Guidelines and Procedures For Research
Guidelines and Procedures For Research
Guidelines and Procedures For Research
FOR
RESEARCH
FOR
RESEARCH
April, 2012
This booklet of guidelines and Procedures for Research is produced by Jimma University,
Publication & Extension Office.
Copyright Jimma University, Publication and Extension Office. All rights reserved.
This book or any part(s) cannot be reproduced in any form without written permission from the
University.
Fax: +251471112047
Telephone: +251-478-110171
www.ju.edu.et
Table of Contents
Table of Contents ................................................................................................................. i
Preface................................................................................................................................ iii
Background ..........................................................................................................................1
1.2.2 Research proposal submission, review and declaration for funding .......................3
i
1.7.2 Investigation ..........................................................................................................24
Annexes..............................................................................................................................27
Annex 5. Research contract agreement form for JU sponsored projects (To be signed
by the researchers and Colleges/institutes/university representative for research) ........37
Annex 6. Guiding principles to make contract agreement with other partner institutions41
Annex 10. Guideline for reviewing progress report (to be filled by the researcher) .....50
Annex 12. The review form for terminal report (to be filled by the reviewers) ............54
Annex 16. The award offered to the best researcher individual or team. ......................61
Annex 18. Remuneration for research paper and progress report reviewers, RERB, EB63
ii
Preface
Public Universities like Jimma University are established with the mandate to address core
academic activities such as teaching, research and to deliver services to the community. Jimma
University aspires to be the leading higher education institution in these three mandate areas.
The university is now exerting efforts towards improving the research capacity and contributes
in solving societal problems. For this end, the university has set out policy direction that will
guide to integrate the fragmented research activities and foster research in solving societal
problems. This guidelines and procedures is developed by the office of senior director for
research, community based education and postgraduate studies. The guidelines and procedures
for the research emanated from the policy document on Research, CBE and PGs which was
endorsed by the senate of the university in August 2009. This research guideline and procedure
is formulated to guide Jimma University researchers, and other collaborators in proposing
research projects, implementing and reporting of the research findings. It is our believe that,
the policy makers, researchers, students and funding agencies will find this information valuable
and serve as a reference material whenever one wants to engage and support research activities
at Jimma University. Colleges /Institutes, and the concerned office have to play their
responsibility in implementing research activities according to these guidelines and procedures.
We believe that, the guide line and procedure is dynamic in nature which should be ready to
accommodate emerging and contemporary issue. The colleges/institutes has to take record of
the difficulties they may face while implementing these procedures and guideline, so that in
future they can be incorporated when the guidelines and procedures are revised. The Senior
Directorate of Research, Community Based Education and Postgraduate Studies of Jimma
University acknowledges the inputs from research and Ethical review board of the
Colleges/Institutes and the senate at large during the preparation of the draft document and
individuals who in one way or another contributed to the production of the final document.
Their efforts are highly appreciated and we look forward for their continued support.
Senior Director for Research, Community Based Education and Post Graduate Studies
April, 2012
iii
Guidelines and Procedures for Research
Background
The guidelines for research undertakings at JU emanate from the policy document
prepared to manage research, community based education (CBE) and postgraduate
studies (PGS). The guidelines constituted a set of procedures that will define methods
or course of action selected to guide and determine present and future decisions in the
university in relation to research, CBE and PGSs. The guidelines have been divided
into a series of related sub-sections, avoiding redundancy, ambiguity and
contradiction. The sub-sections address guidelines for: research priority setting; the
research process; duties and responsibilities of each research functional units; staff
engagement in research, reward and remuneration mechanism; administration and
management of research funding; as well as resources sharing, institutionalizing
research, and involving PG students in research, research centers establishment,
research misconduct, research innovative fund (RIF) for young and women
researchers to foster research culture in JU.
Background: The research process includes activities that pass through a series of
steps in order to receive permission and funding to go ahead with a proposed research
project. This process includes pre-award, post-award and termination phases. Reviews
of available documents and JU internal and external environments study have shown
that JU researchers are dissatisfied with the lengthy research process. Consequently,
they are hesitant to initiate new research projects. JU research administrators feel that
researchers only want to conduct their research with little consideration of liquidation,
reporting and abiding to financial regulations. These expressed challenges have
provoked the outlining of procedure and guidelines within which the responsibility of
each functional unit in the research process in relation to span of time required in each
unit is clearly set and defined.
1.2.1.1 Research initiation shall be set based on the thematic and priority area of the
colleges/institutes and university (as stated in the Annex 1).
1.2.1.2 All research grants applications shall be made following the format for
application of research grant (Annex 2).
1.2.1.3 The guideline for preparing proposal assisted by external sources shall be in
line with the formats of the funding agency if available. If the funding agency
does not provide guideline or format, the JU format for proposal writing shall
be used.
Guidelines to submit new project proposal for review and declaration of fund are:
1.2.2.1. There shall be calls for funding research on a competitive base in the months
of July to September every year. The submission of research proposals shall
be due three months after the call is posted.
1.2.2.2. Call for research proposals shall be announced by the office of
colleges/institutes research and GS coordinator, who is also the chairman of
the research and ethical review board of the colleges/institutes.
1.2.2.3. Research proposals shall be submitted both electronically and in hard copy
to the chairman of research and ethical review board of the specific
colleges/institutes.
1.2.2.4. The Research and ethical review board of the respective colleges/institutes
shall not consider a research grant application from a person who is already
a receipt of a grant from the same board/JU, unless and until which time the
board/JU has accepted a satisfactory final report for completed projects on
the previous grant or accepted progress report for ongoing projects.
1.2.2.5. The Research and ethical review board of the respective colleges/institutes
shall not accept research proposals presented by a single researcher. The
proposals should be prepared and submitted by two or more researchers to
compete for funding.
1.2.2.6. The research project shall be evaluated based on guidelines for evaluation of
research proposals (as stated in Annex 3).
1.2.2.7. The researchers shall present their proposal in open defense and the
comments from the open defense shall be used as input in the decision to
approve or reject the research proposal. No proposal is approved without
research open defense for treasury funded projects.
1.2.2.8. The research and ethical review board will review all proposals presented in
an open defense. In the case of a proposal being beyond the profession of a
review board, expert(s) in the field shall be invited to join the team in ad-hoc
bases for the specific project.
1.2.2.9. If ethical clearance is required to approve and run a project, the proposal
could be administered based on guidelines as stated in Annex 4. The
feedback from research and ethical board shall be completed in one months
time from the final date of submission.
1.2.2.10. Research and ethical review boards shall be named by the individual
Colleges/institutes. Duties and responsibilities of the colleges/institutes
research and ethical review board are presented in Part 3.4 of this report.
The research and ethical review board shall complete the review process in
consideration of Ethical and Technical matters of the proposal.
1.2.2.11. Colleges/institutes research and ethical review board shall give its findings
in writing directly to the researchers. The findings could be one of two
responses: modification or rejection of the proposal.
1.2.2.12. The research and ethical review board shall check whether comments have
been properly included. The board shall provide a certificate for
incorporating the comments and recommend for registration of the research
project.
1.2.2.13. Colleges/institutes or JU research and PG coordination office issue a
certificate of funding to the winning researchers.
initiate other research projects or projects which are part of the dissertation
research except in exceptional cases decided by President.
1.2.4.1 Research funding shall be in two phases. The researcher shall be given half of
the research funds allocated for the running and expendable costs in the first
phase to operate the SET (survey, experiment and trial). The remaining fund
shall be released based on the proper conduct of the SET half way between the
duration of the project, as indicated in the proposal, when the progress report
is approved by office of the senior director for Research, CBE and PG and/or
the office of research and PG coordinator of respective Colleges/institutes.
1.2.4.2 Research and ethical review board shall arrange periodical monitoring and
evaluations (M&E) of the project to know that the research is properly handled
as planned in the research protocol. These M&Es are also an opportunity for
the review boards to provide appropriate technical assistance to the project if
needed (Annex 8).
1.2.4.3 The office of the senior director for research, CBE and PG and research and
ethical review board of the respective Colleges/institutes shall carry out an
interim, post-evaluation or a monitoring mission. The researchers shall
provide any document or information, including access to research protocol, to
assist with the evaluation or monitoring mission and evaluation.
1.2.4.4 The M&E shall be done in a form of field visits, quarterly progress and
terminal reports to ensure proper research conduct, as per the research
protocol.
1.2.4.5 Once a research project is approved by the research and ethical review board
and budget is secured, the researcher cannot change the place of work, work
plan, methodology or objective of the study unless he/she informs the research
and ethical review board in writing and the change is approved in writing from
the board.
1.2.4.6 Senior director for research, CBE and PG and/or Colleges/institutes
coordinator for research and PG shall hold Annual or bi-Annual scientific
conferences where results of research activities in all departments will be
presented. Funds for such conferences will be budgeted and approved through
the Research and Ethical Review Board of Colleges/institutes.
1.2.4.7 If a PI should leave JU, without completing his/her research work, he/she
should delegate a co-investigator who can act as PI until the original PI
returns.
1.2.5.1 The PI shall submit a quarterly and terminal report that includes all technical
and financial information regarding the research.
1.2.5.2 The PI shall produce a brief progress report (technical and financial) to get
second round research funding using the appropriate format (Annex 9).
1.2.5.3 The PI funded by external sources are also obliged to present progress and
terminal reports following appropriate format (Annex 9) or using a format
developed by a funding agency. These reports shall be submitted to and
reviewed by the JU or Colleges/institutes Ethical Review Board.
1.2.5.4 The progress report shall be reviewed and evaluated by the research and PG
coordinators or senior director based on the guidelines for reviewing (Annex
10).
1.2.5.5 The terminal report (including technical and financial information) shall be
reported for evaluation and documentation using the appropriate format
(Annex 11).
1.2.5.6 The terminal report shall be reviewed and evaluated by the research and
ethical review board or invited reviewers based on the guidelines for
reviewing (Annex 12).
1.2.5.7 The feedback from the research and ethical review board on progress and
terminal reports shall be communicated to the PI to accommodate comments
and then submitted to the senior director or colleges/institutes research and PG
coordinator.
1.2.5.8 Recommendations for continued funding of projects or the acceptance of the
terminal report depends on previous satisfactory receipts of progress and
quarterly reports as judged by colleges/institutes research and ethical review
board or senior director for Research, CBE and PG. The externally funded
projects which are accepted by the funding agency could be accepted for a
continued funding.
1.2.5.9 The PI shall submit to the colleges/institutes three bound copies of the final
result (terminal report) and settle financial matters. Failure to submit these
documents may result in, the denial of future grants and the research will be
denied clearance when leaving the university in any manner (scholarship,
transfer, pension, etc).
1.2.5.10 The terminal report shall be registered and information shall be made public
to staff, students and stakeholders.
1.2.5.11 In order to keep track and records of research activities at JU, projects
funded by other funding agencies will also be required to submit terminal and
progress reports to the respective colleges/institutes coordinator for research,
and PG and Senior director for Research, CBE and PG.
1.2.5.12 The PI shall acknowledge the financial assistance from the university or any
other source and include this acknowledgment in an appropriate position in all
related published works.
1.2.5.13 PIs failing to submit progress or terminal reports within one month for
treasury funded projects after the required time of reporting will be notified
(warned) by research office and then obliged to refund all funds used or
supposed to have been used during the research period.
1.2.5.14 The research projects shall have a period to accomplish the project. The
researchers that have gone beyond the research period without justifiable
reason will not have this work recognized as part of their research load. No
extra funding or load extensions shall be given for a research project that has
been extended without justifiable cause.
1.2.5.15 A project extension is allowed when there is justifiable reason and it is
approved by the colleges/institutes research and ethical review board or senior
director for Research, CBE and PG. The researcher should apply one month
prior to the requested extension to allow time for processing and approval.
quotations for each of the project budget items allocated to the research
activities.
Background: Supported by the treasury fund there will be the Research Innovative
Fund (RIF). The president of the university shall announce the fixed budget kept for
RIF. This fund will be made available to stimulate young and women staff as well as
staff who are proposing extraordinary and innovative research projects successfully.
RIF is designed to initiate the creation of new products, services, technology or
Background: Resources in the context of research could include laboratory space and
facilities, field research centers/sites, land for crop and animal trials, data and cars to
undertake research. Resource sharing procedure is aimed at creating transparency in
the allocation and utilization of research resources and hastens resource sharing
among researchers, departments, schools and Colleges/institutes. The resource sharing
potential is addressed under the following premises:
1.5.3.1 The research facilities obtained from the treasury and non-treasury belongs
to the university and is subject to sharing if it is necessary and not
jeopardizing the intended project and unit.
1.5.3.2 Resource sharing ensures all research facilities are utilized fully and to
their maximum potential.
1.5.3.3 As a resource sharing exercise, a data center shall be in place and
procedure in accessing the data by researchers and the general public shall
be developed.
1.5.3.4 There shall be a central laboratory that will be equipped with state of the
art lab equipment and the policy and procedures to get access of the lab
equipment and facility shall be developed.
1.5.3.5 There shall be a common service provider unit which will be shared
among researchers that will include transport services, equipment
maintenance workshops, word-processing, and data summary and analysis
services.
1.5.3.6 The transport budget of research projects shall be transferred to the
university on condition that the university is able to provide the
transportation services required for the research activity. If this is not
possible, the researchers can be allowed to hire an external transport
service as long as there is a tagged budget for the transport in the research
project.
1.5.3.7 The vehicles allocated for undertaking research shall be in a pool system
and the guidelines to use the cars are based on the principles stated in
Annex 20.
1.5.3.8 The research outputs shall be shared among Colleges/institutes to ensure
the dissemination of knowledge and information.
1.5.3.9 Revenues generated from research activities such as sales of research
produce shall be the property of the Colleges/institutes or university and be
used to improve future research undertakings.
1.5.3.10 The budget allocation to Colleges/institutes shall be made every budget
year based on the priority and thematic areas for research, the number of
projects and the past performance of the colleges/institutes for which the
formula budget is being developed and utilized.
1.6.1. The primary academic and research activities of the university are
conducted by departments, schools, and Colleges/institutes. Research
institute should be created only when there is a strong case to be made for
why the academic mission of the university cannot be achieved within
existing structures.
1.6.2. The establishment of research institute should ensure cost efficiency and
effectiveness on the premise that once a research institute is approved it
requires office, budget and other resources. It should be a means that
attracts resources rather than depletion of resources.
1.6.3. The minimum staff required to initiate a research institute shall be five or
more staff with a qualification of M.Sc /M.A or above
1.6.4. Research institute should be designed to boost center of excellence, which
makes the institute unique in doing things differently and created to further
the wealth of experiences acquired from past experiences.
1.6.5. The staff of research institute should devote their time for research (75%)
and for teaching and learning (25%). If the above facts are met a proposal
that will consider the following points shall be developed.
1.6.6. Proposal in establishing research institution should be prepared and which
should include:
1.6.4.1. The background that justifies the benefits and showing the means
in filling the gap by creating research institute.
1.6.4.2. The proposal should include the objectives and expected output
by creating the research institute.
1.6.4.3. Organizational structure should be properly spelled out and
demonstrate that the new stricture is in line with the university
structure and avoiding overlapping.
1.6.4.4. The offices and the duties, responsibilities and term of office
should be demonstrated in the proposal.
1.6.4.5. Thematic areas of the research institute based on gap analyses
and the national policies and relevant international trends should
be demonstrated. The thematic areas of the research institute
should feed into the university or colleges/institutes thematic
areas.
1.6.4.6. The proposal should spell out the disciplines involved in running
the thematic areas.
1.6.7. Thematic areas should be identified based on gap analyses and the themes
should be superimposed with department, school and colleges/institutes
thematic areas and identify if there is overlap. The creation of research
institute is allowed if there is no overlap or redundancy of duty and
responsibility of the existing academic unit and anticipated research
institute.
1.6.8. The research institute should demonstrate a multidisciplinary team to run
the project. The proposal should indicate the academic units involved in the
activities of the research institute
1.6.9. No intake and graduation of students is expected, rather supports students
from other disciplines and research student recruiting mechanism shall be
worked out. The institute is expected to excel in advancing research
competence.
1.6.10. Research institute could be initiated from the department or school or
colleges/institutes or top management and supported with a clear proposal
that justifies the establishment of the research Institute. The proposal to
initiate research institute can be presented to the Vice president for
Academic, Research and Students affairs if the anticipated institute
integrality and do not tolerate research misconduct. The research misconduct policy
applies to all research activities, internally or externally funded, taking place under the
auspices of JU. This policy applies to any individual paid by, holding an appointment
from, or affiliated with JU such as staff members, post-doctoral fellows, trainees,
technicians and other staff members, guest researchers, graduate students and
undergraduate students. The consequences of failing to abide by these shall be
addressed in the JU discipline policy outlined as follows:
1) Inquiry
inform for the vice president for academics, research and students affairs
or the dean on the proceedings.
e The accused individual shall be informed of the allegations against him or
her and invited to comment on them. The accused individual shall be
provided with the draft inquiry report and given a chance to comment on
the findings.
f The individuals who brought the complaint shall be protected. JU staff
shall not be retaliated in any way when lodging complainants, acting as
witnesses, or serving on inquiry committees.
g The inquiry and/or investigation committee (research and Ethical review
board) shall interview any individuals identified as relevant to the case,
including individuals who raised the concern.
h JU staff shall, upon request, provide evidence and information relevant to
an allegation of research misconduct to the authorities, an inquiry
committee, an investigation committee, or other JU officials involved in
the research misconduct proceeding.
i Neither the complainant nor the respondent, nor any JU staff shall disclose
or make public the identity of complainants, respondents, or members of
any inquiry or investigation committee. No records or evidence from
which research subjects might be identified shall be released during the
proceedings.
j No finding of research misconduct shall be made unless supported by a
preponderance of evidence gathered and evaluated under the framework of
this policy.
k The final report, including a recommendation as to whether or not a full
investigation is warranted, must be submitted to the Vice president for
academic, research and students affairs or dean of the colleges/institutes
and copied to senior director within 60 days of receipt of the allegation.
The final report shall include any comments provided by the accused in
response to the draft report.
l The documentation should include the information reviewed including the
summary, the interviews conducted, and the conclusion reached -
indicating whether the Vice president for academic, research and students
affairs or the dean believes an investigation is warranted.
m The final inquiry report and supporting documentation must be held in the
deans office and/ or for three years.
n Unless the Vice president for academic, research and students affairs or the
dean has further concerns, the Vice president for academic, research and
students affairs or deans recommendation shall decide on whether an
internal investigation is warranted.
o If the inquiry committees report concluded that the allegation do not
satisfy the criteria calling for a full investigation, the Vice president for
academic, research and students affairs or the dean shall provide a written
notice to the respondent. This document shall also include the coordinator
of research and PG, a summary of the compliant and a reminder of the
confidentiality of the policy. The research misconduct proceeding shall
then be terminated.
1.7.2 Investigation
h If the Vice president for academic, research and students affairs or Dean
considers that sanctions are warranted, they have the authority to impose
any sanctions that he or she determines to be fair and reasonable under the
circumstances, up to and including the termination of the university
employees, expulsion of a student from the university and/or termination
of the guilty parties contracts.
Annexes
Crosscutting themes
1. Cover page:2
3. Signatures:
_____________________________
_________________________________________
1
The proposals should not be longer than 15 pages, single spaced and 12 cpi, including all the footnotes.
2
This should include the title, Investigators name, title of the investigators and co-investigators and address, Department,
colleges/institutes, Month and year
3
Keep the title of the project short and simple. The title should clearly describe the basic objectives of the proposed project and
reflect the nature of the proposed work. The title of the project once approved cannot be changed or modified unless there is
permission from the Research and Ethical Review Board (RERB) of the colleges/institutes.
4
Give a short summary, maximum 400 words, of the proposed project, sufficiently informative for other scientists who are not
necessarily in your field of expertise. This summary should contain a problem statement of the project, followed by the
objectives and a brief description of how these will be accomplished and it is suggested that you write this item last
5
List all your major publications, especially those related to your proposed research project. Give all information available
about your articles in press. Provide information about the scientific work at your institution in the area of the proposed research
project; also mention any present or planned cooperation research with other institutions. Give your participation in workshops,
seminars, conferences if any etc. You can also attach Your CV,
8. Hypothesis (Optional):
6
Discuss the historical development of events regarding the topic you are interested to study. Describe basic
assumptions/concerns that led you to study this topic. Include information on the likely contribution to knowledge
or practice that the research will make and its place in current debate/theory. Describe the gaps that the proposed research is
intended to fill. The proposal should also show how the result of the research will be able to reach the end users and bring
socio-economic developments.
7
State the specific (short-term) objectives of the project and how they relate to the general (long-term) objectives and the
questions that the project will attempt to answer. Specific objectives must be clearly stated to ensure monitoring and
evaluation of the project. The objectives should be measurable and each of the objectives should be addressed in the
materials and methods.
8
Refers to an account of what has been published on a related topic by accredited scholars and researchers and what he/she
is intended to do. It should survey the existing state of knowledge that supports in proposing this very research project.
9
Describe the location, physiographic, climate, geology and soils, population, production systems, etc. and the contents may depend on the
discipline of concern;
10
Describe methods that persuade the reader/reviewer that the researcher is an expert on the subject matter. It should
provide sampling method and frame, it provide the research design, procedures of data collection and analysis of data, the
soft wares to be used if any
11
Research design: Provide details on your experimental design/ plans for surveys, experiments and trials indicating,
replications, statistical models, and statistical methods to be used to analyses data
12
Research plan:
The plan should clearly show the different phases of the project. Describe here what will be done (observation work,
laboratory experiments, participant observation, surveys etc) and how it will be done including the following points:
a) Methods and activities to be carried out to solve the problems and answer questions stated above. Which parameters
will be studied and which measurements will be taken; which data will be collected and how.
b) Criteria for choosing sites and samples, sampling frame and methods and sample sizes. Provide source of germ plasm
for life science experiments.
c) Describe your field trial design (if appropriate). In some cases you may find it necessary to include diagram, and if
you do, please refer to that diagram in this space.
d) Analysis of data: Describe the statistical methods that you will use to analyses the data
e) Materials: List materials that will be required for laboratory experiments, field work and computing facilities
f) Analysis of data: Describe the statistical methods that you will use to analyses the data and also describe the statistical
packages to be used in analyzing your data.
13
Indicates the anticipated outputs by running this project. Which research questions could be answered by doing this SET
and what output is expected at the end of the project for dissemination and the beneficiaries from the project. The expected
output should spell out and tally with the objectives project that has been set.
Activity Schedule
13) Duration:15
14. References:16
14
This should indicate the activity and when the activity to be done. Therefore, in the first column note the major activities and
in the second column, indicate during which months/dates you will be engaged in the activities.
15
Number of months or years of project can stay for funding supported with time frame. It will help to budget funds for that
duration and drawing a monitoring and evaluation schedule.
16
Provide the references which support the information provided in 6 and 8.
17
Indicate researchers from other institutions or department collaborating in the execution of the research project)
18
The facilities would include:
- Equipment and facilities: List here equipment and facilities, etc, necessary for your project which will be provided by the
institution and sponsor. The proposed budget should delineate the complete committed cost of the project, identifying the amount
requested from the sponsor and other cost that JU commits to pay. The cost committed in terms of kind and time contribution
should be valued and indicated in the budget.
17. Budget:19
_____________________________________________________________________
19
The budget items must be relevant to the proposed research plan and should be justified. It may include the following
a) Equipment: Specify and describe each item, and give to the best of your knowledge: manufacturer,
model/type, accessories if needed. Give a realistic estimate of the cost for each item
b) Expendable supplies: List categories and significant items of expendable supplies (glassware, solvents,
hormones, feed, reagents, medicaments, gloves etc) and give a cost estimate for each category.
c) Literature: List categories of literature (e.g. reprints, and photocopies) or documentation, and give a cost
estimate for each category. Also recommended subscriptions to journals or membership in a scientific
society publishing a journal
d) Local travel costs: Local travel costs for sample collection, field visits, participant observation, surveys
etc are included in this category. Travel costs can also include costs associated with conferences and
scientific meetings. The travel cost may include to researchers, drivers, fuel, oil, field technicians and
others.
e) Manpower costs: They include manual and skilled labor costs which are necessary for the execution of
the project
20
Encompasses risk, benefits and confidentiality (When required, that depends on
Disciplines).
Proposals are funded when they meet the set criteria. The criteria are listed below with its
weight. Proposals with higher overall score are considered for funding. And the proposals that
have scored below 50% may not be funded. Three reviewers shall be involved to review a project
and the average of the three evaluators will serve to decide on the funding of the projects. The
research and ethical board of the colleges/institutes shall provide weights to the projects by
considering the open defense and the incorporation of the comments during open defense.
I. Relevance and degree of research priority in relation to JU list of research priority and themes
that demonstrates responsiveness to national and regional needs (30 %)
Score ----------------------()
If the total score is 50 and above and if you believe the project is worth funding with appropriate
modifications, please give your comments to make improvement in the space provided;
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Expected output; ----------------------------------------------------------------------------
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Technology dissemination strategy ------------------------------------------------------
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Additional comments -----------------------------------------------------------------------
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Reviewers Name ----------------------------------Signature-----------------------------Date ----------
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And
____________________________________________________________
___________________________________________________________________________________
______________________________ as per the attached project document.
Therefore, it is hereby agreed and declared by and between the parties here to as follows.
ARTICE 1
1.1 Undertake the project in accordance with the terms and conditions set forth in the agreement.
1.2 Submit progress, final and financial reports in accordance with Article 4 of this agreement
ARTICLE 2
AMOUNT OF GRANT
The fund shall be administered through the coordinator of research, and Graduate program of
colleges/institutes of -----------------------------------------------------/research, CBE and Graduate studies
senior director of university.
ARTICLE 3
SCHEDULE OF DISEMBERSEMENT
3.2 The preceding provision, dismebersement of funds shall be made in accordance with the budget
breakdown in the project document and based on the presentation of financial statement of
previously released funds, and/or according to a procedure to be agreed up on between office of /
the coordinator of research and Graduate program colleges/institutes of ---------------------------------
--------------------/research, CBE and Graduate studies senior director of JU.
ARTICLE 4
SUBMISSION OF REPORTS
4.1 The researcher shall submit the progress and financial reports every three months, and final report
after the completion of this agreement to the office of the colleges/institutes research and ethical
review board coordinator/ research, and Graduate studies senior director of JU.
4.2 After the research is completed, the researcher must present the results to the university
community.
4.3 The Researcher is encouraged to submit the report to the local and international journal for a better
local utilization of the results to the end user
4.4. The researcher shall also commit to prepare policy briefs for a better use of the research output to
the end users.
ARTCLE 5
5.1 The fund granted shall be utilized in accordance with the budget breakdown presented in the
project document
5.2 The Researcher shall not utilize the funds for purposes other than what is stated in the attached
project document
5.3 Utilized funds shall be either earmarked for the continuation of the same research/project for the
next stage of its development with the consent of the colleges/institutes/university, or shall be
returned to the university.
5.4 After the completion of this agreement, any equipment of material acquired from this research
fund shall be the property of the colleges/institutes/university.
ARTICLE 6
7.1 Any major change such as in the objectives, methodology, work plan etc. in the project document
shall be reported and get approval in research and ethical review board of the colleges/institutes /senior
director for research, CBE and graduate program of the university.
ARTICLE 8
BREACH OF AGREEMENT
8.1 Utilization of the fund granted partially or wholly for purposes other than what is stated in the
project document.
8.2 Failure in submission of progress and final report that has included technical and financial
requirements.
8.3. Failure to submit the publications and proceeding s aroused from the funded research project to the
colleges/institutes library and research coordination office of the colleges/institutes and JU.
8.4. Failure to present the research results in annual research conferences of colleges/institutes and
university
ARTICLE 9
9.1 The Researcher shall be liable partially or wholly if there exists a breach of agreement pursuant to
Article 8 of this agreement.
9.2 The researcher shall be liable for non performance of his/her responsibilities stated in this
agreement.
9.3 Breach of agreement will lead to termination of the fund or any other measures as the case may be.
ARTICLE 10
This agreement shall come in to force on the date of its signature this day of
________________________________________________________________
WITNESSES
The contract agreement with partner institutions shall be developed by JU and partner
institution guided by the following principle,
a. The project shall be under the thematic and priority areas of JU and
devoted in meeting the research strategic issues of JU as stipulated in
JU strategic plan and research policy of JU.
f. The data generated from the project shall be administered through the
university system.
1. Agricultural Economics(AgEco)
1. Accounting (AC)
2. Economics (ECO)
3. Management (Man)
1. Civil Engineering
2. Electrical Engineering
3. Mechanical Engineering
4. Computer Sciences
5. Biomedical Engineering
6. Information Sciences
7. Information technology
8. Water Engineering
1. Biology
2. Chemistry
3. Mathematics
4. Sports
5. Statistics
6. Physics
M& E is mainly designed to play a supportive role in the conduct of research. The
implementation of M& E in JU is to verify the status of research activities, to identify
problems encountered in the process of implementing research project, to take immediate
measures, and to present challenges to the respective management for those not solved during
field follow-up. The M&E is regularly done by the colleges/institutes research and ethical
review board. The colleges/institutes RERB shall develop a check list for monitoring and
evaluating a project that suites a discipline in question. The research and ethical review board
shall undertake a periodical M&E in various forms such that;
a. The board shall review quarterly, progress and terminal report and write a
report whether the conduct of the research is in line with the project proposal
and protocol of the project.
b. The board shall arrange a field visit and check data log books, data record
books and check the data collected as per the research proposal.
c. The board also shall check whether the research project is undertaken in the
time frame as documented in the proposal.
d. The board shall monitor the management and utilization of financial and
physical resources to the planned project
e. The board shall write a report and provide a feed back to the researcher, the
department where the research project is based and dean of the
colleges/institutes
b. Research and team member (s) in the university (if any) and their specific role in
the research project:
4. Reporting period:
5. Funding
a. Source of funding
6. Fund utilized: indicate the amount of money utilized for the reporting period
period 3
1 Expendable
items
2 Equipment
3 Literature and
stationery
5 Honorarium
6 Personnel
7 Other expenses
( specify if any)
1.
Amount in Birr which was brought forward if the project is on-going
2.
The break down should be as shown in the budget approved for the reporting
period and it is a fund came in this period
3.
This amount is the sum of the amounts in the third and fourth columns
4.
Fund expended is the fund in column five less the expense stated in column
six
5.
The balance should reconcile with approved budget. If there is over
expenditure, there has to be a clear justification.
a. General
b. Specific objectives:
8. Work plan used for the current reporting period (state briefly the work plan for the
project until the current reporting is made).
10. Problems encountered (state any major problems encountered while conducting
the research): Describe advances and/or problems encountered towards the
completion of the plan of work for this reporting period.
21
please attach full papers
c. Presentation in conferences/seminars 22
f. Development activities
13. Work plan (description of the work plan for the next funding, including the
research time table):
14. Financial expenditure (detailed expenditure for the upcoming research period)24
22
attach if there are publications such as manuals produced
23
indicate if there was a training and extension activity
24
This has to be filled in consultation with the finance office of the university
Annex 10. Guideline for reviewing progress report (to be filled by the
researcher)
A. General evaluation
Editorial quality
Lay out
Length
Quality of references
Comment --------------------------------------------------------------------------------------
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B. Administration information
1. Project title and code
C. Technical
1. The extent of the objectives achieved as per the project document
Comments :
Comments;
3. Work plan: Is the work plan achieved as per the research document?
Comments;
4. Results: Are the results well described and can be repeated in this report?
Comments;
Comments :
Comments
Comments;
Research report content: A research report should include the following headings:
Abstract:
Acknowledgment
Table of content
List of figures
List of symbols
Introduction/Background:
Objectives:
Literature review:
References:
Tables, Plates and Figures should either be included in the text at the appropriate
place or they should be at the end of the text after references
Appendices
Report formats:
Line spacing should be single spaced and font size should be 12 cpi
Left margin should be 1.5 Inch and 1 inch on all other sides
Annex 12. The review form for terminal report (to be filled by the reviewers) 25
2. Comments on the content and organization of the report (this refers to the report
format, editorial quality, layout, length, adherence to fonts, line spacing,
margin etc)
3. Comment on the abstract: Does the abstract adequately summarize the report?
25
The research report should be sent to the reviewers in addition to the proposal to ascertain that the proposal is in line with the
terminal reports
7. Comments on the discussion section: Is the discussion of the results accurate and
exhaustive
9. Comments on the references: Are the references relevant, exhaustive and up-to
date?
10. Comments on the project plan vis- -vis implementation and budget utilization?
12. The reviewer should show his comment in the following rates as justified from the
comments at
each section
Research project shall involve proposal writing, approval of the research project, piloting,
conducting the research, data entry, cleaning and analyses, report writing and
dissemination. These activities should be given a value and accounted in the academic
work load. The work load shall be based on the nature of the work and expressed in terms
of credit hour equivalent (CrhrE). The work load should follow the following principles
and guidelines.
2. The work load for research projects is considered during the project life time as
stated in the approved proposal and projects beyond the life time will not have a
work load accounted for, unless it has been given extension with justifiable reason
by the colleges/institutes Research and Ethical review board.
4. Research load is accounted when the research project has a progress or terminal
or quarterly report to Research and ethical review board of the colleges/institutes
or office of Research, CBE and PG of JU and has positively evaluated and
accepted letter for the report.
1. The Senior director for research, CBE and PGS requests Colleges/institutes to
nominate individual (s) to forward candidates based on the guideline (Annex 15).
2. A researcher could be nominated by peers or, apply personally to the Department
for the award and staff shall be notified to compete for the award in notice board.
3. The selection of best researcher at department level is to be carried out by
Department committee and one best researcher shall be a department candidate
for the award.
4. Outcome of the selection together with the minutes of Department committee will
be submitted to the coordinator for Research and Graduate Programs of the
respective Colleges/institutes.
5. The selection of the best researcher at colleges/institutes level is to be carried out
by the colleges/institutes Research review board coordinated by the coordinator
for Research and Graduate studies.
6. A nomination made by each Research review board together with the minutes of
the discussion during the selection process is forwarded to the Academic
Commission of respective Colleges/institutes for approval.
7. The name of a candidate for the research award of colleges/institutes and relevant
documents will be submitted to the Senior director for research, CBE and PG.
8. The Sr. director for research, CBE and PGS in consultation with the Vice
President for Research and Academic affairs will set up an independent Ad hoc
Committee if necessary to scrutinize the selection process.
9. The Ad hoc committee will submit the candidates for the award to the Vice
president for Academic, research and student affairs who will again present the
results to the executive committee or the senate for Approval.
10. The university will finally create a forum to recognize the Best Researcher of the
Year
The direction of JU to cultivate research culture is through placing incentive and reward
mechanisms. Best researchers shall be nominated in each department,
colleges/institutes and at JU level every year. The Colleges/institutes and university at
large shall identify and reward outstanding researchers. To select best researchers,
research activities or publications or scientific innovations will be considered. The
procedures for nominating the best researchers are as follows;
Rank____________________________
Rank____________________________
Annex 16. The award offered to the best researcher individual or team.
1. The best researcher and the department that exceeded 75% and female that
exceeded 65% shall be awarded
2. The individuals to be awarded as best researcher shall be based on staff number.
Colleges/institutes with researchers with more than 600 academic qualifications
with a lecturer and above can award two researchers. Colleges/institutes with
academic staff less than 600 will be awarded one academic staff.
3. The award for the best researcher staff shall be 5,000 for individual researcher,
2000 birr for female researcher, trophy and certificate to the departments, 1000
birr for PG students
4. The best researcher (s) shall also be offered a certificate of recognition during the
annual research conference
5. The best and female researchers recognized for the award shall be sponsored to
participate two national conferences that will cover registration fee, per diem and
transport expenses or the best researchers could be sponsored to participate for
research skill training up to two weeks in the country.
1. Every two extra publication achieved over and above the required point for
publication in a given academic rank shall be considered equivalent to a
year of effective teaching.
Annex 18. Remuneration for research paper and progress report reviewers,
RERB, EB
The Research, Ethical review board is mandated to review research proposals, review
progress reports, monitor and evaluate the conduct of the research and review
terminal reports. The board is responsible to give an ethical clearance, when it is
required. The member of review board shall be offered incentive based on the type of
work. This incentive may not be lucrative but the professional obligation is more than
the incentive.
1. A member of the Journal review board shall be paid a lump sum of 500 birr
per month.
2. The review board shall be assigned based on Research merit and 50% or less
member of the editorial shall have Assistant professor in academic rank.
3. A member of the research and ethical review board shall be paid a lump sum
of 400 birr per month
4. A reviewer who is a member of a research and ethical review or invited
reviewer shall be paid 200 birr for monitoring and evaluating a project (s) and
spending a day in field/lab supervision. The proposals should include M & E
costs. The per diem for M& E shall be paid as per government rate and
proposals will have a budget for M& E.
5. The review of terminal report shall be at two stages. The reviewer shall be
given a manuscript and provide comments to the researcher. The reviewer is
also expected to check whether the comments have been included as per the
initial comment by the reviewer. The payment is effected by presenting two of
the report.
6. The member of the research review board shall be offered a customized
training to discharge the duties in research review process.
Background: Research culture in JU is not well cultivated. A number of reasons could be cited for
poor research endeavor. Heavy academic load with massive expansion of programs and a limited
research funding from the treasury and limited support in terms of transportation are some of the
reasons. The university recognizes the need for supporting researchers in terms of funding and
transport services. The university believes earmarked cars for research are needed. The demand for
transport and the number of cars assigned is not matching, that has necessitated putting in place a guide
for proper use of transport services.
fuels and lubricant, if PI extends the request for transport services beyond the depletion of
allocated money.
3. The projects having funds from non-treasury should pay the transport services charge as
indicated in the research proposal that has covered the fuel, maintenance and service charge.
The treasury funded projects will not pay the maintenance fees.
4. The driver assigned to serve for the project shall submit a report to the office in relation to
service report that included distance covered, fuel used and services provided to the car during
the service period.
IV. DURATION AND APPLICATION
1. The transport service from JU is offered for a situation where it may not be convenient to use
public transport services.
2. Researchers in need of transport service should submit the application form for transport to
senior director for research, CBE and PG a week before the planned travel schedule.
V. GENERAL CONDITIONS
1. The rule is subject to modification as compelled by circumstances and availability of
resources.
2. The office of research is mandated to interpret and implement this rule.