The journey of a peer reviewed grant Part I: the idea to ... · Part I: from the idea to the letter of success ... 1.) what is the salary and benefits of a grade 6 technician? 2.)

The journey of a peer reviewed grant –Part I: from the idea to the letter of

success

Irene MickelExecutive AssistantPhone: (780) 407‐1576email: [email protected]

• Preparation prior to the grant process

• Current CV: update publications, awards, funding sources, talks, committees, etc.

• Agree with the faculty member on the accuracy of the information and then:

Create or Update the Common CV*the common CV is an integral part of many grant applications, not just CIHR!!!

• Familiarize yourself with the agency’s website (ie., Research Net)

• Obtain the user name and password on behalf of the faculty member through their website or by calling the agency

*Some agencies will only exchange information with the investigator (who can then forward to you)

The Faculty Member Decides to Apply for a Grant

Example of Research Net page

Research Net Sign‐in page

Username And Password

Registration and Application Completed Online on ResearchNet

Common CV site

Example of the Common CV Logon page

Username And Password

Example of the Final Common CV as a PDF

Registration is here(‐30 days)

• A typical registration process (i.e. CIHR) is online and includes:

• Common CV for the applicant and co‐applicants• One page summary of the proposed work• Some basic information (host Department, keywords describing

the research, etc)An alternate registration process requires the submission of a LETTER OF INTENT

• One note of interest is the host department retains 30‐40% of the grant funds so it is necessary to identify them to the granting agency.

CIHR Registration Page

Grant Preparation: ‐21 daysWhile the faculty member is finalizing the scientific part of the grant you, the assistant can:

• Make sure that you have the common CVs and attachments (ie., most significant contributions, patents, delays and interruptions, and publications) of all CO‐APPLICANTS

• Work with the faculty member on the proposed budget and make sure that the required QUOTES for proposed items are available (particularly for items that cost more than $10K)

• Make sure that human resources information is up to date for personnel that the faculty member may want to hire and propose in the budget:

For example:1.) what is the salary and benefits of a grade 6 technician?2.) what is the salary and benefits for a graduate student?

• Validate and finalize the common CV for your faculty member

Grant Preparation: ‐14 days• The faculty member should be preparing relevant components of the

grant, which will then be uploaded on the web site of the granting agency.

For example:• Abstract, including a lay language abstract• Body of the proposal (~11 pages in .doc format)• Separate PDF documents with the required figures as well as the cited

references• Budget Justification

The assistant can be most helpful in downloading documents in appropriate portions of the application.

Grant Preparation: ‐10 days• SIGNATURES!!!

• This is not a digital stage. It requires taking the printed document (the whole grant) from one office to another in order to obtain signatures from the:

Principal Investigator (PI) / U of A co‐applicantsDepartment Chair Dean’s OfficeRSO: Example Pat Jones for CIHR (Tel.#:780‐492‐1576 )

• Each grant agency requires different signature forms. Most accept the 3 signatures above on the first or second page of the grant document

• NOTE: Some grants require a special signature page form the U of A. This is a standard, generic signature form

You need to complete and submit a pre‐submission supplementary signature page if:

•There is no space on the grant application for signatures from The Principal Investigator/Chair/Dean/Authorized Official

•If there are co‐investigators from the UofA who are from a department other than the Department of Medicine

It is not necessary to complete this form if:

•All co‐investigators are from the Department of Medicine at the UofA AND there is space on the grant application for signatures from The Principal Investigator/Chair/Dean/Authorized Official

•There are no co‐investigators listed on the grant application

Pre‐submission Supplementary Signature Page

Example of the CIHR Signature Page

• Signatures are no longer required from co‐applicant’s institution

• Signature pages are uploaded to ResearchNetprior to submitting application

Co‐applicant’s Signature Page

Principal Investigator • The Principal Investigator’s signature means that he or she: • Agrees to abide by the Sponsor’s and University of Alberta’s regulations governing awards.• Will use the grant only for the purpose for which it is awarded.• Identifies certification requirements for use of animals, human subjects and biohazardous materials.• Agrees to abide by the Sponsor’s and University of Alberta’s regulations regarding animal care, ethical considerations in the use of human subjects in research, and biohazards.

• Agrees to provide copies of certification approvals to the Research Services Office prior to starting the project.• Certifies that the information provided in the application is complete and accurate.• Has included all the costs of the project in the budget including indirect costs where permitted by the agency.• Has full understanding of Sponsor’s and University of Alberta’s policies with respect to graduate student rights, confidentiality provisions, conflict of interest/commitment, and treatment of Intellectual Property.

• Fully understands and accepts Sponsor’s timelines, reporting obligations and other deliverables.

Co‐Investigator(s) • The signatures of the Co‐investigators mean that they: • Also agree to the above.• Agree that the Principal Investigator will administer the grant on behalf of the group.

What do the signatures on a grant application mean?

Dean(s) and Chair(s) • The signatures of the Dean(s) and Chair(s) certify that: • The Investigator(s) meets the Sponsor’s eligibility requirements.• The department(s) and faculty(ies) are willing to administer the research funds in accordance with University and Sponsor policies.

• They are aware of the proposed project.• Adequate space and other resources available to carry out the research in a responsible manner according to University of Alberta policies, e.g. Intellectual Property, conflict of interest/commitment, one‐over‐one signatures, delegation of signing authority.

• The budget information has been reviewed to ensure that it is appropriate, realistic, and contains appropriate indirect costs where allowable.

RSO (institutional authorization) • The signature of the Research Services Office certifies that: • The research is consistent with University and Sponsor policies, including those associated with animal care, biohazards, and ethics approval with respect to human subjects.

• The institution will release funds to the Investigators once all conditions and necessary certification requirements have been met.

• The University of Alberta will administer the funds on behalf of the Investigator in full compliance with both Sponsor and University terms and conditions.

What do the signatures on a grant application mean?

• Scan and Upload the signed signature pages including the routing slip in the Print/Upload Signature Pages Task in ResearchNet prior to submitting an application.

* The Institution is permitted to submit an application only when all the signatures are in place.

Upload Signature Pages to ResearchNet

Grant Preparation: Day ‐1

• When all the signatures have been collected and after the faculty member finalizes all the components of the grant, the entire grant will be uploaded / updated on the web site

• At this point the grant is in the hands of RSO

• They will review it and if issues are identified, they will notify you and the professor to revise the final copy. Some proposed changes are suggestions whereas others must be done.

Particularly sensitive are the budget items related to human resources.

Grant Preparation: Day 0• After edits are complete, the RSO clicks the submission button and the

grant is submitted to the funding agency online.

• The faculty member will get an acknowledgment email from the agency which states a grant reference number. Ensure you keep a copy of this reference number because all communications with the agency in the future will require it.

• Make complete hard copies of the submitted grant and send to the DOM and Dean’s office. They need to have the officially submitted version of the grant with edits that were made following their signatures.

Animal Ethics form

Contact Person:

Shirley Riley

Tel.#: 780.492.5322

Email: [email protected]

Website: http://www.reo.ualberta.ca/

Biosafety Form

Contact person:

Dan Dragon

Tel. #: 780.492.3142

Email: [email protected]

Website: http://www.ehs.ualberta.ca/EHSDivisions/Biosafety.aspx

Questions?

Documents

The journey of a peer reviewed grant Part I: the idea to ... · Part I: from the idea to the letter of success ... 1.) what is the salary and benefits of a grade 6 technician? 2.)