External Research Grants - Academic Policy

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External Research Grants - Academic Policy


Approval authority
Academic Board
Responsible officer
Deputy Vice-Chancellor (Research and Innovation)
Designated officer
Director, Office of Research
First approved
2 February 2010
Last amended
5 January 2016
Effective start date
18 April 2013
Review date
1 December 2018
Related documents
External Research Grants - Procedures
Management of Contracts and Memoranda of Understanding (MOUs) - Governing Policy
University Consultancy Work - Managerial Policy
University Consultancy Work - Procedures
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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

Please refer to the University’s Glossary of terms for policies and procedures.

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 (Research and Innovation), 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 (Research and Innovation) 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 (Research and Innovation).

The Team Leader, Research Development 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 (Research and Innovation) 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 any 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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