Tagged / pre-award

New Intention to Bid (ItB) Form

Guidance

Since the introduction of workstreams in October 2022, the Transformation team and the Research Development and Support (RDS) team have been working collaboratively on three workstreams to improve BU’s Research & Knowledge Exchange (RKE) service provision. Feedback from the academic community at BU suggested there is a need to reduce bureaucracy and to streamline processes. As part of these efforts, and with the support of IT Services, we have reviewed  and improved the Intention to Bid (ItB) form. The form has been developed and tested with input from the academic community and the Business and Knowledge Exchange Managers.  

The new Intention to Bid (ItB) form launched on 8 April and is available to access

on our RED Public site.  

 Key improvements include: 

  • More user-friendly and easy to navigate form 
  • Ability to save progress on the form and return to it later 
  • Shorter form 
  • Costing information is no longer required as part of the ItB form submission process 
  • Form allows for collaboration – a member of the research team can create the form on the behalf of the PI 
  • Form now incorporates Knowledge Exchange aspects 

 

There are only 6 very simple questions needed to notify RDS of the intention to bid. This will trigger notifications to RDS and to the Faculty (DDRPP, HoDs, DHoDs or Exec Deans). Following this early notification process, further information can be continually developed on the form in stages. This includes information about the research team, project requirements, project goals and aims, as well as confirmation on how the mandatory Faculty Quality Approval requirements will be fulfilled. Once RDS are notified through the early notification, a member from the Funding Development Team will be in touch to work collaboratively with the PI on developing the project for submission.  

 

Short notice application route  We recognise that some projects and calls are open for short periods of time, and that other circumstances may dictate when the intention to bid form is completed. If the submission deadline is in less than 4 weeks, the form will first seek approval from RDS (in collaboration with the DDRPP) through the short notice application route. As part of the process, you will be required to submit a draft application or a 2-page concept note (excluding tenders). 

All submissions with a deadline over 4 weeks will automatically be processed.  

 We have developed some user guides on the RKE SharePoint site and will also offer drop-in sessions on MS teams.

The next scheduled session is Wednesday 24th April 12:30pm 

Click here to join the meeting

Research Contracts Manager vacancy in RDS

BU has created a new Research Contracts Manager position to support our BU2025 strategy to increase research and knowledge exchange income and activity. The postholder will be based in Research Development & Support (RDS) and will work with our Legal Services team to implement standard approaches to research and knowledge exchange contracting that achieve efficiency and efficacy in delivery.

The postholder will provide support with contract review and preparation for standard research and knowledge exchange contracts, ensuring that the appropriate contractual agreements are put in place in a timely and effective manner and reflecting the needs of the University and those of the funder and/or other parties. The postholder will be responsible for the timely resolution of contract negotiations to ensure that externally funded research and knowledge exchange projects proceed at pace. They will also advise on the contract management of awarded projects.

For further details, please visit our website: https://www.bournemouth.ac.uk/about/jobs/research-contracts-manager.

New BU guide for managing staff employed on external R&KE applications and awards

We’re pleased to announce a new guide to support BU staff with managing new and existing staff employed on external R&KE awards, as well as staffing information to include on applications for external funding. The ‘BU Guide for managing staff employed on external R&KE applications and awards’ can be found on the intranet here.

A working group led by RDS, and including HR and Faculty Operations Managers, has worked on the guide for the past six months. A team of academics have reviewed the content and provided feedback, which has been incorporated. A big thank you to all those who have contributed to the guide.

The guide aims to provide an overview of, and links to, all the information needed for including staff on external research and knowledge exchange (R&KE) applications (pre-award), and how to recruit and manage those staff if awarded on to a project (post-award). The guide is structured into pre-award and post-award to assist with both the completion of staff sections on an application form and guidance on what to do when your application has been awarded and/or you require support from HR, RDS, or your Faculty Operations team. It also contains FAQs, useful links and contacts. The guide complements and should be used in conjunction with HR guidance available on the staff intranet.

RDS staff will ensure that the guide is disseminated to applicants (upon receipt of an intention to bid form including staff) and award holders (when staff are to be recruited, etc.).

New Intention to Bid (ITB) process

We are pleased to announce the introduction of a new Intention to Bid (ITB) form which will replace the existing Word document and email process with immediate effect. The new ITB form will provide a better user experience and create a more efficient administrative control process for Research Development and Support (RDS). This solution can be used now and doesn’t rely on any immediate IT investment.

The new form uses Microsoft Forms and SharePoint Lists to track the ITB application progress. By removing the need to email forms to individuals RDS will have oversight of the whole process.

The new Intention to Bid (ITB) form and the ITB research costings spreadsheet template are both available now in the Policies & Procedures/Research/Pre-award section of the intranet. Draft costings for bids can be completed in the costings template. PDF copies of all submissions can be printed or saved but there are limitations to editing a form once it has been submitted.

As a service, RDS is committed to delivering service excellence to enable BU’s academic community to deliver and grow world-leading research for societal benefit. The program of work continues to look at processes to enhance the user experience.

Changes include improvements to the pre- and post-award support being offered. Building on the delivery of a new Principal Investigator report which is currently in the final stages of being rolled out, and continuing our collaboration with the Transformation Team.

For any queries about the transformation of pre-award services at BU, please contact Jo Garrad or Brian Kaliczynskyj to discuss further.

For any technical issues in relation to the form, please contact Roy Harvey directly.

Board the Pre-Award Omnibus on 18th April 2018

Do you wonder how best to engage with pre-award processes at BU?

Are research application finances a bit of a mystery?

Does the costing side of your research application deter you from applying?

Are you not quite sure where to start?

If so, then come along to these sessions on Wednesday, 18th April at Talbot Campus:

Please follow the links above to reserve your place at as many of these events as you are able to attend. You will then receive a meeting request confirming the location of each session.

If you need help outside these workshops, please contact relevant member of the Funding Development Team in the Research & Knowledge Exchange Office.

Board the Pre-Award Omnibus on 18th April 2018

Do you wonder how best to engage with pre-award processes at BU?

Are research application finances a bit of a mystery?

Does the costing side of your research application deter you from applying?

Are you not quite sure where to start?

If so, then come along to these sessions on Wednesday, 18th April at Talbot Campus:

Please follow the links above to reserve your place at as many of these events as you are able to attend. You will then receive a meeting request confirming the location of each session.

If you need help outside these workshops, please contact relevant member of the Funding Development Team in the Research & Knowledge Exchange Office.

Board the Pre-Award Omnibus on 18th April 2018

Do you wonder how best to engage with pre-award processes at BU?

Are research application finances a bit of a mystery?

Does the costing side of your research application deter you from applying?

Are you not quite sure where to start?

If so, then come along to these sessions on Wednesday, 18th April at Talbot Campus:

Please follow the links above to reserve your place at as many of these events as you are able to attend. You will then receive a meeting request confirming the location of each session.

If you need help outside these workshops, please contact relevant member of the Funding Development Team in the Research & Knowledge Exchange Office.

 

*Book now* Research Application Training with the Pre-Award Pathway

The Funding Development Team will be delivering a number of Pre-award sessions as part of the Research and Knowledge Exchange (RKE) Development Framework on Thursday 28th September.

The RKE Development Framework offers a range of opportunities for academics at all career stages to develop their skills, knowledge and capabilities in relation to research and knowledge exchange. The Framework gives the opportunity to demonstrate your commitment to take the next step in reaching your research goal and the professional development you need to get there. The pre-award pathway offers all of the starting information required by academics and researchers at BU to undertake research bidding.

The following Pre-Award sessions are on offer;

Getting started on applying for research funding

This session will explore how best to adapt research in response to the changing external environment. The workshop will provide information on the best routes to funding based upon career stages and also introduce how RKEO can help.

Thursday 28th September 2017 10.30 – 11.30      Lansdowne Campus

Pre-award finance

This session will introduce researchers to Full Economic Costs (fEC), transparent approaches to costing (TRAC) and the BU Financial Regulations. Guidance will be offered on how to cost projects in a way that funders will find acceptable. Training will be provided on producing the ‘Justification of Resources’ document required by many funders.

Thursday 28th September 2017 12.00 – 13.00      Lansdowne Campus

BU processes for applying for funding

This workshop will provide a short introduction/refresher on how to apply for external funding at BU. The latest update on the policies and processes will be introduced as part of this short session.

By the end of the session you will be familiar with the processes required to apply for funding at BU.

Thursday 28th September 2017 13.30 – 14.30      Lansdowne Campus

Quality approvals at BU

This course is aimed at those who are, or wish to be, a designated Faculty and UET Activity Quality/Peer reviewers. This session will provide an introduction/refresher of academic review policies at BU.

Thursday 28th September 2017 15.00 – 16.00      Lansdowne Campus

If you haven’t already booked and would like to attend, please click on the links above and book yourselves in. We look forward to seeing you there.

Research and Knowledge Exchange Development Framework : Pre-Award at BU

Funding opportunities, Training

research_strategyWe have previously posted about the Research and Knowledge Exchange (RKE) Development Framework. Here, we introduce another of the pathways: that focusing on the Pre-Award process when applying for funding. Please see the previous blog posts on the Development Framework for information on the separate  pathways.

The ‘Pre-Award at BU’ pathway will provide details about the information and tools that will aid BU academics applying for funding.  Sessions will include details about ‘Searching for research funding’, ‘Getting started on applying for research funding’, understanding ‘Pre-award finances’  and ‘Intellectual property at pre-award’.  Training will also be provided as part of this pathway for those conducting Quality and Financial approvals.  More events will be added to this pathway in 2017-18 and beyond, with a focus on emerging priorties for BU.

We’ll be populating the the OD website with more information and the booking link over the coming weeks. We’ll also be providing a timetable of all events as soon as possible. In the meantime, updates will be posted on the BU research blog and the Faculty blogs.

Results of RKEO pre-award survey

Guidance

The RKEO restructured in September 2014 and part of this was the newly formed Funding Development Team (FDT), who administer all things pre-award.  As there was disruption to the team in the summer of 2014 and the majority of the team were new to RKEO (and some were new to BU), we recognised that our service levels needed improving.  As a result, we have asked academics who have submitted applications to complete surveys so that we can seek to improve our service and have a way of monitoring this.FDT

The last survey was run in June and the general response was positive and recognised that we were making great improvements.  There were recommendations on what we could do further and we will take these forward.  The academics were asked to score our performance on a variety of topics and the results are given below:

Scores on the doors (1 = poor and 5 = excellent)

Demonstrate a good knowledge of the funder/ client 4.47
Have a good understanding of the bidding/ contract process – 4.69
Generate the costings and explain how the costs were derived 4.71
Demonstrate a high level of expertise 4.47
Answer all of your questions 4.63
Provide timely information 4.38
Keep you informed of progress 4.5
Respond quickly to your calls and emails 4.35
Help you to submit your bid/proposal on time 4.69
How would you rate the service provided by RKEO 4.4
Overall, would you say that your expectations were met – All said ‘yes’
Were you aware of the internal processes and timescales when applying for funding before you approached RKEO? 13 out of 17 said yes

These are great results which were also backed up with positive comments about our service.  Some of these are given below:

General comments

‘Regarding RKEO I think the team works great; I can just say thank you very much and please keep it up. I do apologize for the time and complexity constraints which were out of my hands.’

‘When I was contacted by my colleagues I expected that it may be a bit complicated because the time frame was short, yet it was a unique chance I should not miss. I was concerned on that and I wasn’t sure if it would be possible at all in the end. Thanks to the RKEO team work, it was possible.’

‘We are really lucky to have colleagues here to help us in such a professional manner. Applying for funding can be really stressful so what you need is someone to guide you and explain the process to you. Jenny and Ehren were so good, I am indebted to them.’

‘Excellent –  Jason was very professional and knowledgeable’

‘Considerable improvement over the last nine months.’

‘ (A score of) 5 what else? They were there for me and couldn’t ask for more.‘

‘As a result of this experience of submitting a bid (and particularly because of the support offered by RKEO) I definitely feel more confident about submitting larger bids in the future. I’ve seen how much support RKEO will be able to give me.’

Timeframe for processing applications comments:

‘It was processed much quicker than I expected and the RKEO team work, in particular the work of Ms Kerri Jones was great; not only met my expectations but exceeded them by large margins. If the submission was successful it is primarily thanks to her.’

‘Extremely quickly – it exceeded my expectations.  I’d left everything to the last minute (I’d almost decided not to bother bidding) but Ehren was able to process my application extremely quickly to enable me to meet the deadline.’

 ‘It has been great and grateful that Dianne and her colleagues helped out with very short notice and handled the requests in a professional and efficient manner.‘

This feedback helps the team to know that what they are doing is appreciated and worthwhile and we thank the academics for their support and recognition.  We don’t rest on our laurels though and we will be making changes to the process over the summer.  These will aim to speed up the process and ensure that procedures are clearer.  More information will follow on this and so watch this space.

Signpost with the words Help, Support, Advice, Guidance and Assistance on the direction arrows, against a bright blue cloudy sky.