Research and Innovation Portfolio Research Support & Performance Team – Implementing Positioning for Growth Recommendations – Response to Staff Feedback 26 September 2012

© RMIT University Link to achievement of the R&I Plan The Research Support & Performance Team aids the achievement of the R&I Plan by supporting: the attraction of research income from a diverse range of sources – as traditional sources of research income reduce in size and become more competitive, RMIT needs to capitalise on its industry links and applied nature to build research income. External research income provides additional resources to fund the research effort, both human and equipment research invoicing and monitoring of compliance to research agreements through simple, academic-friendly processes ensures research funds are able to be collected and used promptly the building of academic capability by planning and coordinating research specific professional development activities. With increased academic capability comes increased quality and quantity of research outputs, which increases University reputation and ability to attract external funding.

© RMIT University Research Support & Performance Team – draft service catalogue Pre-Award – identification and communication of funding opportunities – liaison with funding bodies & communication of requirements – checking applications meet funding body requirements – management of submission processes – recording and reporting of application data Post-Award – facilitate the review and execution of funding agreements/contracts – manage the process for formal acceptance & variations – record & monitor project data including milestones and deliverables – facilitate research invoicing – process variations

© RMIT University Research Support & Performance Team – draft service catalogue Professional Development (PD) & Special Projects – coordinate the collection of College specific research-related PD plans – develop a complementary University-wide research-related PD plan – develop PD offerings for professional staff supporting research – work with the Organisational Development Unit to implement the above plans – coordinate researcher networks eg ECRs and Fellows – manage & review internal support schemes & initiatives – profile the services provided by the Team Across all functions – data and records management – review and reporting – continuous improvement of processes

© RMIT University Research Support & Performance Team - current team structure Director, Research Services Intern’t & Industry Funding Schemes Funding Officer (Intern’t & Industry Post-Award Officer (Grants) Funding Manager (Intern’t & Industry) Funding Manager (ARC & NHMRC) Post-Award Officer (Contracts) Funding Officer (ARC & NHMRC) ARC, NHMRC, health & medical Schemes Principal Coordinator, Research Services Research Administrative Officer Projects/ PD / Administration

© RMIT University Feedback received and response CommentsResponse No comments made 1. Are there services that should be provided by the Team that have not been included in the Service Catalogue? What are they?

© RMIT University Feedback received and response CommentsResponse Consideration to where other research services should sit, particularly those that interacts with these on a daily basis No other changes are planned that will impact on this Team at this stage, however, consideration will always be given to improved ways of working Proposed structure looks quite practical and logical 2. The proposed structure has been designed to support achievement of Portfolio and University research strategy. Suggest any further changes that would improve this support.

© RMIT University Feedback received and response CommentsResponse ‘project’ bit ambiguousAll the suggestions were presented to the DVC (R&I). Research Services is too broad as all teams within the Research Office provide services to researchers. Daine requested that ‘project(s)’ be included in the team name, so Research Project Support Team is suggested as the most appropriate option. Don’t like ‘Research Projects Services – does not reflect core business Suggestions: Research Services, Office of Sponsored Research, Research Office, Research Support Services, Sponsored Research Projects, Sponsored Projects & Researcher Development 3. Research Project Services Team has been suggested as a new Team name. Does this reflect the services provided by the Team? Suggest other Team names that would reflect these services.

© RMIT University Feedback received and response CommentsResponse Need for consultation with stakeholders to identify needs Extensive consultation was undertaken in 2011 and project outcomes reflected this feedback Research Administrative Officer role – ‘front of house’ so change title to Research Services Officer Role title changed - position is required to have a broad knowledge of all services offered Pre-Award Coordinator to assist Sen Coordinator & Director with reporting Coordinator will provide data etc to managers, but it is the managers role to produce the reports Sen Coordinators to support each other in peak periods This is the expectation within the team, but it doesn’t need to be PD’s 4. Any other comments/questions

© RMIT University Feedback received and response CommentsResponse Director’s PD mentions ‘grant development’ but this isn’t the role of the Team Grant development includes improved responses to compliance type issues Strengthen language in Pre-Award Services PD’s to include development and improvement of methods of disseminating funding opportunities Continuous improvement is a key accountability in PD’s of both Pre- Award Senior Coordinator and Principal Coordinator Expectation that whole team will undertake review and improvement of processes 4. Any other comments/questions (continued)

© RMIT University Research Project Support Team - confirmed team structure Director, Research Services Pre-Award Pre-Award Services Coordinator Pre-Award Services Officer Senior Coordinator, Pre-Award Services Senior Coordinator, Post-Award Services Post-Award Services Officer Post-Award Services Officer Post-Award Principal Coordinator, Research Services Research Services Officer Projects/ Professional Development

© RMIT University Why change? Refining and communicating the services provided by the Team will: clarify the support provided by the Team for Academics, College and School staff and other Research Office Teams confirm that Colleges (and not R&I) are responsible for development and quality assurance of funding applications provide clear ownership of processes and responsibility for continuous improvement The new structure will: align resources with research strategy ie diversifying funding sources provide a single point of entry for enquiries for the Team clarify which sub-teams are responsible for specific tasks ie pre & post award increase resourcing to post-award services to allow for improved services allow for back up support during peak periods

© RMIT University Next Steps Next week Mapping of four staff into roles at current level and skill set Individual meetings with all staff Mapped staff to receive letters confirming new positions and new PD’s Staff in positions identified as being redundant, options explored Team meeting to confirm outcomes for whole Team

© RMIT University Next Steps Next month Communication of the changes to the Research leadership & all staff Recruitment to three new positions Backfill arranged for Post-Award part-time staff and role to be responsible for most of the duties in the Principal Coordinator role to March 2013 New structure implemented – 1 November 2012 End 2012, beginning 2013 When new team in place, visits to Schools & Colleges Implement team building and professional development program

© RMIT University Resources & Support Employee Assistance Program (EAP) – is an independent, professional, free and confidential counselling service for any staff who feel they need support. The program maintains total confidentiality and your privacy. They can be contacted on: or them at For more information about change processes go to: Managing Major Change Policy