The Office of Research and Publications handles the negotiation and supervision of externally-funded projects specifically through:
A. following up the status of proposals submitted and projects being implemented.
B. handling of contract negotiations
C. administering all externally-funded projects based in the specific college through providing administrative support/services in the hiring of personnel, handling of project funds, preparation of budget performance and other financial reports
D. establishment and maintenance of direct linkages with funding agencies.
I. EXTERNALLY-FUNDED PROJECTS INCLUDE THE FOLLOWING:
A. institutional researches contracted by an external funding organization to DLSL, specifically through the department and/or college;
B. projects which are officially endorsed by and awarded to DLSL
C. projects for which the memorandum of agreement are made between DLSL and the funding organization
D. projects for which funds are directly channeled through DLSL
E. commissioned research projects that are recommended or initiated by any of the following:
1. Office of the President, and/or
2. Office of the Vice Chancellor for Academics and Research
3. Outside agency or enterprise
II. BASIC REQUIREMENTS
A. Faculty Qualification
1. Project proponents must be full-time academic teaching faculty members.
2. All faculty members deloaded for administrative work are allowed to undertake externally-funded research, provided that their research involvement does not exceed eight (8) hours of the 40-hours per week requirement.
3. Part-time faculty members may qualify as co-proponent project coordinator upon the recommendation of the Dean of the College and the Department Head. In meritorious cases, they may be considered as principal proponent. However, part-time faculty members must have taught for at least two (2) consecutive semesters and must have a proven capability to conduct research.
B. Minimum Teaching Requirements
The ORP Evaluation and Monitoring Board, in consultation with the concerned Dean of the College, recommends the minimum teaching requirements of a faculty member involved in an externally-funded research project for final approval of VCAR
C. Maximum Number of Simultaneous Projects
1. A faculty member must be involved in only one (1) externally-funded research project at one time.
2. In meritorious cases, as may be allowed by the Dean of the College and VCAR, and provided that the faculty has exhibited a favorable performance in research (i.e. prompt completion of reports required by the funding agency; the funding agency has specified the faculty concerned to handle the project), he/she may be involved in one (1) externally-funded research project and one (1) institutionally-funded research project in which case he/she will be deloaded or given an overload as recommended by the ORP Evaluation and Monitoring Board and approved by the VCAR.
D. General Guidelines and Policies
1. Project Development
a. De La Salle Lipa will have preference for projects which are in line with its (a) Mission Statement (b) Strategic Directions (c) research agenda of DLSL for a given period of time.
b. The honorarium for the preparation of the commissioned research proposal will be built into the project proposal.
c. The proposed budget should include the following: professional fees of faculty members involved in research, provision for a withholding tax based on allocated honorarium, other personnel compensation and benefits (i.e. SSS, MEDICARE, PAG-BIG, 13th month pay, insurance if the staff are to do fieldwork). The budget may also include accounting fees for projects requiring formats and documents for financial reports. If necessary, provisions for hospitalization (e.g. Philippine British Care) of field personnel may also be included.
d. As a general rule, all projects will include a component for a 15% overhead cost for the use of DLSL electricity, space and other facilities in the conduct of the external project. The 15% overhead cost will be distributed as follows; 13% will go to the Research Expense Fund, while 2% will go to the College or the Department.
e. A 5% management fee/ mobilization/ mobilization fee/development fee will also be incorporated in the total project cost. This will go to the Research and Publications Operations Fund.
f. The list of rates for research personnel are available at the Office of Research and Publications. The rates or the amount should be built into the proposed budget.
g. The Office of Research and Publications provides sample/pro-forma proposals and contracts/memoranda of agreement, upon request.
h. The Office of Research and Publications may assist the project coordinator in the preparation of project proposals upon request.
2. Review of preliminary draft of project proposals:
a. Proposals should be properly reviewed and endorsed by the College Research Coordinators, Department/ Area Chair, College and Office of Research and Publications prior to their submission to a prospective funding agency.
b. Upon approval of the project proposal by the funding agency, the necessary contract or memorandum of agreement (MOA) should be prepared. The procedure for contract or MOA signing is as follows:
1) The proponent/project coordinator submits the contract/MOA accompanied by the approved proposal and budget to his/her College Research Coordinator for endorsement to the Dean of the College.
2) The Dean of the College endorses the contract/MOA to the Office of Research and Publications. The Research and Publications Director endorses the contract/MOA to the VCAR.
3) The VCAR, in turn, refers the contract to the College Legal Counsel.
4) Assuming ‘everything is in order, the Legal Counsel returns the document to the VCAR.
5) The VCAR finally endorses the document to the President for final approval and signature.
6) The Office of the President returns the document to the proponent/project coordinator and sends a copy to the Office of Research and Publications.
3. Project Implementation
a. In line with its verification function, the Office of Research and Publications requests a copy of the contract/MOA and the approved proposal and budget.
b. As much as possible, the faculty researcher who prepared/submitted the proposal for funding will also be the one to implement the approved project.
c. If not stipulated in the contact/MOA, the project coordinator is advised to determine whether the funding agency will require any specific format/supporting documents for the project’s periodic financial reports. Proper arrangements with the FRD should be made for projects requiring specific format for financial reports, other than those periodically generated by the Financial Resource Department.
d. The project coordinator should advise the funding agency of his/her approved research project to make checks representing partial/full releases of grants, payable to DE LA SALLE LIPA, INC. (Attn: Name of Project Coordinator)
e. The Office of Research and Publications may assist in the opening of the accounts with the Financial Resource Department for newly approved institutionally based externally funded projects.
1) The account name will bear the title of the project, the college where the project will be based, the project coordinator, and the complete name of the funding agency.
2) The validated white or original receipt will be obtained and sent to the project coordinator for his/her file. The duplicate copy of the same document will be kept in Office of Research and Publications file of the project concerned.
f. The project coordinator or his/her research assistants should keep all the evidences of receipts and disbursements to monitor the project fund balances as the need arises. He/She may request for a periodic financial report from the Accounting Office to reconcile his/her records. The Dean of the College may also request for periodic financial reports of pertinent external projects under his/her college from the Controller.
g. The Office of the Vice President for Academics and Research, through the Office of Research and Publications, will make an arrangement with the FRD for the transfer of fund for overhead cost from the project account to the De La Salle Lipa account.
h. A memo transferring the 5% management fee/mobilization fee/development fee the Office of Research and Publications Operations Fund will be sent to FRD signed by the ORP Director, through the Vice President for Academics and Research. The project coordinator and the Dean of the College will be furnished with a copy of the memo. The transfer is done upon implementation of the project.
i. Corresponding adjustments in honorarium or deloading incentive as a result of faculty promotion is allowed, provided that the project funds are sufficient. In cases where the project coordinator is promoted and thereof, his/her monthly salary increases, his/her monthly salary at the affectivity of the promotion will apply as the new ceiling.
4. Monitoring and Supervision of Institutionally-
Based Externally-funded Projects
a. The proponent will handle the monitoring and supervision of the project personnel as well as the progress of the project.
b. In cases where the proponent of an ongoing project resigns from De La Salle Lipa he/she should:
1) have already made the necessary arrangements with the College Research Coordinator and the Dean of the College for the turn over of his/her project to a qualified faculty.
2) submit a letter addressed to the Research and Publications Director, noted by the Dean of the College and College Research Coordinator; stating that the faculty assigned agrees to take over the project. The VCAR should be furnished with a copy of memo.
5. Revision of Preliminary Draft of Research Report
a. Provided that the funds are sufficient, direct expenses to be incurred, as a result of revisions of the preliminary draft of the research report will be charged against the project funds.
b. No honorarium beyond that has been originally stipulated in the approved budget will be paid to the project coordinator and/or his/her associate project coordinator for the period within which the revision of the report is undertaken. However, if the funding agency awards a supplementary budget for the purpose, honorarium will then be provided. Furthermore, any increase in honorarium should have been stipulated in the supplementary budget.
c. The services of project staff (e.g., encoder, enumerator) may be employed provided that the project funds are sufficient to cover for their remuneration. (It should be noted that the computation o the 13th month pay and other benefits will be adjusted according to the period for which their employment is extended.)
6. Project Completion
a. The project coordinator will certify the completion of a project and furnish Research and Publications Office with a copy of the report for documentation purposes. One year after the certified completion date, the Office of Research and Publications will facilitate the transfer of the College share in the project savings to the appropriate accounts of De La Salle Lipa. Any request for reconsideration, exemption, etc. should be addressed to the Vice Chancellor for Academics and Research.
b. Allocation of Professional Fee, Projects Savings
Saving or unspent amount from an externally-funded project will be distributed as follows:
– 50% will go to the college/department
– 30% will go to the proponents
– 10% will go Office of Research and Publications
– 10% will go VCAR Office
c. Turn Over of the Project Property to the Department / College
1) The department implementing the project will have a priority over non-cash savings (i.e., equipment from external projects)
2) Within one year after the certified completion date of the project, the proponent will officially (in writing) turn over the non-cash project savings to the department concerned.
3) A copy of the letter should be sent to the Office of the Vice Chancellor for Academics and Research, the Research and Publications Director, and the Vice Chancellor for Administration for inventory purposes.
7. Disbursement of Project Funds
Disbursement of project funds shall be subject to applicable policies and guidelines of De La Salle Lipa and/or that of the funding agency.
The project coordinator / author of the research output and DLSL will own the copyright to his/her work, unless otherwise stipulated by the funding agency.
9. Structure of Compensation
a. Professional fee is on a per project basis. Schedule of payment will have to be determined by DLSL and the funding agency.
b. The gross income will be 100% of the professional fee inclusive of the withholding tax.
c. Faculty members involved in externally funded research will be given/ assigned research load. Number of units should be determined before project implementation. However, research load should not affect the teaching efficiency in his/her college.
d. The payment for the faculty researcher’s deloading will be drawn from the project funds and computed based on his/her rank, the amount of which will be equivalent to the proportion of the number of deloaded units to the total 18-unit load. For example, a 3-unit deloading will be equivalent to 1/6 or 17% of the faculty researcher’s monthly salary.
e. In case where professional fee approved by the funding agency is bigger than the proponents’s salary, the difference in the amount will go to the faculty researcher as additional incentive. Projects where there is no provisions for professional fee or such fee is inadequate to shoulder the deloading pay of a faculty researcher, and a donation in the form of equipment is being extended to DLSL, the proponent may request for a deloading from the OVCAR following this procedure:
1) the proponent will write to the College Research Coordinator through the Department/ Area Chair and the Dean to request for a deloading, indicating the reason/s for the request.
2) the Research and Publications Director convenes the ORP Research Council which includes College Research Coordinators.
3) if the request is granted at the College Research Council level, Research and Publications Director endorses request to the Vice Chancellor for Academics and Research for the final approval of the deloading;
4) The OVCAR will act on the recommendation and send a reply to the Research and Publications Director.
5) Copy of the letter will be sent to the Project Coordinator and to the concerned College Research Coordinator.
6) Approved deloading will be charged to the department teaching budget. Since approved deloading is charged to the Department, such Department will have custody over the donated equipment at the end of the project.