1. Queensland University of Technology CRICOS No. 000213J SETTING UP AND MANAGING YOUR NEW ARC LINKAGE PROJECT Office of Research

2. CRICOS No. 000213J a university for the world real R DoRAC Contacts: Belinda Richardson, Head, Research Development Matt Spitzer, Research Development Officer Sonia DeAraugo, Research Development Assistant Linh Nguyen, Senior Commercial Contracts Lawyer

3. CRICOS No. 000213J a university for the world real R Agenda: Rescoping Projects Process for Accepting and Commencing Governing Documents –ARC Funding Agreement –Collaborative Agreement Intellectual Property Management APAI’s APDI’s

4. CRICOS No. 000213J a university for the world real R Rescoping Projects: Project conducted in accordance with application and conditions of award Budget Cuts: –Prioritise –Minor changes require QUT Budget Variation –Major changes require ARC VFA PO contributions: can reduce in proportion to ARC cuts

5. CRICOS No. 000213J a university for the world real R Agenda: Rescoping Projects Process for Accepting and Commencing –Acceptance letter –Collaborative agreement –Ethics clearance –Enrolling APAI students Governing Documents Intellectual Property Management APAI’s APDI’s

6. CRICOS No. 000213J a university for the world real R Accepting and Commencing: Acceptance letter –Certifies your acceptance of terms of award Collaborative Agreement –Prepared by OR in consultation with CI’s –Must be signed by all Partner Organisations and Collaborating Uni’s before project can commence Ethics Clearances –Must be obtained before project can commence Enroll APAI students –Student IP agreements

7. CRICOS No. 000213J a university for the world real R Negotiating the Collaborative Agreement: Drafting: OR drafts in consultation with CI’s. –Note any Pre-existing IP or existing agreements Circulating: –CI’s circulate to Partner Organisations, OR to Unis Instructions –Direct comments to OR –Do not sign until all parties give the OK Common sticking points: IP, indemnity, publications/confidentiality Expectation management: some PO’s are slow

8. CRICOS No. 000213J a university for the world real R Agenda: Rescoping Projects Process for Accepting and Commencing Governing Documents –ARC Funding Agreement –Collaborative Agreement Intellectual Property Management APAI’s APDI’s

9. CRICOS No. 000213J a university for the world real R ARC Funding Agreement Obligations: Commencement: by 31 March, 2010 Conduct according to approved proposal & budget Reporting –Progress reports by 31 January, starting in 2011 –Final report within 6 months of final ARC payment PO contributions: –Cash must be paid in the same year as ARC funding –CI and QUT certify receipt of in-kind (in reports)

10. CRICOS No. 000213J a university for the world real R When OR needs to be consulted: Can’t meet any of the preceding obligations Budget variations Changes to project team: CI’s & PI’s Changes to Partner Organisation: –Contributions –Withdrawal/Default Changes to APAI/APDI timeframe Carry forward of funds

11. CRICOS No. 000213J a university for the world real R Collaborative Research Agreement: Payment of cash and in-kind contributions Intellectual Property Arrangements –Pre-existing IP –Project IP: ownership and protection –Commercialisation Confidentiality and Publication Indemnities Termination and Dispute Resolution

12. CRICOS No. 000213J a university for the world real R Intellectual Property Management: Definition of Intellectual Property: “all copyright and neighbouring rights, and all rights in relation to inventions (including patents), plant varieties, registered and unregistered trade marks, registered designs, confidential information (including trade secrets and know-how) and circuit layouts and all other rights resulting from intellectual activity in the industrial, scientific, literary or artistic fields” –Includes data Who owns it? CI’s, students, visitors, partners What to do: call bluebox What not to do: public disclosures Perils of joint ownership

13. CRICOS No. 000213J a university for the world real R Agenda: Rescoping Projects Process for Accepting and Commencing Governing Documents –ARC Funding Agreement –Collaborative Agreement Intellectual Property Management APAI’s APDI’s

14. CRICOS No. 000213J a university for the world real R Special Conditions for APAI’s: APAI student must: –Commence award by 31 March, 2010 –Be enrolled in full-time Masters or PhD –Have honours 1, 2A (or equivalent) –Not be double-dipping –Not have completed degree at same level –Not previously held APAI for more than 6 months –Assign IP to QUT APAI’s entitled to sick, rec and maternity leave in accord with QUT policy Supervisor must provide an Annual Progress Report for each APAI

15. CRICOS No. 000213J a university for the world real R Consult OR when: APAI can’t commence on time (31 March, 2010) Change in APAI timeframe or status Withdrawal or change of APAI student APAI requires a 6 month extension to complete Reimbursement required for relocation costs and/or thesis allowance

16. CRICOS No. 000213J a university for the world real R Special Conditions for APDI’s: APDI candidate must: –meet the eligibility requirements of a CI (already checked) –resign from any other positions at QUT or any Eligible Organisation –commence by 31 March 2010 APDI is entitled to salary, rec leave (4 weeks p.a.), sick leave, maternity leave and other QUT conditions of employment APDI may undertake teaching, research supervision but only where it enhances, rather than detracts from, the APDI’s research.

17. CRICOS No. 000213J a university for the world real R Consult OR when: Project to start before the APDI Fellow can commence Reimbursement required for APDI’s relocation costs (paid at the ARC rate) APDI is considering withdrawing from the project There is a change in APDI timeframe: –suspension: APDI may take up to a total of twelve months' leave through the duration of the APDI Fellowship (OR or ARC approval required) –Maternity/paternity leave: the ARC will provide up to 14 weeks' additional funding, where necessary, for maternity leave and 2 weeks paternity leave

18. CRICOS No. 000213J a university for the world real R Assistance When in doubt, ask OR. Contacts –Belinda Richardson (ext. 84418) –Matt Spitzer (ext. 82199) –Sonia DeAraugo (ext. 82197) Good luck!!