External Research Grants - Procedures

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External Research Grants - Procedures

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Approval authority
Senior Deputy Vice-Chancellor
Responsible officer
Deputy Vice-Chancellor (Research and Innovation)
Designated officer
Director, Office of Research
First approved
12 February 2010
Last amended
5 January 2016
Effective start date
18 April 2013
Review date
2 February 2018
Status
Active
Related documents
External Research Grants - Academic Policy

1. Opportunities

The Office of Research maintains a subscription to a major research grant database (Research Professional) and provides access to this through the University intranet.

The Office of Research provides summary information about research grant opportunities through the University intranet and targeted emails.

2. Applications

The Office of Research publishes an internal timeline for all major grants rounds, authorised by the Deputy Vice-Chancellor (Research and Innovation), at least six months in advance of the granting body’s closing date.

Staff intending to prepare grant applications notify the Office of Research, using the form Intention to Submit a Research Grant Application for major grant rounds in accordance with the published internal timeline. For other grants, the notification is submitted via email to the Research Development Team with a copy to the Head of School and Executive Dean of the appropriate Faculty, at least 20 days prior to the granting body’s closing date.

The Office of Research acknowledges receipt of the intention to submit within 3 working days. Staff prepare the draft grant application, gain peer feedback, and complete the application.

The applicant completes the Research Grant Application Cover Sheet and forwards both the grant application and the cover sheet to the Head of School or Associate Dean (Research) as agreed within Faculties.

The Head of School or Associate Dean (Research) checks the application and cover sheet, endorses them when satisfied that they are complete, accurate and sound, and recommends them to the

The Executive Dean or Cost Centre Manager checks the application and cover sheet, endorses them when satisfied that they are complete, accurate and sound, and returns them to the applicant.

The applicant forwards the fully endorsed application and cover sheet to the Office of Research. For major grant rounds this occurs according to the published internal timelines. For other grants it is submitted to the Office of Research at least 10 working days prior to the granting body’s closing date.

The Office of Research acknowledges receipt of the application within 3 working days, opens an Office of Research file for the application, and enters key information into the Research Information Management System (RIMS).

The Office of Research checks the application and cover sheet and the Team Leader, Research Development endorses them when satisfied that they are complete, accurate and legally appropriate.

The Office of Research forwards the application and cover sheet to the Deputy Vice-Chancellor (Research and Innovation) recommending University endorsement.

When the Deputy Vice-Chancellor (Research and Innovation) has endorsed the application, the Office of Research submits the application to the granting body by the due date, clearly indicating that the institutional contact for the application is the Team Leader, Research Development.

The Office of Research places a copy of the application, cover sheet and covering letter/email to the granting body, onto the Office of Research file, and adjusts RIMS data as necessary

The Office of Research notifies the applicant, Associate Dean (Research) or Head of School, and Executive Dean or Cost Centre Manager of the outcome of the application as soon as it is notified.

3. Contracts

The Office of Research liaises between the chief investigator and the granting body to reach agreement on the final form of the contract to be signed by the University and the granting body.

The Office of Research obtains legal advice for contract negotiations as required.

When the terms of the contract have been settled the Office of Research prepares copies of the contract for signing by the Deputy Vice-Chancellor (Research and Innovation) and the authorised officer of the granting body.

If the final terms of the project are different from the original application, the cover sheet is adjusted accordingly and newly endorsed by the Executive Dean or Cost Centre Manager and Deputy Vice-Chancellor (Research and Innovation).

The Office of Research forwards copies of the contract to the Deputy Vice-Chancellor (Research and Innovation) with a memorandum recommending that the contract be signed.

When the Deputy Vice-Chancellor (Research and Innovation) has signed the contract, the Office of Research submits copies of the contract to the granting body for signature.

When copies of the contract have been signed and returned, the Office of Research places a scanned copy of the signed contract in to RIMS. within 3 working days of receipt of the signed contract.

4. Project establishment

The Office of Research opens a file in the University’s record management system for the project and places the contents of the Office of Research file and the contract, and any new cover sheet, onto the file and adjusts RIMS data as necessary.

The chief investigator seeks research ethics approval for the project.

The Office of Research opens an account for the project and provides a copy of the account name and number to the chief investigator and Faculty/School Administrator within 3 working days of the agreement being executed.

Financial Services provides access to the project account for the chief investigator and the Faculty/School Administrator, and ensures the chief investigator and the Faculty/School Administrator receives regular project account activity reports.

The Office of Research invoices the funding body according to the funding schedule in the contract, ensures the funds are credited to the project account, notifies the chief investigator and the Faculty/School Administrator, and updates the file and RIMS.

The chief investigator and the Faculty/School Administrator, at the earliest opportunity, distribute funds from the project account according to the terms of the cover sheet.

The chief investigator and the Faculty/School Administrator manage project funds so that project expenditure matches the project budget.

5. Project management and administration

Projects are managed by the chief investigator and the Faculty/School Administrator according to the contract, particularly in relation to the specified project milestones, progress reporting, project budget and cover sheet arrangements.

Project expenditure is authorised according to the project budget by the chief investigator and Faculty/School Administrator.

Financial Services provides regular and timely project activity reports to the chief investigator and School Administrator.

The Office of Research monitors project management, ensuring chief investigators receive timely reminders about project reporting, managing any contract variations, and maintaining the project file and RIMS.

The chief investigator forwards progress reports and final reports to the Office of Research in a timely manner, and the Office of Research submits them to the funding body.

6. Completion of the project

The chief investigator notifies the Office of Research in writing when the project has been completed.

The Office of Research closes the project account and manages financial acquittal of the project according to the terms of the cover sheet and agreement, including any auditing requirements.

The Office of Research completes the records of the project on the file and RIMS, closes the project file, and informs the chief investigator, Faculty/School Administrator and Financial Services.

END

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