Research Grants, Contracts and Fellowships Procedure

1. The purpose of our procedure

This procedure sets out the key processes required to apply for and manage external research funding. It applies to research grants, research fellowships, contract research and research tenders. It addresses the development and approval of applications, establishment and delivery of research projects, and closure of funded projects.

Please read this procedure in conjunction with:

[Research Operations Policy]
Interim Foreign Compliance Policy and Procedure
Research Integrity Policy
Financial Management Policy
Conflict of Interest Policy.

2. Who our procedure applies to

2.1 Inclusions

This procedure applies to Adelaide University staff, graduate research students and titleholders.

Where a titleholder is governed by an affiliate agreement between their employer and Adelaide University, the terms of that agreement will override this procedure to the extent of any inconsistency.

2.2 Exclusions

This procedure does not apply to researchers undertaking Adelaide University consultancies. Refer to the [Consultancy Procedure].

3. Our management of research grants, contracts and fellowships procedure

This procedure details the processes of applying for and managing external funding for research grants, research contracts and fellowships. It describes four distinct phases:

proposal/application process (pre-award)
project set-up (contracting)
project delivery (post-award)
project close out (post-award).

For stand-alone, externally-funded graduate research scholarships, management responsibility sits with the Graduate Research School (GRS). In these cases, the GRS and Research Services will work collaboratively on all relevant aspects of the processes provided in this procedure.

Please refer to the Graduate Research Scholarships Procedure for further detail.

3.1 How to develop a pre-award application

3.1.1 Pre-proposal

Where applicable, Research Services will administer a Notification of Interest (NoI) process for researchers to indicate interest in applying for external funding. This applies to applications led by Adelaide University or other organisations.

Research Services also provides early-stage support, advice and templates for developing funding proposals. [Research Business Development and Alliances] may assist in engaging with external partners.

If the Lead Researcher has a prospective idea, it may be submitted for a NoI for a particular funding scheme. This enables targeted support and information to be provided. Where no NoI process exists, the Lead Researcher may notify Research Services directly. [Research Business Development and Alliances] may provide additional support where external partner engagement is involved.

3.1.2 Proposal development

Each externally-funded research project will have one Lead Researcher who is accountable to Adelaide University for delivering milestones and ensuring the project remains within its approved funding envelope.

The Lead Researcher will prepare a funding proposal in accordance with the relevant funding body’s guidelines and instructions, the [Research Operations Policy], and Adelaide University costing and pricing advice. The funding proposal will include:

a detailed description of the proposed research
where relevant, details of any research consumers or stakeholders who have contributed to the development of the proposal. This is particularly important in projects involving or about Aboriginal and Torres Strait Islander peoples
a list of staff and collaborators to be involved in the proposed research
any facilities, equipment and other resources required to deliver the research
a completed project budget (see Section 3.1.3)
details of any cash and in-kind contributions (as applicable) from Adelaide University.

3.1.3 Project budget

In preparing the project budget, the following must be addressed:

ensure that it is informed by current costing and pricing advice
include all costs that are permissible under the funding guidelines, including use of facilities and equipment, and support for managing the project
clearly identify all sources of funding for the project, including Adelaide University cash and in-kind contributions, with relevant approvals
where Adelaide University in-kind contributions are specified, the total value of those contributions should not exceed the income from the external funding body
if applying for a salary, ensure it is at least at the level of the applicant's current academic salary; salary loadings above Adelaide University base levels will be considered on a case-by-case basis
ensure that where the project involves salary and oncosts, the school or institute where collaborating researchers will be based is responsible for supporting any shortfall between external funding received and full costs of employment. For Adelaide University titleholders, the employer is responsible for covering salary shortfalls
where the project involves a stipend (e.g. for a graduate research student), ensure the relevant school or institute is responsible for covering any shortfall between the external funding received and the Adelaide University stipend cost
ensure that costs related to research equipment, maintenance, and resources for project-funded staff are met from external funding or any approved co-contribution by Adelaide University for contract research. The price should reflect the full cost of the project to Adelaide University and include a margin, especially where the partner organisation will own the resulting intellectual property
ensure that the total cost includes both direct research costs and indirect research costs, and that pricing complies with the South

Australian Government’s Competitive Neutrality Policy Statement [Research Business Development and Alliances] can provide advice on pricing contract research projects

seek approval from the Executive Director, Research Services where the pricing does not include total cost and a margin; approval may be granted if the project provides equivalent benefit to the forgone funding to Adelaide University, as endorsed by the relevant Dean of School.

3.1.4 Proposal review

The Lead Researcher must submit a completed research application to Research Services prior to their internal deadline, or at least five working days before the external deadline if no internal deadline has been set.

If not received by these dates, we reserve the right not to submit the application unless mitigating circumstances apply.

Once received, Research Services will coordinate a compliance review of the application to ensure:

it is consistent with the funding body’s guidelines and instructions, where applicable, and all sections are completed to an appropriate standard
in the case of contract research, that any legal agreement (where available at this stage) is on terms acceptable to Adelaide University; feedback will be provided where changes are required
any conflicts of interest are disclosed and managed as per the [Conflict of Interest Policy], to support a funding proposal or execute a research agreement
for contract research, in collaboration with [Research Business Development and Alliances], that the pricing reflects the value of the work to the client, generates an appropriate return for the University to cover direct and indirect costs, and allows for distribution of a portion of the income to contribute to infrastructure and support costs
in collaboration with [Research Business Development and Alliances], that appropriate due diligence is performed on proposed partners, if not completed previously
in collaboration with [Research Commercialisation], any intellectual property matters are dealt with appropriately.

For Adelaide University-led applications, Research Services will provide feedback to the Lead Researcher on the compliance review outcome. Where time and resources permit, additional reviews may be undertaken once initial feedback has been addressed.

Where applications are considered strategic and likely to succeed, an additional review may be undertaken to improve their quality.

3.1.5 Approvals

Any commitments made in an application on behalf of Adelaide University must be approved before submission to the funding body. These include:

allocation of staff time
use of facilities, equipment and other resources
cash and in-kind contributions from Adelaide University.

Approval for staff time, use of facilities and equipment, other resources, and in-kind contributions may be granted by the relevant Dean of School for the researchers involved in the project. Research Services is responsible for managing the process by which these commitments are approved.

Cash contributions from a college, school or institute must be approved by the financial delegate in the area providing that contribution. In colleges, this will typically be the Dean of School or the Pro Vice Chancellor – College, unless specified otherwise.

Where a cash contribution is requested from the Deputy Vice Chancellor - Research and Innovation, Research Services will facilitate the approval process. Only contributions that are considered strategic and that generate an appropriate return on investment will be supported.

If the application involves an international collaboration, funding organisation or applicant (e.g. for a fellowship), you must complete a Foreign Compliance Review for endorsement before submission, in accordance with the Interim Foreign Compliance Policy and Procedure.

3.1.6 Submission

If approved, an application will be submitted to the external funding body as instructed by Research Services.

We reserve the right not to submit applications that:

do not meet internal deadlines
do not comply with policy requirements
are assessed to be of unsuitable quality, or
do not have all required approvals in place.

The Executive Director, Research Services, on the recommendation of the [Director, Pre-Award and Development], and with input from the relevant [College Dean of Research] and Dean of School, is responsible for the final decision not to submit an application. In such cases, Research Services will notify the Lead Researcher as soon as practical.

3.1.7 Application outcomes

If an application for external research funding is successful, the funding body will notify Adelaide University.

If the funding body directly notifies the Lead Researcher, they must inform Research Services of the outcome as soon as practical.

3.2 How we set up a funded research project

3.2.1 Project scope

If the awarded funds differ to the amount specified in the application, as the Lead Researcher, must revise the budget and project plan. This may include changes to scope, personnel, timeframes and expenditure, while ensuring that the project remains compliant with Adelaide University costing and pricing advice.

If an opportunity arises to undertake an externally-funded research project without a formal application process, the Lead Researcher must contact Research Services as soon as possible. This should take place before the budget and scope of work are finalised, to ensure compliance with Adelaide University costing and pricing advice.

Where the scope of a project has changed, or where the project was not previously approved prior to submission to the funding organisation, Research Services will seek relevant approvals in accordance with this procedure.

3.2.2 Contracts and agreements

All externally-funded research projects must be contracted through a formal agreement with Adelaide University. This must be completed before any research begins. Where a research application is successful, Research Services will:

work with the Lead Researcher and the funding organisation to negotiate or re-negotiate a contract or agreement, including terms and conditions, deliverables and timelines
where necessary, request legal review
ensure the final agreement is consistent with the [Domestic Contracts and Agreements Procedure] or the International Collaborations and Agreements Procedure
present the Leader Researcher with the final agreement to confirm the understanding of its terms and conditions and approve it to proceed
if approval to proceed is granted, work with the funding organisation to execute the agreement. The agreement will be signed by Adelaide University in accordance with the delegation framework
undertake appropriate due diligence and seek authority from related delegation holders (e.g., for Defence-related agreements, the Executive Director, Defence and National Security, and the Chief Security Officer), before recommending the contract to the appropriate delegation holder for execution.

3.2.3 Research compliance

Before research begins, the Lead Researcher must ensure that the following are in place:

a data management plan for Adelaide University-administered research grants; advice on this is available in the [Research Data and Primary Materials Procedure]
a risk assessment and management plan, which will:
- identify risks associated with the research and how they will be managed and monitored to avoid adverse consequences
- consider risks associated with an external entity, including financial and reputational risks to Adelaide University.

Where applicable, the Lead Researcher may also need:

human and/or animal research ethics approvals
approval for the use of genetically modified organisms
import permits for goods subject to biosecurity control
export control approval
approval for the use of Security Sensitive Biological Agents
any other compliance requirements relevant to the research.

In addition, research projects must only be conducted in appropriate facilities.

3.2.4 Project set-up

Research funding will only be released when all relevant requirements are met. Once this is confirmed and the contract or agreement has been executed, Finance will set up a department/project in the Adelaide University financial system and inform the Lead Researcher, of its creation as soon as practical.

Finance is responsible for invoicing according to the schedule in the research agreement, where required.

Where a payment is linked to the provision or acceptance of another deliverable (such as a progress report), Research Services will liaise with the Lead Researcher and will notify Finance when the invoice can be raised.

3.2.5 Hybrid/multi-purpose research funding agreements

If the project is funded by a hybrid or multi-purpose funding agreement, the Leader Researcher must adhere to the requirements of this procedure for the research components.

3.3 How funded research projects are to be delivered

The Lead Researcher, must ensure that research is conducted and revenue expended in accordance with the requirements of the funding agreement, and in line with the Research Integrity Policy.

Specific processes for reporting of grants funded by the Australian Research Council (ARC) and the National Health and Medical Research Council (NHMRC) are detailed in the [ARC and NHMRC Financial Reporting Procedure].

3.3.1 Expenditure of research funding

Expenditure of project funds must:

align with the milestones and budget set out in the research contract or agreement, including how expenditure is distributed across multiple funding sources, if applicable
comply with the Financial Management Policy
be approved by the relevant authority in accordance with Adelaide University’s Delegation Framework.

Funds may only be carried forward from one period to the next during the term of the agreement if approved by the funding body. Carry forward requests must be submitted to the funding body in accordance with its requirements. For specific detail on ARC research grants, refer to the [ARC and NHMRC Financial Reporting Procedure].

Interest revenue will not be applied to a project unless the associated agreement specifically requires Adelaide University to do so.

3.3.2 Reporting

The Lead Researcher will:

review the grant expenditure at least quarterly to maintain accurate financial records
be responsible for reporting to meet milestones within the project agreement. Where Adelaide University is required to report expenditure at collaborating institutions, Finance will request the necessary information and incorporate it into financial reports as required
collaborate with Finance to prepare financial reports required by the funding body; the Lead Researcher is responsible for endorsing the financial statement before Finance certifies and submits it to the funding body.

For ARC and NHMRC research grants, Finance reviews transactions to identify ineligible expenditure and prepares an annual financial statement. Approval responsibilities are as follows:

NHMRC grants: the Chief Financial Officer or delegate must approve the regular report
ARC grants: Research Services must approve the financial report.

3.3.3 Project changes

The Lead Researcher must advise Research Services of any potential changes or issues affecting the project as agreed to in the contract or agreement. Examples include changes to:

project personnel, collaborators or partner organisations
project dates (such as start date, milestone delivery date, reporting date, end date)
project scope or research plan
project funding
budget or funding distributions.

If required, Research Services will liaise with the Lead Researcher and the funding organisation to negotiate or arrange a contract or agreement variation.

3.4 How we close out a research project

The project will be closed when the research activities are complete, the project end date has passed and the deliverables and milestones in the agreement have been met.

3.4.1 Final reports and financial statements

The Lead Researcher, is responsible for producing a final report for the research project, as required by the terms of the contract or agreement.

Finance will work with the Lead Researcher to produce a final financial statement, as required by the agreement. Where a financial statement requires an external audit, Finance will arrange this with an external audit organisation. Costs will be met by the project.

The final report will be submitted to the funding body by Research Services, and the associated financial obligations will be submitted by Finance as required by the funding agreement.

3.4.2 Remaining funds

Once the project financial milestones have been completed and the end date has passed, Finance will:

determine the remaining balance in the research project account
review expenditure to ensure it has been properly utilised in a manner compliant with external funding requirements. Where required, the original costing model and calculations will be reviewed to validate the project budget
calculate a final balance (which may include accounting for any foreign exchange fluctuations).

Where the balance is negative, the school or institute of where the Lead Researcher, is based will be responsible for the shortfall. Where the balance is positive and funds do not need to be returned to the funder, Finance will inform the Lead Researcher of any unspent funds.

If a contract or agreement requires the return of unspent funds at the completion date or mandates the use of unspent funds for a specific purpose, these requirements must be followed. Research Services will confirm and communicate these obligations. Finance will return the unspent funds based on the endorsement of the Lead Researcher noting treatment of funds aligned with Research Services classification at project set-up.

Where the contract or agreement is silent on the use of unspent funds, they may be transferred to a project available for supporting research. This will occur within six months of the project completion date, and Finance will notify the Leader Researcher accordingly. Unspent funds from multiple externally-funded research projects may be consolidated into a single project.

Once the balance of the project account has been zeroed out, either by transferring costs to the school or institute, transferring unspent funds to a project or returning them to the funder, Finance will coordinate the closure of the project account.

Any unspent funds are Adelaide University funds and subject to our policies. These funds may be available to the originating Lead Researcher and/or research group for supporting research. They cannot be taken as personal income and must be used for University research purposes, subject to approval by the Dean of School or the Pro Vice Chancellor - College (where the Dean of School is the Lead Researcher).

Where the Lead Researcher ceases to be a member of the Adelaide University community, any remaining funds must be passed to their former school or institute.

4. Who holds a responsibility within this procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

4.1 The Deputy Vice Chancellor – Research and Innovation is required to:

consider approval for cash contributions from Adelaide University for research projects that are strategic and generate an appropriate return on investment.

4.2 The Pro Vice Chancellor - College or delegate is required to:

consider approval for cash contributions from the college to support a research project.

4.3 The Dean of School or delegate is required to:

consider approval of staff time, the use of facilities, equipment and other resources, and in-kind contributions to a research project involving their school
consider approval for cash contributions from the school to support a research project.

4.4 The Institute Director or delegate is required to:

consider approval for cash contributions from the institute to support a research project.

4.5 The Executive Director, Research Services is required to:

approve the project budget before submission to the partner organisation, where contract research pricing for a research project does not include total cost and a margin
make the final decision not to submit an application for a research project
oversee formal execution processes for research agreements under this procedure
arrange submission of reports, including the final report for the funding body as required by the agreement
arrange for project close out when the end date is passed and deliverables and milestones in the agreement have been met.

4.6 The Chief Financial Officer or delegate is required to:

establish a project code in the Adelaide University financial system for all research projects
seek information from collaborating institutions and incorporate it into financial reports, where Adelaide University is required to report their expenditure
certify and submit financial statements for research projects
arrange submission of the financial obligations statement for a research project to the funding body, as required by the funding agreement
determine the remaining balance in the research project account at project end, and review expenditure to ensure it has been properly utilised in a manner compliant with external funding requirements.

4.7 The Lead Researcher of a research project is required to:

deliver project milestones, ensure the project remains within its approved funding envelope, and ensure their research is conducted, and revenue expended, in accordance with the funding agreement and the Research Integrity Policy
prepare a project budget in accordance with this procedure, and revise the budget and project plan if the awarded funds differ from the amount specified in the application
ensure the following are in place: a data management plan for Adelaide University-administered research grants, and a risk assessment and management plan for any research agreement
work with Finance to provide financial reports as required by the funding body
produce reports, including a final report for the research project, as required by the contract or agreement.

5. Definitions used in our procedure

Please refer to our Adelaide University glossary for a full list of our definitions.

Adelaide University community refers to a broad range of stakeholders who engage with Adelaide University and includes (but is not limited to) all students, staff, and nonstaff members of Adelaide University, including alumni, honorary titleholders, adjuncts, visiting academics, guest lecturers, volunteers, suppliers and partners who are engaging with and contributing to the work of Adelaide University.

Contract research means a project involving an industrial, private or public sector organisation, following a tendering or negotiating process. Its aims, objectives and project milestones are typically determined by, or in negotiation with, the client. The project typically involves an agreed program to provide research services as well as provisions on the ownership or use of intellectual property. This category also includes non-competitive Higher Education Research Data Collection research and development income categories two and three, and relevant non-traditional research outputs.

Direct research costs mean those costs that are directly attributable to the project and include all staff costs and non-staff costs.

Graduate research student means a student enrolled in a graduate research program, such as the Master of Research, Master of Philosophy or Doctor of Philosophy. It does not include coursework programs with a research component, such as Honours.

Indirect research costs mean those incurred by Adelaide University which indirectly support the research. This includes electricity, water and gas (utilities), the use and maintenance of facilities, research services, financial services, insurances, IT services, systems and infrastructure and any other costs incurred by Adelaide University which indirectly support research, including strategic research initiatives.

Research grant means grants across Higher Education Research Data Collection (HERDC) research and development income categories 1-4. It refers to sponsored research (basic, strategic, applied or experimental) arising from an application to a funding body that typically is subject to a competitive process involving review of project applications by experts who are often independent from the sponsoring body; does not specify a precise research deliverable or outcome other than a report; and is defined in scope and objectives by the researcher rather than the funding body.

Titleholder means any person upon whom Adelaide University has conferred an honorary academic title.

6. How our procedure is governed

This procedure is categorised, approved and owned in line with the governance structure of Adelaide University and the offices and officers listed below.

Parent policy	Research Operations Policy
Policy category	Academic
Policy owner	Deputy Vice Chancellor - Research and Innovation
Procedure owner	Pro Vice Chancellor - Research Infrastructure and Services
Approving authority	Co-Vice Chancellors/Vice Chancellor and President
Responsible officer	Executive Director, Research Services
Effective from	19 December 2025
Review date	5 years after the date this version is approved
Enquiries	Interim Central Policy Unit
Replaced documents	None

7. Legislation and other documents related to our procedure

Refer to the Delegation Policy for all delegations at Adelaide University.

Category	Documents
Associated procedures	Contracts and Agreements Procedure International Collaborations and Agreements Procedure ARC and NHMRC Financial Reporting Procedure Graduate Research Scholarships Procedure
Related policy documents	Interim Foreign Compliance Policy and Procedure Research Integrity Policy Finance Financial Management Policy Conflict of Interest Policy
Referenced legislation	Adelaide University Act 2023 Higher Education Standards Framework (Threshold Standards) 2021 Standards: 4.1 Research, 4.2 Research Training, 5.2 Academic and Research Integrity South Australian Government Competitive Neutrality Policy Statement 2002

8. History of changes

Date approved	To section/clauses	Description of change
19 December 2025	N/A	New procedure

At the time of writing, Adelaide University’s organisational structure, position titles, and committee names have not been confirmed. Square brackets [ ] indicate placeholders for these details. Brackets are also used to identify policy elements that are subject to further decision-making or confirmation. These will be updated once final decisions are made.