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Navigating the Grant Submission Process at UBC

Navigating the Grant Submission Process at UBC. Linda Leathley Research Grants Manager Email: linda.leathley@ubc.ca Phone: 604-827-5264. Who at UBC Can Apply?. Full time Assistant Prof. and above, tenure and tenure track Research Associates with the permission of the Principal

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Navigating the Grant Submission Process at UBC

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  1. Navigating the Grant Submission Process at UBC Linda Leathley Research Grants Manager Email: linda.leathley@ubc.ca Phone: 604-827-5264

  2. Who at UBC Can Apply? • Full time Assistant Prof. and above, tenure and tenure track • Research Associates with the permission of the Principal • (based on Policy 87 on Research – “who can hold PGs”)

  3. Who at UBC Can NOT apply? • Anyone who’s appointment is less than the term of the funding and/or not full time • Post Doctoral Fellows • Visiting Faculty

  4. “Term of Appointment?” • UBC’s Policy (#87) on holding grants clearly states that a grant must be held by a person who will be employed full time for the term of the funding. • e.g. 3 year grant, 3 year appointment. • RA appointments can be made for THREE years, with annual renewal.

  5. How Do Agency/UBC Rules Interact? • They theoretically work together but it is up to the individual and individual’s institutions to ensure they comply with both the agencies and institutional policies

  6. Application and Funding Flow

  7. Signatures • PI and co-PI’s if any • Unit Director must approve • CFIS Principal/Assoc. Principal of Research must sign • Office of Research Services signs. • Allow 2 working days for the last 2 signatures! • Some programs REQUIRE the President’s signature; arrange for this one week before the competition deadline. Usually signs before ORS.

  8. What do the signatures mean? • PI • Abide by UBC and agency policies • Use the award only for the purposes for which the award was made • Sufficient space and resources • Head/Dean/Principal • Appropriate academic appointment • Space, resolving any over-expenditures

  9. Signature cont… UBC Signature Policy (From Policy 87) “Every application for funds (new or renewal) from an external source must be signed, in the following order, by the applicant, the Department Head or Director, the Dean and the Director of Research Services.” • Each of these signatures has legal and moral implications; most significantly to do with cost overruns.

  10. What to bring when you want signatures… • The original application – complete (though CVs are not required) This will be returned to you. • A copy for ORS; this includes the Front page, signature page (s), summary page, budget and budget justification page (s) and support letters and/or funding commitment letters. • Do not staples ORS copy together.

  11. Contracts . . . • These are negotiated and executed by UILO only • Set up a meeting with them early in the process. • Overhead will be charged unless it is deemed not eligible by the agency! Overhead will be at rates set by the agency. • If grant application is not on file, PI needs to complete an UILO Sponsored Research Information form.

  12. Policies to be Aware of • Policy 87 on “Research”. • Policy 90 on “Over expenditures” • UBC Signature Policy. • Overhead policy. • Animal Care and Human Ethics. • Conflict of Interest. • http://www.universitycounsel.ubc/policies/ • http://www.ors.ubc.ca/

  13. Policy #87 • UBC’s Policy on Research • Guidelines on who, where, restrictions, signatures etc. • Recommended reading!

  14. Overhead (1) • Reflects the expense of doing research • Fixed rates; either by the funding body • or UBC rates (Policy 87). • Generally, all funded research grants, contracts and agreements should be assessed at a single rate or 25% of total direct costs • UBC’s rates are very reasonable • US Institutes charge 60-100% on all costs. • Must be collected where possible.

  15. Overhead (2) • Some agencies have fixed rates (eg NIH @ 8%). • Some agencies do not allow overhead to be charged. • Overhead rate should be confirmed at the time of application.

  16. Overhead (3) • 50% of OH collected is retained by UBC. • Other 50% will be passed onto CFIS. • A portion will be passed back to the Unit Director. • Retained money used to; run the CFIS office, pay down departmental debts, promote development of smaller units.

  17. Animal Care and Human Ethics • If you are working with humans or animals these are not optional! • Funds will not be released to you until meet these requirements. • All forms completed on-line now, though RISe by the PI. • Ethics can be applied for anytime in the application or award process.

  18. Support available • Guidance on UBC and agency policies i.e. deadlines, funding availability, • Liaison with ORS, UILO, HeRRO, VPRO, funding agency, other departments/faculties or universities • Development and support for grant application i.e. budgets including overhead rates • Review application for compliance (UBC/agency) • Provide support letters • Signatures

  19. UBC College for Interdisciplinary Studies Supporting interdisciplinarity at UBC and beyond

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