Learning Through Research Seed Funding Guide for Applicants

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1 Learning Through Research Seed Funding Guide for Applicants intranet.ucd.ie/research/seedfunding 2016 Revised 7 th November 2016 point 13, page 14.

2 1. PROGRAMME DESCRIPTION AND OBJECTIVES APPLICATIONS AND EVALUATION ELIGIBILITY FUNDING PROPOSAL PREPARATION AND SUBMISSION - GUIDELINES... 5 PROPOSALS... 5 ACCESSING THE ONLINE APPLICATION... 5 PROPOSAL TITLE... 6 STEP 1 PROJECT DETAILS... 6 STEP 2 RESEARCH DETAILS... 7 STEP 3 PRINCIPAL APPLICANT INFORMATION... 8 STEP 4 FINANCIAL INFORMATION... 9 STEP 5 SUBMIT YOUR SEED FUNDING PROPOSAL... 9 TERMS AND CONDITIONS POST ASSESSMENT PROCESS - REPORTING RESEARCH ACCOUNT SET UP RESEARCH ACCOUNT EXPENDITURE PROJECT REPORTS APPENDIX 1: FINAL PROJECT REPORT TEMPLATE APPENDIX 2: SEED FUNDING SCHEME BUDGET POLICY

3 1. Programme description and objectives As an excellent research-intensive university, UCD s educational experience is further enriched through students participation in research and enquiry and by the internationally-recognised research expertise of those that teach them. Embedding research in the undergraduate curriculum is one of the key enhancement themes of the Curriculum Review and Enhancement process. To this end, a UCD seed funding scheme, Learning Through Research, has been created to provide financial support for collaborative projects that further this objective. It covers all disciplines and offers teams the opportunity to apply for funding to undertake relevant curriculum enhancement projects in the undergraduate space. The specific objectives of the Learning Through Research scheme are to: 1. Support the design and development of a spine of research activities throughout our undergraduate programmes. 2. Engage undergraduate students in authentic research and enquiry activities in their discipline that develop and enhance their specialist knowledge, research skills and transferrable skills. 3. Embed and coordinate the teaching of research skills throughout the undergraduate programme, aligned to subject, stage and programme outcomes. 4. Promote the development of inclusive communities of scholars that bring together faculty, researchers, graduate and undergraduate students in the research endeavour. 5. Highlight and disseminate good practice examples with a view to broader adoption of research-based learning and research-teaching linkages across all UCD programmes. 6. Enhance UCD s reputation for educational excellence nationally and internationally. The scope for potential applications is broad, and the adjudication committee welcomes creative ideas accompanied by a well-designed project plan. A duration of up to 18 months, from 1 st February 2017, is available for projects. The recipients of funding must present on their projects at a UCD Teaching and Learning event. 2. Applications and evaluation Applications will be evaluated based on the following weighted criteria: a) Quality (30%): excellent and well-designed project which is clearly aligned to the objectives of the scheme. b) Impact (30%): project clearly demonstrates sustainable impact, beyond the project duration, on student learning and the quality of the educational experience through programme/stage/subject enhancement. c) Creativity (20%): project is creative in how it addresses aspects of curriculum structure; and/or content; and/or teaching, learning and assessment activities. d) Value for money (20%): applicant has provided clear and reasonable budget justification. 3

4 Applications to this internal award scheme must be submitted via the Research Management System (RMS) Grants online submission system. Applications Timeline Call for applications: 24 th October 2016 Call for applications closes: 25 th November 2016 Decisions advised by mid-january 2017 Following the adjudication panel meeting, results are sent to all applicants. Feedback comments on each application are recorded and will be provided in the results letters; the purpose of which is to help applicants understand how they might improve the quality of future proposals. All notifications will be ed to the UCD account of the principal applicant as provided in the online form. Adjudication Panel Applications will be evaluated by a central multi-disciplinary panel appointed by the UMT Education Group composed of the following members: Dean of Undergraduate Studies or Registrar's nominee (Chair) College Vice Principal of Research, Innovation & Impact College Vice Principals for Teaching & Learning (2) Director of Teaching & Learning SU Education Officer (Undergraduate) External member 3. Eligibility Team applications are invited and must fulfil the following criteria: All team members must be currently employed by UCD or a UCD postgraduate student Each team must have a minimum of two UCD faculty members (Lecturer/Assistant Lecturer; Associate Professor; Professor; Full Professor), one of whom will assume the role of principal applicant All team members must hold an employment contract (staff) or be fully registered (students) for the duration of the award. Eligibility checks, on submitted proposals, will not be carried out until after the call has closed. 4

5 4. Funding Sums up to 8,000 will be awarded for successful applications; however, applications for smaller sums are welcome. A total budget of 60,000 is available in this funding call. Value for money is a key criterion and applicants should only seek amounts that are reasonable for the delivery of projects. Funding can be directed towards: Staff costs (e.g. teaching, research or administrative assistant) Consumables/materials and equipment specifically required for the project Organisation of workshops, seminars and exhibitions Travel and subsistence where it is directly related to the achievement of project deliverables. See Appendix 2: Seed Funding Scheme Budget Policy on page 15 for further information. 5. Proposal Preparation and Submission - Guidelines Proposals Proposals are invited for projects which will introduce or expand research-teaching linkages in UCD s undergraduate curriculum. Projects will extend beyond an individual module and will involve collaborative teams working together at the level of the subject, stage or programme. Projects will demonstrate clear alignment to achievement of programme outcomes, and will seek to address issues identified through the Curriculum Review and Enhancement process. Applicants may wish to consult the Learning Through Research webpage on the UCD Teaching & Learning website for further ideas on activities and approaches for their project proposal. Queries around the scheme should be made to: teachingandlearning@ucd.ie Accessing the Online Application Applications to the Seed Funding Scheme are made via RMS Grants which is accessed using your UCD Connect username and password. If this is your first time to access RMS Grants you will be asked to submit your personnel or student number. You will then receive an notification containing a link to verify your details. Once you have clicked on this link you will have access to RMS Grants. Queries around the RMS system should be made to: grantreg@ucd.ie When you enter RMS Grants you should navigate to Proposal Maintenance to begin your application. The application form has five steps which are detailed below. The details that you enter in your application can be saved at the end of each step. Therefore, you can complete your application in several sittings. 5

6 Throughout the application, mandatory fields are marked with a red asterix * and these fields must be completed before the application can be submitted. Proposal Title Enter the proposal title into the Name of Internal Funding Application field. The title should clearly convey the nature of the project for which funding is requested. Once you have completed the title, click Begin Application. Step 1 Project Details Name and Contact Details Project Timeline Seed Funding Programme Resubmission Collaboration Your own name and address will be pre-populated. Additional team members should be entered as joint applicants and can be added by clicking icon and searching from the list of UCD staff or PhD students. Other postgraduate students who are team members should be added in the Collaboration field as they will not be listed here. The 18 month period during which funds must be expended You should select the Learning Through Research seed funding scheme from the drop down menu. Please ensure you are eligible for this scheme. This field is not applicable for the Learning Through Research scheme. Postgraduate students who are team members and who cannot be added as joint applicants should be added here. If your project involves collaboration either within UCD or externally with other universities, industry etc. then you should include the details. This section is not mandatory and may not apply for your particular project. 6

7 Step 2 Research Details Project Title Project Summary The project title can be changed by amending it here and clicking save at the bottom of this step. Describe the project, highlighting the novel and/or high risk aspects of the project. Please outline how the project will support the achievement of programme outcomes and addresses issues identified through the Curriculum Review and enhancement process. Whilst reviewers assessing applications will be selected from broad discipline areas, they may not be familiar with the exact curriculum area in question. This section should therefore be a lay summary written in such a way as to be accessible to a non-discipline specific assessment panel, with all abbreviations, acronyms et cetera explained. Note: Provision of a rationale for why an inter-disciplinary approach is required is not applicable to the Learning Through Research scheme. Evaluation criteria: a) Quality (30%): excellent and well-designed project which is clearly aligned to the objectives of the scheme. c) Creativity (20%): project is creative in how it addresses aspects of curriculum structure; and/or content; and/or teaching, learning and assessment activities. (1500 characters are permitted in this field) Research Ethics Review Impact & Benefits Applicants must indicate if the research involves humans, animals, tissue or records thereof. This may not be relevant to all projects. Applicants should detail the potential impact and benefits arising from this project. Explain what will be different if the idea under consideration delivers to its full potential. Applicants should make the case for why this project should be funded bearing in mind the objectives of the Learning Through Research Seed Funding Scheme. These objectives are detailed at the start of this guide. Evaluation criteria: b) Impact (30%): project clearly demonstrates sustainable impact, beyond the project duration, on student learning and the quality of the educational experience through programme/stage/subject enhancement. (800 characters are permitted in this field) Objectives, Methodology & Describe project objectives, methodology, timelines, milestones and 7

8 Deliverables expected outputs. Describe the roadmaps for the project beyond this internal funding award. This information will help to contextualise the project for the assessment panel. As with the summary section, this should be written for a nondiscipline specific assessment panel. Evaluation criteria: a) Quality (30%): excellent and well-designed project which is clearly aligned to the objectives of the scheme. c) Creativity (20%): project is creative in how it addresses aspects of curriculum structure; and/or content; and/or teaching, learning and assessment activities. (2700 characters are permitted in this field) Step 3 Principal Applicant Information School and Other Contact Details Current Funding Source Short CV School information and contact details are pre populated upon login to RMS Grants with your Connect details. Please note that all notifications regarding the Seed Funding Scheme will be sent to the UCD account as it appears in this section. This field is not applicable for the Learning Through Research scheme. Where an applicant has a Researcher Profile, CV information will be prepopulated from their profile page. Any pre populated information in excess of this character limit will be truncated therefore it is important that applicants review their CV before submitting. (800 characters are permitted in this field) Recent Publications, Current Research Grants and Pending Proposals These fields are not applicable for the Learning Through Research scheme. 8

9 Step 4 Financial Information Breakdown of Costs Additional Funding Applicants are asked to provide a breakdown of the individual costs required to run the project. Please ensure that the total amount requested in your application does not exceed 8,000. Where additional funding is required, in excess of that available under the scheme, applicants are asked to provide detail on how this will be sourced. Budget Justification Applicants are required to justify the individual costs as entered above. You should also provide a justification as to why funding is being requested through the Seed Funding Scheme for your project. Those in receipt of external funding as evidenced in Step 3 of their application should detail why funding is being requested through the scheme and is not available from existing resources. Applicants should be aware that a consideration of value for money will apply and unrealistic costs which are not justified may have a negative impact on the application. Note: The requirement to provide an explanation as to how this funding would help to advance your research career is not applicable to the Learning Through Research scheme. (1500 characters are permitted in this field) Step 5 Submit your Seed Funding Proposal Once applicants are satisfied with the content of their application, you should click Submit for Approval. Once your application has been submitted, you will no longer be in a position to make changes. Important note on the character count: The characters available in each section will be counted automatically by the RMS Grants System. The RMS Grants character count might be different to character count in MS Word due to hidden formatting symbols but you must keep to the limits as counted by RMS Grants. Should you be working offline in MS Word and copying-pasting sections of text into RMS Grants, we suggest using Notepad or a similar program to remove all formatting. 9

10 Terms and Conditions These terms and conditions apply to the Learning Through Research seed funding scheme. 1. This scheme covers all disciplines. 2. Only team applications are eligible for this seed funding scheme. 3. Applicants must be members of UCD staff. Each team must have a minimum of two UCD faculty members, one of whom will be the principal applicant. Consent must be obtained prior to inclusion of team members in the application. 4. Application forms must be complete. No supplementary material will be accepted - all relevant material must be displayed within the application form. Application forms must display information clearly and concisely and must be of a high professional standard. Incomplete application forms will not be evaluated by an Assessment Panel. 5. It must be clear from the application that the objectives of the scheme have been taken into account. 6. Postdoctoral researchers must have a contract for the full duration of the period during which their award will be spent. Research postgraduate students must be fully registered for the period during which their award will be spent. 7. Funding received under this scheme must be used for the project outlined in the application. 8. Top-up funding will not be available on existing awards funded by UCD Seed Funding Schemes. 9. Successful applicants must apply in writing to the chair of the Learning Through Research adjudication panel to make any changes to their application following receipt of an award. 10. UCD Teaching and Learning must be notified of any budget transfers between categories. Up to 500 transfer between budget categories will be allowed without seeking written approval. 11. The principal applicant cannot transfer an award to any other person. In exceptional circumstances, a transfer to a named joint applicant may be allowed. 12. Applicants may not apply under this scheme to reclaim expenses for conference/travel that has already taken place (i.e. before notification of the award). 13. The start date of the project will be automatically activated following the announcement of the awards. The award must be spent either within 18 months of the start date or before the award holders contract end date, whichever is earlier. 14. Successful applicants will be required to submit a project report detailing their outputs and deliverables on completion of the project. 15. Any under-spend must be returned to the Office of the Vice-President for Academic Affairs (VPAA) within 3 months of the end of the project or immediately on cessation of the project for any reason other than completion. 16. The awardee is responsible for ensuring spending does not exceed the budgetary allocation. Any over-spend will be charged to the relevant school. The Office of the VPAA will not be responsible 10

11 for any over-spend on the project. The head of school must agree to cover maintenance costs of any equipment that is purchased with funding obtained through the Learning Through Research scheme. 17. Any equipment purchased with funding received through this scheme will remain the property of UCD. 18. Successful applicants will be required to provide details of their actual spend compared with their budgeted spend at the end of the award period. Auditable back-up documentation, including invoices, cost allocations, etc. must be maintained by all successful applicants. 19. Requests for the supply of externally sourced goods, services and facilities are subject to the general University procurement procedures. Post Assessment Process - Reporting Research Account Set Up All awards made under the Seed Funding Scheme will be paid into a Research Account which will be set up by UCD Research. All successful applicants will be notified of the relevant research account within two weeks of announcement of results. Once the research account has been set up, successful applicants can manage the spending on their award by logging into RMS Grants ( and navigating to Grant Reporting. This component of RMS Grants provides detail on the current expenditure of the account. Research Account Expenditure Spending on the grant can be made through eprocurement ( or alternatively applicants may be reimbursed for expenditure by downloading and completing an expense claim form, all of which are available on the Bursars webpage Please reference your Research Account number when completing all expense forms. The above forms must be completed with codes for the different types of expenditure being claimed. A list of expense codes, to determine the nature of the cost incurred, can be obtained at All expense claim forms must be submitted to the Bursar s Office and be accompanied by receipts for all expenditure. These expense codes must be used along with the cost centre number and research account. Please ensure that your supervisor or head of school/ institute director signs off on all claims. Where funding is to support a visiting academic (not a member of UCD staff) then a Non Staff Requisition Form should be downloaded and completed with the per diem rate which can be obtained at Project Reports Successful applicants will be required to submit a project report detailing their outputs and deliverables on completion of the project. Future funding under the Seed Funding Scheme will be dependent upon submission of this report. A report template is attached at appendix 1. 11

12 Appendix 1: Final Project Report Template Final Report Seed Funding Award Research Account Number Project Owner Project title Project Start Date Project End Date Budget Awarded Actual Expenditure (analysed below) Pay Non-Pay Equipment 1. The objectives and outputs of the project: 2. Impact on student learning and the quality of the educational experience at the level of programme, stage or subject: 3. Initial feedback from students, colleagues and external examiners on the enhancements: 12

13 4. Any other comments that you think would help with the design of future internal funding schemes Date: 13

14 Appendix 2: Seed Funding Scheme Budget Policy This section sets out the financial/budgetary information you should provide when submitting a proposal to the Seed Funding Scheme. Please read through this carefully in advance of submitting a proposal. Pay Costs 1. Salary costs can be included for personnel essential to carrying out the research project. This includes Research Assistants, Post-doctoral Researchers, Technicians, Laboratory Managers and Administrators. 2. Teaching buy-out (with HOS approval) is an allowable cost. Appointment should be on the lecturer scale. 3. The duration of the appointment should be clearly outlined in the proposal. 4. In-line with current practice all appointments should be made on point 1 of the appropriate UCD pay scale Any deviation from this must be clearly explained in the budget justification. 5. Employers Costs should be included to cover Employers PRSI (10.75%) and pension (20%). 6. PhD student stipend and fees are not eligible costs. Equipment 7. Details of all requested equipment necessary should be itemised. VAT at the prevailing rate should be included. 8. Where equipment of a value of more than 3,000 is requested, details of quotations should be included in the budget justification. 9. Maintenance for the first two years of operation, if not already included in the purchase price, is an allowable expense. Applicants must confirm that their school is willing to cover the maintenance costs of the equipment thereafter. Materials and Consumables Travel 10. An outline of all materials and consumables that will be used during the course of the project should be provided alongside detailed justification for all costs. 11. Access charges for use of Infrastructure can be included here. 12. Conference registration fees should be included here. 13. Only travel and subsistence costs for journeys and events directly related to the project may be requested. 14. Details of the trip should be outlined including location, duration, purpose and name of proposed traveller. 14

15 15. Business class travel is not an allowable expense. 16. Subsistence should be as per the rates listed on the Bursar s website. The 24 hour subsistence rate covers accommodation and all meals. Subsistence should be reduced accordingly where meals and or accommodation is provided by a third party of covered under a conference registration fee. Co-funding/cost - share 17. Reduce the budget request by any funding available from any other source. Budget Justification 18. The budget justification is the narrative explanation of the budget. It helps reviewers to evaluate whether the budget requested is reasonable and represents value for money. It should clearly explain why requested eligible costs are necessary for the proposed project and how they have been calculated. Some general guidance is provided below. When constructing a budget justification follow the same order as that in the itemised budget form, so that reviewers can easily compare the two documents. Ensure that everything in your budget is referenced in the justification. Provide more details for higher value requests. For staff costs describe roles and responsibilities and where necessary describe why a certain level of experience or qualifications is required. For equipment, justify why existing equipment cannot be used and why this equipment is critical. For materials and consumables, where relevant provide details relating to estimated numbers of runs. If use of technology is required please include any access costs and detail estimated usage in days or hours. For travel include details of personnel travelling, location, duration and purpose of proposed trip and why it is necessary. 19. Provide details of any cost-share or co-funding available from any other source. 20. Provide confirmation that funding requested for the proposed project is not available from any other source. 15

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