From Grant Development to Project Set-up and …...Project Set-up and Beyond A Guide External Grants...

From Grant Development to Project Set-up and BeyondA Guide

External Grants (RSO) & Research Facilitator (OADR)November 17, 2017

Presentation Overview

Introduction to the OADR and to Research Services Locating funding opportunities Developing your grant proposal Submitting external grant applications Project set-up & Maintenance Contacts in the OADR and RSO Question and Answer

2

Introduction to OADR

CSM Legal

CFI/CRC

Administrative Support

Financial Administration Support

Clinical Research Support

Grant Development/Facilitation

Research Facilitation

New faculty & New Investigator orientation Supporting the research life cycle (pre -> post award) Identifying opportunities for growth Identifying pain points and finding solutions Facilitating relationships and communications

between internal and external stakeholders Advising groups and teams on existing research

support services (existing mandates, roles, responsibilities)

Navigational Support RMS

External Grants: Who We Are

• Postdoc Office• Animal Health • Centres & Institutes• RSO

VPR Office

• Institutional Programs• Legal & IP• Ethics & Compliance• Grants & Awards

Research Services Office

• Prizes & Awards• Studentships• External Grants

Grants & Awards

• CIHR, SSHRC, NSERC• Foundations, Associations, Societies• Alberta Innovates, DoD, NIH, Alberta Health

Services and other government funding

External Grants

Life Cycle of a Research Grant

Grant/Project Idea

Opportunity

Development

Review

Submission

Award & Project Set

Up

Grant Maintenance

Locating funding opportunities

1:1 Sessions with your Research Facilitator or RSO Funding Deadline Calendar

— RSO’s internal deadlines— Submission details and agency requirements— RSO Contact information

COS Pivot— Searchable database

Opportunity Development Review Submission Award & Project Set Up

Grant Maintenance

https://www.ucalgary.ca/research/researchers/funding-opportunities/deadline-calendar

What is Grant Development

Identifying funding opportunities— External & Internal Grants

Individual Meetings Medresearchcomm

Internal Peer Review Organization Hosting workshops/information sessions/small working

groups/one-on-one meetings Describe and explain complex funding application

guidelines and procedures (including agency review) Work with agency and RSO on behalf of PI/Team Editorial and Criteria Review


Grant Maintenance

Grant Development: OADR Services

Budget Calculator Research Support

Environment Sample Successful

Applications Guide for Applying Past Reviewers KT Resources IPR Resources Core Facility Information

Research Enhancement Program

External Honoraria Bridge Funding Program


Grant Maintenance

Preparing to submit your grant application

Once a proposal has been developed it must be approved by the department, the faculty, and by the institution.

Each department has different requirements before they sign off.

We use the Research Funding Application Approvals form to track the progress of an application through these levels of approval.


Grant Maintenance

Research Funding Application Approvals Form (internal) Confirms eligibility and approval

Department and Faculty level

Highlights special requirements and commitments

Identifies certification requirements Flags agency deadline Collects signatures necessary for project

set-up if awarded Must submitted to Research Services

with grant application for review prior to submission to agency

Submission Requirements: The RFAA


Grant Maintenance

https://www.ucalgary.ca/research/files/research/170308-rfaa-grant-template-march-2017.pdf

Timelines for Grant Approvals


Grant Maintenance

Level Role DeadlinesP.I. / Team Create RFAA. Acknowledges responsibility for the

application's content and for carrying out the research in accordance with both university and funding agency

regulations.

As early as possible

Department Head

Confirms the connection between the Principal Investigator's roles as a researcher and employee and certifies the PI holds

the appropriate academic appointment. This signature indicates resources (space) will be made available to the

project, should it be successful.

Check with your Department Office –

often this can be done very early

Associate Dean, Research

Indicates peer reviews are complete and that provisions are available for the project on confirmation of approved funding. The Dean's signature signifies awareness and approval of the proposed research going forward in the application process.

1 day turn around

VP Research, via Director,

Grants, Awards and Ethics

The capping signature facilitated through Research Services certifies the proposal has received an internal

review. It indicates the university's willingness to accept and administer awarded funds and accepts responsibility for the

project meeting both university and agency requirements and guidelines.

Noon, 2 business days prior to deadline

Agency [in some cases the RFAA is forwarded to external agency, though this is rare]

Deadline Date

Submitting external grant applications to the RSO

Institutional approval – what and why?BASIC REVIEW DETAILED REVIEW

To RSO NOON 2 Business Days** before external deadline

To RSO 2 Weeks before external deadline

Minimal review of the application Detailed review of the application

Checking for Eligibility to apply to GrantChecking UofC commitment and risk

Checking for Eligibility to apply to GrantChecking UofC commitment and risk

Completeness of Application

Compliance with program guidelines

Opportunity for grant-strengtheningfeedback


Grant Maintenance

External grant applications review by RSO

What to submit to RSO for review— RFAA— Application (including agency signature pages)— Supporting documentation for commitments

How to submit to RSO— Electronic submission tool— [email protected]— Through agency portal* (e.g. some CIHR, JDRF)

A minimum of TWO BUSINESS DAYS** in advance


Grant Maintenance

https://www.ucalgary.ca/research/researchers/apply-grants/external-grant-application-electronic-submission-tool

mailto:[email protected]

Submitting to the Funder

It is the PI’s responsibility to ensure that the grant is submitted on time through the correct channels to the funding agency.

Most of the time this is electronic (either a portal, like CIHR’s ResearchNet, or via email to the agency)

Occasionally this requires hard copies mailed/couriered to the agency

Read the guidelines thoroughly and ensure you are prepared for the right submission situation.


Grant Maintenance

EXAMPLE: CIHR Submission Process

CIHR uses two different submission processes: eApproval (electronic approval) for large volume competitions (CHRP, Project, Foundation) and non – eApproval.

One Submit button – two submission processes

The distinction in these submission processes is not readily apparent in the ResearchNet application.

Check the guidelines or UofC funding calendar to ensure you understand which route your application will go through.


Grant Maintenance

FAQs About Applying

The grant itself requires “Institutional Signatures” or “the Signature of the Chancellor/President/ Director/Dean/Authorized Official”?— RSO will sign this. Please flag it to us and ensure there is a

complete RFAA with the application

What’s the official University name? What’s our charitable number, DUNS, IRS, etc.?— Ask the RGO! We can’t always post this publicly, but can

share!


Grant Maintenance

FAQs About Applying

I need the contact information for a Finance Officer?May SteinReporting Team LeadUniversity of Calgary2500 University Dr. NW T2N 1N4p: (403) 210-8413f: (403) 210-6996e: [email protected]


Grant Maintenance

FAQs About Applying

You didn’t sign a signature line in my application?!— It’s possible this was the signing line intended for a

different signing authority (RSO or Faculty)— It might be for the Financial Officer (though RGO will

coordinate this signature)— The application may not need that signature – CIHR has a

template signature page, only certain elements need to be completed depending on the competition

Do we need ethics in place before I submit the grant?— Almost never! It would be very rare and would be

published in the application guidelines


Grant Maintenance

Award


Grant Maintenance

External Grants: Project Set Up

Research Services in coordination with other offices facilitates project set up

Notice of Award + Scope of Work + Full Set of Signatures+ Certifications + Revised Budget (as applicable) = Project Set Up


Grant Maintenance

Project Set-Up

Full Set of Signatures could come from one of many internal forms:— RFAA— PRF— Agreement Approvals Form from Legal


Grant Maintenance

Project Request Form

When do you need a PRF?— External grant was not submitted to RSO at application

stage— Dept./faculty/institute is providing PI with funds— Gift was processed through the Development Office— To set-up a child project/activity code (for a researcher) for

an existing project— Other cases as advised by Research Services


Grant Maintenance

Project Request Form

When do you NOT need a PRF?— RFAA was completed at application stage— Agreement approvals (e.g. CSM legal is involved)

When in doubt, just ask!


Grant Maintenance

emailto:[email protected]

Post Award FAQs

What do I need to include?— Notice of Award (a letter, email, gift agreement, etc.)— Ethics or Animal Care certificate number (if applicable)— A Statement of Work (the application that was submitted)— Any other relevant documents (extended budget,

commitment letters, etc.)


Grant Maintenance

Post Award FAQs

Do I need to fill out the “Budget” section if I have my own budget? — No! As long as you attach an alternate budget, that will

suffice.

What do I do if I receive an agreement or a subgrantinstead of a Letter of Award?— These will require Legal review prior to them being ready

for Project Set up. Forward the agreement or subgrant to [email protected]


Grant Maintenance


Project Set-Up

Once all documentation is received, sent to RA If your project has not been set up within the

timeline outlined to you by the RGO please contact RTA Help at [email protected]


Grant Maintenance


Maintaining your Grant


Grant Maintenance

Extensions

If the length of your project is extended, whether new money is incoming or not, send confirmation from the agency directly to

and the RGO responsible for the file will process it.


Grant Maintenance

Grants Contacts

[email protected](all inquiries & grant submission)

AnnaLeMarquand(403) [email protected]

Dallas Callaway

(403) [email protected]

Katie Ryan


Kari Larson


Caitlin Russell


• CIHR• Alberta

Health Services

• NIH• International

Government• International

Foundations

• CanadianFoundations, Societies & Associations

• SSHRC

• NSERC• Alberta

Innovates

• Internally Funded (project set up only)

• Multisource Projects

[email protected] Smith – Manager, External Grants and Awards



OADR Key Contacts

Jenna Slobozian


RyanGabel


CSM Legal


OADR


Research Facilitator, CSM

Grant Development Officer, CSM

Questions regarding Contracts,Agreements, Clinical Trials

OADR grant intake, coordination of ADR signature

[email protected] of the Association Dean, Research – CSM


Other Key Contacts

Research Accounting


Ethics (REB)

[email protected]

Graduate Science Education(403) [email protected]

Karen Halls


Questions about Project holders, invoicing,project set up, etc.

Questionsregarding need for human ethics, etc.

Studentships (pre-award)

Studentships (post-award),Postdoctoral Awards

Questions?

Katie Ryan Jenna SlobozianResearch Grants

[email protected]

Research Facilitator

[email protected](403) 210-6044 (403) 210-7299

From Grant Development to Project Set-up and …...Project Set-up and Beyond A Guide External Grants...

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