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Research and Innovation Portfolio Research Support & Performance Team – Implementing Positioning for Growth Recommendations – Response to Staff Feedback 26 September 2012
Research and Innovation Portfolio
Research Support & Performance Team – Implementing Positioning for Growth Recommendations – Response to Staff Feedback
26 September 2012
© RMIT University 2009 2
Link to achievement of the R&I Plan
The Research Support & Performance Team aids the achievement of the R&I Plan by supporting:
• the attraction of research income from a diverse range of sources – as traditional sources of research income reduce in size and become more competitive, RMIT needs to capitalise on its industry links and applied nature to build research income. External research income provides additional resources to fund the research effort, both human and equipment
• research invoicing and monitoring of compliance to research agreements through simple, academic-friendly processes ensures research funds are able to be collected and used promptly
• the building of academic capability by planning and coordinating research specific professional development activities. With increased academic capability comes increased quality and quantity of research outputs, which increases University reputation and ability to attract external funding.
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Research Support & Performance Team – draft service catalogue
• Pre-Award – identification and communication of funding opportunities– liaison with funding bodies & communication of requirements– checking applications meet funding body requirements– management of submission processes – recording and reporting of application data
• Post-Award– facilitate the review and execution of funding agreements/contracts– manage the process for formal acceptance & variations – record & monitor project data including milestones and deliverables– facilitate research invoicing– process variations
© RMIT University 2009 4
Research Support & Performance Team – draft service catalogue
• Professional Development (PD) & Special Projects– coordinate the collection of College specific research-related PD plans– develop a complementary University-wide research-related PD plan– develop PD offerings for professional staff supporting research– work with the Organisational Development Unit to implement the above
plans– coordinate researcher networks eg ECRs and Fellows– manage & review internal support schemes & initiatives– profile the services provided by the Team
• Across all functions– data and records management – review and reporting– continuous improvement of processes
© RMIT University 2009 5
Research Support & Performance Team - current team structure
Director, Research Services
Intern’t & Industry Funding Schemes
Funding Officer(Intern’t & Industry
Post-Award Officer (Grants)
Funding Manager(Intern’t & Industry)
Funding Manager (ARC & NHMRC)
Post-Award Officer (Contracts)
Funding Officer (ARC & NHMRC)
ARC, NHMRC, health & medical Schemes
Principal Coordinator,
Research Services
ResearchAdministrative
Officer
Projects/ PD / Administration
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Feedback received and response
Comments ResponseNo comments made
1. Are there services that should be provided by the Team that have not been included in the Service Catalogue? What are they?
© RMIT University 2009 7
Feedback received and response
Comments Response
Consideration to where other research services should sit, particularly those that interacts with these on a daily basis
No other changes are planned that will impact on this Team at this stage, however, consideration will always be given to improved ways of working
Proposed structure looks quite practical and logical
2. The proposed structure has been designed to support achievement of Portfolio and University research strategy. Suggest any further changes that would improve this support.
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Feedback received and response
Comments Response
‘project’ bit ambiguous All the suggestions were presented to the DVC (R&I). Research Services is too broad as all teams within the Research Office provide services to researchers. Daine requested that ‘project(s)’ be included in the team name, so Research Project Support Team is suggested as the most appropriate option.
Don’t like ‘Research Projects Services – does not reflect core businessSuggestions: Research Services, Office of Sponsored Research, Research Office, Research Support Services, Sponsored Research Projects, Sponsored Projects & Researcher Development
3. Research Project Services Team has been suggested as a new Team name. Does this reflect the services provided by the Team? Suggest other Team names that would reflect these services.
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Feedback received and response
Comments Response
Need for consultation with stakeholders to identify needs
Extensive consultation was undertaken in 2011 and project outcomes reflected this feedback
Research Administrative Officer role – ‘front of house’ so change title to Research Services Officer
Role title changed - position is required to have a broad knowledge of all services offered
Pre-Award Coordinator to assist Sen Coordinator & Director with reporting
Coordinator will provide data etc to managers, but it is the managers role to produce the reports
Sen Coordinators to support each other in peak periods
This is the expectation within the team, but it doesn’t need to be PD’s
4. Any other comments/questions
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Feedback received and response
Comments Response
Director’s PD mentions ‘grant development’ but this isn’t the role of the Team
Grant development includes improved responses to compliance type issues
Strengthen language in Pre-Award Services PD’s to include development and improvement of methods of disseminating funding opportunities
Continuous improvement is a key accountability in PD’s of both Pre-Award Senior Coordinator and Principal CoordinatorExpectation that whole team will undertake review and improvement of processes
4. Any other comments/questions (continued)
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Research Project Support Team - confirmed team structure
Director, Research Services
Pre-Award
Pre-Award Services Coordinator
Pre-Award Services Officer
Senior Coordinator, Pre-Award Services
Senior Coordinator, Post-Award
Services
Post-Award Services Officer
Post-Award Services Officer
Post-Award
Principal Coordinator,
Research Services
ResearchServices Officer
Projects/ Professional Development
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Why change?
Refining and communicating the services provided by the Team will:• clarify the support provided by the Team for Academics, College and School
staff and other Research Office Teams• confirm that Colleges (and not R&I) are responsible for development and
quality assurance of funding applications• provide clear ownership of processes and responsibility for continuous
improvement
The new structure will: • align resources with research strategy ie diversifying funding sources• provide a single point of entry for enquiries for the Team• clarify which sub-teams are responsible for specific tasks ie pre & post award• increase resourcing to post-award services to allow for improved services• allow for back up support during peak periods
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Next Steps
Next week• Mapping of four staff into roles at current level and skill set• Individual meetings with all staff • Mapped staff to receive letters confirming new positions and new
PD’s• Staff in positions identified as being redundant, options explored• Team meeting to confirm outcomes for whole Team
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Next Steps
Next month• Communication of the changes to the Research leadership & all staff• Recruitment to three new positions • Backfill arranged for Post-Award part-time staff and role to be
responsible for most of the duties in the Principal Coordinator role to March 2013
• New structure implemented – 1 November 2012
End 2012, beginning 2013• When new team in place, visits to Schools & Colleges• Implement team building and professional development program
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Resources & Support
• Employee Assistance Program (EAP) – is an independent, professional, free and confidential counselling service for any staff who feel they need support. The program maintains total confidentiality and your privacy. They can be contacted on:
1300 786 860 or email them at [email protected]
• For more information about change processes go to:Managing Major Change Policy
http://www.rmit.edu.au/browse;ID=9v5vj529y1691
