The processes, resources and expectations around accepting and managing ARC grants at the University of Melbourne
**NEW** Variation to your ARC grant due to COVID-19
The ARC recognises that the Coronavirus (COVID-19) pandemic may be affecting many members of the Australian research community, including our current grant holders. If a grant holder’s circumstances have changed – for example, unable conduct research activity– The Research Office can submit variation requests on behalf of the researchers.
Grants due to commence in 2020
Below is a list of the ARC’s final commencement dates for grants awarded in 2020. You may commence your grant at any time up to this date (as long as -if required- you have the necessary agreements such as a MIA in place).
It is also possible to request a further delayed start date to your project. This is done through an official variation request to the ARC. However please note the ARC currently have restrictions on how far in advance you can request an extension.
Final commencement date without needing ARC approval
Latest commencement date requiring ARC approval
2020 Discovery Projects
2019 Future Fellowships
2019 Linkage Projects Assessment Dates 1-3
Due to continuing rounds please email email@example.com for dates
2020 Discovery Indigenous
Should you wish to extend your start date, please email RIC below as soon as possible. Please note that requests to extend your start date beyond the ‘final commencement date without needing ARC approval’ must be submitted to the ARC before the ‘final commencement date…’ for the relevant scheme.
Discovery Projects - firstname.lastname@example.org
Discovery Indigenous – email@example.com
Future Fellowships- firstname.lastname@example.org
Linkage Projects- email@example.com
Linkage Infrastructure, Equipment and Facilities - firstname.lastname@example.org
Current funded Discovery Projects, Discovery Indigenous, Linkage Projects
Currently funded grants experiencing problems/delays may wish to request a suspension of their project. A suspension can be requested via an official variation request to the ARC. Justification must be provided to request a suspension.
- If a suspension is requested your project end date will be extended. Please take into consideration the impact of this on your eligibility to apply for future ARC funding. (There are ARC-imposed limits on the number of Discovery Program and Linkage Program grants that a researcher can hold.)
- There can be no expenditure of ARC funds during a suspension period. Consider whether or not research personnel or students must be paid from the ARC funds. If so, it may be more suitable to extend the project rather than suspend.
Alternatively, an extension to your project may be requested. An extension is generally requested via the end of year reporting process (completed Dec-March) and can be requested for up to 12 months at a time. If your project is due for completion in the coming months, and you are no longer able to complete your project at this present time please contact RIC to arrange an extension. As per the ARC’s request, should your project be due for completion in the second half of 2020, please contact us closer to your end date when the full impact and delays to your project are known.
- If an extension is requested your project end date will change. Please take into consideration the impact of this on your eligibility to apply for future ARC funding. (There are ARC-imposed limits on the number of Discovery Program and Linkage Program grants that a researcher can hold.)
Salaried Grants such as DECRA and Future Fellowship’s
Consider the following options:
- If you have not commenced, consider a delayed start date noting ARC-funded salaries won’t be paid until your nominated start date.
- Consider a suspension for a defined period. Keep in mind ARC-funded salaries will no longer be paid during this time. A suspension will also extend your project end date and may impact your eligibility to apply for future ARC funding. (There are ARC-imposed limits on the number of Discovery Program and Linkage Program grants that a researcher can hold.)
- For projects underway an extension may be possible. Noting that once the ARC’s salary is exhausted, an extension would be for time and project costs only.
Changes to research projects
In cases where the impact of Covid-19 will severely impact research aims and objectives, it may be possible to change the scope of the project. This can be done though submitting a formal variation to the ARC. Please note the ARC has stated that such a request should be made later this year when the full impact of Covid-19-related restrictions on a project is known.
For any changes or extensions to ARC Laureate Fellowships, SRIs, ITRP please contact email@example.com for LIEF contact firstname.lastname@example.org
The ARC will approve an initial 3-month extension to final report due dates on request. Please email
Ricemail@example.com should you need an extension.
Proposals under review
Selection Advisory Committee meetings are still commencing with face to face meetings to be replaced with video conferencing. At present there has been no indication of delayed announcements for proposals under consideration.
ARC updates can be viewed here
Notification and acceptance
Accepting your grant
- the awardee agrees to comply with the ARC Funding/Grant Agreement and any additional conditions specified in the Letter of Offer, including financial and reporting requirements;
- the Head of Department accepts the award into the department and will provide the necessary infrastructure.
Multi-Institutional Agreements (MIA)
- ARMS ARC DP Multi-Institution Agreement
- ARMS ARC LIEF Multi-Institution Agreement
- ARMS ARC LP Multi-Institutional Agreement
ARC Funding Agreements
Creating a Themis Agreement Record and Financial Account (GL)
Managing expenditure and changes to projects
Variations and transfers
Please note that the ARC has recently updated its post-award variation process. Variations are now submitted online through RMS. There is no longer a VFA form to complete. Please contact the relevant RIC generic email box to discuss your variation request and the requirements.
Requesting a Variation
- Prepare the required documents as detailed in the table below. (Please note we accept scanned signed letters.)
- Email the required documents to the relevant RIC contact for your grant.
RIC staff will:
- Provide advice to researcher(s) regarding compliance with the Funding/Grant Agreement
- Liaise with the ARC regarding post award queries
- Liaise with other University Research Offices for non-lead variations
- Provide a letter of support for the variation from the University of Melbourne
- Send the variation request to the ARC
- Notify the researcher of outcome
- Notify relevant University department staff
- Notify relevant University Research Office of the outcome
- Notify Research Accounting
- Update the Themis Agreement record if the variation is approved
The ARC will:
- Review the variation request
- Have approved requests authorised by the relevant Executive Director (Disciplines and Program)
- Update variation status in RMS
Variation type Documents Required Request for Change of Personnel or Organisation
(Including Industrial Partner / Collaborating Organisations / Contributing Organisations)
Request for Transfer of Project*
UoM Policy for ARC Fellowship transfers
- Agreement from receiving Organisation*
- Agreement from all named Organisations* on the project
- Fellowships ONLY: Justification and research environment statement from the receiving Organisation’s DVC(R).
- Email request only
- Email request only
Request for Maternity / Parental Leave for Fellows
- Agreement from first named CI if different to Fellow
- HR Certification from Administering Organisation
- Email request only
Any other variations which do not fall within the above categories
- Discuss the nature of your variation with RIC staff to determine the appropriate documents
Transferring internally between departments
Sharing funding between UoM departments
Changes to Multi-Institution Agreements (MIA) and Linkage Agreements
ARC Progress Reporting for 2019
The CI or Fellow will generally be prompted by their Agreement Administrator to complete the survey as they will provide financial information advising if a carry forward should be requested. Please note whether or not a carry forward is required, all lead CIs or Fellows who are on active projects will be required to complete the survey for each project that they hold.
RIC and RAS will report certifications to the ARC on the CI's behalf.
ARC Final Reporting
Submission of Non-Lead ARC Applications
Non-lead Grant Acceptance
Notifying RIC and Setting up a Multi-Institution Agreement
- a copy of the Grant Application
- a copy of the Letter of Award
- a copy of the draft MIA provided by the Administering Organisation
Creation of a Themis Agreement Record and Financial Account (GL)
Variations to Non-Lead Projects
Reporting and Carrying Forward Funds
- Key contacts