ASRF Submission rules & guidelines
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  • 1. Proposal Submission Rules & Guidelines Revision 4, September 2011
  • 2. TABLE OF CONTENTS Context and scope .........................................................................................................................3 1. Introduction ................................................................................................................... 3 2. Submission .................................................................................................................... 5 2.1. Calls for proposals........................................................................................................ 5 2.2. Pre-proposal checks ..................................................................................................... 5 2.3. Submission of proposals .............................................................................................. 5 2.4. Reception ...................................................................................................................... 6 2.5. Eligibility check ........................................................................................................... 6Submission Rules & Guidelines - Rev.4 2/7
  • 3. CONTEXT AND SCOPE This document establishes ASRF’s rules for the proposals submission, and gives the basic guidelines the applicants would need to follow. The related evaluation, selection and award procedures can be found in separate documents. 1. INTRODUCTION This call is designed to capture innovative ideas and opportunities at colleges, universities and research institutes. We solicit your best ideas on a range of targeted research topics with the goal of commercialization, solving industrial needs or community/environmental needs. Funding made through ASRF is primarily intended to provide financial support for the Principal Investigator (PI) and his/her team of researchers, students and technicians. We grant 3-5 awards annually each provide cash support for a limited period of one year, renewable up to a maximum of three years, typically in the range of $15,000 - $150,000 US inclusive of overheads. This can vary depending on the type of research funded. Type Amount Innovation Grant 10,000 ≤ 100,000 Proof of concept ≤ 10,000 Student ≤ 1,000 Applications for financial support from ASRF are generally made in the form of proposals submitted electronically. The selection & treatment of the proposals rest on a number of well-established principles: i) Excellence. Projects selected for funding must demonstrate a high quality in the context of the topics and criteria set out in the calls. ii) Transparency. Funding decisions must be based on clearly described rules and procedures, and applicants should receive adequate feedback on the outcome of the evaluation of their proposals. iii) Fairness and impartiality. All proposals submitted to a call are treated equally. They are evaluated impartially on their merits, irrespective of their origin or the identity of the applicants. iv) Confidentiality. All proposals and related data, knowledge and documents communicated ASRF & the evaluation committee are treated in confidence. ASRF will take all possible precautions not to disclose the submitted information in proposals outside the review system.Submission Rules & Guidelines - Rev.4 3/7
  • 4. v) Efficiency and speed. Evaluation, award and grant preparation should be as rapid as possible, c o m m e n s u r a t e w i t h m a i n t a i n i n g t h e q u a l i t y o f t h e e v a l u a t i o n , a n d respecting the timeframe. vi) Ethical and security considerations: Any proposal which contravenes fundamental ethical principles, or which fails to comply with the relevant security procedures may be excluded at any time from the process of evaluation, selection and award. (see Ethics Checklist). The call and associated Guide for Applicants may spell out in more detail the way in which these rules and procedures will be implemented and, where relevant, which options are to be followed. The various steps involved in the proposal, submission, evaluation and selection procedures are summarised in a diagram in a separate document; refer to “02 Chart for Submission Rules & Guidelines”Submission Rules & Guidelines - Rev.4 4/7
  • 5. 2. SUBMISSION 2.1. Calls for proposals Proposals are submitted in response to calls for proposals announced through the ASRF website, every six months. The content and timing of calls are set when the calls are announced. If there are specific notes related to the call, they will be published with the announcement. ASRF website http://asrf.jo/ provides access to all the necessary information for those wishing to apply to calls, including contact details for further inquiries. Calls are considered open until the specified deadline. Depending on the objectives of the call, the work programme and call may make a distinction between different types of projects. In general there will be announcements of three different types. i) Specific Calls. These calls would address the needs of certain industries, or will be announced as a response to specific demands of the fast changing market. ii) General Calls Calls that will support rising of general innovative ideas iii) Special Calls. Calls that may be announced outside the schedule cycle, as a response to a sudden need, or to support a new idea. A call will have a two-stage submission and evaluation procedure. Applicants first submit reduced or outline proposals (also called pre-proposals). Only those whose proposals were evaluated positively at the first stage are invited to submit complete proposals in a second stage. 2.2. Pre-proposal checks When warranted by the nature of a particular call, an informal advisory pre-proposal check service may be offered by the CEO. The purpose is to advise potential applicants on whether proposals appear to be eligible and within the scope of the call. If applicable, details of the procedure for pre-proposal checks will be set out in the relevant Guide for Applicants. The CEO may be contacted by phone or email, details can be found on ASRF website. 2.3. Submission of proposals The call for proposals will have two stages. In the first stage, participants are asked to submit an pre-proposal of their proposed collaborative research project through FastLane. Usually within 1 month, all submitted pre-proposals would be reviewed, and selected authors will be invited to submit a full proposal for the second stage.Submission Rules & Guidelines - Rev.4 5/7
  • 6. ASRF must emphasize that the written language for the pre and full proposals must be English. Application must be all sent before the announced deadline. Proposals should be sent in electronic versions; additional hard (printed) copies are welcomed. If more than one copy of the same proposal is received, only the most recent eligible version is evaluated. Proposals are archived under secure conditions at all times. After completion of the evaluation and any subsequent negotiation, all copies are destroyed other than those required for archiving and/or auditing purposes. Ethics check list should be sent along with the agreement, Refer to Document “04 Ethics Checklist” 2.4. Reception The date and time of receipt of the last version of submitted proposals are recorded. After the call closure, an acknowledgement of receipt is sent to the applicant by e-mail containing: – Proposal title, acronym and unique proposal identifier (proposal number); – Name of the programme and/or activity/research area and call identifier to which the proposal was addressed; – Date and time of receipt (which is set to the time of the call deadline for proposals submitted electronically). There is normally no further contact between ASRF and applicants on their proposal until after completion of the evaluation, except for proposals which are subject to hearings or where applicant is called for negotiation. ASRF may, however, contact an applicant in order to clarify matters such as eligibility. 2.5. Eligibility check Proposals must fulfil all of the eligibility criteria if they are to be retained for evaluation. These criteria are rigorously applied. Each stage is subject to an eligibility check. The following eligibility criteria apply to all proposals submitted under a call. – Receipt of proposal before the deadline date and time established in the call, if applicable. – Completeness of the proposal, i.e. the presence of all requested administrative forms and the proposal description (N.B. the completeness of the information contained in the proposal will be for the experts to evaluate; the eligibility checks only apply to the presence of the appropriate parts of the proposal). – Scope of the call: the content of the proposal must relate to the topic(s) and funding scheme(s) set out in t h e a n n o u n c e m e n t o f the call (in the case of Specific & Special Calls). A proposal will only be deemed ineligible on grounds of „scope‟ in clear-cut cases.Submission Rules & Guidelines - Rev.4 6/7
  • 7. – Applicants must have an affiliation, where the latter will be responsible for all the legal issues related to the project. An individual is also welcome to apply, in that case, ASRF will help find him an affiliate where he could conduct his research. If it becomes clear before, during or after the evaluation phase that one or more of the eligibility criteria have not been fulfilled, the proposal is declared ineligible, and is withdrawn from any further examination. Where there is a doubt on the eligibility of a proposal, ASRF reserves the right to proceed with the evaluation, pending a final decision on eligibility. The fact that a proposal is evaluated in such circumstances does not constitute proof of its eligibility. 3. Communication and announcement of selected/reject proposal Shortly after the call deadline, ASRF will send an acknowledgement of receipt to the e-mail address given in the submitted proposal. The applicant may be called for hearing during evaluation phase to give further illustrations about their proposal. The applicant shall be informed of evaluation result. If application is approved, applicant and affiliate shall be called to sign agreements with the first party, the funder, milestones shall be agreed, and start of project shall be announced. Principle investigator shall also give written confirmation assuring the project is his idea & could not be found anywhere through a literature search.Submission Rules & Guidelines - Rev.4 7/7