CIHR ResearchNet eSubmission Overview Important Information for CIHR Operating Grant eSubmission Applicants at UBC CIHR’s Electronic Approval Pilot for the Operating Grant competition has expanded to include all CIHR Eligible Institutions Paid. Researchers must submit the CIHR Operating Grant Application on ResearchNet. Researchers can preview ResearchNet eSubmission process through demo on http://www.researchnetrecherchenet.ca/rn/captivate/Applicants_How_to_Apply_Menu.html. Please do not use CIHR Web Forms for this program. Note that applications will be processed in the order in which they are received. Incomplete applications will not be processed. Frequently Asked Questions: What pages do I need to submit to ORS? My co-applicants are from different academic institutions. Do I need their signatures? After all this is an electronic application What do I select when I come across this question “Institution which will administer project funds (Institution Paid)” on page 1 of the Application Details? When do I need to submit the required pages to ORS? Who can approve my CIHR Operating Grant application? What is the order of submission? What is the Mail In Requirement What happens after I submit my application to ORS? How do I know my application has been forwarded to CIHR? Can ORS make changes to my application? Can I change my application after Research Services has approved electronically? I am a co-applicant on a grant application being initiated by a principal investigator at another institution. What do I need to submit to ORS? What are the common errors on ResearcNet e-submission? I have registered but decided not to apply. Who do I inform? Who should I contact if I need help? What pages do I need to submit to ORS? ORS requires a copy of the following pages. For applications being submitted to the Point Grey ORS office, please drop off at Suite 102 - 6190 Agronomy Road. For drop off at other locations, please see next page for details on locations. Note that these pages are retained for our records and will not be returned to you. 1. Page 1 headed Routing Slip 2. Page 1 headed Application Details page 3. Page 2 headed Applicant Signatures page including nominated principal applicant, principal applicants and co-applicants with required signatures if applicable. In the case where your co-applicants are from different academic institutions, please ensure both co- applicants and their institutions (Research Services) have signed off on page 2 & 3 (Institution Signatures Page) NOTE: CIHR requires the original signature for the Nominated Principal Applicant, or Training Award Applicant/Candidate, or funding partners. All other signatures (i.e., signatures for other principal applicants, co-applicants, the institution paid, institutions or organizations (other than the institution paid), partners that are not providing to the research project, and decision makers) can be faxed in, photocopied or stamped and mailed in. CHIR defines original signatures as a “hand written „wet‟ signature (i.e. ink on paper) 4. 5. 6. 7. 8. 9. Page 3 headed Institution Signature page. Department Head & Dean of Faculty‟s signatures are required. Exception: Dean‟s signatures are not required from the Faculties of Applied Science or Science or the School of Human Kinetics. Summary of research proposal page Budget summary and budget justification In the case of cooperative projects, letters of support or commitment from collaborating companies or institutions Applications from different Faculties require respective Faculty Cover Sheet e.g. Medicine, College for Interdisplinary Studies, Pharmaceutical Sciences If your application involves an industry collaborator a complete copy of the application is required NOTE: PI should ensure ALL signatures are collected prior submitting to Research Services and that the electronic application and signed application should be identical. My co-applicants are from different academic institutions. Do I need their signatures? After all this is an electronic application. This is CIHR policy that the main instittution retains a copy of the signature pages which are duly signed by all co-applicants and their institution if different from the main institution. What do I select when I come across this question “Institution which will administer project funds (Institution Paid)” on page 1 of the Application Details? Please select “University of British Columbia” from the drop-down menu. This is the only way your electronic application will be routed to UBC for ResearchNet approval. When do I need to submit the required pages to ORS? ORS has an internal deadline of THREE working days prior to the CIHR competition deadline. Applicants must present their applications to Research Services by this time. As ORS processes a large number of applications during competition periods, these internal submission dates that are intended to produce an even distribution of incoming applications, resulting in a shorter turnaround to the applicant. If you miss the internal deadline, Research Services will do its best to process your application in time for the CIHR deadline. Please call the appropriate ORS office according to the following location that you intend to submit your application to. Who can approve my CIHR Operating Grant application? Applicants may obtain ORS approval from the following locations:Office of Research Services University of British Columbia Suite 102 - 6190 Agronomy Road Tel: 604-822-8581 Fax: 604-822-5093 *All applicants may obtain ORS approval at this location Sameera Wazir Manager, ORS and VCH Research Institute Willow Chest Centre Room 100, 2647 Willow Street Tel: 604-875-4111 ext. 68455 Fax: 604-875-5684 *Applications from the Faculty of Medicine may obtain ORS approval at this location Susan Allen Okanagan Office: Office of Research Services 3333 University Way LIB310 Kelowna, BC V1V 1V7 Tel: 250-807-8443 Fax: 250-807-8438 *All applicants from UBC Okanagan may obtain ORS approval at this location Linda Leathley Manager, College for Interdisciplinary Studies 174-1855 West Mall C.K. Choi Building for the Institute of Asian Research Tel: 604-827-5264 *Applications from CFIS may obtain ORS approval at this location What is the order of submission? ORS cannot view or approve your application until you have submitted it online. The deadline for the online submission is the same as for submitting the papers to ORS: three days prior to the CIHR deadline. Once you click “Submit” ORS will be notified that your application has been submitted and is awaiting approval. At this time we will check to see that we have also received the required copy of your application, complete with required signatures. Following a review of the eSubmission Approval Process PI completes application online PI verifies that the application is complete and clicks “Submit”; PI drops-off required pages & any faculty specific approvals (e.g. Faculty of Medicine Cover Sheet) complete with signatures, to ORS ORS is notified by CIHR that an application is awaiting approval After review of paperwork, ORS approves application online Status of application moves to “Approved” and it is automatically submitted to CIHR application we can then approve it online. What is the Mail In Requirement? You are required to send all the signed pages (including the Routing Slip) to CIHR, courierstamped by the CIHR application deadline. What happens after I submit my application to ORS? You will receive a confirmation e-mail with a ResearchNet confirmation number. ORS will review your application and either approve it or return it to you with comments for changes. How do I know my application has been forwarded to CIHR? You will receive an e-mail from ResearchNet confirming that CIHR has received your application. Can ORS make changes to my application? No. ORS has read only access to your application. Can I change my application after ORS has approved electronically? An electronic application submitted to CIHR is considered to be a FINAL version. I am a co-applicant on a grant application being initiated by a principal investigator at another institution. What do I need to submit to ORS? If you are a co-applicant on a grant application being initiated by a PI at another institution, you need to submit a paper copy of the application with required UBC signatures for ORS review, even though the submission process is going forward from another institition. ORS does not need to approve the application online but must still review a copy of the application. What are the common errors on ResearchNet applications? CIHR has introduced a zero-tolerance policy for incomplete applications. Effective September 1, 2008, applications submitted to CIHR that do not contain all of the necessary information as described within the Funding Opportunity description and corresponding application forms will be withdrawn from the competition process. Further information can be found at http://www.cihr-irsc.gc.ca/e/36190.html Institution which will administer project funds (Institution Paid): Please select (DO NOT type in) University of British Columbia from the drop-down menu in order for the application to be routed to UBC for approval Attach Full CV module (DO NOT attach registration CV) to the application Attach all co-applicant full CV modules per signature pages CIHR requires all signatures to be in place before UBC can make the final submission to ResearchNet. This includes signatures for the UBC nominated principal applicant, UBC co-applicants with required UBC signatures (please refer to UBC signature policy http://www.ors.ubc.ca/policies/sigpolicy1.htm). In the case where co-applicants are from different academic institutions, both co-applicants and their institutions (Research Services) signatures are required CIHR definition of a complete application: Wet (original) signature for nominated principal applicant. All other signatures (i.e., signatures for other principal applicants, coapplicants, the institution paid, institutions or organizations (other than the institution paid), can be faxed in, photocopied or stamped I have registered but decided not to apply. Who do I inform? Please inform CIHR and cc: Research Services (email@example.com) Who should I contact if I need help? Visit the ResearchNet FAQ Web page at https://www.researchnetrecherchenet.ca/rn/documents/cihr/Electronic_Approval_for_Research_Institutions__Applicant%27s_Guide_Upd_Fall_comp.pdf If you have questions regarding the program to which you are applying (e.g., content of the application, program deadlines, eligibility, budget, etc.) contact CIHR staff responsible for the program at http://www.cihr-irsc.gc.ca/e/9833.html. If you have questions regarding ResearchNet online system, send an e-mail to: firstname.lastname@example.org or call 613-941-9080 during Monday-Friday from 8:30 a.m. to 4:30 p.m. Eastern Time. If you have further questions regarding UBC‟s electronic signature policy, contact ORS at 604.822.8581 or 604.822.8595.