CLOSING DATE FOR APPLICATIONS FOR ROUND 1 – Monday 11 February 2019Please read the ‘Application Form and General Condition Guidelines’ at the end of this document before completing this form.

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Otago Medical School (OMS) Medical Education Research Fund 2019 Application for Medical Education Research Grant

1. Project Details(a) Project Title

Enter text here.

(b) Principle InvestigatorTitle Name Surname Phone University Role Department Email Head of Department HoD Email

(c) Project TeamTo add extra rows, click on the plus sign that appears at the end of a row when you click in a text box.

Title / Name Department Role Project Role

(d) Project Type (See guidelines for details and note that there is an overlap in these categories)

☐ Under $1,000 ☐ $1,000-$5,000

☐ $5,000-$10,000 ☐ $10,000-$15,000

☐ Aligns with the Masterplan for the Otago Medical Curriculum of the Future

Please note that these research grants support publishable research into medical education. Other funds exist to support interventions that might not be supported by publication, or that are already in print elsewhere (e.g. page 12 under the heading ‘Travel’ regarding the “Inter-campus Collaboration Fund”).

(e) Consultation with the Medical Education Research Academic Lead (MERAL), OMS

Have you consulted the Medical Education Research Academic Lead, OMS in preparation for this proposal?

☐ Yes ☐No

(f) Budget proposal Please copy the subtotals and total from the budget page.

(a) Direct Salaries (c) Consumables (d) Travel TOTAL

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2. Project Outline – Maximum one page(a) BackgroundPlease give the context, rationale, and relevant background literature to the project. If this is part of a larger project provide details here.

(b) AimsResearch aims and questions should be clearly articulated and achievable.

(c) MeritPlease include potential benefit to the OMS curriculum, students and/or staff, and the significance of the project to the medical education research field. Refer to the criteria guidelines under the heading ‘Merit’.

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3. Methods and Project Plan – Maximum two pages, excluding references

(a) Methods and operational plan, including timelinePlease provide a detailed description of the methods used, overall plan of the project, including the roles of all major contributors and a detailed timeline outlining key stages of the project.

(b) Evaluation of impactDescribe what measures will be taken to evaluate the impact of the work, linking to the Merit of the project.

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4. Ethics, consultation with Māori and dissemination – Maximum one page

(a) Ethical considerationsPlease detail any ethical issues and indicate whether an ethics application (Category A or B) will be made for this project.

☐ A ☐ B Will you apply for Category A or B ethics approval?

(b) Consultation with MāoriAppropriate consultation with Māori is required for all areas of research and is expected in preparation for OMS Medical Education Grant projects.

☐ Yes ☐ No Has, or will, consultation be undertaken with Māori? If not, explain why.

(c) Dissemination of outcomesDetail how the project results will be disseminated.

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5. Budget Proposal All amounts should be exclusive of GST. PIs must be at least 0.1 FTE. Direct Salaries (a) are funded by the project to employ staff. Indirect Salaries (b) are not funded by the project, e.g. by the University or other sources. To add more rows to section (a) or (b): right click in the table > Insert > Insert Rows Above/Below

(a) Direct SalariesAll Staff Members to be funded under this Grant (salary, ACC & superannuation). PIs must be at least 0.1 FTE.

Name (if known, or role) Scale/Grade FTE Salary$$$$

$

Direct Salaries $Direct Salaries Subtotal here.

(b) Indirect SalariesStaff members and others who are not funded by the project.

Indirect salaries are tracked, but

not includedin your budget

request.

Name FTE on this project

Salary

$$$$$

Indirect Salaries $Indirect Salaries Subtotal here.

(c) Consumables, Minor Equipment and General Running costs

Minor Equipment < $2000.

$ Consumables Subtotal here.

(d) TravelIncluding transport, accommodation and sustenance. $ Travel

Subtotal here.

TOTAL $ Total (a), (b) & (d) here.

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6. Budget Justification – Maximum one page(a) Staff members to be funded under this Grant(No teaching and/or service buyout will be funded)

(b) Consumables, Minor Equipment and General Running Costs(Minor Equipment < $2000.)

(c) Travel(Including transport, accommodation and sustenance.)

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7. Previous research grants awardedPlease list previous research grant obtained in the last 5 years. This can include research grants from any source. However, please list grants received for educational research first, followed by grants received for other types of research. If applicants have had previous University-supported CALT or UORG grants, please list these and provide updates.

8. Signatures – Electronic preferredElectronic signatures in this application are preferred. If you have handwritten signatures please scan the signature page only and submit it with the Word application.

Signature Name Date

Applicant

I confirm that all information included in this application is true and correct.

Head of Department

I support this application.

9. Head of Department commentsEnter comments here.

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10. Bibliography – Maximum two pages

Please delete the following pages ‘Application Form and General Condition Guidelines’ before submitting your application.

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OMS Medical Education Research Grant Checklist

Read and followed the criteria for eligibility - please check your responsibility for how many grants you are allowed to apply for as a Principle Investigator (PI) and/or Co-investigator (CI).

Title included on page 1 Page limits adhered to Appropriate consultation has been undertaken Timeline included in project plan Ethical Issues and need for consultation with Maori have been considered Personnel to be paid via this grant listed in part A of Budget Proposal, with ACC and

superannuation (if applicable) Personnel not to be paid via this grant listed, including FTE, in part B of Budget Proposal. The

roles of all named investigators adequately described. Signed by Project Leader (p 7 of application) Signed by HOD/HORC (p 7 of application)

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Application Form Guidelines – OMS Medical Education Research Grants

1. Project Outline – Maximum one page

(a) Background Please give the context, rationale, and relevant background literature to the project. If this is part of a larger project provide details here.

The project should refer to relevant background literature and be justified in terms of the research base. References should be listed in section 10. Bibliography – Maximum two pages (pg. 8).

OMS recognises that projects may be part of a larger project, for instance where a research team wishes to do a similar thing over several years or where a research team asks a question that requires a long-term study design, or the research is part of an interprofessional learning project. OMS cannot guarantee funding to successful applicants for more than one year (due to the size of our fund); however, such projects will be considered on their merits, and applicants are asked to give details of how the larger project is to be funded overall and how the project for which funding is being applied fits into the larger project.

(c) Merit Please include potential benefit to the OMS curriculum, students and/or staff, and the significance of the project to the medical education research field. Refer to the criteria guidelines under the heading ‘Merit’.

The proposal should describe the potential benefit/significance of the research project to both OMS, and the wider medical/health professional education research field.

2. Method and Project Plan – Maximum two pages, excluding references

(d) Methods and operational plan, including timelineA detailed description of the project plan, including the roles of all major contributors and a timeline outlining key stages of the project.

The methods of the research project combined with an operational plan for conducting and evaluating the project must be described in detail and show evidence of forward planning in the preparation of the application. Key stages of the project should be outlined.

A timeline should also be included in this section. If advice is needed for project design, please contact the Medical Education Research Academic Lead, HEDC and/or Distance Learning.

(e) Evaluation of impact Describe what measures will be taken to evaluate the impact of the work, linking to the Merit of the project.

Describe measures that will be taken to evaluate the impact of the work in alignment with the Merit of the project. Possible impacts might be on student learning and/or quality of teaching as well as any wider benefits such as to the department/programme, to University of Otago Medical School, and to the wider medical/health professional education community.

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3. Ethics, consultation with Māori and dissemination – Maximum one page

(h) Dissemination of outcomes Detail how the project results will be disseminated.

There must be a dissemination plan for project findings. This should be specific about which journals would be likely to be targeted and a timeframe. Additional options include providing a departmental seminar, presenting at the biennial Otago Medical School Medical Education Research Symposium, presenting at conferences (ANZAHPE, AMEE, etc.), and facilitating a workshop.

4. Budget Proposal

5. Budget Justification – Maximum one pageA full and adequately justified budget with a concise, detailed justification for each item must be included. Be sure to include a realistic estimate of time for research assistants, as well as realistic budgets for transcribing. Note that the Grants will not fund post-doctoral fellows’ salaries or stipends.

Budget Items that will be specifically excluded are: Computers for routine data analysis and word processing; Conference travel and registration; General Equipment that would normally be available through Departmental/Divisional Funds; Supplementary funds for projects already funded by external bodies which provide full cost

funding; Funding of PhD costs; Post-doctoral salaries.

(i) Direct SalariesAll Staff Members to be funded under this Grant (salary, ACC & superannuation. PIs must be at least 0.1 FTE.

The salary and salary-related costs (i.e. ACC and superannuation) for each participating team member to be funded under this Grant, should be listed in section (a) of the Budget Table. Note that salaries for casual labour must include an 8% annual leave entitlement as well as 0.52% ACC. Teaching and/or service buy out will not be funded.

Note that currently projected salary rates are to be used and named team members may be entitled to increases as a result of automatic increments. Currently projected salary rates are available from the Research Office Forms pages.

The principle investigator is required to make a minimum time commitment on the application of 0.1 FTE on any proposal of $10,000 or more. Where more than one academic is substantially involved, their specific roles should be described in the Budget Justification.

Please note that appropriate duties of Research Assistants include providing assistance with routine tasks such as data entry, compiling survey material and mailing it to participants. Literature reviews are normally expected to be carried out by the Project Leader. Include the name and appointment level for each staff position requested, for example, a Research Assistant at the second level is RAN02. A precise explanation of how the proposed FTE contribution of the Research Assistant has been calculated is required.

(j) Indirect SalariesStaff members and others who are not funded by the project.

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The names of the Principle Investigator and any other teachers or researchers funded from the University’s block grant (or other sources) and the FTE intended to be spent on the project should be listed in section (b) of the Budget Table.

No undertaking regarding payment to assistants should be made until a grant is awarded. Contact must be made with your Divisional HR Manager prior to advertising for and appointing assistants. This is necessary in order to finalise details regarding terms of employment, bank authorities, etc.

(k) Consumables, Minor Equipment and General Running costsMinor Equipment < $2000.

Requests for funding for equipment for OMS Medical Education Research Grants will be considered. Where computers are included in an application, a very detailed justification should include the way in which they are specialised to the needs of the specific research project. Funding for standard computer equipment should be sought at the departmental level.

General materials such as stationery, printer paper, discs, photocopying, postage, etc. are expected to be provided for by departmental budgets and will not be funded. Justification should be provided for consumables directly related to the project. “Miscellaneous” does not constitute a justification.

Interview transcription costs will be considered if properly justified and realistically budgeted.

(l) TravelIncluding transport, accommodation and sustenance.

Travel expenses will be funded only in those cases where the project cannot be completed without the requested travel. A full justification is required as is the case for all major items of expenditure. The Committee may, at its discretion, provide grants-in-aid rather than fully funding travel.

Study leave travel and conference travel and registration will not be funded and are the responsibility of Divisions. Research-related travel between University Medical School campuses in Dunedin, Christchurch and Wellington is funded through the Inter-campus Collaboration Fund which is administered by the Faculty of Medicine (contact Bruce Smith at bruce.smith@otago.ac.nz).

If use is to be made of University pool vehicles, then calculations should be as set by the Department or Division. For use of personal vehicles, claims should be made on the basis of 85 cents per kilometer.Requests for accommodation and sustenance should be based on actual and reasonable rates but would not normally be expected to exceed $160 per day in total.

6. Previous research grants awardedPlease list previous research grants. This can include research grants from any source. However, please list grants received for educational research first, followed by grants received for other types of research. If applicants have had previous University-supported CALT or UORG grants, please list these and provide updates.

The selection panel will consider grants awarded to the project leader in the past 5 years, and performance on those grants. These can include research grants from other disciplines, yet priority will be given to success and performance on educational research grants.

7. Signatures – Electronic preferredElectronic signatures in the application are preferred. If you have handwritten signatures please scan the signature page only and submit it with the Word application.

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General Conditions -OMS Medical Education Research Grants

Applications must be lodged by email in MS Word format with the Medical Education Research Academic Lead, Dr. Kelby Smith-Han at med.ed.research@otago.ac.nz by 5:00pm on the closing date.

1. Purpose of the OMS Medical Education Research Grants

The primary purpose of the Grants is to foster active development of medical education research that will enhance our students’ learning, staff development, and curriculum development and delivery; and that the research is publishable - contributing to the scholarly literature of medical/health professional education.

2. Eligibility Any Otago Medical School academic or non-academic staff member (0.2 FTE and above), of at least one year is eligible to apply for an OMS Medical Education Research Grant. However, any OMS staff members who sit on the panel that awards the funds will be ineligible to apply. Applications are welcomed from teaching teams, including interprofessional teaching teams which include an Otago Medical School staff member. Teaching and service buy-out is excluded from the grant application.

A maximum of one application will be accepted from any Eligible Staff Member as the principal investigator and no more than one other application as a co-investigator. Any academic who is not a principle investigator may be a co-investigator on no more than two applications.

If you have received an OMS Medical Education Research Grant previously, you are not eligible to apply as a Principal Investigator (PI) until two OMS Medical Education Research Grant rounds have passed. For example, if you received a grant in the 2018 funding round, you cannot apply for another grant as a PI until the first funding round in 2020. You can, however, be a co-investigator on one application in either of the two 2019 funding rounds, but not both.

3. ConsultationApplicants must discuss their proposal with the Medical Education Research Academic Lead and are encouraged to discuss their proposal with the relevant staff in HEDC or Distance Learning.

4. Funding Limit for ApplicationsThe maximum for any individual monetary grant is $15,000 per project. Applications for smaller grants, including those less than $1,000 are also encouraged. For small grants a briefer description is expected, yet must still provide a context and rationale for the project that situates the project in the relevant background literature.

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5. Criteria for assessing proposals are:

Assessment Criteria

Background The project should refer to relevant background literature and the project should be justified in terms of the research base.

Research Aims/Questions

The research aims and questions should be clearly articulated and achievable within the 12 months of the project.

Merit

There are two parts to the Merit criteria. The proposal should describe the potential benefit/significance of the research project to both the University of Otago Medical School (aligning with the Masterplan for the Otago Medical Curriculum of the Future) and the wider medical/health professional education research field.

Methods and Project Plan

The methods of the research project combined with an operational plan for conducting and evaluating the project must be described in detail and show evidence of forward planning in the preparation of the application. Key stages of the project should be outlined.

In the subsection Evaluation of impact, there should be a description of what measures will be taken to evaluate the impact of the work and these should be aligned well with the Merit of the project. Possible impacts might be on student learning and/or quality of teaching as well as any wider benefits such as to the department/programme, to University of Otago Medical School, and to the wider medical/health professional education research community.

A timeline should also be included in this section. If advice is needed for project design, please contact the Medical Education Research Academic Lead, HEDC and/or Distance Learning.

Ethical considerations

Detail any ethical issues and indicate whether an ethics application (Category A or B) will be/has been made for this project.

Consultation with Māori

Appropriate consultation with Māori is required for all areas of research and is expected in preparation for OMS Medical Education Research Grants.

Project Outcomes

There must be a dissemination plan for project results. This should be specific about which journals would be likely to be targeted and a timeframe. Additional options include providing a departmental seminar, presenting at the Otago Medical School Medical Education Research Symposium, presenting at conferences (ANZAHPE, AMEE etc.), or facilitating a workshop.

Ability to undertake project

The proposal should demonstrate that appropriate expertise has been enlisted to undertake the project.

Budget justification

A full and adequately justified budget with a concise, detailed justification for each item must be included. Be sure to include a realistic estimate of time for research assistants, as well as realistic budgets for transcribing. Note that the Grants will not fund post-doctoral fellows’ salaries or stipends.

Grants awarded The selection panel will consider grants awarded to the project leader in the past 5 years, and performance on those grants.

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6. Assessment of Otago Medical Education Research Grants

Applications will be assessed by a committee convened by the Medical Education Research Academic Lead, OMS. The Medical Education Research Academic Lead facilitates the review panel’s assessment of the applications to award funding, and is not involved in the assessment of individual applications.

7. Time Limit of GrantsThere are two funding rounds for 2019. Applications for funds in Round 1 (11 February 2019) will be awarded for 2019, applications for funds in Round 2 (29 July 2019) will be awarded for projects beginning in 2020. In preparing an application for an OMS Medical Education Research Grant, the period of funding is to be for the year that the project is awarded. For example, for funding awarded for projects starting in 2019 (i.e. Round 1), all the expenditure must be processed in 2019. However, the exception is funding for Summer Studentships that cross-over years. In Round 2, applications that include Summer Studentships in 2019/20 will be accepted. Please contact Dr. Kelby Smith-Han for any questions or clarification on these time limits at med.ed.research@otago.ac.nz

Applicants are advised to consider their research period carefully. In some cases research that involves evaluation of the impact of an educational intervention, for example, may take longer. This must be specified in detail in the application as must the distribution of costs throughout the research period. If the project is part of a larger project, applicants will need to give details of how the larger project is being funded and how the project for which funding is being applied fits into the larger project.

8. ReportingHolders of OMS Medical Education Research Grants are required to submit to the Medical Education Research Committee (MEREC) an interim written report on the use of the grant. They should also acknowledge OMS Medical Education Research Grant funding in all publications resulting from the project funded by the grant. A completed final report should be forwarded to the Medical Education Research and Evaluation Committee (MEREC) no later than three months after the closing date of the research period. Please send your report to Dr. Kelby Smith-Han at med.ed.research@otago.ac.nz

MEREC acknowledges the support and advice of the Committee for the Advancement of Learning and Teaching (CALT) in developing this parallel funding opportunity.

9. AdministrationApplications must be lodged by email (in Word format) to kelby.smith-han@otago .ac.nz by 5:00pm on the closing date, 11 February 2019 for Round 1 and 29 July 219 for Round 2. Late applications will not be accepted.

Electronic signatures in the Word application are preferred. If you have handwritten signatures please scan the signature page only and submit it with the Word application. The electronic application form should be completed using no less than a Times 12 point font. The pagination of the application form should not be altered.

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For information on Name Role Email

Enquiries concerning OMS Medical Education Research Grants

Dr Kelby Smith-HanMedical Education Research Academic Lead, OMS

med.ed.research@otago.ac.nz

Enquiries concerning application procedures and conditions

Associate Professor Diane Kenwright Chair of MEREC diane.kenwright@otago.ac.nz

Enquiries concerning operation of Grant Accounts Bruce Smith Otago Medical School

Manager bruce.smith@otago.ac.nz

10. Timeline for Round 1 - 2019

Date Processlate Oct 2018 Release of funding dates for 2019

7 Feb 2019 Last day for draft applications to be submitted to Medical Education Research Academic Lead for comment.

11 Feb 2019, 5pm

Final Application (Word File) to the Medical Education Research Academic Lead.Applications must be signed by the Applicant and the HOD.

Week of 4 March 2019

The selection of awarding grants is to be by a Medical Education Research Funding Panel including:

Medical Education Research Academic Lead (Convener) Director MB ChB Additional OMS representation HEDC representation eLearning representation Remaining members co-opted as necessary e.g. for applications

needing specific expertise.

Revised budgets & objectives may be requested where applicable.Week of 11 March 2019 Notification of results for successful awards.

Accounts opened after all ethics and other approvals received by Otago Medical School.

Expenditure must be processed for the year that the project begins. e.g. Funds for projects in 2019, must be processed by the end of 2019. Annual Project Report received by research panel, and posted on website.

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