Procedures for Accepting Linkage Infrastructure Equipment and Facilities (LIEF09)

Contents:

• Acceptance Pack documentation
• Procedure
  • Straight Forward Acceptances
  • Variation
  • Income Split across ANU Budget Units
  • Collaborating Institutions
  • Summary

The following documents comprise the LIEF Acceptance Pack:

1. Template Acceptance memo (LIEF) - A suggested memo for College Research Offices to send to ARC Linkage Infrastructure Equipment and Facilities Grant Recipients outlining:
   1. Important conditions of the ARC Funding Agreement
   2. Procedures for acceptance process
2. ARC Funding Agreement (Fully Executed)
3. RO-AC2: ANU Agreement to Manage ACR/NHMRC Grant form
4. RO-AC4: ANU Agreement for Income Shared between two or more ANU Budget Units form (only required if income needs to be split between 2 or more areas)
5. RO-AC5: ANU Letter of Agreement for projects with Collaborating Institutions (only required where ANU is collaborating with other institutions)
6. ARC LIEF Collaborating Organisations Agreement

Procedure:

1. College Research Officer to send LIEF Acceptance Pack (Selected appropriate items 1-6 above) to each successful Chief Investigator. (Applicants should already have received a copy of their Letter of Offer of Award)
2. It is suggested that you meet with each successful Chief Investigator to discuss:
   • any changes to the project;
   • variations required;
   • proposed commencement date;
   • any changes in eligibility of investigators;
   • other pre-commencement requirements (eg. ethics clearances, special requirements/conditions for appointing Fellows);
   • review and re-scoping of the budget;
   • how to accept and manage their research grant.
3. Prepare acceptance documentation as listed below
4. Send to the appropriate office as listed below
5. OSR will provide SPF with a copy of the fully executed Funding Agreement
6. The Office of Research Management Data (ORMD) will make arrangements to upload the contract clauses, and all reporting dates into the contracts and milestones tabs respectively
7. You should enter any special conditions into the contracts tab after the ORMD has updated these tabs (College Research Offices will be notified when this is done)

Straight Forward Acceptances

For straight forward acceptances send the following documentation to SPF:

• RO-AC2 Form: ANU Agreement to Manage ACR/NHMRC Grant form
• RO-AC5 Form (if applicable) - see 'Collaborating Institutions'

A straight forward acceptance is one that does not include the following:

• a Variation or change to the Funding Agreement
• an RO-AC4 form: Agreement for Income Shared between two or more ANU budget units

Variation or other change to the grant (if applicable)

(eg. Change of Personnel, Change of Industry Partner, request to relinquish or transfer the grant, request to extend commencement date, significant change in budget items or expenditure, removal of fellow etc)

Send documentation to OSR:

• Copy of the application
• Copy of ARC letter of award
• RO-AC2: ANU Agreement to Manage ARC/NHMRC Grant form
• Variation and/or support documentation as required
• SPF Request for Dept ID or Project/Grant

Income Split across ANU Budget Units

Send documentation to OSR:

• Copy of the application
• Copy of ARC letter of award
• RO-AC2: ANU Agreement to Manage ARC/NHMRC Grant form
• RO-AC4: Agreement for Income Shared between two or more ANU Budget Units form
• SPF Request for Dept ID or Project/Grant

Collaborating Institutions (if applicable)

Complete and coordinate Letters of Agreement for grants shared with Collaborating Institutions

Send documentation to SPF:

• Copy of application
• Copy of ARC letter of award

1. ANU Administered
   • RO-AC2: ANU Agreement to Manage ARC/NHMRC Grant form
   • RO-AC5: ANU Letter of Agreement for projects with Collaborating Institutions. Your usual delegate can execute these sub agreements on behalf of the ANU
   • SPF Request for Dept ID or Project/Grant
2. Externally Administered
   • RO-AC2: ANU Agreement to Manage ARC/NHMRC Grant form (the ANU acceptance documentation must still be supplied for account set up)
   • A letter of agreement from the Administering Institution. Your usual delegate can execute these sub agreements on behalf of the ANU
   • SPF Request for Dept ID or Project/Grant

Summary

Return all relevant acceptance documents to the appropriate office

Return to Office of Sponsored Research: Signed and complete documentation (including SPF Checklist/Request for Dept ID or Project/Grant) for any straight forward acceptances which do not involve the following:

• a Variation or change to the Funding Agreement
• an RO-AC4 form: Agreement for Income Shared between two or more ANU budget units

SPF will then establish the 'S' account as per the usual process.

Return to the Office of Sponsored Research: Any Acceptances involving either:

• a Variation or change to the Funding Agreement
• an RO-AC4 form: Agreement for Income Shared between two or more ANU budget units

The Office of Sponsored Research will liaise with the ARC to complete the Variation and send the paperwork on to SPF for an account to be established.