submission period, and the response code associated with each award. 

Response codes are as follows:

  • RC1 – A submission is expected this year.
  • RC2 – No submission is expected this year the PI has a one year exemption as a result of long term leave e.g. maternity/paternity/sickness.
  • RC3 – No further submissions are expected against this grant – the PI is retired/no longer active in research.
  • RC4 – A submission is expected this year because the award finished in the last three years, but the award is no longer active. While the award will no longer count towards an HI's compliance statistics, submission to Researchfish for three years after the end of an award is typically required by an award's terms and conditions. PI's will be reminded of the original terms of their grant and prompted to submit their award's outputs throughout the Researchfish submission window.
  • RC5 – The PI is no longer expected to make a submission, but may still do so if they wish to add new outcomes.

It is the HEI’s responsibility to ensure that PIs have submitted within the specified time.  For the avoidance of doubt, PIs are required to log into the system and hit the submit button to register a valid submission, regardless of whether or not they have outputs to report.

Should the compliance rate at a given HEI fall below 90%, CRUK reserves the right to withhold all monthly grant payments to that HEI until such time as the compliance rate is above 90%.  The compliance rate is calculated on RC1 awards only.

Any exceptions to the policy must be mutually agreed between a CRUK head and a PI prior to the submission period.

Related Documents

CRUK Grant Conditions


View a printable version of this policy: Researchfish Policy (PDF, 450k)


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