Research Professional is the preferred system used by the James Cook University research community to search for funding opportunities and funding related news. Every research student and employee has an account created and is automatically assigned to a default faculty, school or discipline from where they can share funding searches specific to their field. Follow this link for further information on Research Professional and the JCU contacts.
ACS stands for Application Cover Sheet. It has been designed to collect data for various internal and external requirements, consistently and up front. This avoids the need to collect data twice, facilitates more rigid data analysis and more efficient project management of successful applications (e.g. negotiation of final agreements, cost centre allocation, and invoicing).
The ACS must be completed and submitted to the Research Office with any external grant application and any research contracts and consultancies. Applications cannot be accepted and contracts not processed without the completed form.
The only time an ACS is not required is with expressions of interest. If your expression of interest is successful and you are invited to submit a full application, then an application cover sheet is required.
The internal closing date for applications is one week prior to the closing date of the funding body for domestic applications; and two weeks prior to the closing date for overseas applications. Applications not handed in to the Research Office within the appropriate timeframes cannot be guaranteed the attention they deserve. Supervisors need to ensure that students are aware of the procedures for submission of applications which must be processed through the Research Office.
Deadlines are set to allow time to review all the submissions for a scheme, arrange for possible corrections, obtain the necessary University approvals and submit to the funding body by its deadline. The Director, Research Services and SDVC’s have busy schedules, so it is not safe to assume that they will be at hand to approve a submission at the last minute. Given even the best checking processes, please allow for the fact that you may have missed something that will have to be corrected before it can be submitted. It creates a poor impression on the funding body if the Research Office submits a group of applications in good time and then has to rush in a further application for the same scheme at the last minute.
No, the Director, Research Services, has authority to sign research grant agreements and grant applications up to the value of $1,000,000. The SDVC has unlimited authority to sign research grant agreements and grant applications.
No. The best advice we can provide is to search through the funding opportunities on the Research Professional and determine if any of the guidelines will suit your project.
The research office can provide feedback on draft proposals if provided well in advance of the deadline. Such feedback is on ethics, Intellectual Property, set out of the proposal, readability, eligibility etc. Also you may want to consider the following:
Talk to your peers and find out what grants they accessed in the past.
Small grant opportunities come up ad hoc and the best way to find these is to subscribe and create email alerts on the Research Professional system.
Yes. The Research Office attaches the Tax Exemption Certificate where this is required with a grant application.
JCU does not have a Certificate of Incorporation as the university is incorporated under The James Cook University Act 1997.
The Research Office provides a CD with the signed and audited financial statements with your application when it is submitted. The statements can be found in JCU’s annual report.
The Research Office also holds a number of other certificates which it can attach to grant applications as required, for example:
Endorsement as an income tax exempt charitable entity
Bank Account Details (usually only requested after notification of success)
ABN Notification of Registration
Endorsement as a deductible gift recipient
Notice of endorsement for charity tax concessions
I have a question regarding my Higher Degree Stipend and Graduate Research Scheme funding and the administration in my School is unable to answer, who do I contact?
The Graduate Researc h School (GRS) administers all funding in relation to Higher Degree stipends. Your Faculty should be able to help you with information regarding the Graduate Research Scheme.
No. Research Services will add a signed (by Director Research Services) cover letter on JCU letterhead to the submission when it is sent off.
The Research Office (Cairns and Townsville) will coordinate the submission to be couriered to the funding body as long as the application is provided to the Research Office with enough lead time to check the submission, add any required attachments and arrange the courier company to pick up.
The grant guidelines state that the application should also be sent electronically, do I do that myself?
No. Research Services will send the email and necessary attachments to the funding body.
The funding body has notified me directly of the outcomes of my application, do I need to do anything?
If you are advised directly of the outcome of a grant application, please advise the Research Office. Quite often the funding body contacts the Chief Investigator directly. We do need to know if your grant was successful/unsuccessful so that files can be archived, and if it is successful to commence procedures to open new accounts so you can access the research funds.
I have been successful in applying for a grant however I didn’t notify the Research Office when applying. What do I do now?
You will need to provide the following to the Research Office to allow an account to be set up, invoices to be created and your access to project funds organised with Grants Finance:
The signed (by relevant Head of School) and completed Application Cover Sheet (ACS).
A copy of the original application to the funding body.
The letter from the funding body notifying that the grant has been successful and any attached agreements for signing or offer of grant forms.
Once all paperwork is in order the information can be entered into the Research Office database (RIMS) and sent to Financial and Business Services (FaBS) for action. FaBS is responsible for opening the account, advising the Chief Investigator of the account number and creating the invoices.