This booklet sets the operation policy and procedures for Research, Consultancy, and Publication works in University of Gitwe. Its development was undertaken by a team of experts drawn from among its staff and involved all the stakeholders through different participatory organs under the supervision of Deputy Vice-Chancellor.

The policy and Operational Guidelines provide for a standardized framework for Research, Consultancy, and Publication for UG staff and other stakeholders locally and internationally. It serves as an instrument for regulating the conduct for research and publication. The policy takes into account the national development agenda to which higher learning institutions have to contribute to its realization.

The policy and operation guidelines identity research priority area provide for an institution arrangement in the administration of research and publication in UG and set a mechanism for quality control. Thus, the policy provides for the coordination, quality assurance, and performance measurements, in relation to research and publication in UG

This Research, consultancy and Publication Policy (RCP) is an instrument for regulating the conduct of research and publication within the University, so as to ensure quality outputs in the academic research field. Development of high quality research practices enhances the competitiveness of the Institution thereby expanding the opportunity for the Institution to become one of the best choices among research institutions for major research funding organizations. The policy is intended to be the principal means of clearly stating and informing the UG community about best practices required to protect the interest of the faculties, academicians and the institution.

Taking into account the overall international Research Policy and taking note of the national agenda on poverty eradication, all research done under UG will directly or indirectly focus on participatory solutions to the problems of poverty and other aspects relating to underdevelopment. Also, emphasis will be on holistic and multidiscipline research approaches.

The faculties such as Medicine and Health Sciences related, Education, Applied Technology, Business studies, ICT etc. The world is changing rapidly and through effective research, UG shall be at the frontiers of new knowledge making contributions to social and economic development of societies. Research findings will also feed to the teaching mandate of the UG.

In the context of this policy, each Faculty will identify from time to time pertinent research priorities areas applicable to the Faculty/Department. These Faculty priority research areas should be scrutinized by the Research, Consultancy and Publication policy prior to UG

The identified research priority areas will constitute the core component of Institution’s Research programs.

In UG the need for a comprehensive Research and Publications Policy cannot be over emphasized. Since its inauguration in 2002, ISPG has guidelines for both Research and consultancy.

The preparation of UG Research Policy, Consultancy and Publication procedures was based on considerations made in the preceding sections and has attempted to offer research effectiveness as tertiary training institution.

The overall goal of the Research, Consultancy, and Publication Policy is to provide a coordination framework for knowledge generation, concept development and testing through research and consultancy in UG.

It provides standardized operations and procedures in research and consultancy acceptable to both internal and external partners.

1. Ensure that research aims at advancing and refining knowledge;

 2. Provide a mechanism of ensuring that the research agenda addresses the national development objectives and priorities;

3. Provide for modality of research coordination at all levels (institutional, national and international levels);

4. Create a mechanism for dialogue with the government, in cooperation with other stakeholders;

5. Strengthen institutional capacity for strategic, technical and operational planning budgeting and control for research;

6. Building institutional capacity on writing proposals;

7. Strengthen and equip the secretariat for administration of research at UG;

8. Create stable research support services and environment. Such services should include researcher honorarium equipment, accessories and consumables, financial management support and training;

9. Set up a mechanism to ensure academic staff attains the desired mix of output research;

10. Teaching and consultancy in order to achieve the level of “scientific professionalism” demanded by UG;

11. Encourage regional and international collaboration with UG research networking;

12. Enhance marketing skills of the Institution and academics so as to make full utilization of the research expertise to address the needs of both the public and private sectors;

13. Set some general guidelines with respect to allocation/sharing of research project resources and related responsibilities, including institutional overheads;

14. Ensure dissemination of research findings through regular participation in symposia/meetings so as to achieve recognition at nationally/regional and international levels;

15. Encourage and support storage of research findings/publication for all research activities undertaken with or on behalf of the institution.

The Directorate of (RCP) is responsible for coordinating and supervising research for the Institution, academic staff and partners. The RCP shall also be responsible for facilitating the publication and dissemination of research findings.

In order to undertake the above responsibilities, the RCP performs the following activities:

1. Facilitate and manage the evaluation process for all academic and other professional works in line with this policy;

2. Oversee publication of academic works by UG academic staff;

3. Maintain a complete database of all academic and other output and documents of the Institution;

4. Facilitate information flow within the institution and disseminate the same to the general public, with particular focus on cooperative and related sectors;

5. Coordinate publication of both referred and non-referred publications of UG;

6. Provide back-up support to the Faculties in matters related to the processing, evaluation and publication of academic works;

7. Formulate and design new publications.

In the context of this policy, academic works include all written materials produced by UG academic Staff, students and partners. These include the following:

1. Research Proposals;

2. Research Reports/Papers;

3. Academic papers including occasional papers such as Annual Symposium papers;

4. Manuals and Technical Guidelines;

5. Books;

6. Research Monitoring, and Evaluation Reports.

It is incumbent upon each member of the institution academic staff to produce publishable academic works as an integral part of their academic career development.

To gain the official recognition, all academic works will be subject to an Evaluation process. Each member of the academic staff will submit his/her academic work(s) for evaluation to the Directorate of RCP.

The general structure/guidelines of research proposals, research reports and bibliography/references writing follow the Oxford or Harvard style etc.

However, some variations are expected provided they are conventional.

The Directorate of RCP is under the responsibility of the Deputy Vice-Chancellor and Consultancy Committee.

1. To monitor and implement research policy;

2. To establish research budget forecasts and source for research funds;

3. To supervise and Coordinate research and publication activities;

4. To ensure that quality of research and publication is respected as well as dissemination of findings;

5. To identify all research projects within academic services for findings;

6. To set up multiple research projects from different departments and make a proposal to researchers;

7. To make a follow-up and coordinate publications of scientific journals of the UG;

8. To organize seminars and conferences;

9. To encourage and facilitate researchers to take part in seminars and conferences;

10. To ensure the follow-up of training on research methods;

11. To define research priorities within departments in accordance with general guidelines of research policy;

12. To supervise and coordinate different research activities within departments;

13. To identify research projects and show those having priority;

14. To make a proposal of research projects for funding by the research committee;

15. To follow-up funded projects and report to the research committee;

16. To organize meetings on research projects so far agreed;

17. To identify funding sources and report to the appropriate department in charge of fund mobilization;

18. To make publications and avail research data;

19. Setting up budget of departmental and faculty levels to conduct research

The following are policy guidelines governing research activities at UG

1. All research grants from various sources shall come under the jurisdiction of the RCP;

2. All applications of research grants shall be submitted to the RCP and be evaluated by the Research, Consultancy, and Publication Committee;

3. The format for externally funded projects will depend on each individual donor format;

4. Where applicable, externally funded research projects should have a member appointed by the Directorate of RCP who shall administer all project assets and lead the research projects with counterparts.

 

Research grant recipients are required to publish all results of the research activities in a refereed journal. Where research is wholly or partially financed by the institution, the recipient of the grant is obliged:

1. To ensure that acknowledgements of financial assistance from the UG or any other sources are included in an appropriate position in all published works;

2. To deposit all such publications in the UG Library/website or relevant faculties.

UG encourages and allows Research Associates external to the institution and foreign scholars wishing to conduct research affiliated to UG. In order to obtain such associateship, researchers must apply to the Directorate of RCP.

The UG members of Academic Staff and partners will observe and practice the terms of this code of research ethics. They will engage in the responsible practice of research by adhering to and being accountable for the following principles:

1. Promote and follow research practices that enhance public interest and well-being;

2. Use public and private funds responsibly in the pursuit of research undertakings;

3. Adhere to government and institutional regulations for research such as those ensuring the welfare to human subjects, the welfare of fellow researchers, the respectful and humane treatment of any species, and protection of the public property and the environment;

4. Report to relevant research community any research findings resulting from public and private funding in a full, open, timely fashion;

The following are policy guidelines governing research activities at UG

• All research grants from various sources shall come under the jurisdiction of the RCP;

• All applications of research grants shall be submitted to the RCP and be evaluated by the Research and Consultancy Committee;

• The format for externally funded projects will depend on each individual donor format;

• Where applicable, externally funded research projects should have a member appointed by the Directorate of RCP who shall administer all project assets and lead the research projects with counterparts.

Research grant recipients are required to publish all results of the research activities in a refereed journal. Where research is wholly or partially financed by the institution, the recipient of the grant is obliged:

• To ensure that acknowledgements of financial assistance from the ISPG or any other source are included in an appropriate position in all published works;

• To deposit all such publications in the UG Library/website or relevant faculties.

UG encourages and allows Research Associates external to the institution and foreign scholars wishing to conduct research affiliated to UG .In order to obtain such associate ship, researchers must apply to the Directorate of RCP.

 

The UG members of Academic Staff and partners will observe and practice the terms of this code of research ethics. They will engage in the responsible practice of research by adhering to and being accountable for the following principles:

• Promote and follow research practices that enhance public interest and wellbeing;

• Use public and private funds responsibly in the pursuit of research undertakings;

• Adhere to government and institutional regulations for research such as those ensuring the welfare to human subjects, the welfare of fellow researchers, the respectful and humane treatment of any species, and protection of the public property and the environment;

• Report to relevant research community any research findings resulting from public and private funding in a full, open, timely fashion;

• Disciplinary measures will be taken if researcher(s) fail to produce a research report in cases where they have received funding.

In fulfilling their obligations, fellow researchers should:

• Have actually carried out experiments, projects and other scholarly activity in the manner reported;

• Represent their best understanding of the work in their description and analysis of it;

• Accurately describe experimental methods utilized in sufficient detail to help ensure their repeatability by others;

• Share unique preparative materials developed through publicity-funded research with others in the field in a reasonable fashion;

• Not report the work of others as if it were their own; strive to ensure that due recognition and credit is given to collaborators including students and trainees;

• Adequately summarize previous relevant work and ideas with proper acknowledgement to those who pioneered the work;

• Treat submitted manuscripts and grant applications when acting as reviewers or editors, confidentially and refrain from inappropriate use;

• Disclose financial and other interest that might present a conflict of interest, and make every effort to avoid such conflicts.

• Provide training and experience to advance the students’ and trainee’s scholarly skills and their understanding of the importance of ethical practice and behavior;

• Provide appropriate support in advancing the careers of students and trainees;

• Encourage and support the publication of results of trainees research in timely fashion without undisclosed limitations;

• Work together to create and maintain a working environment that is safe and encourages individual integrity, plurality, open communication, and fairness without regard to gender, race or religious belief.

• All research projects are monitored and evaluated to ensure scholarly research undertakings and that research goals are achieved;

• The Research activities are presented; Funds for such conferences are budgeted and administered by RCP;

• Annual progress reports and meetings of relevant committees are used to monitor and evaluate research projects;

• Where necessary, the RCP carries out independent evaluations during or at the end of the project. In addition, UG encourages researchers to publish their research results using the institution’s outlets;

• Training Publication (Manuals).These publications are addressed to undergraduate and post graduate students;

• Regular participatory monitoring and evaluation of research activities by all stake holders.

General Principle of UG copyright policy and procedures enhancing the accessibility, distribution and use of information is a major objective of the institution’s publication program. This is limited only by the requirements of viability and professional propriety.

To meet this objective and control the use of its good name, UG is obligated to secure copyright ownership of the material of it publications;

In exercising of its rights under copyright, UG recognizes that it is acting in part to serve and protect the interest of its authors and their employees. Copyright policies shall be applied throughout.

The Directorate of RCP is responsible for the administration of all UG publications, research activities and copyright matters under these policies and procedures.

This includes obtaining the copyright registration, handling reprint and republication requests, maintaining copyright records, and administering fees when appropriate. The Directorate of RCP may at its discretion, delegate some or all of its copyright implementation responsibilities to other institution’s departments if they have significant publishing activity, subject to procedures approved by Research and consultancy committee.

Reprimand for violation of copyright issues, legal address and Intellectual property rights.

 UG encourages staff to engage in consultancy that advances the professional growth of staff and the wider vision of UG.

The consultancy policy is framed as followed;

• To encourage staff participation in consultancies which bring opportunities and benefits to ISPG, its staff, students and its partners;

• To facilitate the negotiation and entering into consultancy contracts bringing significant benefits to the ISPG and its staff while ensuring full cost recovery, income generation, and ensure compliance with the standard trade practices;

• To provide a flexible management framework to cover the range of consultancies customarily undertaken by members of the ISPG using institution’s name, services, space, facilities, equipment, or paid work time, including consultancies directed toward charitable purposes and community service;

• To define institution’s management and quality expectations for consultancy contracts involving or implicating the institution, including those relating to risk management and accountability;

• To provide guidance to persons inside and outside the institution as to when and how consultancies may be undertaken using the institution’s name, services, space, facilities, equipment or paid work time.

The following words shall have the meanings given below for the purpose of this policy;

a) Consultancy: means the provision of professional services to an external party for a fee or other consideration, except any activity that may be predominantly classified as research and development, and activities related to publicly-available curricula courses. Though consultancy is generally based on the application of an existing body of knowledge, any remunerative work including undertaking a stipulated research from any local or international funding institution should be counted as a consultancy.

b) Private consultancy: means consultancy undertaken for remuneration or other consideration by a staff member in his or her personal capacity as an individual or through a partnership, private company, trust, or any similar entity, as opposed to in his or her capacity as employee of UG. Paid Directorships and partnerships are included in this category. Since the issue of quality control and indemnity of the institution cannot be guaranteed in private consultancies, such consultancies should not evaluated by directorate of RCP.

 

c) Internal consultancy: refers to professional services provided for a fee or consideration by one employee or, collectively by a department of UG to a sister department, other than in normal course of the UG’s employment.

d) Exclusions: means services rendered to the institution for setting written test, computer literacy test, and/or oral test/interview for recruitment of academic, administrative, and support staff for UG shall not be considered as consultancy work (refer to consultancy definition).Such work will be compensated by providing a flat honorarium of particular fee to each member of the recruitment panel per day, or part thereof, irrespective of number of papers, and candidates marked or interviewed.

e) The institutional consultancy: includes provision of all professional services requiring the use of the institution’s name, services, space, facilities, equipment and paid work-time, or other resources, excepting any activity that may be predominantly classified as research and development, and activities related to available courses/programs.

The institutional consultancy constitutes the main type of consultancy that RCP shall offer/render. It involves the provision of professional services and products to external parties for remuneration or other consideration. Typical examples of the institutional consultancy include, but are not limited to : routine laboratory testing, and others testing of materials, devices, products or produce, standard data analysis; routine surveys, including market or opinion surveys/research; systems management, quality control; field trials; recruitment, development planning, project designing & management, training courses, Web designing.

 

f) Research and development: means creative work/specialized job undertaken on a systematic basis in order to increase the stock of knowledge, including knowledge of humankind, culture and society, and the use of this knowledge to devise new applications. Such activity necessarily involves an appreciable element of innovation, uncertainly with respect to outcomes, potential for publication of outcomes, creation of intellectual property and/or a high level of technical skills. For example, collection and reduction of data using existing methodology constitutes a consultancy, whereas if a new model is devised to analyze the data or if the analysis leads to a new hypothesis, the activity would be classified as research and development, provided that the extensions to knowledge are not trivial.

• Serving the customer’s interest: Staff should serve the clients interest and act in a manner which promotes confidence in the integrity of UG Vis a Vis public administration and private sector. It involves serving all clients equally according to their needs with respect to government policy, and not favoring those with which the staff member feels a personal affinity or could gain a favor.

• Professional and appropriate behavior: Striving for effectiveness, sound judgment and quality of consultancy service are the standards sought by and required of UG staff. Similarly, staff should be facilitated and are required to strengthen their competence.

• Sharing responsibility: All Staff are encouraged to take responsibility for systems improvement. They are to be courteous and sensitive to the customer’s need and provide all necessary and appropriate work.

• Administration: All consultancy services accepted and rendered by UG shall be governed by UG Consultancy policy, a copy of which shall be made available on demand, prior to signing of a consultancy contract.

 UG consultancy policy applies to all staff members in all departments, directorates, and units of UG except where other arrangement are made for staff specifically employed in a consulting role.

Standard terms and conditions of RCP listed below offer users sound contractual safeguards.

 Sourcing

All consultancy requests by clients shall be channeled through RCP-DVCA then DVCF finally for pricing.

a) Pricing definition

For the purposes of the consultancy policy,

b) Pricing means the determination of the mount the client is charged.

c) Agreement mean a formal written contract executed by all parties, an exchange of letters committing the parties to certain things for an agreed fee.

In general, UG expects that all costs incurred in the conduct of professional activities such as undertaking consultancy that attract a payment to the institution and/or to a staff members will be recovered.

The institution also expects to receive an additional margin or reasonable compensation for access to the expertise of its employees and for reinvestment in the University.

• The full cost of an activity will be recovered in the price charged to the client or funding agency, wherever possible. The consultancy will receive 60% share of the net consultancy amounts following deduction at source, the taxes due to the Rwanda Revenue Authority, and institution will retain 40% (the present sharing of consultancy amount is 80% UG consultant, and 20% retained by the UG).

• Capital and infrastructure cost (CIC) of 10% of the total amount of consultancy will be charged to all clients, and the proportionate amount generated following deduction of taxes will be retained by UG for meeting the designated cost, and reinvestment.

• Reinvestment of income: The price charged for an activity will include a margin for reinvestment in the institute, but will not find expression in the invoice raised.

The Institution will endeavor to roll back at least 10% of the funds generated in its offer by consultancy work for reinvestment by way of consolidating the existing facilities available in the university.

• Payment in full to UG shall be made by the client not later than 30 days from the date of invoice at the agreed rates and by the methods of payment specified in the contractual agreement between UG and client.

• Payment to UG consultants will be made according to internal regulation clause.

• The overheads earned on research, consultancy grants will be split 30/70. Thirty percent will go to cover the general overhead cost of the institution, and 70 percent will be used to purchase the equipment and computer software to support research in the institute. The 70% of overheads for investing in research will be put in separate budget line and purchases will be made on the recommendation of the research and consultancy committee. Priority will be given to the requests from the member of research and/or consultancy projects that have generated research overheads;

• All equipment purchase with research, consultancy or development income will be the property of UG but for the sole use of the relevant project during the period of funding of the project. On completion of the project all equipment will be the property of UG;

• The funds generated from research and consultancy activity may also be used according internal regulation clause and/or attending seminar/conference/workshop if RCP considers such participation may enhance the expertise of staff in income generation activities. Such grants can only be provided subject to the approval of the senate on recommendation of RCP;

• Paper publications(fee payment);

• Contract period should be four years.

The research priority areas will be developed using an all-inclusive consultative process involving the University’s departments, relevant government ministries, research institutes and other relevant stakeholders. The priority research areas will be reviewed from time to time. The following are the two thematic areas and the related research priority areas:

 Thematic areas Research priority areas

• Infectious Diseases and vectors

• Safe motherhood

• HIV/AIDS and STI

• Herbal medicine and drugs

• Biomedical sciences

• Reproductive and preventive health

• Nursing sciences

• Programming and Networking

• ICT

• E-Learning, e-Commerce and e-Governance

• Database administration

• Applied sciences

• Educational and psychological sciences

• History and Geography

a. Solicitation of Research funding shall be encouraged and facilitated at individual, departmental, and faculty levels

b. Projects for the University funding shall be selected on the basis of research priority themes subject to well-defined approval criteria.

c. The University shall provide money to support initial project development and proposal preparation activities; such activities shall include background data collection, planning workshops and project write- up.

d. Selection of professional research chairs will be based on contributions to research funding, publications, and international recognition.

Based on the research budget, there is a part of it which is about the research funding, and is managed by the University research committee accessible to any researcher after reviewing the protocol submitted.

Through a subcommittee of research funding within the University Research Committee, the submitted protocol will be read and the decision will be taken on for funding or not. The concerned will be given small amount no more than five thousand Rwandese francs for opening him/her to the horizons of grant fund project.