Matters to note before completing the Proposal form · Web viewParticipants who have had a previous ARC Grant Application Management System (GAMS) user account prior to January 2009

SPECIAL RESEARCH INITIATIVE IN SYNCHROTRON SCIENCE

Instructions to Applicantsfor funding commencing in 2012

Special Research Initiative in Synchrotron Science – Instructions to Applicants

Table of Contents

1. Matters to note before completing the Proposal form.........................................3

2. Getting started in RMS..........................................................................................4

3. Creating a new Proposal in RMS...........................................................................5

4. Adding Participants and Organisations.................................................................6

5. Filling in the Proposal form.................................................................................10

Part A - Administrative Summary...............................................................................10

Part B - Classification and Other Statistical Information............................................12

Part C - Project Description........................................................................................13

Part D – Project Cost..................................................................................................16

Part E - Budget Justifications......................................................................................22

Part F - Personnel.......................................................................................................23

Part G – Partner Organisation Details........................................................................26

Part H – Statements on Progress of ARC Funded Projects.........................................26

6. Submitting the Proposal to the Research Office.................................................27

7. Additional points to assist Applicants to avoid common submission errors.......28

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Australian Research Council

Special Research Initiative in Synchrotron Science Instructions to Applicants for funding commencing in 2012

This document is intended to provide information to assist Applicants in the completion and electronic submission of Special Research Initiative in Synchrotron Science (SRISS) Proposals for funding commencing in 2012. The associated Proposal documentation must comply with the ARC Special Research Initiative in Synchrotron Science Funding Rules for funding commencing in 2012 (hereafter referred to as the Funding Rules).

The information in this document is underpinned by the Funding Rules, which contain further details on the funding of the ARC Special Research Initiative in Synchrotron Science scheme. Please review the Funding Rules (available on the ARC website at http://www.arc.gov.au/ncgp/sri/synchrotron_science.htm) before preparing the Proposal.

1. Matters to note before completing the Proposal formProposals are the prime source of information available to ARC assessors and must be submitted as mature research plans ready for implementation. The Proposal must contain all the information necessary for assessment of the Project without the need for further written or oral explanation, or reference to additional documentation, including the World Wide Web, unless requested by the ARC. All details in the Proposal must be current at the time of submission.

1.1 Accuracy of InformationCheck carefully that all the information contained in the Proposal is accurate before submission of the Proposal.

1.2 Key Dates – Special Research Initiative in Synchrotron Science for Funding Commencing 2012

Closing time for submission of Proposals 5.00 pm (AEST) Friday,18 May 2012

Deadline for Request not to Assess 5.00 pm (AEST) Friday,18 May 2012

1.3 FormatWrite in plain English and comply strictly with the Proposal format and submission requirements. All pages of additional text (uploaded in PDF form) must be as follows:

A highly legible font type must be used such as Times New Roman. Text size must be equivalent to 12 point Times New Roman before converting to PDF format and must be legible to assessors.

Adhere strictly to page limits designated for each part of the Proposal.

Additional text uploaded as PDF may appear slightly reduced in size due to the Research Management System (RMS) formatting the attachments to include page numbers. To

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maximise the quality of reproduction all uploaded PDFs should be directly generated rather than scanned.

The ARC reserves the right to seek an original electronic copy of the Proposal to determine that the text meets these requirements.

1.4 Proposal Certification The Proposal must be certified and submitted online through RMS by an authorised officer

of the Administering Organisation. Note: The authorised officer must have the role of ‘Research Office Delegate’ in RMS.

Only the Administering Organisation can certify the Proposal online.

The Administering Organisation must obtain the agreement, attested to by written evidence of all the relevant persons and organisations necessary to allow the Project to proceed. This written evidence should be retained by the Administering Organisation and must be provided to the ARC if requested.

Written evidence of agreement is required for all relevant persons and organisations named on the Proposal, excluding the employing organisations of overseas PIs and excluding any Participant’s Current Organisation which is not their Relevant Organisation for the Proposal.

The ARC has provided a proforma for obtaining written evidence at: http://www.arc.gov.au/ncgp/sri/synchrotron_science.htm. Please note: The use of the ARC proforma is not mandatory. Each Administering Organisation may determine the format required for written evidence.

1.5 Further AssistanceParticipants should click on the Help link (located on the top left corner of the RMS screen) or contact the Administering Organisation’s Research Office or equivalent in the first instance for assistance with RMS. If you still require assistance the ARC has the following help desk options:

Send an email to [email protected] outlining your problem and providing your RMS details.

Telephone the RMS Help Desk on +61 2 6287 6789.

Please note: the RMS Help Desk is staffed from 9am to 5pm Monday to Friday (AEDT). For after-hours queries please send an email to [email protected] and the ARC will respond to your email as soon as possible.

2. Getting started in RMSThe Proposal is prepared and submitted through RMS. RMS access is available through the ARC website at: https://rms.arc.gov.au/RMSExternal/pages/main.jsf#.

To access and/or amend Proposal information, all Proposal Participants, including Chief Investigators (CIs), Partner Investigators (PIs), and support staff involved in the preparation of a Proposal require an RMS User ID.

The RMS User ID and password must be applied for online via the RMS Home Page or by contacting an Eligible Organisation’s Research Office or equivalent.

Participants must have a valid email address in order to reset their own password. If unsure, please contact your Research Office (RO) or equivalent.

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If you are unsure of your User ID, it can be retrieved through RMS Login screen detailed above and by using the ‘Retrieve User Name’ hyperlink. This will only work if your email address in RMS is current.

Participants who have had a previous ARC Grant Application Management System (GAMS) user account prior to January 2009 will have automatically had an RMS account created for them. Participants will be required to reset their password by clicking on the ‘Reset Password’ link and enter their GAMS Username with all letters capitalised in the RMS Username field.

Previously allocated RMS User IDs will remain valid. Researchers do not have to apply for a new RMS User ID each year or if they move institutions, nor do individuals with assessor-only logins.

Participants should contact their own organisation’s RO for assistance with RMS. ROs are routinely advised by the ARC of current ARC online application system matters and will often have knowledge of RMS compatibility with their organisation’s systems so can more effectively advise researchers when concerns arise.

Participants who are not currently academic staff members of an Eligible Organisations should request a RMS User ID and password from the nominated Eligible Administering Organisation. Alternatively, Participants may request an account through the RMS Login Page (‘Request New Account’ link). Instructions to assist researchers in the process are available using the ‘Help’ link on the ‘Request New Account’ page.

Once logged into RMS, it is important for all Participants who are named on a Proposal to fully complete/update their own ‘My Details’ section before proceeding to ‘Proposals’. This information is used to pre-populate various Parts of the Proposal form.

Note: While all Participants nominated on a Proposal may view the Application, edit sections (according to their Access Rights) and view peer review assessments, only the Proposal owner or Administering Organisation’s Research Office is able to submit the Application and the subsequent Rejoinder to the Research Office or equivalent.

Note: RMS requires Adobe Flash Player installed. You will be prompted to install Adobe Flash if you do not have it installed. Alternatively, you may wish to download the file from the following link: http://get.adobe.com/flashplayer/.

3. Creating a new Proposal in RMSApplicants must have the role of ‘Participant’ in their RMS user account profile in order to create or participate in a Proposal. An Eligible Organisation’s RO can update the role to include ‘Participant’ if required. Individuals can check their RMS role by logging into RMS and selecting My Details>RMS User Account Details>User Roles.

Once logged onto RMS a new draft Proposal is created by selecting ‘Create Draft Proposal’ under ‘Proposals’.

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Select the appropriate scheme round. For the Special Research Initiative in Synchrotron Science for funding commencing in 2012, select ‘SR12 Round 2’.

Enter a Proposal name and click on ‘Create Proposal’ to create a draft Proposal. Please note that the Proposal name is the applicant’s personal identifier and is not the Proposal title. This Proposal name cannot be changed once the Proposal is generated.

Once the Proposal has been created, the ‘Draft Proposal Summary’ screen will appear. Person and organisation participants are added to the Proposal from this screen.

The Proposal form is a series of components accessed via the ‘Draft Proposal Summary’ screen. It is not a single form updated and saved in one session. Please ensure that the Proposal components are saved regularly. Do not navigate away from any Part of the Proposal without saving. RMS will automatically time out after 30 minutes of inactivity. A warning message will appear after 15 minutes of inactivity.

Once a draft Proposal has been created, a Proposal ID will be automatically allocated by RMS.

To return to your Draft Proposal at a later date, click on the ‘Draft Proposals’ link on your RMS Homepage.

Proposal forms should be completed sequentially where possible to assist with the pre-population of subsequent sections (Part A, Part B, etc.). Part D and the Proposal Budget can be completed at any time.

4. Adding Participants and OrganisationsThe ‘Draft Proposal Summary’ screen is the navigational screen that opens when a new Draft Proposal is created. From this page it is possible to:

Add Person and Organisation Participants to the Proposal,

nominate roles for Person or Organisation Participants,

transfer ownership of the Proposal,

change the order in which Person or Organisation Participants appear on the Proposal,

check the validity of form parts,

generate a PDF of the Proposal, and

navigate through the parts of a Proposal.

4.1 ParticipantsAll Chief Investigators (CIs) and Partner Investigators (PIs) must be added as person participants on the ‘Draft Proposal Summary’ screen. Non-participants (those who are not named on the Proposal) are not entered here - please refer to section 4.2 to add non-participants.

Each Organisation participating/contributing to the Proposal must be listed, including the Administering Organisation. Participating Organisations do not need to accept or reject their nomination to a Proposal; however the Administering Organisation must obtain the agreement, attested to by written evidence of all the relevant persons and organisations necessary to allow the Project to proceed (see Proposal Certification).

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Before inviting Participants, you may wish to enter the Proposal Title and Summary of Proposal in Part A – Administrative Summary. The Proposal title and summary provide information to invited participants and can help them decide whether to accept an invitation. If this information is not entered the invited Participants will only be able to identify a Proposal by the Proposal author name. The Proposal Title and Summary can be edited at any time before submission.

Note: Your Administering Organisation will not be able to see your Proposal unless you add them. Please ensure you add the Administering Organisation to your Proposal once created (please see 4.3 for help in adding Organisations).

4.2 Person ParticipantsImmediately after creation of a Proposal there will be no Participants listed, including the Proposal owner. If the Proposal owner is a Participant they can add themselves to the Proposal by clicking on the ‘Add Person Participant’ link and then clicking on the ‘Populate Person ID and Family Name with my details’. The correct role must be selected from the drop down menu. Click ‘Add Participant’ to complete the process.

Other Participants are added to the Proposal using the ‘Add Person Participant’ link. Participants who have been added to a Proposal will receive an automatic email directing them to RMS where they can accept or reject the invitation to participate in the Proposal.

Before adding Person Participants, please note the following eligibility criteria from the Funding Rules:

The first named Participant must be from the Administering Organisation and is considered to be the Program Director.

The table of Participants on the ‘Draft Proposal Summary’ screen displays the status of Participants (Invited/Accepted/Rejected) and allows the Proposal Owner to change the Access Rights of Participants, i.e., allowing/disallowing editing of the Proposal.

Add Participants as follows:

Click on ‘Add Person Participant’ on the ‘Draft Proposal Summary’ screen.

Enter the Participant’s RMS Person ID, Family Name and Role.

A Participant’s role cannot be edited so please ensure the correct role is selected. To change a Participant’s role they must be removed and all information relating to that Participant, including Part F, will have to be re-entered.

Note: Successfully inviting a person to participate requires their RMS Person ID (this is not their RMS User ID) and their family name. Please obtain this directly from the participant who will be able to find their Person ID in their own personal details in RMS. Your Research Office or equivalent can search for the RMS Person IDs for individuals at your organisation.

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Note: If a person does not have an RMS Account please see Section 2, ‘Getting Started in RMS’, for instructions on requesting an account.

When a Participant has been successfully invited to a Proposal, they will receive an automated invitation email containing the Proposal details and directing them to accept or reject the invitation via RMS. Note: A Participant must accept the invitation which will change the status from ‘Requested’ to ‘Accepted’. ‘Part F – Personnel’ will not be generated for that Participant unless they have accepted the invitation.

Participants can be re-ordered by clicking on either the up or down arrow. Please see the screenshot below.

A Participant’s access rights can be changed by clicking on the ‘Edit access rights’ link.

4.3 Non-Participants with Access to This ProposalAccess to a Draft Proposal can be given to non-participants who have an RMS account through the ‘Draft Proposal Summary’ screen. To give access and editing rights to non-participants:

Select ‘Give access to non-participant’

Insert Person ID and family name of the non-participant to be invited to access the proposal.

Allocate rights as appropriate. Further information about adding people and/or organisations is available from the ‘help’ link on the ‘Draft Proposal Summary’ screen.

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4.4 Organisation ParticipantsEach organisation participating/contributing to the proposed infrastructure, equipment or facilities must be listed on the Proposal, including the Administering Organisation. Organisations do not need to be ‘invited’ nor do the organisations ‘accept’ participation. However, signed certifications from all organisations (excluding the Administering Organisation) must be obtained before the Proposal can proceed. A certification proforma for organisations may be found on the ARC website at http://www.arc.gov.au/ncgp/sri/synchrotron_science.htm.

There can only be one Administering Organisation and it must be listed first. If the Proposal is successful, the Eligible Organisation responsible for the administration of the Program will be referred to as the Administering Organisation. Refer to Appendix A of the Funding Rules for a list of Eligible Organisations.

Organisations can be added from the ‘Draft Proposal Summary’ screen under ‘Organisation Participants’.

Selecting ‘Add Organisation Participant’ will open a new window in which participation type is selected.

Selection of Participation Type opens an option in which Organisation is selected. Use the ‘Set Organisation’ link in this window to find and select eligible organisations.

Select ‘Add Participant’ to copy the organisation details to the Draft Proposal. This information will auto-populate into Part A1 of the Proposal form. Other organisations can be added as either ‘Partner Organisation’ or ‘Other Eligible Organisation’ by the same process.

Before selecting an organisation type, ensure that the chosen ‘Organisation Participant’ is eligible for that organisation type under Section 6 of the Funding Rules.

Repeat the steps above until all ‘Organisation Participants’ are invited.

Organisation Not Listed?

a) Search for the Organisation Name: Please ensure that the organisation is not already listed by doing a partial name search as the organisation you are looking for may be recorded with a slightly different name.

Please ensure that the organisation that you select has the correct name and ABN of your intended organisation.

For example, if you were looking for “The Great Barrier Reef Foundation” and entered this exact text into the Organisation search field, it would not return any results. However, if you enter “great barrier reef”, the search results will return several options that may match the text for you to select from.

b) If the search was unable to find any organisations matching your criteria and the organisation is required to be added to the RMS database, please contact the ARC via email at [email protected].

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Please include the following organisational details in the email request as below:

Organisation full legal or trading name (the legal/trading name and ABN can be confirmed via the ABN website: http://www.abr.business.gov.au).

Generic organisation email address (this cannot be the email address of any individual with an RMS account, it must be unique).

Organisation postal address.

Organisation type (Australian Company Industry Body; Australian Non-profit; Australian private company; Commonwealth Government; State or Local Government; Higher Education International; International Company Industry; International Non-Profit; International Government; International Private Company; Other).

For Australian Organisations, please provide ABN and ANZSIC classification details.

Information on ANZSIC codes is available from the ARC web site: http://www.arc.gov.au/applicants/codes.htm.

If an overseas organisation name is provided to you in a foreign language, please provide an English translation as well.

Note: The RMS Help Desk will advise by return email when the record is created. Please allow sufficient time for your request to be processed prior to any deadlines.

5. Filling in the Proposal form

IMPORTANT: After 30 minutes of inactivity RMS will timeout and any unsaved data will be lost. Proposal form parts should be completed sequentially where possible to assist with pre-population of subsequent sections. (Note: Part D, Project Budget can be completed at any time).

Please also note that where information is being entered in textboxes, formatting (e.g. underlined headings and bold font) will not be preserved.

Part A - Administrative SummaryA1 If this proposal is successful, which organisation will it be administered by?This information will be auto-populated from the ‘Draft Proposal Summary’ screen. The Proposal must be submitted by an Eligible Organisation. This organisation will administer the Program and be identified as the Administering Organisation. Refer to Section 6 of the Funding Rules for further information.

A2 Proposal TitleEnter a formal Proposal title in Part A2.

The title should be precise, informative and, as far as possible, should use language that is comprehensible and accessible to the general public.

The title should not include acronyms, quotation marks or use all upper case characters.

A3 Person Participant SummaryThis information will be auto-populated from the ‘Draft Proposal Summary’ screen when Participants have accepted the invitation to participate on the Proposal.

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The order of person participants is populated into A3 from the ‘Draft Proposal Summary’ screen. Ensure that the first-named participant in this table is the Program Director and that other Participants are listed in descending order of their importance to the Proposal.

If a Participant’s information is incorrect or incomplete they must update their personal information in ‘Personal Details’ through their own RMS login homepage. All personal information should be up to date, including organisation details and employment type. If a participant's 'Current Organisation' is not showing at A3, that participant must ensure that the 'Position is currently held' box is ticked in their 'Personal Details' in RMS (see below).

Updated personal information will auto-populate in the proposal when the Proposal Owner resaves Part A.

A4 Organisation Participant SummaryThis will auto-populate with details from the ‘Draft Proposal Summary’ screen.

A5 Organisation RepresentativeThe Funding Rules stipulate that at least one Chief Investigator from each field of research with a significant interest in the Synchrotron is nominated on the Proposal (subsection 7.1.1d).

These should be named with their broad area of expertise in this table as representatives from their Organisation.

A6 Major National FacilityIs this Proposal for a subscription for coordinated access to a major national facility?

This must be answered ‘Yes’. It has been included for ARC purposes only.

A7 International PartnersA7.1. If the proposed research involves international collaboration, please specify the country/ies involved.

Select the names of the country or countries of researchers and/or other parties who will collaborate on this Proposal from the drop down menu. More international associations can be added by clicking ‘Add Country’.

A7.2 Is there an international agreement in place approved by the ARC?

Select ‘yes’ or ‘no’ to this question.

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A8 Summary of ProposalProvide a written summary of the Proposal in no more than 750 characters (approximately 100 words) focussing on the aims, significance and expected outcomes of the Program.

Use plain English, keeping terminology unique to the area of study to a minimum; and

Avoid the use of quotation marks, acronyms and do not use all upper case characters in the text.

A9 Summary of Proposal for Public ReleaseProvide a two-sentence descriptor of no more than 350 characters (approximately 50 words) of the purpose and expected outcomes of the Program which is suitable for media or other publicity material. Do not duplicate or simply truncate the ‘Summary of Proposal’.

Use plain English and make the summary comprehensible and accessible for the general public as far as possible; and

Avoid the use of quotation marks, acronyms and do not use all upper case characters in the text.

Note: This summary may be used for public release.

Part B - Classification and Other Statistical InformationB1 National Research PrioritiesSelect a priority area from the four options in the first drop-down menu. Select a Priority Goal from the second drop-down menu. If your research does not match any of the National Research Priorities, the form Part B1.2 will remain inactive and no further action is required.

Note: RMS will allow only one of the National Research Priorities to be selected; please choose the most appropriate one from the list. The Proposal may, however, indicate more than one Goal within the chosen National Research Priority.

B2 Field of Research (FoR)B2.1 Field of ResearchThis table is limited to three (3) answers. Select the three fields most relevant to the Proposal by clicking ‘Add FOR Code’. The Field of Research (FoR) classification defines research according to disciplines. Prioritise the classification codes from highest to lowest percentage and ensure that the percentages sum up to 100%. The ARC recommends that the use of the …99 (‘…not elsewhere classified’) be used only when there is no other appropriate code within the classification.

B2.2 Upload a PDF listing all other FOR codes applicable to this Proposal.

If the Proposal encompasses more than three Fields of Research, list those not included in question B2.1 on a one-page PDF. These should be of lesser importance than those entered above. List these in descending order of importance to the Proposal. FOR codes can be found following the links from this page: http://www.arc.gov.au/applicants/codes.htm.

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Select the FoR codes carefully, as they are the principal tool used to identify and assign assessors.

B3 Classifications – Socio-Economic ObjectiveB3.1 Socio-Economic Objective (SEO-08)

The Socio-Economic Objective (SEO) classification indicates the sectors that are most likely to benefit from the Program if funded.

This table is limited to three (3) answers. Select each classification code that relates to the Proposal by clicking on ‘Add SEO code’. Please prioritise the classification codes from highest percentage to lowest percentage and ensure that the percentages sum up to 100%.

B3.2 Upload a PDF listing all other SEO codes applicable to this Proposal

If the Proposal encompasses more than three Socio-Economic Objectives (SEO-08 codes), list those not included in question B3.1 on a one-page PDF. These should be of lesser importance than those entered above. List these in descending order of importance to the Proposal. SEO codes can be found following the links from this page: http://www.arc.gov.au/applicants/codes.htm.

B4 Classifications - KeywordsB4.1 Keywords

This table is limited to three (3) answers. Enter three keywords that best describe the key disciplines supported in this Proposal. The keywords should be of the kind normally required for submitting an article to a major refereed journal.

Keywords assist the ARC in allocating Proposals to assessors; therefore it is important that the keywords indicate the broad disciplinary or interdisciplinary research context of the Proposal not just specific outcomes.

B4.2 Upload a PDF listing all other Keywords applicable to this Proposal

If the Proposal encompasses more than three disciplines, list keywords describing those not included in question B4.1 on a one-page PDF. These should be of lesser importance than those entered above and should be listed in descending order of importance to the Proposal.

At the end of Part B, ‘Save’, or ‘Save and continue’ to go to the next screen or ‘Previous and Save’ to go to the previous screen. To return to the ‘Draft Proposal Summary’ screen use the link at the top of the screen.

Part C - Project DescriptionC1 Please upload a Project Description as detailed below in no more than 25 A4

pages and in the required format.

The uploaded Project Description must use the headings below, and in this order, to explain the Proposal and its expected outcomes in a way that can be appreciated by all assessors. Page limits apply to each heading and are outlined below. All pages for Part C1 must be merged into a single PDF document and must not exceed the overall page limit total. For format requirements, see part 1.3 of these Instructions to Applicants.

PROJECT TITLE (within the total page limit)

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STATEMENTS AGAINST THE SELECTION CRITERIA (limit 10 A4 pages)

COMPETITIVE SELECTION PROCESS (limit 4 A4 pages)

GOVERNANCE (limit 4 A4 pages)

PERSONNEL (limit 4 A4 pages)

REFERENCES (within the total page limit)

PROJECT TITLEThis must be the same title as the Proposal title in Part A2 of the Proposal Form and must be included within the total page limit.

STATEMENTS AGAINST THE SELECTION CRITERIA In no more than ten A4 pages and in the required format, address the Selection Criteria detailed in section 4.3 of the Funding Rules.

4.3 Selection CriteriaAll Proposals that meet the eligibility criteria will be assessed and merit ranked using the following selection criteria:

a. Programi. Do the methods and approaches proposed address the objectives of the SRI in

Synchrotron Science; andii. Does the Program provide for enhancement and support for areas of existing and/or

emerging research strength.b. Governance and Management

i. Does the Administering Organisation and the Program Leader have the capacity and experience to oversee:

a) effective management of a national access program, including proven capability to manage the allocation of resources and compliance with reporting requirements; and

b) manage a merit-based competitive peer-reviewed selection process, for access to the Australian Synchrotron.

c. Nature of the alliance and organisational commitmenti. relevance of the research to the strategic priorities of the organisations; andii. evidence that each of the organisations is genuinely committed to, and prepared to

collaborate in the Program.d. Research Team

i. the capacity of the Program Director and the Chief Investigators to provide scientific leadership of synchrotron science;

ii. an appropriate representation of research disciplines within the team; iii. evidence of strong research performance of the team; andiv. evidence for postdoctoral supervision and mentoring and support of early-career

researchers.

COMPETITIVE SELECTION PROCESS

In no more than four A4 pages and in the required format, please describe in broad terms how the proposed Program will undertake the competitive selection processes, including:

What are the proposed governance arrangements?

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What will be the minimum and the maximum levels of funding for supported research projects?

What is the minimum and maximum duration for which research projects will be supported?

How frequently will the selection rounds be held? How will the selection process reference and align with other researcher access programs

for the Australian Synchrotron?Where possible, clarify how the processes proposed will achieve the Objectives of the Program as stated in the Funding Rules:

4.2.2 The objectives of the Special Research Initiative in Synchrotron Science are to:a. deliver a national Program of competitive funding to enable researcher access

to the Australian Synchrotron (including health and medical research);b. support excellent basic and applied research by individuals and teams; andc. enhance international collaboration in synchrotron science.

The stated Objectives must be consistent with section 9 of the Funding Rules.

9. Selection of researchers awarded access under the Special Research Initiative in Synchrotron Science9.1.1 Once a successful Proposal for the Special Research Initiative in Synchrotron Science has been approved and announced, the successful Administering Organisation must undertake a process of competitive selection for the provision of access to the Australian Synchrotron. This must include a transparent system of allocation based on principles that include consideration of:

a. research quality;b. appropriate levels of access by researchers from Eligible Organisations;c. access by other NHMRC-funded and ARC-funded researchers;d. reasonableness of the level of resources requested; ande. development of collaborative international linkages, and where applicable international

access arrangements.

GOVERNANCEIn no more than four A4 pages and in the required format please describe the governance arrangements that will be created and implemented for the Program, including any proposed Advisory Board or Steering Committee. These must be consistent with Section 8 of the Funding Rules.

8 Governance Structure and Arrangements8.1.1 Administrative operations of the Program must be established within the academic,

administrative and financial governance structures of the Administering Organisation.

8.1.2 The Program must implement appropriate governance structures to support strategic alliances and collaboration with researchers, contributors and stakeholders.

8.1.3 The Program must have an expert advisory committee to provide advice and strategic focus on the research program(s) and provide independent oversight of the selection process for researcher access. The terms of reference must be approved by the ARC in consultation with the NHMRC.

8.1.4 Governance arrangements under section 8 must be finalised within three months of execution of the Funding Agreement.

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PERSONNELIn no more than four A4 pages and in the required format please address the points below.

Summarise the role, responsibilities and contributions of each Chief Investigator, including the Program Director, and any Partner Investigators listed at Part A3.

Summarise the roles and responsibilities of other key personnel associated with the Proposal, including the Chief Operating Officer/Program Manager.

REFERENCESWithin the total page limit:

Include a list of all references, including relevant references that refer to the Participant’s previous work.

References only may be in 10 point font.

At the end of Part C, ‘Save’, or ‘Save and continue’ to go to the next screen or ‘Previous and Save’ to go to the previous screen. To return to the ‘Draft Proposal Summary’ screen use the link at the top of the screen.

Part D – Project Cost Please refer to Section 5 of the Funding Rules for information regarding the following:

Level of funding

Duration of funding

Budget items supported

It is important to save regularly whilst in the Budget section of the Application form.

The ARC reserves the right to determine a level of funding for a Project which may differ from that requested.

D1 What is the proposed budget for your project?Getting started: You must first enter the organisations included on the Proposal. Click the ‘Set Other Organisation Contributors’ link. Organisation Participants that were entered in the ‘Draft Proposal Summary’ screen will be listed in a text box.

Note: It is important that the names of all organisations contributing to the proposal, either with cash or in-kind contributions, have been added through the ‘Draft Proposal Summary’ screen before trying to complete the budget.

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Check the boxes next to each contributing organisation and then ‘Set Contributors’.

When the Organisation Participants have been added, the original table will expand to include columns for the ARC contribution, the Administering Organisation contribution, Eligible Organisation(s) contributions and Partner Organisation(s) contributions.

Below the main budget table (Table 1) will appear a table listing ‘Other Eligible Organisations’ (Table 2) and below that will be a table of any ‘Partner Organisations’ (Table 3). For the Budget to validate correctly, it is recommended that the main budget (Table 1) is entered first.

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To move between budget years, click on the relevant year’s link beginning with Year 1.

Main Budget Table

In the main budget table (Table 1) applicants provide a list of budget items and give an amount for each that relates to the Participants contributions. This is done by creating budget lines against the four categories provided: Personnel, Travel, Travel – International, and Other. The Program cost directly related to Synchrotron access will be listed under ‘Other’.

The table also summarises funding structure for all contributing parties across all requested years of funding. The funding requested is automatically calculated on the top line of the table. This shows the amount requested from the ARC, the committed amount from the Administering

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Organisation, the total committed amount from Collaborating Organisations and the total committed amount from Partner Organisations.

Adding, Editing or Removing Budget items

To add an item to the budget table click on the green plus (+) icon beside a budget category. Enter the name of the item in the pop-up window and click ‘add item’. This will create a budget line item under that category.

When a Budget item has been added, it will be auto-populated in all funding years. If that item is not required in one or more funding years, do not put monies against it for those years. Deleting the item from one year will remove it from the table for all years.

To modify the name of a Budget item, click the white rectangle (notepad) icon, edit the description and click ‘Modify Item’.

To remove an item, click the red cross and confirm that the item should be removed.

Entering Budget Amounts

Enter budget amounts, in the appropriate columns, against budget items for each category. Budget categories are outlined in the next subpart.

A total cost for all items in each category will be automatically added to the category line.

The total cost of all categories will be automatically added in the top line, ‘Direct Cost’.

Do not include GST in your costs. If your organisation is registered for GST and therefore is able to claim input tax credits for the GST component in the cost of goods and services purchased in the course of carrying out the Program, then the GST component of these costs should not be included in the project cost.

In the ARC column enter the amount of funding being requested from the ARC. Refer to section 5.1 of the Funding Rules for level and duration of funding that can be applied for.

In the Administering, Collaborating and Partner Organisation columns enter the cash and/or in-kind amounts committed from the relevant organisation types. The amounts shown for Collaborating or Partner Organisations must be the total combined contributions for the organisation type.

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Budget Categories

Personnel: Program Director and Chief Operating Officer/Program Manager

Funding will be provided for the Program Director and Chief Operating Officer, or Program Manager (Funding Rules section 5.2.2). In Table 1, create budget items for both roles, titles Program Director and either Chief Operating Officer or Program Manager.

Show the salaries for the Program Director and the Chief Operating Officer, or Program Manager as cash contributions in the ARC column.

Salaries must include a 28% loading to contribute to salary-related on-costs, including payroll tax, workers’ compensation, leave loading, long-service leave, non-contributory and contributory superannuation. The 28% loading excludes items such as extended leave and severance pay.

Personnel: Other Investigators

Create budget items for other Investigators who have a significant role in the Program (e.g.: Organisation Representatives nominated in Part A).

Show the role (CI or PI), the name and the proportion of time that is estimated will be spent on the Program.

Show the salary for that proportion of time as an in-kind contribution in the correct column (Admin Org, Other Eligible Organisations or PO columns).

Review sections 5.2.2, 7.1 and 7.2 of the Funding Rules to ensure that Program requirements relating to Participants are met.

Travel

Create a budget item to report the amount from the total budget allocated to support for domestic travel. Enter this amount in the ARC column.

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Travel – International:

Create a budget item to report the amount from the total budget allocated to support for international travel. Enter this amount in the ARC column.

Other

Create a budget item for Program cost directly related to providing Synchrotron access. Enter the amount requested from the ARC that remains after deducting the above costs.

Enter the cash contributions from the Organisation participants in the appropriate columns:

AdminOrg

Other Eligible Organisations (sum of all Other Eligible Organisation contributions)

PO (sum of all Partner Organisation contributions)

Annual Budgets

Budget details should be entered for each year of funding. Move between years by clicking on the relevant year’s link above the main Budget table (Table 1).

Making Corrections: To delete a number in a cell and leave it blank, replace the figure with a zero and click on another cell. This will refresh that cell value to zero.

Tables 2 and 3: Contributions from other Organisations

The annual amount committed from each contributing Eligible Organisation (excluding the Admin. Org.) should be listed in Table 2. The total amount should balance with the total amount shown in

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Table 1. This should be repeated in Table 3, where the amount committed by each Partner Organisation is listed. The total amount must balance with the total amount shown in Table 1.

At the end of Part D, ‘Save’, or ‘Save and continue’ to go to the next screen or ‘Previous and Save’ to go to the previous screen. To return to the ‘Draft Proposal Summary’ screen use the link at the top of the screen.

Part E - Budget JustificationsE1 Justification of funding requestedIn no more than three pages fully justify in terms of need and cost, each budget item requested. Use the requested Budget items as headings. Entitle each page of the PDF as 'E1 - Justification of Funding Requested'.

The uploaded PDF must use the same item (travel etc.) names as in the ‘Proposed Budget’ table. Fully justify each item in terms of need, cost and priority.

E2 For each Organisation, indicate the anticipated use of Synchrotron beamtime (in hours) and the amount of cash funding contributed.Using the table format supplied in the Instructions to Applicants, upload a PDF of no more than two A4 pages indicating the anticipated use of Synchrotron beamtime and the amount contributed.

Table Format 1: Anticipated need for Beamtime and Cash Contribution

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Organisation NameAnticipated need for

Synchrotron beamtime (hours)

Cash contribution

At the end of Part E, ‘Save’, or ‘Save and continue’ to go to the next screen or ‘Previous and Save’ to go to the previous screen. To return to the ‘Draft Proposal Summary’ page use the link at the top of the screen.

Part F - PersonnelNote: This is the largest section in the proposal form. Please ensure that you save regularly while completing this section. This Part may also take longer to save than some other Parts of the Proposal Form.

A copy of this section will be automatically generated for each participant who has accepted an invitation to participate on the Proposal.

Some questions are populated automatically from the personal details held in RMS for each Participant. If the information needs correction, only the Participant to whom the details belong can amend it by logging onto RMS, selecting 'My Details' and updating their details. Any details that are changed by the participant will auto-populate into their corresponding Part F in the Proposal form. Please ensure that this Part is saved in order for this information to be populated into the generated PDF.

F1 Personal Details

This section will automatically populate from the details held in RMS for each Participant.

Updating all the details in the ‘My Details’ section will ensure that each Participant’s data will be correct when it is auto-populated into a Proposal.

To update personal details, the individual Participant must amend their profile in their own RMS homepage using the ‘My Details’ section before proceeding to ‘Proposals’ via the RMS Home Page.

F2 Postal Address

This section will be auto populated from the details held in RMS for each Participant.

To update their Postal Address, participants must amend their profile in RMS using the ‘My Details’ section before proceeding to ‘Proposals’ as this information is used to pre-populate sections of the Proposal form.

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F3 Qualifications

This Part of the form will auto populate from the details held in ARC online application system for each Participant.

To check or update qualifications, individual Participants must log on using their own User ID and amend their own details in their own RMS homepage (see F1 above).

F4 Current and Previous appointment(s)/position(s) during the past 10 years

This Part of the form will auto populate from the details held in ARC online application system for each Participant.

To check or update Current or Previous appointments/positions, individual Participants must log on using their own User ID and amend their own details in their own RMS homepage. Follow the directions in section F1 (above).

F5 Research Record Relative to Opportunities

a) List the most significant publications and other activities relating to Synchrotron science and the total number of all peer-reviewed research publications over the last five years.

All Participants must complete this Part of the form. Write a maximum of 2500 characters (approximately 330 Words), listing the Participant’s recent publications relevant to this Proposal.

Include refereed journal articles and refereed conference papers. Ensure this listing is limited to the last five years only. If you do not have any publications over the past five years mark this Part of the form with ‘not applicable’.

b) Give brief details of all competitive funding for the last five years

All Participants must complete this Part of the form. Write a maximum of 2500 characters (approximately 330 Words).

Include grant number, if an ARC grant, the title of the grant, the years for which the grant was awarded, the amount funded, and briefly what part you played in the Project.

If you have not had any competitive funding over the past five years mark this Part of the form with ‘not applicable’.

F6 Organisational affiliations for eligibility purposes for this ProposalPlease enter the name of the organisation you will be associated with for the purposes of satisfying the eligibility requirements for your nominated role.

Select the ‘Search for Organisation’ link to find the name of the organisation the Participant will be associated with for the purposes of satisfying the eligibility requirements for the Participant's nominated role in undertaking the proposed research.

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Type part of the name of the organisation you will be associated with. If the organisation is not on the list, please contact the ARC at [email protected].

For CIs, this is usually the Eligible Organisation at which you will be employed, or at which you hold an adjunct appointment, or at which you are an officeholder of, as at 29 June 2012.

For PIs, this is usually your primary employer or a contributing organisation at which you are an officeholder (see Sections 6 and 7 of the Funding Rules).Use the drop box at Part F6 labelled ‘Affiliation Type’ to enter the type of your affiliation with the organisation.

F7 Are you a current member of the ARC or its selection or other advisory committees?

This question will auto-populate from the profile information held in RMS for ARC College members and Selection Advisory Committee (SAC) members only. If this information is incorrect, please contact the ARC.

Note: This question only relates to the above stated associations and does not include staff of ARC-funded projects or Centres.

F8 Please name any of your relatives or close social/professional associates that are members of the ARC or its selection or other advisory committees

If you do have such associates, their name/s (Title, first name and family name) must be entered in the text box provided.

This information will assist the ARC in managing instances of potential Conflicts of Interest with ARC staff and potential assessors. The ARC has procedures for declaring Conflicts of Interest and for Selection Advisory Committee members to withdraw from consideration of particular Proposals for which there may be a Conflict of Interest.

Note: Examples of such committees are the ARC College members or members of a Selection Advisory Committee (SAC) or the ARC’s Advisory Council (excluding ERA Research Evaluation Committees). This question only relates to the above stated associations and does not include staff of ARC funded projects or Centres.

F9 Partner Organisation Affiliations

Do you have an association with a Partner Organisation named in this Proposal which is, or may be perceived as a Conflict of Interest?

If yes has been selected, in no more than 750 characters (approximately 100 words) of plain language, please describe the Conflict of Interest and how it will be managed.

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To determine if a conflict of interest may exist please refer to the ARC website http://www.arc.gov.au/about_arc/coe_guidelines.htm#conflict for further information.

At the end of Part F, ‘Save’, or ‘Save and continue’ to go to the next screen or ‘Previous and Save’ to go to the previous screen. To return to the ‘Draft Proposal Summary’ page use the link at the top of the screen.

Part G – Partner Organisation DetailsA copy of this Part of the form will automatically be generated for each Partner Organisation that has been added to the Proposal via the ‘Draft Proposal Summary’ screen.

G1 Organisation contact detailsEnter the name, title and contact details of the person who will be the main contact in the named Partner Organisation. This person may be a PI or another representative of the Partner Organisation.

G2 Organisation postal addressThe postal address will be filled out automatically from the Organisation’s details in RMS. To change an organisation's postal address details, the organisation's profile must be updated. Once updated, these details will automatically populate into the Proposal.

Note: Only the ARC can update these information profiles. Please contact your Research Office in the first instance, or the ARC at [email protected].

G3 Other organisation details Additional details for this organisation will be filled out automatically. To change any of the additional details, the organisation's profile must first be updated. Once updated, these details will automatically populate in this form.

Note: Only the ARC can update Organisation profiles. Please contact the ARC at [email protected].

At the end of Part G, ‘Save’, or ‘Save and continue’ to go to the next screen or ‘Previous and Save’ to go to the previous screen. To return to the ‘Draft Proposal Summary’ screen use the link at the top of the screen.

Part H – Statements on Progress of ARC Funded ProjectsH1 Statements on Progress of ARC Funded ProjectsPlease attach a Statement on Progress for each Participant on this Proposal who has received funding in 2011 under all ARC schemes

Statements of Progress are required for Project(s) that received ARC funding in 2011 that involved any Chief Investigator nominated on this Proposal.

A document should be prepared with a Summary Table listing each Project, followed by a descriptive Progress Statement for each Project listed. This should be uploaded as a PDF.

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http://www.arc.gov.au/about_arc/coe_guidelines.htm#conflict


Summary Table

Statements of Progress should be summarised in a table following Table Format 2, using the same column headings and no others.

The Statements of Progress table must show the Project ID and Project Leader.Table Format 2: Statements of Progress.

Project ID Project Title Project Leader Statement attached

LE110100001 Project ABC A Citizen YesDP110100002 Project DEF B Example YesLP110200003 Project GHI C Sample YesFT100100001 Project JKL D Test Yes

Progress Statements The Progress Statement should be no more than one A4 page for each funded Project.

Incomplete or misleading information may result in the ARC, in its absolute discretion, deciding to not recommend the Proposal for approval.

At the end of Part H, ‘Save’, or ‘Save and continue’ to go to the next screen or ‘Previous and Save’ to go to the previous screen. To return to the ‘Draft Proposal Summary’ screen use the link at the top of the screen.

6. Submitting the Proposal to the Research OfficeOnce all components of the Proposal are completed and saved, return to the ‘Draft Proposal Summary’ screen. Before electronically submitting to the Research Office, the Program Director should:

1. Review all components to ensure the information to be submitted is complete, and save each Part once more (this is to ensure that all information is captured in the PDF);

Note: Additions, deletions or modifications to Proposals will not be accepted after the date of submission unless invited by the ARC.

2. Ensure all components are complete and valid (indicated by a green tick).

Note: If you see the below ‘out of date’ validation error, this indicates that a Participant has changed some part of their personnel profile. To remove this validation error open and save the section. This will ensure that the updated information is repopulated into the Proposal.

3. Generate a PDF (whole Proposal document PDF) using the link on the ‘Draft Proposal Summary’ screen. Please note that generation times for PDFs will increase closer to closing date.

To submit to the Research Office please click on ‘Submit Proposal to Research Office’.

Note: Only the Proposal ‘owner’ (the Participant who initiated the Proposal in RMS) or your Research Office can submit a Proposal to the Research Office, and only an authorised Research Office Delegate can certify a Proposal and submit to the ARC

Note that the PDF should be re-generated before submission to ensure all changes made to the form parts by any Participant or the Research Office are included. After Proposals close, the ARC will also automatically generate a PDF for each proposal to ensure that all changes to the form are

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captured in the PDF. Participants and Research Office staff should use this final PDF as the final copy of the submitted Proposal should a printed one be required.

7. Additional points to assist Applicants to avoid common submission errorsNote: this list is provided as a guide and is not an exhaustive list of potential errors.

Is the Program Director the first CI named on the Proposal?

Are all of the other Participants listed in descending order by the level of contribution/ importance to the Program?

Are the proposed Participants significant and regular users of the proposed infrastructure, equipment and facilities?

Is there an Organisation Representative nominated from each Eligible Organisation?

Do Participants meet the requirements of their nominated role (Chief Investigator or Partner Investigator)?

Do participating Organisations meet the requirements of their selected role (Partner Org or Eligible Org)?

Does the Proposal meet format and submission requirements? Note especially page limits, font size, margin size requirements and so on for uploaded PDF insertions.

Are any items listed in the ‘Description’ column in the Project Cost table (Part D1) excluded from ARC funding? See Funding Rules sections 5.3 and 5.4.

Has a statement of progress at Part H been provided for all ARC Projects that received funding in 2011?

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Troubleshooting – RMS

Reference Problem SolutionLogin Why can't I login to RMS? To login you must use your RMS User ID and password (not

your RMS Person ID). Note: GAMS user accounts prior to January 2009 have been copied to RMS. Please use your GAMS ID (in capitals) and Password to login to RMS.

Participants Why can't I assign a person to be a participant successfully?

Ensure that you have the person's RMS Person ID (not the User ID) and Family name (case sensitive). Also ensure that the invitee has the role of 'Participant' in RMS.

How do I get another participant's Person ID?

Please obtain a participant's RMS Person ID directly from that participant. If the participant is from the same organisation your Research Office can search for their Person ID. If the participant is from a different organisation your Research Office will not be able to search for this participant.

Why isn't an invited participant showing in the Personnel section (Part F)

A Personnel Part will only be generated for an invited participant once that participant has accepted to be part of the Proposal. Please ensure that the participant has accepted the invitation.

Why isn't my 'Current Organisation' showing in the Administrative Summary (Question A3)?

Please ensure that your organisation details are correct and that the 'Position is currently held' box is checked. This can be checked by going to your personal homepage and clicking on 'Personal Details' and then clicking on the 'Organisation Details' tab.

Why can't I see an organisation when I search for it?

RMS only stores the various organisations previously involved on ARC Proposals. If an organisation does not appear you will have to ask the ARC to create a record in RMS for this organisation. Once created this organisation will appear in a search. To request the creation of a new organisation in RMS please refer to section 4 ‘Adding Participants and Organisations’

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Budget Why is there no column for Other Eligible Organisation(s) or Partner Organisation(s) visible?

Organisation Participants must be selected first to populate a column and totals table listing that organisation. Click on 'Set Other Organisation Contributor' link and select the organisation (see Part D, Project Cost).

Why can't I see the Organisation Participants when I click on 'Set Other Organisation Contributor'?

Organisations must be added to the Proposal first before they are populated for selection in Part D (Project Cost). Please ensure that the organisation has been added to the Proposal via the ‘Draft Proposal Summary’ screen.

Validation I have completed a form Part. Why is it still showing 'Incomplete' or 'Invalid'?

Please go into the form Part and check for any validation errors and update as required. Also check that all information has been entered where required.

There are no validation errors in a form Part but I still get an 'Incomplete' status for that Part?

If any information has been updated for e.g., a Participant's address details - the Part needs to be saved again to validate. Please go into the relevant form Part and save.

PDF Why does the PDF not show information that I have updated in RMS?

If personal information has been updated by a Participant, the relevant form Part must be saved again for the updated information to be captured in the Proposal PDF. It is important to save each form Part before submission.

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Documents

Matters to note before completing the Proposal form · Web viewParticipants who have had a previous ARC Grant Application Management System (GAMS) user account prior to January 2009