CAUL and Australian Society of Authors Working group Report to CAUL 2013/2

1. MembershipChair: Philip Kent (UoM),Members: Susie Shears(UoM), Peter Mathews (Monash) Frances O'Neil (VU) Paul McNamara (ANU) Jeremy Fisher (ASA), Mark Carthew (ASA), Libby Cass (CAUL).

2. BackgroundIn 2012 the CAUL President met with the Chair and the Executive Director of the Australian Society of Authors to discuss issues of common interest to CAUL and the ASA. One outcome of the discussion was the suggestion of a joint submission from the ASA and CAUL to the CA (formerly Copyright Agency Ltd) Cultural Fund for project funding to support creative engagement with CAUL collections for Australian writers. A working group was formed to take this initiative forward.

3. MeetingsThursday 6 June 2013 and Thursday 9 May 2013 supplemented by email and phone contact.

4. AchievementsThe 2 meetings meeting have yielded good results and progress. The working group as considered detailed research of exemplars from various libraries.The working group has agreed on the following proposal:

1 year pilot of 3 x $20k grants potentially leading to a 3 year program Seeking applications that will utilise research and other collections in university

libraries including a representative spread across multiple themes and states. Applicants must be Australian, preferably in disciplines relevant to ASA such as

Australian studies. Creative fellows will be welcome in addition to 'traditional' academics and independent scholars.

Should not be a replacement for ARC and other grants or a substitute for formal employment.

In kind support from both organisations totalling $10K to cover admin and upfront costs such as postage, telephone, travel to meetings etc.

Duration of 6 weeks to 6 months - will need to be onsite for at least part of the fellowship and mix with the university community during that time.

The fellowships will ideally be advertised in the middle of each year. The fellowship would potentially cover travel, accommodation and research

support incidentals (eg copying) as well as honorarium.The committee considered the model where direct costs might be reimbursed directly in order to avoid tax however the administrative costs were considered to be too demanding.

A diversity of outputs may include publications, reports, public presentations, performances, poems, and multimedia.

Wording needs to be developed in order to clearly enunciate the requirement for acknowledgment in outputs of CAUL, ASA and the Copyright Australia Cultural Fund.

Further logistical issues need to be agreed such as the selection panel, advertising and administration, potentially provided by the CAUL Office.

Governance arrangements for approval by the CAUL Executive and ASA need to be progressed in advance of the 4 October 2013 application deadline.

This should be easily achieved due to the goodwill of both organisations.

The above agreements are reflected in the draft fellowship guidelines and draft application forms

Author: Libby Cass/Philip KentDate: 26 August 2013.

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CAUL – ASA FELLOWSHIP: GUIDELINES

The Council of Australian University Librarians in association with theAustralian Society of Authors is pleased to announce the launch of its inaugural Fellowships. This information sheet summarises the scheme, the application and selection process and reporting requirements.

Since the first meeting of Australian university librarians in 1928, CAUL has sought to ensure a common voice and representation for all university libraries, to provide a forum for discussion, and to promote common interests. CAUL engages in collaborative activities which will contribute to the achievement of key objectives including; maximising the information resources available to researchers and facilitating access to them.

The Australian Society of Authors, the professional association for Australia's literary creators, was formed in 1963 to promote and protect the rights of Australia's authors and illustrators. The ASA is the principal advocate for the professional and artistic interests of Australian authors. The ASA mission is to; protect basic rights to freedom of expression, work to improve income and conditions and promote Australian writing and literary culture.

The primary goal of the Fellowship is to showcase the University libraries’ special collections by providing artists, authors, scholars and researchers with an opportunity to work on projects that will benefit from concentrated access to special collections. The inaugural Fellowship to be awarded in 2014 has been made possible through the Copyright Agency Cultural Fund.

The Fellowship will facilitate access to University libraries’ special collections by providing up to A$20,000 in non-salary funding for visiting artists, authors, scholars and researchers working on projects related to the collections. The grant could be used for travel, accommodation or other project related expenses. Applications are invited from artists, authors, scholars and researchers’ from Australia.

Application requirementsApplications must be submitted using the official application form and should detail all requirements outlined in the guidelines especially the special collection/s they are most interested in working with.

Fellowship requirementsAwardees will need to:

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make significant use of one or more of the CAUL special collections; take up the award in the year for which it was granted, although some flexibility may be possible

in the case of the 2014 Fellowship; spend time in and engage with their host institutions during the time of their fellowship; work with the host institution library give a presentation on their work during the time of their fellowship; and produce the output

identified in the their application. Acknowledgment of the Copyright Fund, the ASA and CAUL in any output is required.

Selection processThe Fellowship program is competitive and therefore the quality of the written application is of paramount importance. Applicants are urged to contact the relevant special collections librarian to clarify the match between their research interest and the collections

All applications will be evaluated and ranked by a selection Committee, comprised of Committee members of the ASA and CAUL. Applications will be assessed against applicant's achievements, publications or other research or creative outputs, strength of the project proposal and the possibility of mutually beneficial outcomes. The committee will determine the number and size of grants based on the evaluation of the applications received.

More informationThis document and related documents, including the Fellowship application form are accessible on the CAUL and ASA website at:

Specific questions about the Fellowship requirements or selection process can be directed to XX.

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The Council of Australian University Librarians

in association with the

Australian Society of Authors

Application for CAUL – ASA Fellowship

Applications Close: XX April 2014

1. APPLICANT’S PERSONAL DETAILS

Title       Family Name      Given Name(s)      Date of Birth      Citizenship      Address      Telephone      Facsimile      E-mail Address      Current Position      

2. PROJECT DETAILS

Please attach the following information:

ITEM MATERIAL REQUIRED

1. Project Title Title, 15 words or less, of the project to be carried out during the Fellowship2. Proposed Outcomes Please state in 50 words or less.3. Brief Summary Summary statement, in ‘plain language’ suitable for general publicity and media

communication, of the aims and nature of the project and the expected benefits of the Fellowship (Max 150 words)

4. Project Description Please describe your research, creative or literary project overall, and in particular the work to be carried out during the Fellowship, its aims, significance, approach and likely intended outcome (Max two A4 pages)

5. Project Budget Please provide a detailed budget for your project using the template provided and taking note of the CAUL-ASA fellowship guidelines

6. Benefits of the Fellowship Please outline (a) why you have applied for the Fellowship, (b) how you feel it would benefit your work (including what you would hope to achieve during the Fellowship), and (c) the potential benefits to the Australian Society of Authors and the Council of Australian University Librarians (Max. two A4 pages)

7. Proposed Use andRelevance of the Collections

Please outline the relevance of the special collections 1of the CAUL members to your work and identify which collection/s would be accessed and how you anticipate using them during the Fellowship (Max. one A4 page)

8. Timing Please outline the expected dates of the Fellowship (note that the Fellowship is awarded for periods between XX and XX months and must commence in the 201# calendar year). (Max 100 words)

1 See the list of CAUL Special Collections

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3. CURRICULUM VITAEPlease attach your current Curriculum Vitae (CV), including activities, achievements and awards relevant to this application. Please identify grants/fellowships that you have been awarded previously.

4. PUBLICATIONS Please attach a list of creative works/ publications, including public presentations.Please include under a separate heading work that has been ‘accepted’ for publication or is ‘in press.’

5. REFEREESReferees should be very familiar with your work and be able to comment on the Fellowship project and the likely benefits of the Fellowship. It is strongly recommended that you provide your referees with a copy of your application.

Please give the names of the three people whom you have asked to submit referees’ reports.NB. Referees’ reports are not sought directly by the Committee Secretariat. Applicants are responsible for ensuring that three referees’ reports are submitted on time.

Name      Name      Name      

Please ensure that you have given your referees a copy of The CAUL – ASA Guidelines for Referees. Please ask your referees to ensure that their reports are received by XX April 2014.

6. ADMINISTRATIVE INFORMATIONHow did you first hear about this Fellowship (please tick one)

Newspaper advertisement      Media release      Internet search      Funding opportunities database      Poster on department noticeboard      From a colleague      From my thesis supervisor      Other (please describe)      

7. DECLARATION

I declare that the information supplied by me on this form is complete, true and correct in every particular. I acknowledge that the CAUL and the ASA may terminate a Fellowship if I have misrepresented my past and/or present circumstances and that this termination may take place at any stage during any award.

Applicant’s signature      

Date      

ONE Application Form and supporting materials per Questions 2-4, must be submitted by EMAIL to XX

To be received no later than XX

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Proposed Budget

Please provide a proposed budget covering all anticipated expenditure, using this template:

TRAVEL

Covers travel to any destination/s specified in the Fellowship proposal. Travel may be by air, train, bus or private vehicle as appropriate. Airfare quotes should be based on a fare type that allows date changes and cancellations, but not name

changes. Bus and train fares should be of a similar type to airfares. Private vehicle rates should be based on the ATO reimbursement rates below. Include airport/accommodation transfers, but not daily transport to the location of the special

collections which is covered under incidentals.

Item Description Amount

Sub-total for Travel

Rates per business kilometre

Engine capacity Cents per kilometreOrdinary car Rotary engine car 2011-12

income year1600cc (1.6 litre)or less

800cc (0.8 litre)or less

63 cents

1601cc - 2600cc(1.601 litre - 2.6 litre)

801cc - 1300cc(0.801 litre - 1.3 litre)

74 cents

2601cc (2.601 litre) and over 1301cc (1.301 litre) and over 75 cents

Source: ATO (April 2013)

ACCOMMODATION AND LIVING EXPENSES

Covers accommodation, food and drink and incidentals while living away from home for the purpose of the Fellowship.

Food and drink covers the cost of three meals a day (up to the maximum rates specified in the table below).

Incidentals covers phone calls, travel to and from special collection/s institutions, stationery etc.

Item Description Amount

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Sub-total for accommodation and living expenses

Table 1: Employee's annual salary - $104,870 or belowPlace Accomm .

$Food and drink

$B'fast 24.35

Lunch 27.35 Dinner 46.70

Incidentals $

Total $

Adelaide 157 98.40 17.85 273.25Brisbane 201 98.40 17.85 317.25Canberra 165 98.40 17.85 281.25Darwin 189 98.40 17.85 305.25Hobart 132 98.40 17.85 248.25Melbourne 173 98.40 17.85 289.25Perth 233 98.40 17.85 349.25Sydney 183 98.40 17.85 299.25High cost country centres

See Table 4 98.40 17.85 Variable - see Table 4

Tier 2 country centres (see Table 5)

127 B'fast 21.80Lunch 24.90Dinner 42.90

17.85 234.45

Other country centres

106 B'fast 21.80Lunch 24.90Dinner 42.90

17.85 213.45

Source: ATO (April 2013)

RESEARCH ALLOWANCE Provides a salary substitute for Fellows who need to take leave without pay to take up the Fellowship,

or who are not in regular paid employment. Is not intended to be a full salary substitute, but a nominal amount to facilitate intensive research. Amount requested should not exceed the standard rates of pay of the applicant’s home institution at

the relevant academic level, or in the case of creative artists, the relevant professional association.

Item Description Amount

Sub-total for research allowance

RESEARCH EXPENSES (UP TO $500) Covers photocopying, audio-visual reproduction and copyright costs.

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Item Description Amount

Sub-total for research expenses

Applicants should note that:

All funds must be acquitted and any unspent funds returned on completion of the Fellowship (unless a change is requested and approved in writing at least 30 days before the relevant invoice is due).

The budget outlined in this document is regarded as a proposal only – the final budget and payment schedule is agreed during the preparation of a fellowship contract.

If you are planning to conduct research at CAUL member location to access the special collections please note that some access to and support using the collection may require clearance with the host institution It is advisable to request clearance several months before visiting the location of the special collections or plan and budget for two visits at least 3 months apart.

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