Frequently Asked Questions - Linkage Projects

This page is a compilation of frequently asked questions relating to the current round of ARC Linkage Project applications.

Don’t forget that you should always refer to the current FUNDING RULES.

Please also view the OSR's FAQ Page, and ARC’s own FAQs and Common Eligibility Problems

Questions and answers are grouped under the following headings:

• Eligibility
• Use of Funds
• Rejoinders
• APDI Queries
• Variations

 

Eligibility

Q: For my Linkage application I am considering applying to the Australian XX Industry Council. The program I am looking at is funded by Industry, with a Commonwealth matched contribution. The funds have not been appropriated for research, but the main problem is that it is “overseen” by RIRDC, which is not an eligible Partner Organisation.  I don’t know how much “control” is exercised by them. Is this an appropriate partner organisation for a Linkage Project? Would it be worth submitting an EER in the following funding round?

A: Yes, an exemption from the eligibility requirements may only be granted if an EER has been submitted along with all the necessary supporting documentation including sources of funding.

Q: An ex-PhD student of mine has recently established a commercial entity, and this company aims to commercialize an XX system. The Chief Investigator's research fellow and the Chief Investigator both have shares with this company, totalling about 25%.  However, they have no executive power whatsoever. Can we still apply for a Linkage Project with this company? Do we need to apply for an eligibility exemption? This company will not be making money for the entire duration of the Linkage.

A: You can still apply, however all parties involved in or associated with ARC-funded research projects (and proposals) are required to disclose any conflict of interest which has the potential to influence, or appear to influence, the request for funding, or the research and activities, publications and media reports related to the proposal/project.

Such conflicts must be disclosed to the ARC at the time of the submission of a Proposal (see section B4.4) and in reporting on ARC-funded research projects.

It will be up to the ARC, Assessors, College of Expert Members etc. to make a final decision. If the Assessors require more information, they may well indicate this in their assessment and the applicants may ‘rejoin’ to their initial comment/question(s).

Administering Organisations should have processes in place and documented for managing potential conflict of interests for the duration of the project. Such processes must comply with the NHMRC/ARC/UA Australian Code for the Responsible Conduct of Research (2007).

 

Use of Funds

Q: If money provided for an APAI from a collaborating partner isn’t fully used by the APAI can it be used for something else, such as a workshop or seminar?

A: A request can be made to the ARC to convert funds from the APAI to research project funds. However it is essential that the Administering Organisation inform the ARC of any changes to an award that affect the amount or duration of funding. In doing so they will need to explain why the funding wasn't used by/for the APAI. 

 

Rejoinders

Q: Are the ARC Assessments uploaded into GAMS at the one time? Or is it possible for others to be added at another time?

A: Yes, all assessments are loaded at the one time.

Q: Is it possible to receive only one assessment for a proposal?

A: Yes, it is possible that a proposal may have received only one assessment.  Even though the ARC request assessors to complete their assignments, assessors may elect not to carry out this task for varying reasons including, conflict of interest or inability due to work commitments.

Q: Is it possible for a researcher who is unhappy about their (single) Assessor report to request that another assessor respond; if yes, what would they need to do?  They haven't asked yet - I'm just pre-empting.

A: No, unfortunately once a response has been given you cannot request further feedback [AQ is feedback the best word here?].  If the applicant/s wish to submit a rejoinder in support of their application that is now their prerogative.

 

APDI Queries

Q: If an APDI were requested on an ARC Linkage Project grant, and the grant was awarded but the APDI was not...what status does the APDI applicant hold?

A: The following scenarios occur infrequently but are possible:

• An APDI nominee is not ranked highly, however the actual project is
• The APDI is not successful, however, the project is
• There may be sufficient funding to engage a research assistant/associate to carry out much/some of the duties that the APDI was originally designated to undertake

The status of the APDI is up to the Administering Organisation.  If the APDI is not funded, then the Administering Organisation may request the unsuccessful APDI be named as a CI on the project, or the unsuccessful APDI may wish to be removed from the project altogether as a ‘named participant’.   If the APDI was not funded, but funding was available (at probably the same rate/amount as an APDI), the unsuccessful APDI may still wish to participate on the project as a research associate and therefore be paid by the project but NOT be a ‘named participant’ eg NOT be a CI. Current LP Funding Rules state “ARC funding may not be used to pay CI salaries, unless the CI is in fact an approved Linkage Industry Fellow (LIF)”

Q: What if the ARC questions the qualifications of the APDI?

A: If a person has been nominated for an incorrect role on a Proposal (that is, for a role for which he/she does not satisfy the eligibility criteria), the Proposal may be funded only if, upon request by the ARC, the Administering Organisation provides the ARC with relevant certifications from the person, and evidence that he/she satisfies the eligibility criteria, for the role he/she is to perform.

Q: Do they automatically revert to a CI whose removal would need to be formally approved by the ARC?

A: Yes please.  If the APDI is to remain as a CI and/or be removed from the project, it is necessary to advise the ARC, through the submission of a ‘Variation to Funding Agreement’ Link to: (VFA) proforma.

Q: Or do they get bumped off the project altogether when they don't get the APDI?

A: No, it is not an automatic dismissal.  It is up to the Administering Organisation to advise the ARC what their preference for this particular APDI nominee is. If the ARC has not provided funding for an APDI, then the Administering Organisation will be best placed to determine whether the APDI remains on the project as a CI, or if they are removed altogether. If project personnel funding is available/sufficient, the Administering Organisation may still wish to engage the APDI nominee as a research assistant/associate on the project. 

Q: I've looked at the Instructions to applicants - [for example, for DPs in B9.8 it outlines the options] however for LPs I can't find a similar item. 

A: This is correct, Linkage Projects do not have ‘prescriptive’ options for APDI fellows.  Due to the consultative/collaborative nature of the scheme (Partner org involvement etc) the Administering Organisation has the flexibility to determine (together with the Partner Org/s) what is their preferred response/option to an unsuccessful APDI request.

Q: If the ARC considers the proposed APDI Fellow to be critical to the success of the project and if the proposed APDI Fellow cannot take up the Fellowship, will the offer of funding for the project involving the proposed APDI Fellow be withdrawn or the Funding Agreement terminated?

A: a) If the APDI is funded and can no longer be involved in the project due to illness, personal reasons, better offer elsewhere, overseas appointment etc.  The Administering Organisation writes to the ARC requesting a ‘replacement’ person to undertake the APDI role.  The ‘replacement’ person may not be named as the ARC – APDI as this contravenes the Funding Rules/Funding Agreement (as this is a ministerially announced fellowship and non-transferable). The ARC will carefully review the VFA request and make an informed decision as to whether the ‘replacement’ person would be appropriate or not. 

b) If the APDI is NOT funded it is likely that the ARC considered the APDI’s involvement was not ‘critical’ to the success of the project.  Therefore, funding was allocated. In any event, the ARC would not ‘withdraw or terminate’ the project (as a whole) if the original APDI was not funded in the first instance and the project was.

 

Variations

Q: Our 2004 Linkage Project final report is up on the GAMS account. The project is due to finish in March 2008 - however we will be asking for a 6 month extension for the APAI to complete. Is this okay?

A: There is not a ‘due date’ included on the GAMS website for the reasons you describe. Carry forward requests and APAI ½ extension requests are common and you can find these proforma requests on the Post-Award Variations page.

Q: I believe that if an extension is approved the project is not considered finished until the end of the extension for the APAI. Is this correct?

A: Yes – although from an ARC perspective it is better understood that “the project is not considered finished until all ARC funding has been expended on the project”.  The ARC request final reports in particular be provided up to six months after all ARC funding has been expended.

Q: Is it also correct that until such time as the extension is approved, the GAMs form is outstanding (which may be a problem for other submissions in the meantime)?

   A: Yes, however in the future RMS system, the ARC is looking towards an automated cross-referencing action which would produce the final report proforma at the ‘correct’ designated time (with a due date).  This would alleviate the problem indicated above.

Q: Does this mean that I should not submit the Final Report yet as I am not due to finish until March anyway?  

A: Yes, correct.

Q: Does the completion of the project depend on the completion of the APAI, or are the two independent? If the only thing that is still going is the APAI, is the project considered to be active?  

A: The completion of the project is the expenditure of all ARC funding.

Q: If the project is considered to be finished even though the APAI is still going, but the end date is not until March, would you recommend submitting a progress report in January? 

A: Yes please, if ARC funding has not been expended the 2007 project’s Progress Report would be most appropriate to submit.