What the Research Office does

1
What the Research Office does!
Funding a Research Project
2
Welcome Everyone!
Your Choice
OR
3
Agenda/Topics to Be Covered

• Whos Who in our Research World
• Where to Start
• The Project
• Maori Consultation
• The Money
• CoWS
• More About the Money
• And still more about the money
• The rest of the Application process
• MOUs
• Big and Little GOLDEN Rules
• I got the money What now?
• Sub-contracts , variations, Reports and
• Summer studentships at WSMHS

4
Whos Who
5
Where to Start!

• Tell Research office you are applying!
• The title!
• Make it catchy. It should say it all!
• Dont use abbreviations in Title.
• The Abstract
• Assume a lay reader.
• Be brief
• Stick to maximum word length allowed
• Avoid Abbreviations like WHOQOL??

6
The Project!

• Make it look good!
• Use the correct application form - can be
  downloaded from ftp site ftp//researchoffice.otag
  o.ac.nz/ but check with Research Office for
  latest forms
• Stick to page limits and format they require
• Justify where appropriate
• If you use pictures keep them small
• Label all graphs, tables and figures
• Give the spell-checker a burst!

7
Maori Consultation

• Go to http//www.otago.ac.nz/research/maoriconsult
  ation/index.html
• for information on the Maori consultation
  process.

Christine RimeneKaitakawaenga Rangahau Mäori
(Facilitator Research Mäori)Research,
Enterprise InternationalTelephone 64 3 479
8738Email crimene_at_rei.otago.ac.nz
8
Ethics

• The research office is not involved with Ethics
  applications but information can be found at
• http//www.hrc.govt.nz/ethicgui.htm
• http//www.otago.ac.nz/administration/committees/e
  thics_compliance_cmmttee.html
• http//www.wnmeds.ac.nz/research/office.html
• for information on the Ethics meeting dates.

9
The Money!

• Use the University costing work sheet to work out
  your budget .
• Dont be shy about asking for help.
• Indirect Salaries These people will still get
  paid even if this project doesnt go ahead
• Direct Salaries These people wont.
• Check for superannuation, the likelihood of
  promotion and any RR payments

10
Cost of Work Sheets (CoWS)

• Some Tips!
• Projects always start at the beginning of a
  month and end at the end of a monthi.e.
  01/7/04 to 30/9/05
• The academic scales are different for medical /
  dental and non-medical
• Projects starting after June use next years
  salary scale
• General staff usually start at top of 2nd
  quartile
• Commercial projects should include at least a 3
  profit

11
More things about The Money!

• Postgraduate Students

12
And still more things about The Money!

• General Operating Expenses

13
Equipment Depreciation
14
The Rest of the Process

• CVs and Bios
• As soon as you know who is going to be on
  project get them to start filling in the CVs and
  Bios sections sign it and send it
  (electronically and a hardcopy) back to you.
• Stick to the rules the funding body has set down

15
So you think its Pretty Well Right?

• Well then flick an electronic copy to the
  Research Office WELL BEFORE DEADLINE!
• I will
• Check it tidy it up!
• Print it out!
• Get it signed - when final version is achieved!
• Photocopy it the kigillion times they need to be
  copied!
• Courier hardcopies to funder
• send off an electronic copy
• You will also receive a copy of signed
  application a copy sent to Dunedin entered
  into Research Master

16
Resources you may need

• http//www.otago.ac.nz/research
• Research Main Page Otago website
  http//www.wnmeds.ac.nz/research
• WSMHS website for Research
• http//www.hrc.govt.nz/ Health Research Council
• http//www.dia.govt.nz/ Lotteries Health
• http//www.moh.govt.nz Ministry of Health

17
Memorandum of Understanding

• If working with an external organisation or
  person and MOU is necessary for each of them
• The form can be downloaded from the ftp site
  under University of Otago forms
• The MOU should detail who we are paying and for
  what. The Appendix should include details
  regarding salary for each external person, ACC,
  Superannuation, overheads (at their institution
  rate) and general working expenses

18
More on MOUs

• The MOU becomes the basis of a sub-contract with
  the external organisation IF the funding
  application is successful
• Make sure everybody fully understands what they
  are going to be doing for the money they will be
  paid!

19
MOU when named by another organisation

• So what do you do?
• Fill in a Cows for the work you will do for them.
  
• Complete their MOU form dont forget to include
  overheads (114), ACC, Super and any operating
  costs (2 copies)
• Get Research Office to check it
• If external organisation are happy, RO will get
  it signed by Assoc. Dean of Research and it can
  be sent back to them

20
Required Paperwork

• Completed Checked Application originals
• Quotes for equipment / travel (if necessary)
• CoWS
• MOUs
• Copy of Maori Consultation process progress
• Ethics papers (if required)

21
Those BIG Golden rules

• Tell Research office you are applying!
• ALL APPLICATIONS MUST GO THROUGH RESEARCH OFFICE
  !!!
• GET NOTHING SIGNED BEFORE IT IS CHECKED by
  Research Office
• Start the Maori Consultation process ASAP!
• Dont forget the ETHICS BIT!

22
Those little Golden rules

• Tell Research office you are applying!
• Use the correct application form
• Give the spell-checker a burst!
• Use the University costing work sheet to work out
  your budget
• The University of Otago is ALWAYS the host
  institution
• Extraordinary costs are only for Helicopter
  rides apparently!

23
I got the Money Now what!

• You should be notified by the funding body of
  your success Dunedin will also be notified
• If money is acceptable (a modified CoWS is often
  necessary) ethical approval has been obtained
  contracts and sub-contracts will be drawn up
  covering such issues as IP, publications,
  publicity etc.
• Sub-contracts for outside staff/organisations
  will also be made at this time

24
And then.

• Bill Wekking will activate the grant
• A letter is sent to the Principal investigator
  and a copy to the department administrator and
  the local research office.
• A budget template will be sent for you to accept
  or change

25
Subcontracts

• A sub-contract template can be download from the
  ftp site under University of Otago forms icon
• Sub-contract should reflect MOU that was
  previously generated.
• Two signed copies are required after getting
  them checked RO will get signed in Dunedin then
  send them to other party for their signatures.

26
Variation in contracts

• Variations in existing contracts are handles by
  the Research Office
• New CoWS
• New Objectives
• Letter from DVC tofunding body

27
Reports

• Reports to funding bodies should be submitted via
  the Research Office
• Lotteries Reports need to be
• signed in Dunedin by the
• financial controller
• HRC reports are sent
  electronically a hard copy needs to be sent via
  RO to Dunedin

28
Summer Studentships

• 25 30 Summer Studentships
• Julie Millar myself liberate money for these
  projects
• Helpful if projects structured towards funders!
• Asking for projects early closes 15 July
• Summer Studentship Prize
• How can you help? Make sure department can
  actually house and supply any needs of summer
  projects not just supervisors
• Info at http//www.wnmeds.ac.nz/research/SummerStu
  dentships_04.html

29
BIG FUNDING ROUNDS COMING UP

• UORGS University of Otago Research Grants
  Starting NEXT month due by 9 JULY
• Lotteries Health AUGUST
• WMRF Wellington Medical Research Foundation
  Beginning SEPTEMBER
• HRC - AUGUST / SEPTEMBER/OCTOBER