RESEARCH GRANTS: guidelines for applicants

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1 RESEARCH GRANTS: guideines for appicants The Dunhi Medica Trust These guideines appy ony to appications for Research Project and Research Programme grants. Separate guideines are avaiabe for: Research-reated grants buidings and equipment to be used primariy for research). For more detai see RESEARCH-RELATED GRANTS guideines for appicants. Research Training Feowships are designed to deveop research capacity in the fieds of ageing, rehabiitation and paiative care. From time to time the scheme wi announce cas for proposas. For more detai see RESEARCH TRAINING FELLOWSHIPS guideines for appicants. The Joint Research Feowship Programme is operated through partnership arrangements with Roya Coeges and other professiona bodies to whom initia enquiries shoud be directed. You are strongy advised to visit the DMT website before making an appication to ensure that your proposa fas within the Trust s criteria for funding. If after so doing you sti require specific advice regarding your appication, pease contact the DMT office. PLEASE NOTE these Guideines shoud be read in conjunction with The Dunhi Medica Trust s Grant Making Poicy and Research Funding Strategy. GRANT MAKING POLICY.pdf RESEARCH FUNDING STRATEGY.pdf A Types of research grants Typicay, appications for research grants are considered under two broad headings: programme grants project grants (incuding piot studies and proof of concept studies) Exceptionay the Trust may endow academic posts working within DMT s areas of priority interest. B Eigibe Organisations A higher education institutions (HEIs) within the UK; NHS Trusts and hospitas; Cinica Commissioning Groups (CCGs); GP practices which have forma academic inks with an HEI; Appropriate independent not-for-profit research organisations (IROs) within the UK which are estabished to conduct research for the pubic good and which pace resuts in the pubic domain. C Eigibe Appicants C1 Principa Investigators (PIs) The Principa Investigator (Lead Appicant) shoud be the person responsibe for the research. He/she may not be the person whose saary is being appied for as the main funding. The PI wi be expected to demonstrate that he/she is based in a strong research environment with a suitabe ski mix in the research team (with other members of December 2015 The Dunhi Medica Trust, 6 New Bridge Street, London EC4V 6AB Teephone e-mai Research grants: guideines for appicants 1 The Dunhi Medica Trust: a company imited by guarantee Registered in Engand: Company Number Registered Office: 6 New Bridge Street EC4V 6AB Registered Charity Number:

2 the team being named as Co-Investigators). Singe appicant proposas wi not be considered. Principa Investigators (Lead Appicants) shoud be experienced researchers, i.e.: Academics (normay at senior ecturer eve or above or equivaent); or Cinicians (normay at consutant eve or equivaent); or Aied heath professionas (normay at post-doctora eve or with equivaent research experience), or other appropriatey quaified professionas with a strong invovement in the heath of oder peope (normay at senior scientist eve, or equivaent) who are empoyees of an eigibe organisation (as defined above) hoding: a permanent post, or a fixed term post which extends beyond the duration of the grant. C2 Co-Investigators (CoIs) Co-Investigators (Co-Appicants) shoud meet: The same criteria as for PIs (as above), except for those in fixed term posts. For this category of CoIs, the requirement shoud be that their post shoud extend at east for the duration of the grant. Research Assistants may be named as CoIs if: they have made a significant contribution to the proposa, and they wi be empoyed for a significant proportion of their time on the project (normay at east 50%). CoIs are expected to make a substantia and defined contribution to the research. C3 Research Assistants (RAs) and other staff Research Assistants and other staff directy empoyed on a project: Wi normay be empoyees of the organisation hosting the project (i.e. the organisation empoying the PI and/or CoIs). May be empoyed by other eigibe organisations, where their invovement is necessary to fufi a we defined purpose, such as provision of speciaist anaytica services. Exceptionay, these staff may work for other organisations, or as independent speciaists, where their invovement is necessary to fufi a we defined purpose (such as speciaist consutancy advice). D Eigibe costs DMT s guideines refect the estabished convention that research grants paid by charities generay cover the costs directy incurred in undertaking a project (termed Directy Incurred Costs by the Research Councis), which in most cases are a major proportion of the tota cost of the work to be done. However, DMT wi not meet overhead costs, incuding the cost of the time of PIs and CoIs and most of those other costs which Research Councis term Directy Aocated Costs, Estates Costs and Indirect Costs (i.e. Fu Economic Costs or fecs). In particuar, universities receive funding through the Charities eement of the Quaity-Reated Funding Grant of the reevant Higher Education Funding Counci (which in part refects the eve of research grant support received from charities) as a contribution towards these costs. Proposas for funding shoud detai carefuy a of the reevant directy incurred costs, with reference to the foowing guidance. D1 Staff costs: DMT wi meet directy incurred saary costs, such as saaries of research assistants, whose time can be supported by a fu audit trai. The eve of saary requested shoud be fuy justified in the case for support. Saary Research grants: guideines for appicants 2

3 costs shoud incude any increments to which an individua is entited. Any anticipated future pay awards shoud not exceed 1.5% p.a. and shoud be fuy justified. note: Appicants must have regard to the NHS AcoRD guideines when appying for the costs of research (see D3 beow) DMT wi not meet any portion of the directy aocated saary costs of PIs and CoIs, except for those staff who are ceary providing institution-wide services and are organised in an appropriate manner (for exampe, the provision of statistica advice from a statistica services department by staff who are dependent on generating income to cover their saaries). However, staff providing such services shoud be decared as research staff rather than as PIs or CoIs. They shoud not be incuded under other costs. DMT wi not meet any portion of the saary costs of any other academic (ecturer or equivaent), cinica or aied heath professiona (of equivaent status) or other equivaent empoyees. Cinica Tria Unit Staff: DMT may provide a reasonabe contribution towards CTU staff participating in the research, providing appropriate justification is given. This wi require competion of a suppementary form at fu appication stage (see E3.3 beow) D2 Non-staff costs: DMT wi meet approved directy incurred non-staff costs in fu (i.e. costs directy attributabe to the project), incuding: trave and subsistence costs sma pieces of equipment costing up to 10,000 materias and consumabes DMT may meet some directy aocated costs with appropriate justification (e.g. the costs of using research faciities such as imaging scanners, infrastructure technician costs etc.) DMT wi not meet overhead costs, typicay those identified by Research Councis as Directy Aocated Costs, Indirect Costs and Estates Costs. D 2.1 Guidance on specific non-staff cost items: Programme grant costs: pease note that the maximum costs specified beow are appicabe to project grants. DMT may consider providing higher eves of funding for programme grants. However, these costs must be fuy justified. Trave and subsistence costs for PIs, CoIs and staff assigned to the project where these are required by the nature of the work. These wi normay be met and shoud be based on the most suitabe and economica form of trave. Conference costs: The costs of attendance at conferences by members of the research team, may be met up to a tota of 1,000 per grant where this is shown to be of benefit to the research. Requests over this amount wi require detaied justification and wi ony be met in exceptiona circumstances. Requests for project-specific items of equipment costing up to 10k may be met but shoud be fuy justified. For requests between 10k and 100k, DMT wi expect a detaied case to be provided and at east a 50% contribution towards the tota cost of the equipment from the host institution and/or other funders. Suppiers quotations wi aso be required. DMT woud normay expect the host institution to provide access to major equipment, but where specific circumstances require substantia usage and either the purchase of a major item of equipment specificay for the project, or a contribution to the use of major equipment is requested, a detaied case shoud be provided, with the University contributing at east 50% of the costs. NOTE appications for equipment over 100k shoud be made under a separate grant scheme. See RESEARCH-RELATED GRANTS: Guideines for appicants.pdf The cost of materias and consumabes required to carry out the proposed research wi be met (normay to a maximum of 17,500 per annum) but shoud Research grants: guideines for appicants 3

4 be justified with specia regard to those categories of overhead costs which DMT wi not meet. Estimated figures for consumabes/materias are not acceptabe and must be itemised. Non-UK costs (for e.g. speciaist tests or assays) may be met, on condition that fu justification is provided. It wi however be the responsibiity of the host institution to reimburse the non-uk institution for carrying out such tests. Computers and other IT equipment dedicated to the project may be met, on condition that fu justification is provided. Data storage and archiving: DMT wi contribute 50% towards these costs, up to a maximum of 500 per grant. Recruitment costs: DMT wi pay a maximum of 500 towards recruitment costs for staff being supported by the grant. Pubication costs: shoud not be incuded in appications. In ine with DMT s open access poicy, grant hoders may appy for a contribution towards open access pubication fees (on a siding scae dependent on the size of the grant), once a paper has been accepted by a pubisher. See: OPEN ACCESS POLICY.pdf D3 Attributing the costs of heath and socia care research (AcoRD) Appications that incude NHS resources wi need to adhere to the Department of Heath AcoRD guidance. As an AMRC member charity, Trust woud expect any research costs identified as Part B (e.g. recruitment of participants or data coection) that are carried out by existing staff empoyed by the NHS, NIHR Cinica Research Network (NIHR CRN) or other cinica organisation to be paid by the Department of Heath through oca networks or the NHS trust (Guidance FAQ 6 and 7). Any Part B costs incuded in an appication wi be automaticay struck out and appicants shoud therefore pay particuar attention to attributing costs appropriatey (consuting their oca CRN prior to submitting an appication where necessary). Department of Heath 2012 AcoRD Annex B avaiabe at: E The appication process Appicant Compete outine appication form Forma appication Dunhi Medica Trust assessment of outine proposa invite a forma appication, or reject assessment of forma appication externa peer review assessment visit (programme grants ony) Appraisa by Grants and Research Committee recommendation to support, or reject Board of Trustees for approva of Committee s recommendation Forma grant offer, or rejection Research grants: guideines for appicants 4

5 E1 Initia outine appication Research appicants are required to compete a short outine appication form (avaiabe to downoad from DMT s website). Outine appication forms can be submitted by e-mai at any time during the year but shoud incude the foowing information: Lead Appicant (PI): name (incuding degrees/quaifications) present appointment institution address e-mai and phone detais Co-Appicant(s) (CoIs): name(s) present appointment(s) institution(s) Tite of proposed research Scientific abstract (150 words maximum) Lay abstract (150 words maximum) An expanation of what difference the research is expected to achieve within 5-10 years in terms of patient benefit/improving the heath & we-being of oder peope (150 words maximum) Timescae of proposed research whether the research invoves the use of animas whether the research wi take pace in a recognised Cinica Trias Unit indicative budget : staff (incuding grade(s), % WTE) consumabes equipment other (specify) tota amount being appied for Detais of the most recent grants hed by the Lead Appicant (max 5) Detais of the most recent/reevant pubications authored by the Lead Appicant (max 5) Whist we appreciate that at outine appication stage, the budget is ikey to be an estimate, the amount appied for at forma appication stage must not exceed the amount specified in the outine appication by more than 10%. E2 Assessment of initia outine Outine appications wi be reviewed against DMT s grant-making poicy and research funding strategy by DMT staff in consutation with the Chair of the Grants and Research Committee to assess whether they meet the DMT s criteria for support. Where necessary, outines may be referred either to a sub-group or a members of the Committee for decision as to whether it shoud go forward to the next stage. Foowing this triage process, eigibe appicants wi be invited to submit a forma appication. They wi be sent a short forma appication form, together with other requirements and essentia information incuding deadines for return of competed appications and a statement of the terms and conditions that woud govern any grant offered. Outine appications that do not meet the criteria for support wi be rejected at this stage and appicants notified prompty. Research grants: guideines for appicants 5

6 E3 Forma Research Appication FAILURE TO PROVIDE ALL INFORMATION REQUESTED AT THIS STAGE WILL MEAN THAT IT WILL NOT BE POSSIBLE TO PROCESS THE APPLICATION AND IT WILL BE WITHDRAWN. Whist DMT staff are happy to provide advice on competing a grant appication, it is the responsibiity of the Lead Appicant to ensure that the appication is correcty submitted. E3.1 A forma appication wi require: Competion of a fu appication form A scientific protoco for the study (maximum six A4 sides) setting out: the background to the proposa; aims and objectives, study design and methodoogy for the research; potentia outcomes and outputs; a dissemination pan; a cear demonstration of an appropriate ski mix within the research team and a description of each appicant s individua roe and the specific skis that members of the research team wi bring to the project/programme; a brief description of the environment within which the research wi be conducted; a timetabe with specific miestones; detaied costs and their justification (incuding saary and on-costs, consumabes, equipment etc.). Competion of CV forms for the Lead Appicant (Principa Investigator) and each of the Co-Appicants (Co-Investigators) These shoud be a maximum three A4 sides for the Lead Appicant and two A4 sides ony for each of the Co-Appicants. Any additiona pages wi be removed prior to consideration by the Grants & Research Committee. The foowing wi aso be required: The name of the research sponsor (a University or NHS institution) for the project, as required by the NHS Research Governance Framework (if appropriate). Evidence of the acceptance of the proposed sponsor to undertake this responsibiity wi be required before a grant can be confirmed. DMT wi not under any circumstances act as research sponsor. E3.2 Research invoving the use of animas In ine with DMT s grant making poicy, the Trust wi ony support the use of protected animas in research where no viabe aternative exists and appicants are required to compy with guidance pubished by the Nationa Centre for the Refinement, Repacement and Reduction of Animas in Research (NC3Rs). Where an appicant intends to use animas in the proposed research, they wi be required to compete a suppementary form at fu appication stage. E3.3 Research conducted in a Cinica Tria Unit (CTU) Where an appicant intends to carry out the research in a CTU, he/she wi be required to compete a suppementary form at fu appication stage, setting out a costs appied for (both staff and non-staff), with detaied justification for each cost making up the overa contribution being appied for. Any ineigibe costs wi be automaticay struck out and appicants shoud ensure that any Part B AcoRD costs are not incuded. Research grants: guideines for appicants 6

7 E3.4 Additiona information required post-award In the event that the appication is successfu and a grant awarded, prior to the commencement of research, additiona information wi be required (as appropriate to the research to be carried out): Evidence that ethica approva has been granted for the study to be carried out. Evidence that NHS R&D approva has been granted for a reevant NHS sites. Evidence of reevant Home Office icences and certificates, as required by the Animas (Scientific Procedures) Act E4 Appraisa stage Assessment: forma appications are sent for externa review to at east two (usuay three) referees seected by the Trust. You may, if you wish, nominate referees, athough DMT is under no obigation to use the referees nominated. Fu contact detais shoud be provided on your competed appication form. It shoud be noted that nominees may not be coeagues or recent coaborators, or persons empoyed within the same institution as any of the appicants. Criteria: referees are asked to comment on the appication by focusing on the foowing questions: is the research origina? is the research feasibe? is there a cear question to be answered? is the research programme we-constructed to answer the question? is it possibe for the research to ead to an improvement in cinica practice, either now or with further research? are the costs appied for justifiabe? is there an appropriate research environment? is there an appropriate ski mix within the research team? in the case of research using animas: is the use of animas appropriate and does the proposa meet the requirements of the 3Rs? Research integrity: as a member of the AMRC, DMT supports the Concordat to Support Research Integrity and expects host institutions to have systems in pace to ensure that research is conducted in ine with best practice and the highest standards of rigour and integrity. This incudes procedures for the reporting and investigation of research fraud and misconduct. Assessment of these procedures wi form part of the peer review process to which research appications are subjected. Visits and carification: to assist the decision-making process a DMT representative may wish to visit you and your organization at any stage to seek further information. E5 The decision Once referees reports have been received, the appication wi be considered at the first avaiabe meeting of the Grants and Research Committee (normay in February, May, Juy and November). Appications deemed worthy of support wi be recommended by the Grants and Research Committee to the Board of Trustees with whom the fina decision rests. The Board of Trustees meets quartery in March, June, September and December. Research grants: guideines for appicants 7

8 F Time scaes Outine appication forms for research grants can be submitted by e-mai at any time during the year. Outine appications are normay assessed within 4-6 weeks of receipt. Those that are rejected wi be notified prompty to appicants. There are deadines for forma appications and DMT requires at east ten cear weeks between receipt of competed forma appications and presentation to a meeting of the Grants and Research Committee to aow for the externa review process. Some appications may take onger due to their compexity, deays arising during refereeing, or where the Grants and Research Committee requests further carification or information. Wherever possibe, DMT aims to determine the outcome of a forma appication within four to six months of receipt. This may be exceeded for the reasons stated above or where there is an extended gap between Committee and Board meetings. A recommendations made by the Grants & Research Committee (whether to support or to reject) are referred to the next meeting of the Board of Trustees for approva. The outcome of forma appications are normay notified to appicants within two weeks of the reevant meeting of the Board of Trustees. G Duration and size of grants Research project grants are normay awarded for a maximum of three years and may be between a minimum of 25,000 and a maximum of 300,000. Proof of concept grants wi be awarded for 18 months in the first instance and wi not normay exceed 50,000 per annum (i.e. 75,000 in tota). Programme grants may be awarded for more than three years (normay for a maximum of five years) and may be between a minimum of 300,000 and a maximum of 1,000,000. Research grants: guideines for appicants 8

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