Melbourne ResearchResearch Grants and Contracts

Varying/transferring an ARC grant

Varying

Variations occur when a successful grant needs modification from the original project agreement. For instance, personnel may withdraw or you may experience delays which prevent timely completion of project milestones or the expenditure of funds within the award period. The ARC will only accept variations sent directly by the Research Office.

In cases where the University initiates an amendment to an agreement, an emailed request from the CI to the relevant Humanities, Engineering and the Sciences Grants team is required, outlining the business case for change. Changes to projects must occur in line with the original Funding Agreement. The Research Office will forward the request to the sponsor, and if necessary, seek Head of Department approval (particularly additional funding is received, or further deliverables of financial consequence are added). In time requests will normally require letters of support from all participants on the grant.

Once the variance has been agreed your Department will complete the relevant Change to Agreement Records form. This will enable the Agreement Record to be updated in Themis Research and/or Themis Financials.

Transferring

All transfer requests must be submitted through the Research Office. For advice on transferring an ARC grant read the following instructions and contact the Humanities, Engineering and the Sciences Grants team.

Transferring out

The Research Office will require the following documentation:

  1. Signed letter from the First Named Chief Investigator (addressed to the ARC Scheme Assistant Director) which includes:
    • name of Chief Investigator, project title and ARC ID number;
    • effective date of transfer;
    • reason for transfer;
    • confirmation that transfer will not have an adverse affect on the project (any positive benefits should be included).
  2. Signed letters from all Chief Investigators/Partner Investigators/Partner Organisations (CEO or equivalent) accepting the variation (addressed to the ARC Scheme Assistant Director).
The Research Office will organise transfer acceptances from the Head of Department, and the receiving institution. It will then send the ARC all relevant documentation, including an ARC Variation Form with the amount of funds transferred. When the transfer is approved, the ARC will take back unspent funds and provide the money to the new institution.

Transferring in

Although the relinquishing institution will submit the request to the ARC, the First Named Chief Investigator must email the Research Office with their intent to transfer. The Research Office will organise:

Transferring internally between departments

The transfer of a grant between departments (for instance, in the event of the Chief Investigator moving departments) will require the completion of a Themis TR1D form. Project codes are affected and sign off is required by Department Managers and Heads of Department (departing and new).
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