If you are successful in receiving competitive research grant funding, there are a number of actions you need to take to formally accept the grant and establish the administrative framework for ongoing financial management.
Notification of award
The Office for Research should be the administrative contact for all funded competitive research grants. Many granting bodies will send a formal letter notifying a grant application has been successful, along with a funding agreement. If a granting body notifies you directly, all original documentation should be forwarded to the Office for Research. In these instances, the lead researcher must inform the granting body that the Office for Research will be the administrative contact for the project moving forward. If the Office for Research receives the funding agreement, we will be in touch with the lead researcher to begin the process of grant acceptance and establishment.
Acceptance of funding agreement or conditions of award
It is the responsibility of the Office for Research to negotiate acceptance of a grant in consultation with the researcher (where appropriate), and to sign the funding agreement on the University’s behalf. To ensure staff, students and researches remain covered under the University’s insurance policies, researchers must not act independently to negotiate terms or sign funding contracts.
Setting up an account
To set up an account the Office for Research requires the following documentation:
- completed and signed Research Grant Application Coversheet
- a copy of the application
- a copy of the letter of award
- fully executed funding agreement
- fully executed Intellectual Property Deed (where applicable)
- fully executed Moral Rights Consent (where applicable)
- all necessary ethical clearances.
Once this documentation is received the Office for Research will advise Finance and Business Services to open a research grant account. You will receive an email from Finance and Business Services one the research grant account has been established.
Assignment of Intellectual Property Deed
It is the University’s policy that Intellectual Property (IP) rights created by a researcher in the course of their work at Griffith should be formally assigned to Griffith through an IP Deed prior to Griffith signing any funding agreements. Griffith ownership of IP enables the University to accept research funding, gives greater certainty about ownership as well as provides access to the University’s commercialisation services.
Chief Investigator Responsibilities and Ongoing Grant Management
A Chief Investigator takes intellectual, administrative and ethical responsibility for a research project from its conception to finalisation and the communication of outcomes. Where a research project is carried out through a collaborative arrangement involving a number of co-investigators, the first named chief investigator is designated as the primary contact and manager of the project. The Chief Investigator’s responsibilities include:
- acting as the administrative contact for the project
- understanding and adhering to all terms and conditions of the funding agreement and conditions of award (the Chief Investigator must retain and read the funding agreement and all necessary documentation regarding the management of the project)
- ensuring that all project participants are fully informed of relevant University policy and administrative procedures, and, the granting body’s conditions of award as they relate to the participants. This includes, but is not limited to, intellectual property and confidential information arrangements
- obtaining ethical and other clearances where relevant
- effecting risk assessment and management
- ensuring all project participants comply with codes of good practice in research. This includes the Griffith University Code for the Responsible Conduct of Research
- ensuring steady progress is made towards achieving the project’s stated outcomes; any project milestones set down in the funding contract are met; and progress and final reports are submitted on time, in the format prescribed
- financial management of the project, which includes
- ensuring that the grant funds awarded are spent:
- in a way that can be clearly demonstrated as being essential to achieving the project’s objectives, as stated in the project application;
- in accordance with the granting body’s conditions of award;
- in accordance with University policy
- ensuring external partners who are contributing funds to the project are invoiced in a timely manner.
- ensuring consultants and contractors are appropriately engaged as per the university’s purchasing procedures and using the standard engagement contract
- ensuring expenditure does not exceed the budget awarded
- ensuring that funds are expended in a timely manner during the life of the grant.
- ensuring that the grant funds awarded are spent:
Student participation: Where project participants include one or more students, the Chief Investigator must ensure that the Office for Research is aware of their participation at the time the funding contract negotiated. This will enable the Office for Research to ensure that the students’ needs are appropriately catered for in the funding agreement.
Variations to grants
Please contact the Office for Research if there is a change in circumstance which affects the conditions of award. The Office for Research will liaise with the funder and determine whether a formal variation is required. Once approval from the funder is received, the Office for Research will coordinate the execution of the variation and update details in our database.
If you are a new staff member and are transferring grants into the University from another institution, please contact the Office for Research for assistance.
Reporting requirements should be detailed in the funding agreement, scheme guidelines and/or funding body website. A copy of all reports must also be provided to the Office for Research via email to email@example.com. Reporting information for ARC, NHMRC and Griffith University grant schemes is listed below.
ARC and NHMRC reporting information
Griffith internal grant reporting information
- GU New Researcher Grant final report (RTF 29k)
- Industry Collaborative final report (DOC 24k)
- International Travel Fellowships 3 mth report (DOC 30k)
- International Travel Fellowships 12 mth report (DOC 30k)
- International Workshop Award 3 mth report (DOC 31k)
- International Workshop Award 12 mth report (DOC 30k)
- Infrastructure Research Program final report (RTF 54k)
- Postdoctoral/Research Fellowship annual progress/final report (RTF 460k)
- Short Term Visiting Research Fellowship progress report (DOC 28k)
- Short Term Visiting Research Fellowship final report (DOC 29k)
- Griffith University/James Cook University Collaborative Grants report (DOC 44k)
- Griffith University/Southern Denmark University Collaborative Grants report (DOC 129k)
- Griffith University/Simon Fraser University Collaborative Grants report (DOC 37k)
- Griffith University/Peking University Collaborative Grants report (DOC 46k)