Life Cycle of an Externally Funded Research Project
Responsibilities
Pre Award
Activity
Responsible party
Advise RSO of intention to apply for a funding opportunity
CI
Support in the preparation of proposals¹
RSO
Writing the proposal
CI
Compliance check of proposal
RSO
If applicable, proposal sign off²
RSO
Organise sign off on RAPC
CI
Submission of completed and approved RAPC and Budget to RSO
CI
Submission of proposal to funding body
RSO³
Upload of proposal information into Research Master and creation of
RM number
RSO
Release of RM number to the CI for the proposal
RSO
¹Proposals means all externally funded grant applications and research tenders
²In some instances, applications require the signature of the DVCR or VC
³Most funding bodies require central offices to submit grant applications. In instances where CIs are permitted to submit
grant applications, they must advise RSO that the grant application has been submitted and lodge all necessary paperwork
Award
Activity
Responsible Party
Receipt of notification of outcome from funding body
RSO or CI¹
Request to CI to complete the RAA and Budget Template
RSO
Arrange and secure sign off on RAA
CI
Submission of completed and approved RAA and Final Awarded Budget
to RSO
CI
¹ In instances where the CI submitted the proposal, he/she may receive outcome advice from the funder. In such cases, the
CI must advise the RSO
Contract
Activity
Responsible Party
Confirmation with RSO regarding contract drafting and external party
contacts, where applicable¹.
CI
Contract drafting and review
RSO
Discussion and confirmation of acceptability of terms from other
relevant business units (e.g. insurance, finance, HR)
RSO and other business
units as needed
Discussion of contract terms and specification of details
RSO and CI
Contract negotiation, including communication with the funder
RSO
Contract execution
DVCR or VC² via RSO
Sending of original executed agreement to funder and/or securing copy
of original executed agreement from funder
RSO
¹In some instances the external party takes responsibility for the drafting of the contract
²In accordance with financial delegation
Post Award
Activity
Request to FBS for cost centre
Responsible Party
RSO
Setting up and communication of cost centre details to CI
FBS
Recording of milestones, deliverables etc. in RM as well as completion
of project details based on signed agreement
RSO
Sending of RM significant email on execution of agreement to CI (with
signed agreement attached to email)
Invoicing of the funder
RSO
Variation to the project
CI advise RSO
FBS via request from RSO
RSO communicate with
funder
Communication with CI regarding upcoming reports/milestones
RSO (auto-generated
message)
Preparation of non-financial reports
CI
Submission of non-financial reports
RSO¹
Authorisation of expenditure and financial management of project,
including ensuring that information in the relevant research cost centre
accounts is accurate and up-to-date at the end of each reporting period
CI
Monitoring of project expenditure, including ensuring cost centres are
managed appropriately and in accordance with the funding conditions
and university guidelines
BM and CI
Provision of transaction listing to CI for preparation of financial reports
FBS
Checking of transaction listings and assistance to FBS in the preparation
of financial acquittals
CI
Preparation and submission of financial acquittals for the funder
FBS
¹When required by the funder. In instances when the CI is permitted and chooses to submit reports directly to the funder,
he/she must advise RSO and provide copies of the reports for project management purposes
Closure
Activity
Responsible Party
Communication with CI a month before project completion date
RSO
Check of all compliance requirements e.g. milestones, deliverables
RSO
Confirmation with CI that cost centre can be closed
RSO
Financial reconciliation and cost centre closure upon confirmation from
RSO
FBS
In instances of unspent funds, check of funding agreement for
conditions and advice to CI
RSO
If unspent funds can be retained, request for transfer to alternative
cost centre¹
CI
Record closure in RM and communicate to CI
RSO
¹Refer to Research Cost Centre Management Policy for details regarding allowable cost centres for transfer of unspent
funds