Knowledge Exchange and Dissemination Scheme

Knowledge Exchange and Dissemination Scheme Supplementary Award for Accelerating Impact 2018 Guidance Notes Key dates Call open to applicants 01 June 2018 Deadline for submission of applications 27 July 2018 @ 13:00 Announcement of successful awards October 2018 Applications must be completed and submitted through the HRB online Grant E-Management System (GEMS) (https://grants.hrb.ie), and this system will close automatically at the stated deadline and timeline listed above. In line with the aims and remit of this scheme, access to the application form is restricted. Prior to the scheme going live the HRB will have notified eligible grant holders by email of their eligibility. Eligible grant holders will have access to the KEDS 2018 application form through GEMS (https://grants.hrb.ie). You may access the form through the apply for new awards button. Please see detailed guidance for applicants appended to these guidance notes for more information. *Prior to final submission to the HRB, all applications must first be reviewed and approved within GEMS by the authorised approver at the Host Institution as listed in the application form. It is critical therefore, that applicants leave sufficient time in the process for the Research Office (or equivalent) in their nominated Host Institution to review, seek clarifications and approve applications prior to the final submission date. This may involve being aware of and complying with any internal Host Institution deadlines for review and approval, distinct from the HRB deadline. 1

Knowledge Exchange and Dissemination Scheme (KEDS) Introduction An important part of the Health Research Board s (HRB) Strategy 2016-2020 is to encourage the translation of research knowledge from the research setting into real world settings. The HRB is committed to encouraging and incentivising the translation of research knowledge in order to accelerate and maximise the potential impact of this knowledge on policy and/or practice and health outcomes. This call, which provides an opportunity for existing HRB grant holders to obtain supplementary funding to strengthen knowledge exchange and dissemination activities across stages of the research lifecycle, reflects that commitment. The HRB views knowledge translation as a broader concept and adopts the definition of integrated Knowledge Translation (ikt) proposed by the Canadian Institutes of Health Research (CIHR) Knowledge Translation is a dynamic and iterative process that includes synthesis, dissemination, exchange and the ethically sound application of knowledge to improve health outcomes, provide more effective health services and products and strengthen the health care system. The overall concept of ikt is that it includes all activities that aim to promote, enhance and accelerate impact of research in real-world settings and not just the traditional end-of-grant KT that occurs when the research is concluded. A defining feature of ikt is that it sees each stage in the research process as an opportunity for significant collaboration with knowledge users, including refinement of research questions, decisions around methodology, data collection or tool development, selection of outcomes measures, interpretation of findings, crafting of the key messages and the dissemination of results. The process of ikt may vary in intensity, complexity and level of engagement depending on the nature of the research and the findings as well as the needs of the particular knowledge user. This supplementary scheme supports researchers and knowledge users to work together to shape and deliver: 1. Knowledge exchange activities that will improve the exchange and translation of research findings into policy and practice. Knowledge users may be involved in delivering health, managing healthcare, decision or policy making, charities, etc. 2. Dissemination activities aimed at the general public or specific subgroups of the general public. These activities may communicate the outcomes linked to the main award or a broader, related area of research. The HRB already provides funding for dissemination as part of all core grants to facilitate publication in journals and travel to conferences/workshops to share research findings with 2

peers. Recently the HRB has also launched its own publishing platform, HRB Open Research, for the sharing of materials of many different formats. Therefore this scheme does not support further dissemination activities to academic communities. The HRB also runs a separate Conference and Events Sponsorship Scheme. While such activities are still eligible under the KEDS call, they must be targeted at the general public or a subgroup of the general public, not peers. Aim of the scheme The aim of this scheme is to provide HRB funded researchers with an opportunity to seek supplementary funding for knowledge exchange and dissemination activities that will maximise the potential impact of the research findings on policy or practice, or communicate research and research findings to the general public. Scope All applications must include knowledge users from a policy, practice or public perspective; knowledge exchange or dissemination between academic audiences is not within scope. Applications for KEDS supplementary awards are restricted to holders of existing, active HRB grants with an awarded budget of 100,000 or greater. Applicants will be asked to demonstrate how the KEDS funding will add value to the existing investment and how it will accelerate potential impact. Any activity funded under this call will need to be clearly additional to the activities supported under the original award. The scheme will not fund: Knowledge Exchange and Dissemination activities not linked to eligible HRB awards; Knowledge Exchange and Dissemination activities that are explicitly funded under the original award; Conferences and events that are funded under the HRB Conference and Events Sponsorship Scheme; Academic to academic knowledge exchange or dissemination New primary research and/or other activities that do not constitute knowledge exchange and dissemination activity; Open access publication costs; Costs associated with the application for publication of patents. The funding will support a flexible package of knowledge exchange or dissemination activities over a 12 month period that is justified and appropriately aligned with the current stage of the research process and with the target audience/s. Some examples are provided below. These examples are not intended to be exhaustive and there is no intent to imply that applications for these types of activities will be more successful than for activities not captured in the list. 3

Development of new educational material/sessions; Development of an outreach campaign ; Placement/exchange visits for key personnel; Development and/or use of communities of practice; Use of tools such as information brochures, plain language summaries, newsletters or policy briefs; Development of a knowledge exchange strategy for the current award; Hiring of a knowledge broker or implementation facilitator/change agent; Development and organisation of linkage and exchange activities (meetings, workshops or seminars) that are specifically targeted at knowledge users; Any combination of the above, or related activities. Activities may use any media or formats, such as written or audio materials, television or radio, meetings or events, creative media (film, theatre, art), or online technologies such as websites, podcasts, webinars, YouTube. This is the fourth KEDS call and the HRB would like to encourage fresh ideas. A repeat or slight variation of a previous KEDS-funded activity is not likely to be successful. Applicants are advised to note below tips for success from previous rounds: Proposals that integrated the target audience for the KEDs activities from idea generation and beyond were reviewed more favourably. All applications should include an evaluation of their proposed activities, e.g. measures of success that extend beyond the number of reach or use indicators (#downloads/hits, #intend to use, #participants), to measures of success that include attitude changes, knowledge changes or system changes. Proposed KEDS activities must not increase inequalities and the most effective method(s) of knowledge exchange and dissemination must be used to ensure that all target groups are reached. Areas with the potential to increase inequalities included KEDS activities that aim to be delivered through smart phones, other technologies or particular national print media, activities that are planned around a city centre location (e.g. Dublin/Cork) but are aimed at a national audience. One common issue for non-fundable applications was that applicants proposed too many activities for too many audiences. The most successful applications were those that had targeted specific messages to specific audiences and had planned their activities around this to ensure that they used the most effective means were used to disseminate/exchange these messages. While some applications included innovative and novel activities, many were simple activities that would nevertheless have potential for high impact. 4

Many of the applications focussed on activities, however more thought could have been spent on how the applicants would promote and disseminate the outputs of the activities (e.g. YouTube, adult colouring books) following development. Funding Available The supplementary funding available for this call (per existing award and inclusive of overheads) is up to a maximum of 10% of the total value of the original award, or a maximum of 60,000, whichever amount is lower. The minimum funding amount for which applicants can apply for is 10,000 (this means that the existing award must have been awarded a budget of greater than 100,000 to be eligible to apply). Allowable costs can include any costs associated with the proposed activities provided that they are clearly outlined and fully justified. Costs will not be provided for miscellaneous expenses or unspecified items. Applicants should consider any additional expertise required that is not currently available within the research team, collaborators or host institution (e.g. communication specialist, website developer, graphic designer, editor). For successful applicants to this scheme funding awarded will be explicitly linked to the original active award for on-going management, compliance and reporting purposes. Eligibility The scheme is open to Principal Investigators (PIs) or HRB fellows who are currently in receipt of an active HRB award with a budget of greater than 100,000 (total value of award including cofunding in cash but not in kind). To be eligible the award must: Be active as of the 10 May 2018, and Have an end of grant date of 15 December 2018 or later *, and In case of overlapping awards for the same initiative, only the most recent award will be eligible. * Variations impacting on eligibility Grants applying to the HRB to extend the duration of their award beyond 15 December 2018 are deemed eligible to apply for KEDS funding only where their No Cost Extension application has been received by the HRB prior to the KEDS Awards opening date. All eligible award holders will be notified by email. Conferences and events that were funded under the HRB Conference and Events Sponsorship Scheme are not eligible. 5

If successful, the KEDS supplementary funding activities must start between the 12 November 2018 and the 10 December 2018 and should typically be completed within 12 months of the start date. Requests for deferral or suspension of activities will not be facilitated. Only one application can be submitted per PI per award. PIs who hold more than one eligible active award may submit separate KEDS applications linked to each of the awards they hold. However, they must ensure and demonstrate that they have the required time to facilitate the proposed activities should more than one of their applications be successful. Assessment process and criteria All applications submitted will undergo an initial eligibility check and will then be subjected to a HRB-led review process, with oversight by an independent Chair, based on the selection criteria below. Rationale for the proposed activities beyond what has been completed to date and/or that which is proposed as part of the original funding; Clarity and quality of proposed knowledge exchange and dissemination activities and relevance to the objectives of this funding opportunity and existing award; Suitability of the proposed activities to the stage of the research process of the existing award; Identification, justification and inclusion of the appropriate target audience(s) for the knowledge exchange/dissemination activities; The potential impact of the knowledge exchange/dissemination activities and the added value of activities to the existing award; Feasibility of the proposed timelines and budget. The highest ranked applications will be recommended to the HRB Board for funding in September 2018. Applicants will be informed of the outcome and variations to existing contracts issued during October 2018. Application Procedure The closing date for receipt of applications is 27 July 2018 at 1pm. 6

Timetable 01 June 2018 Applications opened on GEMS (Restricted call) 27 July 2018 Deadline for submission of applications (1pm) August/September 2018 Assessment and selection process October 2018 Notification of success to applicants and issuing of Letters of variations HRB contact: Ms. Louise Bryce Project Officer keds@hrb.ie 01-2345150 The HRB reserves the right to reject any application that does not meet the terms of this call. The HRB s procedure for appealing funding decisions is available at http://www.hrb.ie/funding/funding-schemes/before-you-apply/relevant-policies/ 7

Appendix I: Detailed Guidance on the KEDS Application Form Only eligible grant holders can apply for a KEDs Award. The Principal Investigator must create and complete the application and all applications will be made through our online grant management system (GEMS). Eligible applicants will already have been notified of their eligibility by email. Only one application can be submitted per PI per award. PIs who hold more than one eligible active award may submit separate KEDS applications linked to each of the awards they hold. However, they must ensure and demonstrate that they have the required time to facilitate the proposed activities should more than one of their applications be successful. Are you a registered user of GEMS? Once logged in to GEMS, eligible applicants are taken directly to the Home page which is the starting point to create a KEDS application. They can access the KEDS application form through the apply for new award button. Host Institution and Signatory Notification Host Institution The Host Institution for the KEDS award will be the Host Institution responsible for the current active award to which the KEDS application is linked. In GEMS you will be asked to identify a Host Institution (from this list) and type it in full (do not use acronyms such as UCD, TCD, NUIG). Once you have entered the first 3-4 characters of the HI, you will be assisted with auto-select options. It is important that the HI name is entered accurately and in full as an incorrect entry may result in delays in attaining HI approvals. Signatory Notification (within Host Institution) Once the Host Institution is selected at the initial stages of application creation this will allow the Principal Investigator to notify the authorised signatory (Dean of Research or equivalent person authorised to endorse research grant applications for the Host Institution) in that Host Institution of the Principal Investigator s intention to submit an application to the KEDS 2015. The signatory s details are pre-populated in the system so the applicant just needs to click NOTIFY within GEMS. We recommend that you notify the HI signatory of your intention to apply as soon as possible in the application process. The signatory will receive an email from GEMS with the name and email details of the PI and if they have any queries or clarifications they can engage directly to resolve them with the PI. The HI signatory must confirm their willingness to participate as HI for the application through GEMS and once they do this a PDF of the application will be available for them to review with a view to them ultimately approving the final version for submission to the HRB. 8

Principal Investigator s Details The following information is requested for the PI details: Question 1: Principal Investigator Details Name: Department: Host Institution (HI) / Charity organisation (Co-funding Partner(s), as applicable for MRCG grant holders): Present position: Academic qualifications: Professional qualifications: Question 2: Host Institution The Host Institution for the KEDS award will be the Host Institution responsible for the current active award to which the KEDS application is linked. In GEMS you will be asked to identify a Host Institution (from this list) and type it in full (do not use acronyms such as UCD, TCD, NUIG). Once you have entered the first 3-4 characters of the HI, you will be assisted with auto-select options. It is important that the HI name is entered accurately and in full as an incorrect entry may result in delays in attaining HI approvals. Once the Host Institution is selected at the initial stages of application creation this will allow the Principal Investigator to notify the authorised signatory (Dean of Research or equivalent person authorised to endorse research grant applications for the Host Institution) in that Host Institution of the Principal Investigator s intention to submit an application to the KEDS 2018. The signatory s details are pre-populated in the system so the applicant just needs to click NOTIFY within GEMS. We recommend that you notify the HI signatory of your intention to apply as soon as possible in the application process. The signatory will receive an email from GEMS with the name and email details of the PI and if they have any queries or clarifications they can engage directly to resolve them with the PI. The HI signatory must confirm their willingness to participate as HI for the application through GEMS and once they do this a PDF of the application will be available for them to review with a view to them ultimately approving the final version for submission to the HRB. Active HRB award linked to this application Please manually enter the details of the HRB award that is linked to this application. Only one application can be submitted per PI per award. However, PIs who hold more than one eligible active award may submit separate KEDS applications linked to each of the awards they hold. 9

Question 3: Active HRB award linked to this application HRB Reference Number: Title: Funding scheme under which the award was granted: Total funding envelope of award: Start date of award: End date of award: Host Institution: Co-Applicants on the active award The following details are requested for the co-applicants on the active grant to which this KEDS application is linked. You will have to manually enter all the co-applicants names in the spaces provided. The co-applicants will not be able to review the GEMS application form. Therefore you are advised to seek their input prior to completing the GEMS application form. Question 4: Co-applicants on the active grant Please list the co-applicants on the active HRB award grant and indicate if they have a role in the proposed KEDS project Title Name Present position Institution Proposed time commitment to the KEDs project, if relevant Personnel financially supported on the active grant Please list any personnel that are supported through the active grant and indicate if they have a role in the KEDS project. If you have more than 10 personnel supported through your active grant please insert the 10 most relevant. Question 5: Persons financially supported on the active grant List any person who is currently working on the active HRB award grant and indicate of they have a role in the proposed activities (extending the table if necessary). Name *Type of personnel Proposed time commitment to the KEDS project, if relevant 10

New/additional partners Please list any new or additional partners that have or will help you to achieve the proposed activities. You are advised to pay particular attention to non-academic and/or those who you see as your target audience for the proposed activities. Question 6: New/additional partners Please list any new or additional partners that have or will help you achieve the proposed activities. You are advised to pay particular attention to non-academic and/or those you see as your target audience for the proposed activities. Title Name Present position Institution Role on KEDS Degree of partner engagement Please describe any partner engagement that you may have had already or that you intend to have throughout the project and give a short description of what it has/will involve. You are asked to think about partner engagement and the degree of engagement in the following areas: Engagement during idea formulation Engagement during the proposed activities Engagement beyond the end point of KEDS Engagement in the active award to which the KEDS is linked (300 words maximum) Lay summary of application Please present a lay summary of the work to be undertaken as part of this KEDS application (250 words max). You are asked to describe what you propose to do, why you think it is important and how you will do it. The summary needs to be written as a plain English summary such that it 11

is clear, easy to understand, and is easily accessible to a lay audience. The lay summary may be used when providing information to the public and may be posted on the HRB website. Project Duration and Start date Please indicate the expected length of the proposed project in months (maximum duration is 12 months) and the proposed start date. The start date must be between 12 November 2018 and the 10 December 2018. Relationship of this application to the active grant Please explain how this application links to the active grant including the aims and objectives of the active grant and the progress made to date (300 words max) Added value to the existing award Describe how the proposed activities will add value to the existing award generally and over and above the activities that were included as part of the existing award (300 words max) Previous KEDS awards If you have been the holder of a previous KEDS award, please describe how this application differs from the previous award (300 words max). Proposed knowledge exchange and dissemination activities Please describe in detail the proposed activities that you wish to undertake as part of this application (500 words max). Be sure to include: Description of the background / evidence as to why you have chosen these particular activities Information on the target audience and why the activities are important to this audience Timelines and key deliverables for the activities. NOTE: Please provide a Gantt Chart outlining the timeline and key deliverables of the activities that you wish to undertake. This needs to be uploaded on GEMS in the relevant section. You may also provide an additional upload at the end of the application should you wish to include any other relevant documents to support your application. However note that this is not mandatory and you are requested that you only include additional information where it is relevant to the application. Additional Personnel If you proposed to use some of the funds to support personnel please provide details on the person you are seeking and their role in the proposed activities (300 words max). Objectives and deliverables 12

You are requested to use the add objectives function on GEMS to add a minimum of three research objectives. Objectives should be SMART (specific, measurable, achievable, realistic and time-bound). For each objective please list a subset of deliverables which may be used to monitor progress if successful. Objectives/deliverables should be mapped against estimated completion timelines in a Gantt chart, and any milestones highlighted. Measures of success You are asked to consider here indicators of success. In other words if your project was funded how will you know if that you have achieved the goals as outlined in this application? These are different from the objectives and deliverables above in that the objectives and deliverables are measures of progression of the project and outline what you will, how you will do it and by when. Indicators of success are more general in that they can be used to measure how successful your project has been in achieving the objectives. As way of example you might want to think in terms of the following: Reach indicators (#distributed; #requested; #downloads/hits) Budget Use indicators (#intend to use; # adapting the information; # using the information as is) Partnership/collaboration indicators (social network growth; capacity building efforts; collaborativeness) Attitude changes (qualitative / quantitative measures) Knowledge changes (qualitative / quantitative measures) Systems changes (qualitative / quantitative measures) (Max of 10 indicators) Please complete the budget table for the activities over the 12 month period. You must provide justification for each budget cost. Total costs must be within 10% of the cost of the existing award or 60,000 whichever is lower and must exceed the minimum of 10,000. The budget requested must reflect the scale and nature of the proposed activities and reviewers will thoroughly asses the level of funds requested when reviewing the proposal. You are advised to seek guidance from the research office/finance office in the host institution before completing this section of the form. The HRB will not provide additional funding in the case of either under-estimates or over expenditure. Funds will be provided for the following: 1. Personnel costs Must be listed for each salaried personnel under each of the following subheadings (a-c): a) Salary Gross Annual Salary (including 5% employee pension contribution) negotiated and agreed with host institution. Applicants should use the IUA website scales for the most up-to-date recommended salary scales for academic researchers 13

http://www.iua.ie/research-innovation/researcher-salary-scales/ Please note employee pension contribution of 5% has already been incorporated into the IUA gross salary figure. Applicants are advised that public sector pay increases for the period until end of 2020 have been agreed. Please find details at https://merrionstreet.ie/en/news- Room/Releases/Minister_Donohoe_publishes_the_Public_Service_Pay_and_Pe nsions_bill_2017.html and apply these increases to your application budget in addition to normal increments for staff. b) Employer s PRSI c) Employer Pension Contributio n Employer s PRSI contribution is calculated at 10.85% of gross salary. Pension provision up to a maximum of 20% of gross salary will be paid to the host institution to enable compliance with the Employment Control Framework (an additional 5% employee contribution is part of the salary). The level of employer contribution should be in accordance with the model adopted by the host institution. If applicable, state the amount of employer contribution based on the pro rata salary and note the % of pro rata salary used to calculate this for reference. Exceptions apply where Circular letter 6/2007 applies. Circular Letter 6/2007 states that the pensions contribution of all Public Health Service employees who, on or after 1 June 2007, are granted secondments or periods of special leave with pay to enable them take up appointments with other organisations, including other Public Health Sector organisations, will be increased to 25% of gross pensionable pay. The rate of 25% of gross pensionable pay referred to in this context is the pension contributions to be paid by the body to which the employee is seconded it does not include any pension contributions which employees make themselves. Where no such arrangements are in place, the HRB will not be liable for costs. 2. Running Costs 3. Equipment 4. Disseminat ion Costs For all costs required to carry out the proposed activities including materials and consumables, travel costs for meetings, website costs, transcription costs etc. Funding for small items of equipment can be included in this section. However it is expected that very few costs will be required for equipment and the maximum allowed is 2000. Personal/Stand-alone computers will not be funded as these are considered a standard piece of office equipment, i.e. overhead. Costs associated with publication of materials, seminar/conference attendance (provide details of name and location, where possible) and any other means of communicating/reporting outcomes as detailed in the proposed activities. 14

5. Overhead Contributi on In accordance with the HRB Policy on Overhead Usage, the HRB will contribute to the indirect costs of the research through an overhead payment of 25% of Total Direct Modified Costs for desk based work. Please note that the cap for funding is inclusive of any overhead contribution. 15