University of Rwanda,Research directorate


Guidelines to be used by College Directors Of RPGS for Funds from UR-RPGS Unit

1. Introduction
The University of Rwanda Research and Postgraduate Studies Unit (UR-RPGS Unit) at the central level has funds whose activities are college based. For the year 2014/2015 such funds come from the UR-Sweden Sub-programme. Instead of being managed by the UR-RPGS Unit, the funds will be disbursed to colleges for them to manage. The College DRPGS will be the responsible for the management of these funds. Below are guidelines be followed for requesting for the money for the planned activities. A template for reporting the expenditure will be provided.

2. Funding missions by unit / thematic cluster level managers to mobilize funds and networking possibilities
3.
3.1. Background:
In its objective of continuing to improve the environment, culture and systems for undertaking research and postgraduate education at UR, the University of Rwanda Research and Postgraduate studies (RPGS) Unit, with the support of the UR- Sweden Programme, is offering financial support to College Director of Research and Postgraduate Studies (DRPGS) to visit funding agencies/ NGOs/ Government organisations/ etc local and international to be able mobilise funds for research and scholarships and solicit collaborations.
In this regard, each college was allocated funds which will enable its Director of Research and Postgraduate Studies (DRPGS) and the Principal to make the visits. The funds will be sent to colleges to be managed by the colleges themselves following UR financial and procurement procedures.

3.2. Guidelines
a) To send to UR -RPGS Unit an application letter
b) To send to UR-RPGS Unit a plan of activities and a budget of the activities
c) To provide a college account where the money should be deposited
d) To follow UR financial and procurement procedures in the use of the funds
e) To provide narrative and financial reports to the UR-RPGS Unit on the use of the funds and the impact
f) The financial reporting should indicate the following:
a. A list of items and services paid and their costs
b. Supporting documents (minutes, invoices….)
g) To use the funds only for the above specified activity

4. Funding networking meetings at UR for Rwanda community
4.1. Background:
In its objective of continuing to improve the environment, culture and systems for undertaking research and postgraduate education at UR, the University of Rwanda Research and Postgraduate studies (RPGS) Unit, with the support of the UR- Sweden Programme, is offering financial support to Colleges to hold one workshop with Rwandan community/ industry/ private or public sector to identify problems that would result in joint research projects.
In this regard, each college was allocated funds which will facilitate the organization of the meetings. The funds will be sent to colleges to be managed by the colleges themselves following UR financial and procurement procedures.

4.2. Guidelines
a) To send to UR_RPGS Unit an application letter
b) To send to UR-RPGS Unit a plan of activities and a budget of the activities
c) To provide a college account where the money should be deposited
d) To follow UR financial and procurement procedures in the use of the funds
e) To provide narrative and financial reports to the UR-RPGS Unit on the use of the funds and the impact
f) The financial reporting should indicate the following:
i. A list of items and services paid and their costs
ii. Supporting documents (minutes, invoices….)
g) To use the funds only for the above specified activity

5. Supporting colleges to organize International Scientific Conferences
5.1. Background
In its objective of increasing the use of research results produced at UR, the University of Rwanda Research and Postgraduate studies (RPGS) Unit, with the support of the UR- Sweden Programme, is offering financial support to two (2) Colleges to organize an International Scientific Research Conference. Each college will be supported to organise a peer reviewed International Scientific Research Conference attracting at least 20 papers by researchers from Rwanda and other various countries.
In this regard, each college was allocated funds which will facilitate the organization of the conference. The funds will be sent to colleges to be managed by the colleges themselves following UR financial and procurement procedures.

5.2. Guidelines
a) To send to UR-RPGS Unit a plan of activities and a budget of the activities
b) To provide a college account where the money should be deposited
c) To follow UR financial and procurement procedures in the use of the funds
d) To provide narrative and financial reports to the UR-RPGS Unit on the use of the funds and the impact
e) The financial reporting should indicate the following:
i. Process of selection of staff to work in the conference
ii. To apply payment rates accepted at UR
iii. Process of procuring goods and services
iv. A list of items and services paid and their costs
v. Supporting documents (minutes, invoices,…)
f) To use the funds only for the above specified activity

6. Supporting colleges to organize road shows and exhibitions
6.1. Background
In its objective of increasing the use of research results produced at UR, the University of Rwanda Research and Postgraduate studies (RPGS) Unit, with the support of the UR- Sweden Programme, is offering financial support to two (2) Colleges to organize exhibitions on research and postgraduate education.

In this regard, each college was allocated funds which will facilitate the organization of the exhibitions. The funds will be sent to colleges to be managed by the colleges themselves following UR financial and procurement procedures.

6.2. Guidelines
a) To send to UR-RPGS Unit a plan of activities and a budget of the activities
b) To provide a college account where the money should be deposited
c) To follow UR financial and procurement procedures in the use of the funds
d) To provide narrative and financial reports to the UR-RPGS Unit on the use of the funds and the impact
e) The financial reporting should indicate the following:
i. Process of selection of staff to work in the exhibition
ii. To apply payment rates accepted at UR
iii. Process of procuring goods and services
iv. A list of items and services paid and their costs
v. Supporting documents (minutes, invoices,…)
f) To use the funds only for the above specified activity
7. Supporting colleges to Publish Rwanda Journal

7.1. Background
In its objective of increasing the use of research results produced at UR, the University of Rwanda Research and Postgraduate studies (RPGS) Unit, with the support of the UR- Sweden Programme, is offering financial support to colleges for the publication of Rwanda Journal. In this regard, each college was allocated funds which the organization of activities involved in the publication process. The funds will be sent to colleges to be managed by the colleges themselves following UR financial and procurement procedures.

7.2. Guidelines
a) To send to UR-RPGS Unit a plan of activities and a budget of the activities
b) To provide a college account where the money should be deposited
c) To follow UR financial and procurement procedures in the use of the funds
d) To provide narrative and financial reports to the UR-RPGS Unit on the use of the funds and the impact
e) The financial reporting should indicate the following:
i. Process of selection of reviewers of articles
ii. Apply payment rates accepted at UR
iii. Process of procuring goods and services
iv. Supporting documents (minutes, invoices,…)
f) To use the funds only for the above specified activity