RESEARCH FUTURES NHS Lothian NMAHP Early Research Career Training Support Fund 1 December Full Details, Terms and Conditions

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1 RESEARCH FUTURES NHS Lothian NMAHP Early Research Career Training Support Fund 1 December 2015 Full Details, Terms and Conditions 1. Introduction Research Futures is a training fund provided by NHS Lothian Nursing, Midwifery and Allied Health Professions (NMAHP) Directorate and Edinburgh & Lothians Health Foundation to support postgraduate research training for NMAHPs employed by the Board. Research Futures does not offer research training per se, but funding to support such training. The fund is intended for staff at the early stage of their research career development, regardless of the stage of their clinical career development. It will serve to promote research capacity and capability by building a sustainable caucus of NMAHPs within NHS Lothian developing research skills and knowledge alongside their developing clinical skills and knowledge. Ultimately it will sustain a higher volume of quality applied healthcare research amongst these professions in the Board area. For the current applications round advertised in December 2015 Research Futures will provide financial support for three types of postgraduate training: a) Research Apprenticeships b) Research Masters degree study (i.e. MRes/MPhil/MClinRes or similar) c) Doctoral study (PhD/ProfDoc or similar) Research Futures will not support study towards primarily taught Masters degrees nor individual Masters modules. Applications for support are welcomed both from those considering commencement of a period of study within the next 12 months and those who have commenced such study already. Staff on fixed term contracts can apply only for awards whose duration would not extend beyond the last day of their contract. The deadline for submissions for the Research Futures application round is Monday 1st February See Section 6 for details on how to apply. 2. Types of training supported Three types of research training will be supported by Research Futures funding: 2.1 Research Apprenticeships Apprenticeships in Research Futures are defined as funded opportunities to gain first-hand experience of aspects of the research process through mentoring by an active Principal Investigator, carrying out time-limited research tasks, and possibly shadowing members of a research group. Prospective Apprentices will need to negotiate the details of their Apprenticeship with an appropriate research group, Executive sponsor: Melanie Johnson, Executive Nurse Director, NHS Lothian Page 1

2 including mentorship arrangements, themselves. These groups need not comprise NMAHP researchers exclusively. A catalogue of local research groups with significant NMAHP membership who have indicated a willingness to consider hosting Apprentices is provided separately with this announcement. Prospective applicants needing assistance to identify other research groups more appropriate to their intended study are invited to make contact as described in section 7. Apprenticeships will be based on a written agreement between the parties and will specify a concrete output such as performing a literature review, drafting a research protocol or ethics application, analysing some data, preparing a poster, writing an article for journal submission, and so on. There will be no qualification awarded but a Certificate of Completion will be issued based on Progress Reports (see section 5.1.5). Apprenticeships will comprise the equivalent of 26 whole working days over a maximum period of 12 months regardless of the staff member s contracted working hours. The precise time release arrangements will need to be negotiated by the Apprentice with their employing service and the host research group to suit the needs of all. Some part-time staff might prefer to engage in an Apprenticeship completely outwith their contracted working hours; this would not obviate the need to negotiate time commitment arrangements with the host research group. There is the expectation that Apprentices will use some of their 26 Apprenticeship days to attend relevant research training events such as those provided by the Edinburgh Wellcome Trust Clinical Research Facility and the Evidence-Based Practice Course for NMAHPs run within the Board. 2.2 Research Masters degrees Research Futures will support study towards Masters degrees obtained principally by research (i.e. MRes/MPhil/MClinRes or similar), as opposed to primarily taught degrees. 2.3 Doctoral degrees Research Futures will support study towards doctoral degrees (i.e. PhD/ProfDoc or similar). The duration of Research Futures support for postgraduate research degree study is capped at 4 years for Masters degrees and 6 years for doctoral degrees. Prospective Masters and doctoral students will need to negotiate their intended study directly with a suitable academic supervisor(s) in a university before applying for Research Futures support. Postgraduate research degree training must be based at a university close enough to an applicants place of residence to allow regular face-to-face academic supervision. Study provided on a distance learning basis will not be supported by the fund. 3. Types of funding available Two types of financial support are available through Research Futures: Executive sponsor: Melanie Johnson, Executive Nurse Director, NHS Lothian Page 2

3 3.1 Access to study expenses account Study expense accounts are available. These allow recipients of awards to claim expenses legitimately incurred in pursuit of the research training activity supported by Research Futures. These expense accounts are capped at: a) 500 for apprenticeships b) 3,000 per annum for postgraduate research degree study. 3.2 Salary backfill Salary backfill support can be applied for by those intending to commence a Research Apprenticeship only (although the Awards Panel has the discretionary power to offer backfill support in relation to postgraduate research degree study in the case of a truly outstanding application). The maximum level of this support will be the equivalent of 26 whole days at the top of Agenda for Change Band 7 plus oncosts (this support will honour any annual incremental changes in the salaries of the recipients of awards up to this maximum). This maximum level of equivalent salary support applies in all circumstances including those where applicants are seeking support for working arrangements which would incur overtime rates of pay for their employing service. Applicants seeking support for a postgraduate degree can apply for study expenses only. Applicants interested in a Research Apprenticeship are free to apply for access to a study expenses account, backfill support, or indeed both forms of financial support. The following examples show how different types of funding support might be appropriate to members of staff in different employment circumstances: Example 1. Staff member currently works 0.3 WTE in their NHS Lothian post and wishes to study part-time for a PhD outwith their contracted hours. They apply to Research Futures for access to a study expenses account capped at 3,000 per annum for 5 years. Example 2. Staff member currently works 1.0 WTE in their NHS Lothian post at Band 8a and wishes to commence a Research Apprenticeship. They negotiate 26 days study leave over a 1 year period with their service manager on the basis that backfill for this time at the top of Band 7 plus on-costs (the maximum allowed under Research Futures) will be supported by the fund. They apply to Research Futures for salary backfill (at top of Band 7) plus on-costs and for access to a study expenses account capped at 500. Example 3. Staff member currently works 1.0 WTE in their NHS Lothian post at Band 5 Point 21 and wishes to study part-time for an MRes. They negotiate the equivalent of 0.1 WTE study leave for a period of 4 years with their service manager. They apply to Research Futures for access to a study expenses account capped at 3,000 per annum for 4 years. Example 4. Staff member currently works 0.4 WTE in their NHS Lothian post and wishes to commence a Research Apprenticeship outwith their contracted hours. They apply to Research Futures for access to a study expenses account capped at 500. Executive sponsor: Melanie Johnson, Executive Nurse Director, NHS Lothian Page 3

4 4. Process of awarding funding Awards will be made following a competitive application process open to all registered Nurses, Midwives and Allied Health Professionals 1 employed by NHS Lothian. Interviews including a brief presentation will form part of this process. Research Futures funding will be awarded by an Awards Panel comprising NHS representatives of the Lothian NMAHP Research Framework Group and a staff side member of the Partnership Forum. Applicants are required to complete and return both an Application Form and a Funding Preferences Form. The information provided in the Funding Preferences Form will be held separately from the application per se and the Awards Panel will be blind to the former until having judged the applications for quality and importance during short-listing and interviewing. Following interviews the Awards Panel will consider which applicants should be funded (and by which types of financial support) in order to maximise organisational benefit and minimise organisational risk, based on their assessments of the applications and the funding preference information provided by applicants. Applications will be viewed particularly favourably where they demonstrate: Investigation of an applied healthcare research question o in a subject area of strategic importance to NHS Lothian, and o with potential to benefit NHS Lothian patients in the short to medium term A clearly articulated scientific case for studying the question A clearly articulated and feasible proposed methodology (where appropriate) The applicant s interest in research, as demonstrated by previous research activities and achievements, and an intention to pursue research knowledge, skills and activity beyond the timeframe of the Research Futures award. A conceptual connection to other recent or ongoing research work in Lothian. 5. Terms and conditions of awards All recipients of Research Futures awards will remain employees of NHS Lothian and retain their existing employment terms and conditions in full. 5.1 Contract of Agreement On receipt of the offer of a Research Futures award a successful applicant will be required to sign a Contract of Agreement to confirm in writing that they accept the offer of award on the basis of the specified terms and conditions. The Contract of Agreement will detail the following: Agreed aims, research questions, and intended outputs and outcomes of study The agreed aims, specific research questions, and intended outputs and outcomes of the funded period of study will be detailed in the Contract of Agreement. These will reflect those described in the applicant s successful application for Research Futures 1 The eligible AHP Professions are Physiotherapy, Occupational Therapy, Speech & Language Therapy, Dietetics, Podiatry, Radiography, Prosthetics, Orthotics, Orthoptics, and Arts Therapies. Executive sponsor: Melanie Johnson, Executive Nurse Director, NHS Lothian Page 4

5 funding except in those circumstances where funding is awarded by the Awards Panel on condition of amendments to the aims, questions and intended outputs and outcomes described in the application. For awards supporting postgraduate degree study the Contract of Agreement will specify the university where study will take place Duration of awards The Contract of Agreement will stipulate a date of commencement of award and indicate the expected date of completion of the period of study. Awards for research apprenticeships will extend for a maximum of 12 months from the date of commencement of award. Awards to support postgraduate degree study are capped at 4 years for Masters degree study and 6 years for doctoral degree study from the date of commencement of award Study leave arrangements Where a recipient of an award requires time away from their NHS Lothian post(s) to pursue their study the recipient will need to have gained agreement for this with their service manager via standard NHS Lothian study leave request procedures. Details of the study leave agreed will be documented in the Contract of Agreement Payment mechanisms The Research Futures fund will be held and administered by NHS Lothian Research & Development Office Management Accountant. Where an award comprises salary backfill the funds will be transferred to the employing service from the Research Futures fund on a batch schedule. Recipients of an award comprising access to a study expenses account who wish to claim expenses in relation to their research training activities should in most instances (see for exceptions) follow normal NHS Lothian procedures for doing so. The recipient s line manager will authorise expenses claims as normal. If recipients or their line manager are unsure whether a specific expense item can be claimed legitimately against the Research Futures fund they should contact the NHS member of the Lothian NMAHP Research Framework Group who is a signatory to the recipient s Contract of Agreement (the Board representative ) (see section 5.1.7). Normal NHS Lothian terms and conditions regarding expenses (such as mileage allowances etc.) will apply. All authorised expenses will usually be paid to the recipient via Payroll Computer hardware and software Expenses requests specifically for computer hardware or software will need to be approved by the Board representative. Once approved the item(s) will be procured by the Board representative on behalf of NHS Lothian and charged to the recipient s study expenses account. The recipient will then have sole use of the item(s) for the period of award only. In the case of malfunction or damage of the item(s) the recipient will inform the Board representative as soon as practicable. The Board representative will make arrangements for maintenance, repair, or replacement of the item(s) through NHS Lothian s Executive sponsor: Melanie Johnson, Executive Nurse Director, NHS Lothian Page 5

6 ehealth Department. The recipient will return the item(s) to the Board representative on termination of the period of award. The item(s) will remain the property of NHS Lothian throughout Tuition fees For payment of university tuition fees recipients of awards should forward the invoice they receive to NHS Lothian s Research & Development Office Management Accountant. A purchase order will be raised by our Accountant enabling the university to invoice NHS Lothian directly for payment of the fees. This purchase will need to be authorised by the Board representative Reporting mechanisms Recipients of an award to support an Apprenticeship will be required to provide a Progress Report at 6 months from the date of commencement of award and/or a Final Report at completion. Recipients of an award to support postgraduate research degree study will be required to provide Progress Reports at 6 months and 12 months from the date of commencement of award, and annually thereafter up to the Final Report. Progress Reports will cover: Activities undertaken Outcomes achieved Expenses to date Plan of work for next phase Any issues encountered The Final Report will provide an overview of the recipient s personal and research achievements as a result of receiving the award. It will also include, where appropriate, the recipient s views on their future engagement in research and the potential next steps for their research study/activity. All Progress Reports and Final Reports will need to be countersigned by the recipients service manager and the research mentor/academic supervisor Termination and suspension of awards All Research Futures awards will automatically terminate at the end of the award period (see section 5.1.2) except in certain circumstances described in sections In circumstances where the award is terminated prematurely (see sections ) the following will apply: Where university fees have been paid in advance from a Research Futures study expenses account, NHS Lothian has the right to reimbursement by the recipient of the award to the pro rata value of the university fees calculated from the date of termination of the award until the end of the academic year. For both Apprenticeships and postgraduate research degree study a final report will be requested (as per the specifications in section 5.1.5). Executive sponsor: Melanie Johnson, Executive Nurse Director, NHS Lothian Page 6

7 Recipients will have a right of appeal against a decision to terminate the award. It is the responsibility of the recipient of a Research Futures award to inform the Board representative of any of the circumstances described in sections below at the earliest opportunity: Recipient leaves NHS Lothian employment Where the recipient of a Research Futures award leaves the employment of NHS Lothian for any reason the award will be terminated on the last day of employment with NHS Lothian. In this circumstance the conditions described in will apply Recipient obtains alternative employment within NHS Lothian Where the recipient of a Research Futures award leaves the employment of the service with whom a period of study leave was agreed under the terms of the Contract of Agreement, in order to take employment within a different NHS Lothian service, the award will be suspended pending amendment of the Contract of Agreement. If it is not possible to amend the Contract of Agreement to the satisfaction of all the necessary signatories (particularly the recipient s new service manager) the award will be terminated on the last day of employment by the original service. In this circumstance the conditions described in will apply Premature termination of recipient s period of study Where the recipient of a Research Futures award gives notice of wishing to terminate their period of study, or their study is terminated for any other reason, the award will be terminated on the last day of the terminated period of study. In this circumstance the conditions described in will apply Changes in recipient s contracted hours of employment Where the recipient of a Research Futures award seeks a change in their contracted hours of employment with NHS Lothian there may be occasion to amend the Contract of Agreement or suspend or terminate the award. Discussion will be required between the recipient of the award, their service manager, the Board representative, and the research supervisor/mentor to determine if there are grounds for amending the Contract of Agreement or suspending or terminating the award. If the award is terminated then the conditions described in will apply Maternity/paternity/parental leave Where the recipient of a Research Futures award takes maternity, paternity or parental leave the value of any salary backfill support provided to the recipient s employing service under the award during this period of leave will be equal to the employing service s pay obligations in the particular case (up to a maximum of the equivalent of the top of Agenda for Change Band 7 plus on-costs). Where the award includes access to a study expenses account this will be unaffected by any period of maternity/paternity/parental leave. If however, a recipient requests suspension of their study expenses account for a definite period covering all or part of this leave then the expenses account element of the award will be suspended for the period in question and the Contract of Agreement amended accordingly. The capping limits for the duration of Research Futures awards (see Executive sponsor: Melanie Johnson, Executive Nurse Director, NHS Lothian Page 7

8 section 5.1.2) may in such circumstances be extended by a period equal to the period of suspension of the study expenses account agreed by all signatories to the Contract of Agreement. Where the recipient of an award chooses not to return to work with NHS Lothian after a period of maternity leave the terms and conditions described in section will apply Sickness absence Research Futures awards are unaffected by any periods of short term sickness absence of recipients from their NHS Lothian employment. Where recipients of awards experience a period of long term sickness absence (as defined by NHS Lothian HR policy) from their NHS Lothian employment the value of any salary backfill support provided to the recipient s employing service under the award during this period of absence will be equal to the employing service s sick pay obligations in the particular case (up to a maximum of the equivalent of the top of Agenda for Change Band 7, plus on-costs). Where an award includes access to a study expenses account this will be suspended for the period of long term sickness absence. The capping limits for the duration of Research Futures awards (see section 5.1.2) may in such circumstances be extended by a period equal to the period of suspension of the study expenses account agreed by all signatories to the Contract of Agreement. The award will, subject to discussions with Occupational Health and HR and any relevant changes in employment, be reinstated on return to work. If the recipient of an award is not able to return to work following a period of long term sickness absence the award will be terminated. In such circumstances the conditions described in section will be waived Recipient seeks a suspension of study for other reasons Where the recipient of a Research Futures award gives notice of wishing to suspend their study for a fixed period, for reasons other than those described in sections and , the signatories to the Contract of Agreement will enter discussions to determine whether the award should be suspended for the equivalent period of time. If the award is suspended in this way the Contract of Agreement will be amended accordingly. Requests by recipients of a Research Futures award to suspend their study indefinitely, for reasons other than those described in sections and will be regarded as requests to terminate their study and the conditions described in section will apply Unsatisfactory Progress Reports Where Progress Reports (see section 5.1.5) submitted by recipients of Research Futures awards are deemed unsatisfactory NHS Lothian has the right to terminate the award. In such circumstances NHS Lothian will give the recipient one month s written notice of termination of their award. Executive sponsor: Melanie Johnson, Executive Nurse Director, NHS Lothian Page 8

9 5.1.7 Required signatories The Contract of Agreement relating to a Research Futures award will be an agreement between the recipient of the award and NHS Lothian. The Contract of Agreement will be signed by an NHS Lothian member of the NMAHP Research Framework Operational Group on behalf of the Board. The Contract of Agreement will be countersigned by the recipient s service manager in those instances where the intended period of study requires study leave from normal duties, and by the research mentor (in the case of apprenticeships) or academic supervisor (in the case of postgraduate degree study). Copies of the written agreements will be retained by all parties. 6. How to apply a) Complete the Application Form. b) Complete the Funding Preferences Form. c) Return both forms electronically to hsru@ed.ac.uk no later than Monday 1 February d) In the absence of electronic signatures return a hard copy of the signatures/ declaration pages to: Pamela Sinclair Health Services Research Unit Administrator (Room D76) Edinburgh Clinical Trials Unit Outpatients Bldg Level 2 Western General Hospital Crewe Road South Edinburgh EH4 2XU Tel: (Internal 33547) NB: Interviews will be held on Monday 22 Feb More information For more information or informal discussion contact either Andy Peters, AHP Research & Development Facilitator (andy.peters@nhslothian.scot.nhs.uk Tel: (internal 31237) Mob: ) or Juliet MacArthur, Chief Nurse Research & Development (juliet.macarthur@nhslothian.scot.nhs.uk Tel: (internal 34070) Mob: ). Executive sponsor: Melanie Johnson, Executive Nurse Director, NHS Lothian Page 9