Conducting Research with Ministry of Fisheries
This information is designed to help researchers manage their contracts with the Ministry of Fisheries.
Part 1: Reporting Requirements- General
1.1 Reporting Requirements are listed in the following sections. These reports provide a variety of information on the progress and results of research projects, the achievement of objectives, the methods and key activities used to achieve the objectives, and the results and conclusions of the research.
1.2 Reports to the Ministry must be provided in the format specified. Electronic templates of the report formats are available at http://www.fish.govt.nz/researchopportunities/ research/index.html.
Part 2: Project Update Reports
2.1 A Project Update Report is a comprehensive written report that may be required by the Ministry depending on the conditions of your contract. This report is due by the 10th day of each month.
2.2 The format for Project Update Reports is set out in Form 1. It is important that all sections of the template are filled out. Reports MUST be submitted via email to contracts@fish.govt.nz
2.3 The frequency for the submission of Project Update Reports is monthly unless specified in the Contract Acceptance Letter from the Ministry.
2.4 Project Update Reports MUST be submitted by the 10th day of the month following the period to be reported.
Part 3: Work in Progress Reports
3.1 A Work in Progress report documents the percentage complete for each milestone and the agreed contract variations. The report is required to be submitted monthly for all projects.
3.2 Any Milestones which will not be completed by the contracted due date must indicate, in the Work in Progress report, the proposed completion date. This does not constitute a contract variation. The contract variation process will need to be adhered to for these proposed date changes to take effect (see Terms and Conditions - Clause 2). Failure to provide a contract variation request may result in cancellation of the contract for non-performance or the Ministry declining to pay for the Milestone.
3.3 A Work in Progress Report is required for each project, and is due by the fifth working day of each month. Due to the importance of the Work In Progress report to the Ministry's planning, monitoring and reporting process, failure to file a Work In Progress report by the due date may constitute a material breach of the contract that would justify termination of the contract.
3.4 The format for the Work in Progress reports is set out in Form 13. It is important that all sections of the template are filled out. Reports must be submitted via email to contracts@fish.govt.nz by the fifth day of every month.
Part 4: Voyage Programmes
4.1 Voyage programmes provide information on the activities proposed to be undertaken during research voyages involving the use of chartered commercial or research vessels.
4.2 The format is specified in Form 2. It is important that all sections of the template are filled out.
4.3 A voyage programme must be made available prior to the commencement of the research voyage as specified in the Contract Acceptance Letter.
Part 5: Voyage Reports
5.1 Voyage reports provide a summary of the activities undertaken during research voyages involving the use of chartered commercial or research vessels.
5.2 The format is specified in Form 3. It is important that all sections of the template are filled out.
5.3 Voyage reports are submitted after the completion of the research voyage as specified in the Contract Acceptance Letter.
Part 6: Research Progress Reports
6.1 Progress Reports:
6.1.1 Provide information on the progress of research projects
6.1.2 Provide more detail than Project Update Reports
6.1.3 Contain a summary of the results to date.
6.2 The reports must be submitted as specified in Form 4. It is important that all sections of the template are filled out.
6.3 Progress Reports are required as specified in the Contract Acceptance Letter.
Part 7: Final Research Reports
7.1 Final Reports provide information on research Projects when they have been completed.
7.2 The reports must be submitted as specified in Form 5. It is important that all sections of the template are filled out.
7.3 Final Research Reports are required as specified in the Contract Acceptance Letter.
Part 8: New Zealand Aquatic Environment and Biodiversity Report
8.1 New Zealand Aquatic Environment and Biodiversity Reports (NZAEBR) provide information on research projects when they have been completed. These reports are intended for a wider distribution than Final Reports from research projects.
8.2 A NZAEBR is a stand-alone document. As such, all relevant information should be included. For example, description of methodology and logistics provided in a Voyage Report.
8.3 The reports must be submitted as specified in Form 6. It is important that all sections of the template are filled out.
8.4 NZAEBRs are required as specified in the Contract Acceptance Letter.
Part 9: Fisheries Assessment Reports
9.1 Fisheries Assessment Reports (FARs) do not provide definitive statements on the subjects addressed but are progress reports on ongoing investigations. They are produced primarily for the use of Working Groups and the Fishery Assessment Plenary.
9.2 FARs are required for all species/fisheries where new data have resulted in new analyses, or where new analyses have been performed on existing data. They are not required where new data have not resulted in new analyses. The same principle applies to other FARs (e.g. Stock assessment methods, fisheries data, fisheries interactions) where a new document should be prepared only if new methods, information, etc. are presented. FARs may present either the consensus opinion of the Working Group or the opinions of individual author(s).
9.3 The information required in each section of the FAR is specified in Form 7. It is important that all sections of the template are filled out.
9.4 FARs are required as specified in the Contract Acceptance Letter.
Part 10: Fishery Assessment Working Group Reports
10.1 Fishery Assessment Working Group Reports (WGRs) are required for all species/fisheries included in the fishery assessment process. They are produced primarily for consideration by the Fishery Assessment Plenary, and will be the main source of assessment data for most species/fisheries. WGRs are also produced by the Working Groups dealing with general issues.
10.2 Where new data have not resulted in new analyses, (e.g. Annual updates of Catch and Effort data), the new data should be presented and summarised in the WGRs. No FARs should be produced in such cases.
10.3 The information required in each section of the WGR is specified in Form 8. It is important that all sections of the template are filled out.
10.4 WGRs are required as specified in the Contract Acceptance Letter.
Part 11: Refereeing and Distribution of FARS and WGRS
11.1 FARs that present the opinions of individual author(s) rather than the consensus opinion of the Working Group should be reviewed by the members of the appropriate Working Group. This review should be co-ordinated by the Working Group convenor, and the results of the review (including whether or not the opinions in the FAR are supported by the other members of the Working Group) sent to the Chief Scientist. The Chief Scientist will then arrange for the refereeing of FARs as per the "Guidelines for Refereeing of FARs".
11.2 One or a few authors will usually produce the initial draft(s) of WGRs. However, the final WGR will be the responsibility of the Working Group as a whole. The Working Group convenors are responsible for arranging the refereeing and editing of the WGRs before they are submitted to the Chief Scientist. The Chief Scientist is responsible for final refereeing and editing before the WGRs are submitted to the Fishery Assessment Plenary.
11.3 For queries on the correct style and formatting of a FAR please contact Mike Beardsell at NIWA at m.beardsell@niwa.co.nz
11.4 WGRs and draft FARs will be distributed in advance to all individuals attending the Fishery Assessment Plenary and will form the basis for the Report from the Fishery Assessment Plenary. After final editing, FARs will be issued as a numbered series, and from time to time an index of these research documents will be produced. The distribution of these documents will be open and on request.
Part 12: Draft Research Reports- Disclaimer Requirement
12.1 All DRAFT reports MUST contain the following disclaimer:
12.1.1 Header or Footer on every page to read
"DRAFT RESEARCH REPORT - FOR DISCUSSION ONLY"
12.1.2 The following statement on the FRONT PAGE:
"This draft report is not for publication or release; it is presented for consideration by the Ministry of Fisheries and Fishery Assessment Working Groups. It may contain unpublished data, analyses, and/or conclusions that are subject to change. Data contained in this report should not be cited or used for purposes other than the work of the Ministry of Fisheries and its Working Groups without the written permission of the Ministry of Fisheries."
Part 13: Submitting reports to the Ministry
13.1 All reports, documents, and publications produced for or by Working Groups should be clearly identified, dated, and contain the above disclaimer.
13.2 All reports MUST be submitted via email to Contracts Monitoring at contracts@fish.govt.nz . Reports should be submitted as a Microsoft WORD file only.
13.3 To allow for more efficient receipt of these reports, a coversheet detailing the particulars of the report must accompany each report. The format of the coversheet is provided in Form 9.
Part 14: Presenting project reports at Working Groups
14.1 Reports to be presented at Working Group Meetings should have a coversheet. The format of the coversheet is provided in Form 10.
Part 15: Requests for copies of Ministry of Fisheries Reports
15.1 The Ministry will make reports available to interested parties upon request. Requests MUST be submitted via email to contracts@fish.govt.nz
15.2 The content and format of the request is specified in Form 11.
15.3 Please note all requests for reports are subject to the approval of the Chief Scientist. If a request is approved, The Corporate Monitoring Unit will endeavour to make a copy available to you as soon as practicable.
Part 16: Invoices
16.1 When claiming milestones for more than one project, the Ministry requires an invoice for each project.
16.2 All invoices need to be submitted with the correct information in order to be processed for payment.
16.3 The following information is required on all invoices submitted to the Ministry:
- The words "tax invoice" in a prominent place
- Name (or trade name) of Researcher
- Address of the Researcher
- GST number of Researcher
- Ministry of Fisheries name and PO Box address
- The date the invoice was issued
- The Project Code and a description of the Milestones achieved (ie, the goods and services supplied to the Ministry)
- The amount charged, GST content and the total amount payable by the Ministry or a statement that GST is included in the final price if it has been.
- If paid by bank transfer -please supply bank details on the invoice.
- Due date for payment (optional)
16.4 Invoices will be returned for adjustment if:
- They are not in the correct format
- The Milestones outlined in the invoice have not been achieved.
16.5 Where the invoice does not contain a due date for payment, the Ministry will pay invoices on the 25th day of the month if a valid invoice is received on or before the 10th day of the month. If an invoice is received after this it will not be paid until the following month.
Part 17: Catch Revenue
17.1 All fish, aquatic life or seaweed taken in the performance of the Research Services must be sold and the net revenue earned (the balance of revenue earned after deduction of direct costs and expenses reasonably incurred in relation to processing and sale) paid to the Ministry within 30 days of receipt of the revenue by the Researcher.
17.2 The objective is that the Researcher is in a neutral financial position as to whether or not it had caught fish, or to be in the same position they would have been in if the fish had not been caught. The justification of this approach is that to allow a researcher to profit from research catch (even by increased spreading of overheads) creates a range of inappropriate incentives.
17.3 Direct costs cannot be narrowly defined but will limited to costs that result from an uninterrupted chain of cause and effect from the taking of the fish that is subsequently sold.
17.4 Indirect costs (which must not be deducted from the revenue earned from the sale of fish) will include any costs that the Researcher would have incurred regardless of having taken the fish.
Part 18: Requesting variations to research contracts
18.1 All variations to the Contract must be requested in writing as required by clause 2 of the Ministry's Terms and Conditions of Research Contracts.
18.2 Requests MUST be made for:
- Variations to existing Milestones and reporting requirements
- Addition of Milestones and reporting requirements
- Deletion of existing Milestones and reporting requirements
- Addition of specific objectives
- Changes to the terms and conditions
- Changes to novation (change to the Researcher).
18.3 It is important the correct procedure is followed when requesting a variation to any aspect of a Contract. A process has been developed to ensure that both the Ministry and the Researcher are aware of any changes to the Contract.
18.4 Variation requests must be submitted to contracts@fish.govt.nz from a duly authorised member of the Researcher.
18.5 The format of the Variation Request Form is in Form 12.
18.6 Please only complete the sections of the Variation Request Form that are applicable to the request and give a detailed reason for the request.
18.7 The Ministry Scientist responsible for the Contract will then evaluate the variation request and will recommend the request be approved or rejected.
18.8 If the variation is approved a Contract Variation Acceptance Letter will be sent to the Researcher. The variation to the contract will only come into effect once both the Researcher and the Ministry of Fisheries have signed the Contract Variation Acceptance Letter.