In accordance with University Policy all external research grants should be established via Research Services.

Step 1:

Provide all documentation to Research Services

In order to assist with the establishment of your external funding, Research Services requires copies of all relevant grant information and documentation.

This may include but is not limited to, copies of:

  • a Grant application (if not already submitted to Research Services)
  • a Letter of Award/Offer Letter (may include email correspondence outlining the offer)
  • a Completed Grant Establishment Form (DOC) OR a Small Research Consultancy Establishment Form (DOC)
  • a Legal Agreement/contract (unsigned)
  • a Multi-Institutional/Sharing Agreement (where funding is administered by another University)
  • Other correspondence, including email correspondence with the funding body that provides general details and conditions of the funding awarded.

Step 2:

Legal Review (if applicable)

The responsibility for accepting research grants and signing research agreements and contracts rests with the University, not the individual researcher. The Deputy Vice-Chancellor (Research and Innovation) has a delegation of authority to sign such documents on behalf of the University.

The DVC (R&I) requires that any proposed research contracts or agreements be referred to Research Services and reviewed by a Contracts Officer. This is to ensure that the interests of the University and the researchers are protected.

Research Services will negotiate with the funding body for amendments to the agreement if necessary. Insurance, indemnity, overhead expenses, ownership of intellectual property rights and protection of the rights of researchers to publish their results are examples of the issues that sometimes require negotiation.

Alternatively, Research Services staff can prepare a research agreement, based on the University's standard form of contract, which can be adapted to meet the needs of the particular project.

Research Services should also be consulted about other research-related legal issues, including Intellectual Property Agreements, Material Transfer Agreements, and research student Scholarship Agreements.

If the awarded funding is governed by a legal agreement/contact this will be provided to the Legal Unit by Research Services. The Legal Unit will review the agreement/contact and ensure it complies with University Policy and Procedure prior to organising execution by the appropriate University delegate.

Once a legal agreement/contract has been signed by the University it will be returned to the funding body directly. Upon receipt of a fully executed agreement Research Services will continue with the establishment of the funding.

Sharing Agreements

If funding administered by the University of Newcastle is to be shared with an external institution, a Sharing/Multi-Institutional Agreement must be initiated. This will be identified by Research Services and referred to the Legal Unit to develop in liaison with the Chief Investigator on the grant.

Step 3:

Obtain appropriate clearances

All grants funding research projects conducted at the University or by staff and students of the University requiring Human Ethics, Animal Ethics or Safety approval must have the required clearances in hand before Research Services will authorise the account to be made active.

It is the researcher's responsibility to ensure that these clearances are obtained and appropriately linked to the relevant grant before the research can commence. Research Services will require evidence of approvals prior to finalising the establishment of funding.

Step 4:

Financial establishment and making account active

Once the Legal Agreement/contact has been fully executed and all ethic and safety clearances have been appropriately linked to the research grant, Research Services will make the account active for the grant to allow expenditure to occur. Financial services will undertake invoicing requirements and advise the lead Chief Investigator of the active account.

For further information or assistance in establishing your research grant, please contact or phone (02) 4921 7733.