Roles and Responsibilities
Researchers, administrators in faculties and departments need to understand their respective roles regarding the administration of research funds at the University. This document is the main resource for communicating roles and responsibilities to new and continuing staff.
In general, the researcher is required to carry out research responsibly. Projects are carried out on behalf of “The Council of the Ghana Telecom University College” in accordance with the negotiated, contractual terms. Individuals are personally responsible for the intellectual and ethical quality of their work and must ensure that their scholarly activity meets the University College’s standards. The primary responsibilities of the researcher are:
1. Preparing funding applications that:
- meet the requirements of the sponsor;
- are consistent with the vision and mission of the University College;
- include the signatures of all co-applicants and their appropriate administrators;
- budget for all direct costs;
- include indirect costs where applicable; and
- identify in writing the office space and other resource requirements.
2. Signing all applications, where the researcher’s signature means that:
- the researcher will abide by sponsor terms and conditions and the University College’s policies and procedures; and
- research involving human subjects etc. will only be undertaken with prior approval of the appropriate University College Institutional Review Committee.
3. Divulging any conflict of interest or potential conflict of interest at the time of the application or at any time during the term of the award.
4. Exercising financial control over research funds, including:
- approval of all expenditures where such approval indicates that expenditures are
- associated with the project or program for which the award is made;
- eligible in accordance with the terms and conditions of the agreement;
- necessary to the research endeavour being undertaken;
- reasonable and conform with the financial guidelines of the sponsor and University College;
- incurred within the eligible dates of the agreement.
- submission and retention of original documentation; and
5. Delegating signing authority in accordance with University College policy, where such delegation is in writing and retained on file.
6. Being personally responsible for any expenses in excess of available award funds, including ineligible costs and revenue lost due to failure to meet the terms and conditions of the agreement.
7. Managing and supervising research personnel by:
- abiding by University College policies and procedures including those relating to Human Resource where acting as a supervisor; and
- ensuring all staff and students engaged in the research are fully informed of and agree to be bound by the terms and conditions of the award.
8. Submitting all required reports and deliverables to the sponsor through ORS in accordance with the terms and conditions of the agreement.
9. Informing the Faculty office, ORS and sponsor of:
- any change in academic status, (e.g. extended, sabbatical or sick leaves);
- any significant change to the research program that was originally approved, including any impact on certifications; and
- any other changes that may affect the terms and conditions of the agreement.
In general, Deans are responsible for supporting research activities in their Faculties.
1. The Dean must sign all grant applications, where the signatures denote:
- the Faculty’s readiness to administer the research funds in accordance with University College policies and sponsor terms and conditions;
- their support of the proposed activity;
- the availability of office space and other resources that the applicant has declared;
- the ability to provide administrative support to the research activity;
- that the applicant is eligible to hold grants under University College policy;
- that the applicant meets the sponsor’s eligibility requirements; and
- where stated, agreement to the negotiated terms and conditions.
2. The Faculty is responsible for implementing effective systems to ensure that:
- research is carried out in compliance with University College policies and sponsor terms and conditions;
- all research has the appropriate certification approvals;
- researchers provide research deliverables and reports; and
- potential conflicts of interest are addressed.
3. The Faculty is responsible for implementing internal control procedures for:
- monitoring grant finances;
- ensuring action is taken to address
- potential or actual over expenditures (failure to act promptly would be interpreted as implied approval for the over-expenditure. Where the Faculty has approved an over-expenditure, any unresolved balances will be the responsibility of the Faculty.);
- potential conflict with sponsor terms and conditions and University College policies;
- eligibility of expenditures; and
- project end date management
Office of Research Services (ORS)
The Research Services Office assists faculty and staff with proposal development, submission of proposal and administration of awards.
1. Applications and Award Processing, which includes:
- providing assistance to identify potential sources of financial support for research projects;
- maintaining website with comprehensive links to sources of funding opportunities;
- providing assistance in negotiation of contracts and multi-party collaborations;
- negotiating, approving and signing research agreements and contracts on behalf of the University College, where the signature indicates:
- indirect costs have been included as allowable;
- appropriate ethics approval has or will be secured prior to the release of funds;
- approval of any required institutional commitments (e.g. matching funds);
- required approval signatures have been obtained from researcher(s), Dean(s) and the Vice President.
- processing notices of award from sponsors;
- communicating to Office of the Vice President, researchers and faculty on sponsor decisions and administrative requirements related to awards;
- establishing accounts (projects) for successful awards and providing account maintenance over the life of the awards and beyond as necessary; and
2. Ongoing Grant Management, which includes:
- providing assistance to researchers and other University College staff on administrative processes; and
- liaising with sponsors to ensure compliance with the most recent guidelines and to resolve conflicts and concerns (where applicable).
3. Financial administration, which includes:
- administering and accounting for research funds received by the University College;
- generating invoices during life of the award in accordance with the sponsor terms and conditions;
- preparing and submitting financial reports to sponsors;
- coordinating researchers’ progress reports to sponsors;
- monitoring over-expenditures on behalf of the University College and providing regular reports to the Office of the Vice President and Faculties;
- coordinating research-related audits; and
- processing indirect cost allocation where indirect costs are provided for within the grant award or contract.
- review and approval of financial reports.
4. Administering Institutional Awards, which includes:
administering various internal funds and awards;
administering the submission of various institutional awards on behalf of the University; and
exercising financial control over funds received from institutional awards, including monitoring and approval of all transactions.