Staff Exchange Scheme GUIDELINES

The Life Course Centre (LCC) Staff Exchange Scheme is an initiative of the LCC Capacity Building Portfolio and is designed to build and strengthen research capability and exchange among LCC Research Fellows.

Supported Activities

Funding for short term visits (up to one week domestically and two weeks internationally) to an LCC partner, or other, organisation to engage in activities that strengthen capability and exchange amongst LCC Research Fellows. 

Supported activities include, but are not limited to:

  • Presenting a paper, sharing research findings, or attending a seminar/workshop
  • Participating in formal training at a collaborating, partner or other organisation
  • Receiving mentorship and/or informal hands-on training
  • Exploring potential for staff or student co-supervision across collaborating or partner organisations
  • Creating opportunities for participation of government and NGO partners through visits or workshops
  • Developing mentoring opportunities for students
  • Facilitating consultation and engagement to develop new training programs for partners
  • Any activity that develops or fosters a joint Life Course Centre research project, including the preparation of joint proposals for funding opportunities or progress towards future research collaborations

Applications that include more than one cross-nodal participant and/or build linkages across more than two nodes or partner organisations will be favourably considered under this Scheme.  Additionally, activities that are likely to result in ongoing collaboration will also be favourably considered.

Scope

  • Allowable expenses: The scheme provides a travel award to successful applicants covering airfares, accommodation, course fees and registrations and a per diem meals and incidentals allowance in accordance with the recipient’s level of appointment and for the duration of the exchange.  Costs for visas, insurance, and health cover are not covered under this award. Indirect costs are also not supported by the scheme.
  • Award value:  The value of the award will be based on a budget application for the purposes of supported activities. Applications should not exceed $2,000 for domestic activities and $6,000 for international. The Award is intended to cover all or part of the proposed costs. Co-funding will be looked upon favourably.
  • Scheme value: Each round has $12,000 to disperse 
  • Timeframes: Three funding rounds will occur each year, in April, July and November (exact dates to be finalised closer to each round). The next round will close on the 15th November 2018. Funds must be used within 12 months of award. Applicants will be notified of the outcome three weeks after the closing date. It is recommended that you plan to travel no earlier than 4 weeks after the announcement date.

Eligibility

Life Course Centre personnel (paid or significant in-kind) are eligible to apply for this funding.  

Chief and Associate Investigators and Partners are not eligible to apply.

Application

  1. Discuss your interest with your supervisor and obtain their in-principle support.
  2. If required, contact a researcher at the host organisation in the first instance to discuss your interest in visiting and gain support. If contacting a non-University partner please also contact the LCC Centre Manager to discuss facilitating the exchange.
  3. Complete the application form which will include:
    • An outline of the proposed activity and work program during the exchange
    • Basic information concerning the exchange – i.e. proposed dates, location, host contact details
    • Calculation of foreseen costs including economy airfare, accommodation, per diem meals & incidentals allowance, and any direct support costs of research (refer to your own univeristy policy for per diem allowance rates).
    • Brief statement against each of the selection criteria.
  4. Submit application for assessment to the lcc@uq.edu.au 

Online Application

Assessment Process

The Capacity Building Portfolio Committee will assess the application for eligibility against the following criteria:

  • Degree to which the proposal facilitates collaboration and engagement between researchers, nodes, government and NGO partners or new collaborating organisations.
  • The proposal creates an opportunity that is not supported through existing institutional schemes.
  • The proposal builds on opportunities around existing events to advance the work of the Centre.
  • Degree to which the proposal builds capacity and strengthens research capability across the Centre.
  • Benefits expected to accrue to the applicant and the Life Course Centre following the exchange.

In addition, when ranking applications the committee will consider other aspects such as: the summary of activity and outputs, the partners being engaged (with priority given to new partners), budget (value for money e.g. multiple activities during one visit), the supervisor statement, host support statement, and outcomes delivered if the applicant has previously received an award. Co-funding will also be looked on favorably.

Notification of Outcome

Applicants will be notified within three weeks of the round closing date.

Successful applicants will be responsible for making travel arrangements via their home organisation’s Finance Department. Fellows undertaking International visits are expected to make their own visas and health cover arrangements (which are not funded under the Scheme) and familiarise themselves with other key information regarding overseas travel.

Distribution of Funding

Upon receiving a letter of award the successful applicant’s node will invoice The University of Queensland for the approved amount. A reconciliation of expenditure will be required (including receipts) as part of the end of project reporting.  All unspent funds will be returned to The University of Queensland as the administering node of the Life Course Centre.

Reporting Requirements

At the conclusion of the visit and within one month of return participants must:

  • Provide a reconciliation of expenditure (including receipts). All unspent funds will be returned to The University of Queensland as the administering node of the Life Course Centre.
  • Complete a brief report (as per the reporting template) outlining their experience and learnings from the scheme and a summary of the visit outcomes, expected outputs and timeframes for realisation.  This report will be submitted to the LCC Executive for review.
  • Agree to the publication of details of the exchange, including expected activity outcomes, in LCC newsletters or on the LCC websites which will include acknowledgement of LCC support.

 

Submit Report

Contacts for Assistance

Queries regarding the scheme should be directed in the first instance to the Life Course Reporting and Analysis Coordinator, Lisa Pope l.pope@uq.edu.au