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Reporting requirements for funding bodies

The Centre for Innovation building

Many funding bodies require progress or final financial and research reports, in return for the grants they award for enabling research at the University of Otago. Reporting is often a contractual obligation of grant recipients.

Researchers may be required to complete progress/interim or final reports according to the conditions of the award. Details of the reporting requirements can usually be found in the schedules attached with the letter of award. When writing your report, please be mindful of the funding body’s ideologies.

Below you will find links to reporting guidelines for the most commonly used funding bodies.

Cancer Research Trust New Zealand

Reports are generated via the Cancer Research Trust New Zealand portal.

A report notification reminder will be sent via the Research and Enterprise office a month prior to the report due date. 

Reports will be reviewed by your Research Advisor who will be sent a notification from the CRTNZ portal that you have submitted your report and that the report is ready for review. 

Report help information can be found in the help section, Cancer Research Trust New Zealand portal, under the header ‘List all grant reports’. 

Cancer Society of New Zealand

Reports are submitted on the prescribed form to Cancer Society of New Zealand by email. 

The Cancer Society will email you a reporting template, prepopulated with the details of your grant, approximately three weeks prior to the report due date.

Please complete the template and send it to your Research Advisor, who will check the report and submit it to the funder. Your Research Advisor or departmental Finance Associate will obtain the requested financial information.

The link below contains sample report templates for your information.

Cancer Society Annual and Final Report Template

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Cure Kids

Reports are generated via the Cure Kids portal.

A report notification reminder will be sent via the Research and Enterprise office a month prior to the report due date. 

Reports will be reviewed by your Research Advisor who will be sent a notification from the Cure Kids portal that you have submitted your report and that the report is ready for review. 

Report help information can be found in the help section on the Cure Kids portal. 

Reports must be submitted by 31 October for the duration of the grant. 

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Dean’s Bequest (UOW)

Reporting instructions are included in the offer letter including the report template.  

The report is submitted directly to the funder by email. 

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Health Research Council of New Zealand

A report notification reminder will be sent via the Research and Enterprise office a month prior to the report due date. 

A Draft report is available via the HRC portal for review and submission. 

Reports will be reviewed by your Research Advisor who will be sent a notification from the Health Research Council of New Zealand portal that you have submitted your report and that the report is ready for review. 

A 'How to complete contract reports’ guide can be found via the HRC portal user guides.

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Healthcare Otago Charitable Trust

Reports are submitted to the University of Otago Dunedin School of Medicine. 

There is no fixed format for reports. Please see the Healthcare Otago Charitable Trust website for further details.  

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James Hume Bequest Grant (University of Otago)

Reports are submitted to the University of Otago Dunedin School of Medicine on the prescribed form. 

James Hume Bequest Grant Reporting Template

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Lottery Health Research

Pre-Payment Reporting Ethics – must be submitted prior to the commencement of the grant.

A report notification will be sent via the Research and Enterprise office a month prior to the report due date.

Submission of report is via the Grants Management System. Please contact you Research Advisor once the report has been completed – do not submit the report.

Statement of Income and Expenditure (Life-to-Date reports) are a requirement and need to be sourced from Research Finance Associates, Research & Enterprise Office, who check, approve and provide the report which is then uploaded to the portal. Please do not upload these to the portal. This will be done by the team at Research & Enterprise.

NZ Lottery Grant Board have initiated a 'no payment policy' where there are overdue reports. This policy impacts all grants held by University of Otago..

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Maurice and Phyllis Paykel Trust

Please note that the portal will be updated in July 2022.

Reporting instructions: Please download the appropriate report template below, complete it, and upload to the MPPT portal.

Once you click “submit” your Research Advisor will check your report and release it to MPPT.

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National Heart Foundation

Reports are generated via the National Heart Foundation portal.

A report notification reminder will be sent via the Research and Enterprise office a month prior to the report due date.
 
Reports will be reviewed by your Research Advisor who will be sent a notification from the National Heart Foundation portal that you have submitted your report and that the report is ready for review. 

Report help information can be found in the Heart Foundation Help section by searching for ‘Research Reports’.

Reports are due in February each year. The Foundation contacts investigators in December and provides specific reporting instructions at that time.

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Neurological Foundation of New Zealand

Reports are generated via the Neurological Foundation of New Zealand portal.

A report notification reminder will be sent via the Research and Enterprise office a month prior to the report due date. 

Reports will be reviewed by your Research Advisor who will be sent a notification from the Neurological Foundation of New Zealand portal that you have submitted your report and that the report is ready for review. 

Report help information can be found in the Neurological Foundation Help under the header ‘List all grant reports’.

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New Zealand Dental Association

Reports are submitted on the prescribed form one week before the reporting due date confirmed in the letter of offer. 
 
Reports are to be submitted by email to Sir John Walsh Research Institute Manager, Dr James Smith.

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New Zealand Pharmacy Education Research Fund (NZPERF)

Progress and completion reports are due on either 10 April or 20 October, depending on whether grants were awarded in the April or October round.

Templates and instructions for completing the reports are sent out to individual grant holders a few weeks prior to the due date.

Reports are submitted to NZPERF by email. 

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Otago Medical Research Foundation

Report requirements and due dates are outlined in the letter of offer.

Reports are submitted on the prescribed form.

Reports are due 3 months after the finish date of the grant. 

Reports are submitted to OMRF by email.

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Otago Medical School Foundation Trust (including former DSM Dean’s Bequest)

Report requirements are outlined in the award letter with a final report required within three months of completion of study.

Reports are to be submitted on the prescribed form to the Otago Medical School.

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Royal Society of New Zealand (Catalyst: Seeding, Leaders and Influence)

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Royal Society of New Zealand (Marsden Fund)

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University of Otago Research Grants (UORGs)

The University of Otago Research Grant (UORG) scheme is designed to support excellence in research and scholarship at the University of Otago.

Report coversheets are sent to Principal Investigators in mid-May.

The coversheet and completed report form should be returned to Fiona Seaton (Research Committee Administrator) by email (fiona.seaton@otago.ac.nz) or internal mail (Fiona Seaton, Research & Enterprise Office, Centre for Innovation).

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