MEMO
SUBJECT
Acceptance of 2014 ARC Linkage Infrastructure, Equipment and Facilities
grants
TO
(Template Memo for College Research Offices to Send) To Recipients of ARC Linkage
Infrastructure, Equipment and Facilities grants
FROM
Name and Title
College
T Phone F Fax
DATE
Day DD Month YYYY
FILE REF
Insert File reference if applicable, otherwise delete
CC
Head of Departments
Dear Colleague(s),
Congratulations on your success in being awarded a Linkage Infrastructure, Equipment and Facilities grant
for funding commencing in 2014.
In order to accept this grant, please read the acceptance documentation carefully, complete the forms and return
them to your College Research Office contact, Insert name and title.
The acceptance documentation is comprised of:
1. ARC Funding Agreement for Linkage Infrastructure, Equipment and Facilities for funding
commencing in 2014
2. Agreement to Manage ARC/ NHMRC Grants form
3. Agreement for Income Shared between two or more ANU Budget Units form
4. ARC LIEF Multi-Institutional Agreement Template
5. Important conditions that you need to be aware of
6. Central Contribution acceptance
7. Checklist for accepting your LE14 grant
If you have been awarded less than you requested in your proposal you are also required to prepare a revised
budget and submit it to the College Research Office.
If statutory or ethical clearances are required for the Project, they must be obtained prior to
commencement. Please refer to the ANU Research Integrity website for ANU procedures.
If you have any questions about the acceptance process, the conditions of Award or would like to arrange a
meeting to discuss setting up and managing your Award please contact Insert name and title.
Finally, it is important to notify your College Research Office as soon as possible regarding any changes to the
approved Project (for example deferred start date, change to part time etc).The ARC are becoming more strict in
their requirements around timely submissions of requests for variations. Please do not assume that variation
requests will be approved, especially in cases where they are submitted retrospectively. Please refer to the ANU
ARC Variations website for ANU procedures
Regards,
<Insert Name and Title >
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Acceptance of 2014 Linkage Infrastructure, Facilities and Equipment
1. ARC Funding Agreement for LE14
The Funding Agreement outlines the responsibilities of the Administering Organisation and the first-named
chief investigator, including details relating to: use of funding, obligations of personnel, reporting
requirements and variations which require ARC approval. It is important that you read this in order to
understand the terms and conditions of your award. As first-named Chief Investigator you are also
responsible for forwarding copies of this Agreement to ALL participants on your project and ensuring that
they understand their responsibilities.
Section 5 of this this memo highlights clauses that you, your Head of Department, and your Business
Manager/Grants Officer will need to take particular note of in this Agreement. This is a summary of key
points only, and not an exhaustive overview. It is therefore important that you read the Funding Agreement
fully and keep a copy to refer to for management of the grant through its lifecycle.
Please note that you do not need to sign the ARC Funding Agreement as it has already been signed on
behalf of the University by the Director of Research Services.
2. Agreement to Manage ARC/ NHMRC Grant form
This form needs to be signed by the First-named Chief Investigator, Business Manager, Head of Department
and Dean/Director. Signing this form binds you to abide by the Funding Agreement and confirms that all other
participants on the grant have been provided with a copy of the Agreement and agree to abide by the conditions
in the Agreement. When your Business Manager, Head of Department and Dean/Director sign this
acceptance form, they are agreeing to host the project. This form is required to set up an account for the
project.
3. Agreement for Income Shared between two or more ANU Budget Units Form (if applicable)
If the project will be conducted in more than one research school/college/university centre of the ANU, the
University requires information on the estimated percentage of the annual funds expected to be attributed to
each area to be included on the acceptance form. This breakdown will be used to assess the block funding
allocation attributable and should be agreed between the areas before signing.
4.
ARC LIEF Multi-Institutional Agreement Template (if applicable)
If the project is in collaboration with another Institution you, your collaborators and their organisations are
required to sign a standard agreement between the collaborating Institutions. The ARC does not permit the
project to commence until these agreements have been signed by all parties. MIAs are required even when
funds are not being shared.
The attached template is a standard proforma, produced by the Go8 Universities. The College Research Office
will facilitate this part of the process so it is recommended that you meet with Insert name and title as soon as
possible to discuss details of any shared funding and any other important negotiating matters.
5.
Important Conditions of this Award
It is essential that all Investigators read the entire 2014 LIEF Funding Agreement carefully. This is a summary of
key points only, and not an exhaustive list of the conditions of Award.
Commencement (Clauses 10, 12 and 13)
 Projects MUST commence by 31 July 2014. Special extensions to 31 October 2014 must be justified in
writing and approved by the ARC before 31 July 2014.
 Projects may not commence and funding may not be expended until all collaborating organisations have
signed the MIA.
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Acceptance of 2014 Linkage Infrastructure, Facilities and Equipment
Use of Funding (Clause 7)
 Funds cannot be used for:
o purposes not outlined in the original grant proposal without prior approval by the ARC.
o purposes excluded in the Funding Rules or the Funding Agreement.
o costs not directly related to the project including ‘but not exclusive to, visas, relocation, cost
of dependants, insurance, and mobile phones (purchase or call charges)’.
o basic facilities (i.e. infrastructure) - the School/Department/College is required to provide these.
o research activities for which financial assistance from the Commonwealth has been, is being or
is intended to be provided.
o travel or accommodation costs
o teaching and/or teaching relief
o salaries for CIs or PIs
Publication and Dissemination of Research Outputs (Clause 20 and 27)
 The data and any publications arising from each Discovery Project must be deposited in an open access
institutional repository within twelve months of the completion of research. If this requirement is not to be
complied with the reasons for not doing so must be detailed in the Project’s Final Report.
 ARC support must be acknowledged in a prominent place on any outputs arising from the Project. With
respect to publications, the relevant grant number should be included.
Reporting (Clause 30)
 Progress reports must only be submitted of there are significant issues affecting the progress of the project.
When required, Progress Reports are due 31 March 2014 and the report must specify the actions being
taken to address the issues. If the ARC is not satisfied with the progress of any project, payments may be
suspended until satisfactory progress is achieved. If further progress remains unsatisfactory, projects may
be terminated, and future applications to ARC refused.
 Final Reports must be submitted within twelve months of final payment (or the final carry forward) and
approved as satisfactory. If no report is received, subsequent applications may be deemed ineligible.
ARC Assessments (Clause 20)
 By accepting this award you agree to assess up to 20 new proposals for ARC funding per annum for each
year of funding.
 Please note in particular that “If a DECRA Recipient does not undertake assessment of the assigned
proposals within a period specified by the ARC… funding for the relevant Project may be terminated”
Transfers (Clause 17)
 If at any time during the term of the Project you wish to move organisations the ARC must be notified.
Please contact your College Research Office as soon as early as possible if you are considering
transferring your grant.
6. Central Contributions
If you requested and were granted a Central Contribution to your LIEF 2014 application before submission
a pro-rata amount will be awarded to your successful bid by the DVC (Research).
A formal offer letter confirming this pro-rata amount will be sent out from the DVC (Research) through the
Research Services Division. The letter will be accompanied by a Central Contribution to ARC LE14 Grants
Acceptance Form. You will need to complete this form collect all the necessary signatures and return it to
your College Research Office. They will liaise with the LIEF Coordinator in the Office of Sponsored
Research (Kerrie Jackson) for the release of these Central Contribution Funds.
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Acceptance of 2014 Linkage Infrastructure, Facilities and Equipment
Checklist for Accepting your LE14 Award
ARC ID ...........................................
First-named CI ………………………............................ .........
Do:
1.
Task
Completed
(Y/N)
Copy
Retained

Read the ARC Funding Agreement for LE14
Distribute Funding Agreement to ALL Specified Personnel (both CIs
and PIs) and ensure they are aware that:
2.
a) they must inform the ANU if they no longer meet the criteria
specified in the Funding Rules for LIEF commencing in 2013.
b) they must not represent themselves as being employees, partners
or agents of the Commonwealth, or as otherwise able to bind or
represent the Commonwealth.
3.
Update your RMS profile to reflect your current keywords and Fields
of Research
4.
Prepare a revised budget (if the awarded amount was less than that
requested amount)
Complete (forms):
5.
Complete the Agreement to Manage ARC/ NHMRC Grant form
Complete if required (forms):

Signed
Attached


Signed
Attached
6.
Complete the Agreement for Income Shared between two or more
ANU Budget Units Form


7.
Complete LIEF Multi-Institutional Agreement (with College Research
Office)


8.
Arrange as appropriate (Clearances):
Required
Attached
Human Ethics Clearance


Animal Ethics Clearance


OGTR Approvals


Carcinogenic or Hazardous Materials Approvals


9.
Provide all documentation to the College Research Office for forwarding to the appropriate Central
Administration Office (Research Accounting, Research Services or Human Resources – as
appropriate).
4 | THE AUSTRALIAN NATIONAL UNIVERSITY