Science Research Committee Overview and Process

Science Research Committee Science Research Committee (SCIRC) (SCIRC) Chairperson: Prof Fanelwa Ngece-Ajayi Deputy Chairperson: Prof Kene Obikeze Secretary: Ms Faheemah Pathan Email: science-research@uwc.ac.za Tel: 021 959-3664 17 July 2024

AGENDA AGENDA SCIRC Overview Applications AREC BMREC HSSREC SR Converis Notices Discussion / Q&A Closure

Science Research Committee Science Research Committee SCIRC Chairperson Deputy Chairperson Committee Officer BCB, BTY, CHM, COMP, EARTH SCI, MATH, MBS, SOP, STATS, SANBI

SR and ETHICS Applications SR and ETHICS Applications ETHICS SR Does the Faculty Research Committee recommend the application to SR? Departmental reps submit to Research Officer NO Research Officer checks docs for signatures and correctness Return doc back to applicant YES Are the docs correct? NO YES Amended doc is resubmitted Send docs to Ethics Dept then Research Senate for Approval Return docs to applicants; then resubmitted Prepare docs for Faculty Research Committee Meeting; approval to SR Faculty Research: Ms Faheemah Pathan Research Department: Ms Patricia Josias

Research Ethics Committee (REC) Research Ethics Committee (REC) Research Ethics Committee Biomedical Research Ethics Committee (BMREC) Humanities and Social Science Research Ethics Committee (HSSREC) Animal Research Ethics Committee (AREC) Animal related research Non-health related research Health related research

HSSREC HSSREC Applications for Humanities and Social Sciences Research Ethics Clearances. Principle investigators and students can be applicants. Amendments to ethics clearances, e.g. change of research group, sites, additional research sites Annual Progress Reports on registered projects. Renewal of ethics clearances. Any supporting document(s) motivating the request for ethic clearance should be included eg. Surveys, questionnaires.

AREC AREC Applications for Animal Research Ethics Clearances Principal Investigators will need to be the applicant students cannot be the applicant. Amendments to ethics clearances, e.g. change of research sites, additional research sites. Annual Progress Reports on registered projects and Renewal of ethics clearances. Principal Investigators must ensure that they submit an annual report for all open AREC protocols, at least two months prior to expiration date for annual renewal. A final report must be submitted no later than two months after completing the study. Failure to comply with this requirement will result in the study being suspended, or other actions being taken by the AREC. Any supporting documents motivating the request for ethic clearance should be included.

BM BMREC REC Applications for Biomedical Research Ethics Clearances Principle Investigator and students can be applicants. Amendments to ethics clearances, e.g. change of research goals and/or, additional research sites. Annual Progress Reports on registered projects. Renewal of ethics clearances. Any supporting document(s) motivating the request for ethic clearance should be included eg. Surveys, questionnaires.

Feedback from Committees Feedback from Committees Once feedback is received from the Faculty Officer, the postgraduate administrator, student or supervisor may request an ethics clearance letter from the REC Committee Administrator (approved projects). For provisional approvals: The applicant must submit corrected documents to the REC Committee Administrator to research-ethics@uwc.ac.za. Alternatively, submit to science-research@uwc.ac.za for further processing. It is then submitted to the Committee Chairperson or Executive for final approval. Ethics Clearance letters are then issued by the REC Committee Administrator.

Senate Research (SR) Applications Senate Research (SR) Applications Faculty Research Committee APPROVES LOCAL CONFERENCES RECOMMENDS ALL OTHER APPLICATIONS Applications for Sabbaticals Applications for International Conferences Applications for Local Conferences Applications for SR Funding SR SENATE RESEARCH (SR) Sub-committee approves when SR Meeting is far (only 4 per year) APPROVES THE APPLICATIONS

Sabbatical Leave Application Sabbatical Leave Application Minimum of one academic term of sabbatical leave to academic members to pursue research. Leave must only be for a whole academic term, semester or an academic year. Academic member to liaise with departmental HOD to complete and sign the form. The Dean of the faculty must sign the application. Any leave credit approved in terms of the 50/50 leave rule will be reversed if the sabbatical report is not submitted within six (6) months after the end of the sabbatical period. Any exceptions to this must be approved by the Dean or DVC: Research and Innovation.

Sabbatical Leave Application Sabbatical Leave Application Employee must have completed a period of at least two (2) years of continuous employment from appointment date before leave can be granted. Employee must remain in the service for a period of at least equal to the period of leave granted or become liable for a fine if they resign before the expiry of the sabbatical period. SR Sub-committee reviews and approves application on behalf of SR. Use the latest application forms to apply access via the intranet.

International Conference Application International Conference Application Required Documents: Latest Application Form Letter of Oral Presentation Acceptance Conference Particulars Invoice for Conference Registration Fees Motivational Letter: For attending an international conference which includes the following information; - Conference Name - Conference Date - Oral Presentation - Breakdown of Total Conference Associated Fees (Registration Fee, Visa, Transport) All conference estimated costs should be completed in full.

International Conference Application International Conference Application Written documentation on any pre and/or post conference visits (if any) Quotations: Flights (From a university recognised vendor); cheapest economy flights will be considered. List of publications during rolling two years (E.g. applying for funding for a conference in 2024, rolling two years will be 2021-2022). Also, a minimum of 9 points is needed to qualify for funding. Do not wait for letter accepting the paper before applying however; no funds will be paid out before the acceptance letter is submitted. The breakdown of the points system is as follows;

Point System Evaluation Point System Evaluation STATUS OF CONFERENCE: a)International Conference (this includes conferences held in SA) - 3 b)National Conference - 2 c)University conference / workshops - 1 CONTRIBUTION OF PAPER: a)Keynote Speaker - 4 b)Full Paper, symposium presentation and oral presentation - 3 c)Poster and Written Responses - 2 d)Only Paper - 1 PUBLICATIONS: Only publications published during the rolling two years will be taken into account. a)Each DHET accredited publication - 3 b)Each other thoroughly researched academic publication (e.g. Research reports and non-accredited research outputs) - 2 c)Other publications (e.g. newspaper or magazine articles, reviews, etc - 1

Point System Evaluation Point System Evaluation HIGHER DEGREES: Student graduated during the preceding rolling 2-year period a) Master s (completed in prescribe time) - 2 b)Master s (completed outside of prescribed time) - 1 c) Doctor s (completed in prescribe time) - 4 d)Doctor s (completed outside of prescribed time) - 3 An applicant may only claim once for a specific student i.e. you may not claim points for graduating the same student in a subsequent conference funding application BONUS POINTS: Applicants may argue for additional points (normally up to maximum of three) on the following grounds eg; Heavy teaching load (specify details such as class-sizes, timetable commitments, marking loads, etc.)

Point System Evaluation Point System Evaluation Those at the start of their academic career ( Academic age of applicant, length of time in academic post, research interests, etc.) Those with heavy involvement in some of Department, Faculty or University management or administration (For instance, Deans (4 points), Chairpersons of Departments (2 points), etc.) Registered for a higher degree Master s 2; Doctoral - 4 In all such cases a brief signed statement, which also includes a statement by a departmental Chairperson or Dean, must be submitted. This statement should include appropriate details and state the number of additional points claimed.

GENERAL If an applicant obtained a PhD in the last three years and 0 research outputs in the preceding rolling 2-year period, the applicant will be eligible for an international conference. The applicant must follow the same application process. A person may only receive a conference grant every second year. Where a conference fee includes sums for food and / or accommodation, a fair distribution will be made. These guidelines and values may change without notice. Conference Report must be submitted to SR (via your Faculty) within 3 months after the Conference. SR will not consider a new application if a Conference Report is still outstanding.

Local Conference Application Local Conference Application Required Documents: Application Form Letter of Oral Presentation Acceptance Invoice for Conference Registration Fee Quotations: Flights; Accommodation (From a university recognised vendor) Motivational Letter: For attending a local conference including the following information. - Conference Name - Conference Date - Oral Presentation - Breakdown of Total Conference Fees (Registration Fee, Accommodation, Transport)

Local Conference Application Local Conference Application Students are not eligible for local conference funding. The funding budget will be split 50 / 50 over the 2 semesters per annum. Applications will be awarded on a first come, first served basis. No Application can be made retrospectively. A R15 000 threshold applies; any expenses above this, must be secured by the applicant. All applications will serve at the Faculty Research Committee for approval. Accommodation within 100 km radius of UWC will not be covered. All applications must be signed by both HOD and the Departmental Representative. If the applicant is the HOD, then the Dean will support the application. Submissions are made to science-research@uwc.ac.za.

SR Funding Options SR Funding Options - Project Funding (R30 000 per applicant) - Submitted to the Faculty Research Committee through departmental reps (research assistants, research expenses, research equipment except software, laptops, computers, iPad, tablets) - International Conference (airfare, visa, hotel transfer, conference fees) - Page Fees Contact RDO (Journal Publication costs) - Research Incentive Funding (Author Funds) Contact RDO (Research incentive for publication)

SR Funding SR Funding Project Funding: R30 000 per applicant Funding call is distributed through the Research Office Minimum Requirements: Must have published in a DHET accredited journal in a specific period (for 2024 it will be 2021 2022) Must have submitted previous year s report (if received) Must have submitted the completed signed form to SR by the closing date Applications submitted to faculty for review and recommended to SR. FACULTY RESEARCH DUE DATE IS SENT AFTER UWC COMMUNICATION

CONVERIS CONVERIS Much of the government s funding to UWC is dependent on the process of submission of research outputs to the Department of Higher Education and Training (DHET). All 2024 publications are submitted for inclusion in the outputs report to DHET. 2023 publications not previously submitted to DHET can still be submitted at this time with a motivation included. Subsidized Publications include: - Journal Articles - Books - Book Chapters - Conference Proceedings

CONVERIS CONVERIS - Correspondence to the editors - Abstracts or extended abstracts - Keynote Addresses - Obituaries - Book reviews - News articles - Advertorials A research article published in an DHET listed journal will be subsidized as a single unit (1 unit ), if all the authors are affiliated to the claiming institution. In the case where authors are affiliated with two or more institutions, the subsidy is shared between the claiming institutions. Authors who are not affiliated to a South African public university cannot claim subsidy. Articles published in approved conference proceedings will be allocated a maximum of 0.5 units. Only complete, peer reviewed articles in journals are accepted for subsidy. The following types of articles are not subsidized:

CONVERIS CONVERIS In order to be considered for subsidy, a book must meet the following criteria: The purpose of the book must be to disseminate original research and new developments within specific disciplines, sub-disciplines or fields of study; The book must be peer reviewed prior to its publication; The book must have an International Standard Book Number (ISBN); Books published on-line must have an e-ISBN; The length of the book must be a minimum of 60 pages, excluding references, bibliography, index and appendices, this being above the minimum norm of 49 pages proposed by the UNESCO definition of a book; The target audience of the book must be specialists in the relevant field. A book may be subsidized to a maximum of 10 units based on the number of pages being claimed relative to the total number of pages of the book, where relevant.

CONVERIS CONVERIS A guide on unit allocation for book publications is as follows: A chapter in a book = 1 unit A book of a minimum of 60 pages but less than 90 pages = 2 units A book of 90 pages and above, but less than 120 pages = 3 units A book of 120 pages and above, but less than 150 pages = 4 units A book of 150 pages and above, but less than 180 pages = 5 units A book of 180 pages and above, but less than 210 pages = 6 units A book of 210 pages and above, but less than 240 pages = 7 units A book of 240 pages and above, but less than 270 pages = 8 units A book of 270 pages and above, but less than 300 pages = 9 units A book of 300 pages and above = 10 units

Notices Notices International Conference - R 1 600 000.00 Senate Research Funding - R 1 900 000.00 Page Fees - R 2 189 648.00 Discretionary - R 20 000.00 NRF Matching Fund for Thuthuka and Postdocs - R1 500 000.00 Incentive Grant Scheme (Authors Fund) - R 3 856 895.00 R 268 069.00 for international conference from 1 October 2024 to 31 December 2024 (Phase 3). Phase 1 (1 January 2024 to 30 June 2024) - R 463 363.00 Phase 2 (1 July 2024 to 30 September 2024) - R733 262.00 Local Conferences - R 800 000.00 (Our faculty was provided a share of approximately R 250 000.00 from this amount. Total Budget: R 11 866 543.00

Notices Notices Past Workshops: - Faculty Communalization, Entrepreneurship and Internationalization for Science Researchers Workshop - Faculty Funding and Research Processes Workshop - Faculty NRF Workshop Pending Workshops: - Community Engagement: 24 July 2024 - WISAP (Women in Science Advancement Programme): 28 - 29 August 2024 - Postdoc Fellow Upskilling: July - November 2024 - MISAP (Men in Science Advancement Programme): November 2024

Research Development Office Research Development Office Deputy Director Research: Dr Noluthando Mayedwa Patricia Josias Research Ethics Committee Officer Secretariat for: AREC, BMREC, HSSREC All research ethics related matters must be directed to research-ethics@uwc.ac.za Sue-Ellen Roux Senate Research Committee Officer Secretariat for: SR and NRF All SR and NRF related matters must be directed to senate-research@uwc.ac.za Maxine Simpson Admin Assistant to Dr Mayedwa General admin duties and documents for signature of Dr Mayedwa mdsimpson@uwc.ac.za research-office@uwc.ac.za Meryl Gordon Finance Administrator Authors funds, Page fees, SR payments meadams@uwc.ac.za research-office@uwc.ac.za Janene Marais Administrator Officer Converis queries jmarais@uwc.ac.za research-office@uwc.ac.za

THANK YOU THANK YOU Enkosi Enkosi