Project Coordinators
The Project Co-ordinator is usually a grower or consultant appointed by the relevant HDC sector Panel.
A Project Co-ordinator is appointed by the relevant sector Panel when the Panel asks for a concept note to be expanded by the proposer to a full proposal. Project Co-ordinators are usually grower members of the Panel, but occasionally, particular expertise may be required and other individuals may be asked to undertake the role. The Project Co-ordinator is asked to advise the Project Leader (Contractor) on practical grower-related matters and occasionally may be asked to report to the Panel on the progress of the project.
1. Concept note/proposal stage
The role of the Project Co-ordinator, in consultation with one of the HDC Technical Managers, is to liaise with the Project Leader to help with the preparation of the proposal as follows:
a) Define targets, particularly in a commercial context.
b) Discuss existing knowledge in the context of current industry practice. (Some contractors may propose a potentially good subject but not have sufficient knowledge of the horticultural industry to make suitable contacts, or to gather relevant information about the industry.) The Project Co-ordinator is asked to help them make the necessary contacts with growers to enhance the grower relevance of the proposal.
c) Agree horticultural aspects of the experimental protocol, particularly where choice of plant subjects, growing media, cultural equipment etc. need to be related to recognised commercial practice.
2. Contract
When the full proposal is considered by the Panel the Project Co-ordinator may be asked to provide additional information on the grower relevance of the proposed research. Once a proposal has been recommended by the Panel and approved for funding by the Board, a formal contract will be issued based on the detailed schedule of work in the full proposal. A copy of the final contract will be sent to the Project Co-ordinator for reference.
3. During the project
During the project, the Project Leader is expected to maintain regular contact with the Project Co-ordinator. The Project Co-ordinator is asked to be prepared to discuss issues regarding commercial practice with the Project Leader to ensure that the project is operating satisfactorily and within the stated time-frame. Where there are areas of concern the Project Co-ordinator is asked to notify the relevant HDC technical staff at the earliest opportunity.
4. Reports
The Project Leader is expected to provide the Project Co-ordinator(s) with drafts of all reports for comment at least four weeks prior to the deadline for submission to the HDC. A reference copy will be passed to the relevant Technical Manager at the same time. The expertise and advice of the Project Co-ordinator(s) will be sought to ensure that the results from the work are put in context of current industry practice and the commercial benefits highlighted. The Project Co-ordinator(s) is requested to pay particular attention to the 'Grower Summary' and to relay any comments to the Project Leader within two to three weeks.
Project Leaders are required to complete self-assessment forms at the same time of submission of the annual and final reports. Copies of these completed forms will accompany the draft reports that are sent to the Project Co-ordinator(s) for comment.
5. Reviews
Most projects will be subject to a review meeting at least once during the experimentation period. These meetings will be convened by the appropriate HDC Technical Manager, and attended by the Project Co-ordinator and other interested growers, the Project Leader and other relevant researchers together with representatives from collaborating organisations. The Project Co-ordinators' role is important to help determine future tactics within the project, opportunities for follow-on work and to provide the grower perspective on scope, timing and preferred routes for information dissemination. (See also 'Guidelines for Project Review Meetings').
There may be occasions when HDC will request a written summary from the Project Co-ordinator in lieu of a review meeting.
6. Expenses
Project co-ordinators are entitled to claim travel and subsistence expenses while attending HDC project review meetings and visiting the trial site during the course of the project. Please liase with the relevant HDC Technical Manager in order to obtain the appropriate expenses claim forms.
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