Procedure for Accepting Discovery Projects (DP10)

Contents:

• Acceptance Pack documentation
• Procedure
  • Straight forward Acceptances (ie one that does not include Fellowships/Variations/Income Split across ANU Budget Units/Collaborating Institutions)
  • Fellowships (included as part of the project)
  • Variation (if applicable)
  • Income Split across ANU Budget Units (if applicable)
  • Collaboration Institutions (if applicable)
  • Summary
  • Flowchart of procedures

The following documents comprise the DP Acceptance Pack:

1. Template Acceptance memo - A suggested memo for College Research Offices to send to ARC Discovery Projects Grant Recipients outlining:
   1. Important conditions of the ARC Funding Agreement
   2. Procedures for acceptance process
2. ARC Funding Agreement
3. RO-AC2: ANU Agreement to Manage ACR/NHMRC Grant form
4. RO-AC3: ANU Fellowship Acceptance form (Required for projects with a Fellowship component ie. APD, ARF/QEII, APF)
5. RO-AC4: ANU Agreement for Income Shared between two or more ANU Budget Units form (Required if income needs to be split between 2 or more areas)
6. (Go8) ARC Discovery Projects Collaborating Organisations Agreement (Required if ANU is collaborating with other institutions)

Procedure:

1. Send DP Acceptance Pack (items 1-6 above) to each successful Chief Investigator. (Applicants should already have received a copy of the Letter 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)

PLEASE NOTE: If an applicant applied for a Fellowship as part of an DP application, and was not awarded the Fellowship but the project is still going ahead - a 'Variation of Funding Agreement' must be submitted to remove the Fellowship applicant as a named investigator on the Project

Straight Forward Acceptances

A straight forward accpetance is on that does not include the following:

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

Send documentation to SPF:

• RO-AC2 Form: ANU Agreement to Manage ARC/NHMRC Grant
• (Go8) ARC Discovery Projects Collaborating Organisations Agreement (if applicable) - see 'Collaborating Institutions'
• Copy of Application
• Copy of Letter of Award
• SPF Request for Dept ID or Project/Grant

Fellowships (if applicable)

College/Business Office will:

1. Meet with the Fellow to discuss ARC Fellowship requirements
2. Send documentation to your HR department (copy to SPF) as per the normal appointment mechanisms for your local area/college:
   • Copy of the application
   • Copy of ARC letter of award
   • RO-AC2: ANU Agreement to Manage ARC/NHMRC Grant form
   • RO-AC3: Fellowship Acceptance form
   • SPF Request for Dept ID or Project/Grant

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
   • (Go8) ARC Discovery Projects Collaborating Organisations Agreement. 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 Special Purpose Funds (SPF): 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:

• the appointment of a Fellow
• 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 establish the 'S' account as per the usual process.

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

• 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.

Return to your Human Resources department (cc: SPF): Any Acceptances involving:

• The Appointment of a Fellow (completion of the RO-AC3 Fellowship Acceptance form)