1 NHMRC Grant Variations Project grant funding is awardedd after a peer review assessment process. These assessmentss are based on a number of determining factors, those factors being the basis b of the success of the project. There are, however, often extenuating circumstances which affect the original proposal after award. In thesee cases a request for grant variation is required. When requesting a grant variation, the CIA must log into RGMS and submit a grant variation request. The online variation process for Project Grants applies to the following types of requests: Transfer of Administering Institution; Request to defer the start date of ann awarded grant; Request to change the research plann from the plan outlined in the application; Add/Remove CIs and/or re allocate CI roles; Relinquish an in progress grant; Carry forward of unexpended funds in the final year of a grant. Detailed instructionss are provided at the topp of each screen in RGMS, however the two mostt common types of variations (CI Team Membership and Structure andd Transfer off Administering Institution) are shown below: CI Team Membership and Structure 1. CIA completes the request in RGMSS Click on Grantee Variation in the left tool bar of RGMS and click New Completee the threee fields and then click on Submit to progress to the next screen Click on the binoculars to see a listing of the types of variationss that you can select from Click on each of the headings to the left of the screenn and complete the relevant information in each. These headings are: o Summary of Proposedd Changes to CI Team o Enter the summary of changes to CI team, proposedd date of effect, the reason for the proposed change, and click on the relevant boxess as to the nature of the proposed changes. Page 1 of 8
2 o Add one or more CIs o Click on the binoculars icon to see a list of all the CIss currently egistered in RGMS o To add more than one new CI, select thee checkbox next to the CI name in the pop up window, then click on thee Add and Select More button. o If you cannot find the person you are looking for, they may not be registered in RGMS. Ensure that they have a currentt RGMS account, and have completedd their RGMS CV. o After adding new proposed CI/s, make sure s you assign them a CI role (CIA CIL) Click C on the binoculars to see a listing of all CIs C registered inn RGMS Page 2 of 8
3 o Remove one or more current CIs o Click on the binoculars icon to see a list of all the CIss currently approved for your grant. o Select the CI/s that will be leaving your team t on the e selected effective date by selecting the checkbox next to their t name/ss and clicking on the Addd button. Click on the binoculars to see a listing of all a CIs currentlyy approved for your grant. o Re assign CI roles o To reassign r CIs within the team, select the person too be assigned each CI classification. The CI re assignment validator will show you how many valid selections remain. Ensure that each CI team member is assigned a CI classification.. Page 3 of 8
4 o Confirm CI Allocationss o Enter the percentage of their working week w each CI team member is to be allocated to this grant as a whole number (0 100). Do not type in the per cent symbol. o CI Team Changes Additional Info o Summarise the skills and contributions of o any new CIs. o Summarise the skills and contributions of o any CIs leaving the Grant Team. o Attach up to fivee files whichh provide more information relating to t the reason for the change and the skill and contributionc ns of any new CI team members.. It is recommended a CVV of any neww CIs be included. o There is space for an additional five filess to be uploaded related to the variation. o There is opportunity to provide an update from your last progress report (not mandatory) o Check the box at the bottom of the pagee saying thatt CIA data entry is complete. Page 4 of 8
5 Upload PDF documents into these sections that support the variation request o Certify and Submit The RAO completes the Request After the CIA has certified and submitted the variation request to the RAO, the RAO is to ensure that all relevant information i is provided to facilitate the t variation, and the RAO then certifies and submits the request to NHMRC through RGMS. After review, the NHMRC will advisee the RAO of request. the approval/rejection of the variation Page 5 of 8
6 Transferr of Administering Institution 1. CIA completes the request in RGMSS When a decision to transfer to another institution is made byy an Investigator, the CIA on the grant must create, complete and certify a variation request through t the Grantee Variation section of RGMS. After CIA certification, the request will become available to the Research Administration Officer (RAO) of the relinquishing institution for RAO certification before it is submitted to the NHMRC. The additional requirements for Program Grant, Early Career Fellowship and Scholarship holders are as follows: Early Career Fellowship and Scholarship holders must also include a letter off support for the transfer from both his/her current and proposed supervisor. The transfer of Program Grants will trigger an additional Programm Grant Administrative Review. Complete the three fields and then click on Submit to progress to the next screen Click on the binoculars to see a listing of the types of variations that you cann select from Page 6 of 8
7 Upload PDF documents into these sections that support the variation request Check the box stating that CIA entry is complete and then click on Submit Add any comments for the RAO and then select Yes under Certify CIA and click on Submit The Relinquishing Institution completes the Request After the CIA has certified and submitted the transfer request to the RAO, the RAO iss to ensure that all relevant information i is provided to facilitate the t transfer,, and the RAO then certifies and submits the request to NHMRC through RGMS. The New Institution completes the Request During the processing off the transfer request, the RAO of thee accepting institution will have no access to the grant via RGMS. It iss up to the CIA and/or relinquishing RAO to ensure the documentation evidencing the accepting Institution s agreement to the transfer is obtained Page 7 of 8
8 and attached to the variation prior to submitting the request to NHMRC. The evidence of agreement can be provided as a letter or a scanned After review, the NHMRC will advise the RAO of the approval/rejection of the transfer request. Page 8 of 8
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