University of Rwanda,Research directorate


Guidelines For Applications Of Various Activities

1. Introduction
College Directors of Research and Postgraduate Studies should advise staff on the guidelines to apply for funds to support the following activities.

2. Application for Support to UR Staff to attend Conferences Abroad
2.1. An application letter to the Coordinator of Research and Postgraduate Studies Unit clearly specifying the items to be supported and the amount. The letter should include the applicant’s e-mail address and telephone number for easy to contact her/him.
2.2. Supporting documents
a. A recommendation letter from school or centre
b. A signed personal invitation letter from the conference organisers
c. An abstract of paper to be presented in the conference
d. A budget proposal
e. A ticket booking from the company working with UR
f. A proforma invoice for registration fees with bank details of conference organizers (if applicable)
g. A proforma invoice for visa with bank details of the embassy (if applicable)
h. A proforma invoice for travel insurance with bank details of the insurance company working with UR (if applicable)
i. A program of the conference clearly showing the date of presentations, names of presenters, and title of paper to be presented
j. A mission clearance signed by the UR authorities

NB: A mission clearance is needed for disbursement of funds. After obtaining an acceptance letter and signing support contract with UR, the applicant must show a signed mission clearance delivered by UR Authorities before payments are made.

3. Claim for Disbursement of Research Funds (Awarded Research Grants (ORG and PDG))
3.1. A claim letter to the Coordinator of Research and Postgraduate Studies Unit clearly specifying the amount requested (NB: Write your email address and telephone number)
3.2. Supporting documents
a. A copy of the signed contract with the Research Directorate
b. A copy of the award letter
c. A copy of the research proposal(in case of a request for the 1st instalment)
d. A narrative progress report and a financial report with supporting documents (summary sheet of expenditures+ original invoices numbered as on expenditure sheet) for 2nd and other instalments). It must be signed by the accountant appointed by UR to be signatory for the project.
e. Proof of refund (pay slip) of money remaining on previous instalment if the claim is for the final instalment
f. A copy of approved budget

4. Application For Support To Ur Staff To Publish In Journals
a. An application letter to the Coordinator of Research and Postgraduate Studies Unit mentioning the amount requested
b. A signed acceptance letter issued by the journal
c. An abstract of the paper
d. A proforma invoice from the journal

5. Application for Support to Editors To Do Job Shadowing
a. An application letter to the Coordinator of Research and Postgraduate Studies Unit mentioning the amount requested
b. A signed invitation letter or acceptance from the visited institution
c. A budget proposal
d. A recommendation from the college Director of Research and Postgraduate Studies
e. Job shadowing program
f. A ticket booking from the company working with UR
g. A proforma invoice for registration fees with bank details of conference organizers (if applicable)
h. A proforma invoice for visa with bank details of the embassy (if applicable)
i. A proforma invoice for travel insurance with bank details of the insurance company working with UR (if applicable)
j. A mission clearance signed by the UR authorities

NB: A mission clearance is needed for disbursement of funds. After obtaining an acceptance letter and signing support contract with UR, the applicant must show a signed mission clearance delivered by UR Authorities before payments are made

6. Application for Recommendation Letter to Do Research
a. An application letter to the Coordinator of Research and Postgraduate Studies Unit
b. List of institutions and people to visit during data collection