FAQ - Grants
Research Professional is the preferred system used by the James Cook University research community to search for funding opportunities and funding related news. Every research student and employee has an account created and is automatically assigned to a default division, college or discipline from where they can share funding searches specific to their field. Follow this link for further information on Research Professional and the JCU contacts.
The Research Funding Approval Form has been designed to ensure that all FTE and other in-kind and cash contributions have been appropriately reviewed and approved by the College or Directorate. It also allows for the collection data for various internal and external requirements for successful grants, e.g negotiation of final agreements, cost centre allocation, and invoicing.
The Research Funding Approval Form must be completed and submitted to the Research Services with your application to the funding body (see Research Services deadlines below) and/or with any research contracts and consultancies. Research Services cannot process your successful grant or contract with the completed form.
The internal closing date for applications is one week prior to the closing date of the funding body for domestic applications; and two weeks prior to the closing date for overseas applications. Applications not handed in to Research Services within the appropriate timeframes cannot be guaranteed the attention they deserve. Supervisors need to ensure that students are aware of the procedures for submission of applications which must be processed through Research Services.
Deadlines are set to allow time to review all the submissions for a scheme, arrange for possible corrections, obtain the necessary University approvals and submit to the funding body by its deadline. The Director, Research Services and SDVC’s have busy schedules, so it is not safe to assume that they will be at hand to approve a submission at the last minute. Given even the best checking processes, please allow for the fact that you may have missed something that will have to be corrected before it can be submitted. It creates a poor impression on the funding body if Research Services submits a group of applications in good time and then has to rush in a further application for the same scheme at the last minute.
No, the Director, Research Services, has authority to sign research grant agreements and grant applications up to the value of $2,000,000. The SDVC has unlimited authority to sign research grant agreements and grant applications.
No. The best advice we can provide is to search through the funding opportunities on the Research Professional and determine if any of the guidelines will suit your project.
Research Services can provide feedback on draft proposals if provided well in advance of the deadline. Such feedback is on ethics, Intellectual Property, set out of the proposal, readability, eligibility etc. Also you may want to consider the following:
Talk to your peers and find out what grants they accessed in the past.
Small grant opportunities come up ad hoc and the best way to find these is to subscribe and create email alerts on the Research Professional system.
Yes. Research Services attaches the Tax Exemption Certificate where this is required with a grant application.
JCU does not have a Certificate of Incorporation as the university is incorporated under The James Cook University Act 1997.
Research Services provides the web link to the signed and audited financial statements with your application when it is submitted. The statements can be found in JCU’s annual report.
Research Services also holds a number of other certificates which it can attach to grant applications as required, for example:
Endorsement as an income tax exempt charitable entity
Bank Account Details (usually only requested after notification of success)
ABN Notification of Registration
Endorsement as a deductible gift recipient
Notice of endorsement for charity tax concessions
I have a question regarding my Higher Degree Stipend and Graduate Research Scheme funding and the administration in my College is unable to answer, who do I contact?
The Graduate Research School (GRS) administers all funding in relation to Higher Degree stipends. Your Division should be able to help you with information regarding the Graduate Research Scheme.
No. Research Services will add a signed (by Director Research Services) cover letter on JCU letterhead to the submission when it is sent off.
Research Services (Cairns and Townsville) will coordinate the submission to be couriered to the funding body as long as the application is provided to Research Services with enough lead time to check the submission, add any required attachments and arrange the courier company to pick up.
The grant guidelines state that the application should also be sent electronically, do I do that myself?
No. Research Services will send the email and necessary attachments to the funding body.
The funding body has notified me directly of the outcomes of my application, do I need to do anything?
If you are advised directly of the outcome of a grant application, please advise Research Services. Quite often the funding body contacts the Chief Investigator directly. We do need to know if your grant was successful/unsuccessful so that files can be archived, and if it is successful to commence procedures to open new accounts so you can access the research funds.
I have been successful in applying for a grant however I didn’t notify Research Services when applying. What do I do now?
You will need to provide the following to Research Services to allow an account to be set up, invoices to be created and your access to project funds organised with Grants Finance:
The signed (by relevant Dean of College) and completed Research Funding Approval Form.
A copy of the original application to the funding body.
The letter from the funding body notifying that the grant has been successful and any attached agreements for signing or offer of grant forms.
Once all paperwork is in order the information can be entered into Research Services database (RIMS) and sent to Financial and Business Services (FaBS) for action. FaBS is responsible for opening the account, advising the Chief Investigator of the account number and creating the invoices.