Content
External Research Grants - Academic Policy
Responsible officer: Pro Vice-Chancellor (Research)
Designated officer: Manager, Office of Research
Approving authority: Academic Board
Approval: 2 February 2010
Last amended: 2 February 2010
Effective starting date: 8 February 2010
Policy number: AB20
Related policies: Consultancy and Outside Work - Managerial Policy
Mangement of Contracts and Memoranda of Understanding (MOUs) - Governing Policy
Due date for next review: 2 February 2015
Part A: Preliminary
1. Purpose of policy
This policy establishes the roles and responsibilities of University staff in applying for external research grants, and for managing and completing externally funded research projects.
2. Application of policy
This policy applies to all staff of the University.
3. Definitions
In this policy the following definitions apply:
Part B: Policy
4. Opportunities
The Office of Research provides timely information about research grant opportunities to support staff in forward planning for grant applications.
5. Applications
Applicants for grants are expected to provide their Faculty/School and the Office of Research with adequate notice of their intention to apply for grants so support for applicants can be planned in advance.
Applications for grants must be peer reviewed, unless an exemption has been approved by the Deputy Vice-Chancellor, in order to strengthen the quality of submissions.
Applications for grants must be accompanied by an authorised cover sheet to provide Executive Deans and/or Heads of School, the Deputy Vice-Chancellor and the Office of Research with a summary of the application and a clear statement of the distribution of grant resources.
Applications for grants must be authorised by the Deputy Vice-Chancellor.
The Manager of the Office of Research is the designated institutional contact for all grant applications.
The Office of Research is responsible for submitting research grant applications to funding bodies.
6. Contracts
A contract between the University and the granting body must be developed and signed by both parties for all grants received by the University.
The Office of Research manages contract negotiations for the University, including obtaining legal advice related to intellectual property and any other matters as required.
The Deputy Vice-Chancellor is the officer of the University with delegated responsibility for signing research contracts.
7. Project establishment
The Office of Research is responsible for the establishment of research project files and accounts, and for entering project information on the Research Information Management System (RIMS).
8. Project management and administration
The Office of Research is responsible for invoicing funding bodies for grant monies and ensuring project accounts are credited accordingly.
Chief investigators are responsible for implementing funded projects according to the terms of funding contracts, including meeting project milestones and conforming to project budgets.
Chief investigators are responsible for initiating any requests to funding bodies for contract variations and the Office of Research is responsible for negotiating and contract variations with funding bodies and adjusting grant records accordingly.
Chief investigators are responsible for preparing progress reports and final project reports, which must be submitted to funding bodies by the Office of Research.
9. Project completion
At the conclusion of research projects the Office of Research manages financial acquittal, financial auditing as required, distribution of any monies remaining in the project account, completion of project records, and closure of the project account and the project file.
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