RESEARCH POLICIES & PROCEDURES

Transcription

1 RESEARCH POLICIES & PROCEDURES

2 CONTENTS 03 Research and Innovation Office Contact Information 04 Definition of Terms 05 Support of Research Funding Programs 06 University of Winnipeg Funding Program Deadlines 06 Internal Student Funding Programs 07 Discretionary Grant (DG) 08 Distinguished Faculty Travel Award (DFTA) 10 Knowledge Mobilization and Community Impact Grant (KMCI) 12 Major Research Grant (MAJOR) 13 Partnership Development Grant (PDG) 14 Research Grant In Lieu of Salary (RGILS) 16 Research Workshop and Conference Grant (RWC) 17 Travel Grant (TG) 18 Undergraduate Student Research Award, Humanities & Social Sciences 19 Undergraduate Student Research Travel Grant 20 Applications and Vetting Procedures 22 Support of Research General Information 24 Funding Regulations General 28 External Funding Process Guidelines 30 Additional Information 32 Appendix A External Research Funding Links 33 Appendix B External Student Funding Programs RESEARCH POLICIES & PROCEDURES 01

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4 RESEARCH AND INNOVATION OFFICE CONTACT INFORMATION Office of the Vice-President, Research and Innovation The University of Winnipeg 515 Portage Avenue Winnipeg, MB, R3B 2E9 F: uwinnipeg.ca/research Jino Distasio, PhD Vice-President, Research and Innovation Bea Spearing Executive Assistant, Vice-President, Research and Innovation Jennifer Cleary Program Officer, Research Development Jill Condra Program Officer, Research Partnerships Heather Mowat Program Officer, Research Implementation, Ethics & Contracts Research Accounting RESEARCH POLICIES & PROCEDURES 03

5 DEFINITION OF TERMS Fiscal Year The University of Winnipeg s fiscal (financial reporting) year begins April 1 and ends March 31. Invitation As it relates to the Travel Grant and the Distinguished Faculty Travel Award (DFTA) programs, an invitation is defined as a personal invitation from the conference organizers to present a paper, or to act as a keynote speaker, at a conference. A personal invitation is made prior to the general call for papers, and is not the acceptance of a submission for consideration from a call for papers. Research The attempt to discover new facts, knowledge, and information; to develop new interpretations of facts, knowledge, or information; or to discover new means of applying existing knowledge in all disciplines. Study Leave The following is an excerpt from Article 26: Leaves, Holidays and Vacations; Collective Agreement between The University of Winnipeg and The University of Winnipeg Faculty Association, Regular Academic Staff [ ]. Please see the full document for further details Research/Study Leaves (1) Research/study leaves shall be provided by the Employer to enable Faculty Members with tenure or Instructor, Coach, Counsellor and Librarian Members with continuing appointments to engage in research (encompassing scholarship and creative work) and to enhance their effectiveness as teachers, scholars and professionals. Such leaves must benefit the University, the individuals on leave, and the academic community in general. Research Training The training, through research, of highly qualified personnel (HQP) including: Undergraduate students Graduate students Postdoctoral Fellows Other trainees (i.e., Technicians, Technologists) Note: Research training is not considered to be only the training of academic researchers. 04 THE UNIVERSITY OF WINNIPEG

6 SUPPORT OF RESEARCH FUNDING PROGRAMS Faculty Research Note: As internal resources are limited to a maximum of $7,500 for the largest research grant the University may offer, faculty members are encouraged to seek support for their research pursuits from external sources when possible. The University of Winnipeg Research Committee currently supports faculty research through eight funding programs: Discretionary Grant Distinguished Faculty Travel Award Knowledge Mobilization and Community Impact Grant Major Research Grant Partnership Development Grant Research Grant in Lieu of Salary Research Workshops and Conferences Grant Travel Grant All of the above applications must be completed using the University of Winnipeg WebGrants application system found at: Undergraduate Student Research Support for undergraduate student research is provided by two funding programs offered through The University of Winnipeg Research Committee and/or Research Office: Undergraduate Student Research Award in the Humanities and Social Sciences Undergraduate Student Research Travel Grant Each funding program has its own application form available at: Note: The University of Winnipeg must be acknowledged in all publications and presentations of research work/results supported through the above funding programs. RESEARCH POLICIES & PROCEDURES 05

7 UNIVERSITY OF WINNIPEG FUNDING PROGRAM DEADLINES Type of Grant Application Deadline Discretionary Grant Open (April 1 March 15) Distinguished Faculty Travel Award September 15, March 15 Knowledge Mobilization and Community Impact Grant September 15 Major Research Grant November 15, April 15 Partnership Development Grant Open (April 1 March 15) Research Grant in Lieu of Salary Open (January 1 October 31) Research Workshop and Conference Grant Open (April 1- March 15) Travel Grant June 15, September 15, January 15, March 15 INTERNAL STUDENT FUNDING PROGRAMS Type of Grant Application Deadline Undergraduate Student Research Award, Humanities & Social Sciences March 15 Undergraduate Student Research Travel Grant Open (April 1 March 15) 06 THE UNIVERSITY OF WINNIPEG

8 DG DISCRETIONARY GRANT Purpose Value Up to $1,000 Application Deadline Open (April 1 - March 15) Competition Results 15 working days after receipt of completed application To support preliminary and/or small task-based research costs. General Information Discretionary Grants support the direct costs of research, such as: Manuscript Preparation: administrative support; pre-production materials (e.g., graphs, slides). Publication Costs: page charges for refereed journals; translation fee; colour printing fee; subventions; reprints. Travel and Accommodation: support for travel and accommodation related to research. Research Assistance: wage rates and benefit costs must be verified with Human Resources. Equipment and supplies. Applicants may only receive one Discretionary Grant in a fiscal year. Ineligible expenses Conference travel. Teaching-related equipment and supply purchases. RESEARCH POLICIES & PROCEDURES 07

9 DFTA DISTINGUISHED FACULTY TRAVEL AWARD Purpose Value $2,000 Application Deadline September 15, March 15 Competition Results October 15, April 15 To support travel costs for a researcher with a well-established research track record who has been invited to present a paper or keynote address at a prestigious, international conference. General Information Up to four Distinguished Faculty Travel Awards will be offered in one fiscal year. The DFTA may be applied against conference costs such as transportation, registration, accommodation, and subsistence. Recipients of DFTAs will be expected to have a significant role in the conference beyond the presentation of a paper. The conference will be of the highest quality and prestige. Applicants must be invited to the conference, according to the definition of invited as provided by The University of Winnipeg Research Committee (page 4 of this manual). 08 THE UNIVERSITY OF WINNIPEG

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11 KMCI KNOWLEDGE MOBILIZATION AND COMMUNITY IMPACT GRANT Purpose Value Up to $6,000 Application Deadline September 15 Competition Results October 15 To support the efforts of researchers moving their research into action through community engagement. This grant is supplemental funding to assist with knowledge mobilization and should not be a source of funding for a research project/program. The KMCI does not support research activities, but should be used for knowledge mobilization activities such as dissemination. General Information For the purposes of this award Knowledge Mobilization is defined as services connecting academic research with people or organizations seeking to develop sustainable solutions to challenges in society. One KMCI Grant may be awarded per applicant (or research team) per fiscal year (April 1-March 31). The applicant for the KMCI Grant must be a faculty member of the University of Winnipeg. However, the project itself may involve multidisciplinary teams, communication or community engagement specialists, community partners, or student community-engaged learning opportunities under the general guidance of the faculty applicant. Knowledge Mobilization and Community Impact Grants support KM costs, such as: Personnel: student research assistants, research coordinators, website designers, etc. Wage rates and benefit costs must be verified with Human Resources. Presentation Material Preparation: clerical support; pre-production materials (e.g., graphs, slides, filming, editing) Promotional costs: design/layout, media training/relations, translating complex research into understandable language, non-traditional and leading edge communications Social media assistance: fees paid to personnel to manage social media and web presence. 10 THE UNIVERSITY OF WINNIPEG RESEARCH POLICIES & PROCEDURES 10

12 Presentation Costs: translation fee; colour printing fee; subventions; reprints; equipment rental and supplies Event planning and support for activities to engage community (e.g., food, venue rentals) guest speakers; publicity Travel and Accommodation: support for travel and accommodation related to working with community partners Ineligible Expenses Conference travel Teaching-related equipment and supply purchases. Contribution to University overhead or administration fees Direct research costs Personal remuneration or speakers fees for applicant or project personnel, except for social media assistance Publication page charges and Open Access fees

13 MAJOR MAJOR RESEARCH GRANT Purpose Value Up to $7,500 Application Deadline April 15, November 15 Competition Results May 15, December 15 To support the highest quality research through the funding of fully-developed research proposals. General Information Major Research Grants support the direct costs of research, such as: Research Assistance: wage rates and benefit costs must be verified with Human Resources. Travel and Accommodation: support for travel and accommodation related to research. Materials and supplies. Research equipment. Applicants may only receive one Major Research Grant in a fiscal year. A Principal Applicant cannot hold more than $15,000 in Major Research Grant funding within any four-year period. Ineligible expenses Conference travel. Teaching-related equipment and supply purchases. 12 THE UNIVERSITY OF WINNIPEG

14 PDG PARTNERSHIP DEVELOPMENT GRANT Purpose Value Up to $1,500 Application Deadline Open (April 1 to March 15) Competition Results 15 working days after receipt of completed application To support the costs associated with the initial stage of research collaboration in order to foster new relationships between University researchers, colleges, and other sectors including government, industry, not-for-profit organizations, and community organizations. These grants provide a mechanism through which researchers may coordinate their collaborative research projects in order to get such projects ready for full external funding proposals. General Information Partnership Development Grants will cover such costs as communication, travel, and research assistance. There can be no existing or past relationship with the partner (i.e., research collaborations, consulting contracts). Applicants may only receive one Partnership Development Grant per fiscal year. The initial stages of implementation of the development plan may be considered for funding under the University s Major Research Grants Program, but the research team will be expected to pursue external funding. RESEARCH POLICIES & PROCEDURES 13

15 RGILS RESEARCH GRANT IN LIEU OF SALARY Purpose Value No established maximum for those on study leave. The amount of non-leave grants will normally be limited to $10,000 (for any 12-month period, which includes normal assigned duties). The grant cannot exceed 50% of the remaining calendar year s salary for those NOT on study leave. The grant may not be larger than 50% of the amount of unpaid salary, less benefits, remaining in the calendar year at the time of approval. Application Deadline Open (January 1 to October 31) Competition Results 15 working days after receipt of completed application Designed by Canada Revenue Agency (CRA) and Canadian Universities to allow researchers to use their personal income (University salary) to carry out research. Through an RGILS, the CRA provides tax relief when a researcher incurs research costs from personal income. General Information Non-leave grants are effective within one calendar year only. Only one RGILS may be held at any one time. Awards made under this program will be treated as T4A income. Applications must be submitted in advance of the proposed start date of the project. Applications must be approved before costs are incurred. The award holder is responsible for reporting the income to the CRA and declaring eligible expenditures against the grant. Guidelines and Conditions Read Income Tax Folio S1-F2-C3: Scholarships, Research Grants and Other Education Assistance; contact the CRA or your tax advisor for more information. This program CANNOT be used to cover costs associated with degree completion or projects directed towards teaching, or for the development of teaching-related skills. There is no guarantee the University s interpretation of the applicant s eligibility and deductions will be acceptable to the CRA. The individual should maintain detailed records and consult their tax advisor and/or the CRA as appropriate. 14 THE UNIVERSITY OF WINNIPEG

16 Guidelines and Conditions (Continued) Applicants are reminded that the grant funds are NOT considered salary; they constitute a research grant subject to the conditions of the RGILS and University research policies. The University s role is limited to awarding the RGILS. Questions regarding the interpretation of the eligibility of deductions submitted by the individual to the CRA will be resolved directly between the individual and the CRA. Eligible Expenses In general, all direct costs of research, which have been adequately justified, will be accepted in the internal review mechanism. These may include: Travel and subsistence: Economy airfare should be quoted - more costly modes of transport must be justified. Only the costs of traveling between the applicant s home and the research location are eligible. Brief field trip costs may be eligible. University policy regarding per diem and accommodation apply. After 10 days in any one location, the researcher is deemed to be sojourning. Note section 33 of the CRA Bulletin IT-75R4. Ineligible Expenses Salary to the researcher. Travel costs of spouse and/or children. Notification of Award The applicant and the Payroll Department will be notified if the grant is awarded. The grant will be reported as a research grant on the appropriate income tax forms. Grants will be shown as a separate line (Research) on your pay stub. The University will not make any alterations with regard to salary payments already made to the applicant at the time of the approval of the award. Grants awarded under this program are considered as taxable income. The Grant will be considered as T4A income tax purposes and the University will provide a T4A form. On Leaving The University of Winnipeg If the salary of the researcher ceases at any point during the term of this award, the grant arrangement will terminate. The salary and grant will then be reconciled between the University and the researcher. Salaries for research assistants: Grantees should consult section 30 of the CRA Bulletin IT-75R4 for information on the responsibilities associated with the hiring of research personnel. Materials and supplies as they relate to the research project. Purchase of equipment as it relates to the research. RESEARCH POLICIES & PROCEDURES 15

17 RWC RESEARCH WORKSHOP & CONFERENCE GRANT Purpose Value Up to $2,000 Application Deadline Open (April 1 to March 15) Competition Results 15 working days after receipt of completed application To promote research development, linkages, and knowledge mobilization among disciplines and across institutions and sectors. General Information Research Workshop & Conference Grants will cover such costs as communication, travel, and research assistance. Workshop/Conference must be held at The University of Winnipeg. Applicants may only receive one Research Workshop & Conference Grant per fiscal year. Workshops must have a well-defined research theme, be invitational, require no registration fees, and produce a concrete deliverable. Conferences must have one or more defined themes relevant to scholarly research issues in a particular field and be open to all interested and qualified researchers, i.e., involve a call for papers (though it is recognized that keynote speakers may be invited). Conferences must charge registration fees and must not be an association s annual meeting. 16 THE UNIVERSITY OF WINNIPEG

18 TG TRAVEL GRANT Purpose Value Up to $1,000 (Canada and Continental USA), up to $2,000 (International). Application Deadline June 15, September 15, January 15, March 15 Competition Results July 15, October 15, February 15, April 15 To support the professional advancement of researchers and raise the profile of the University by covering the costs associated with travel to conferences and meetings. Eligible meetings are those in which the researcher is presenting/disseminating their research findings, rather than a meeting in which the researcher is learning new research tools or discussing potential research ideas/projects with collaborators. General Information Applications may be made to any of the of the four annual competitions, but each applicant may only be awarded one Travel Grant per fiscal year. Dates are based on date of application, not on date of travel. Applicants must be active participants in research dissemination at a conference. Travel must occur after the competition deadline to be eligible. Priority will be given to applicants who are invited by conference organizers to present a paper or keynote address at the conference, present a paper/poster, or participate in a significant role. Eligible Expenses Eligible expenses may include airfare/transportation, accommodation, conference registration fees, and subsistence. Travel Grants will be awarded based on the following criteria: The excellence of the research, as shown in the grant application. The relevance of the conference to the applicant s current research. The level of involvement of the applicant in the conference. The quality and prestige of the conference. The Departmental Research Committee and Department Chair s evaluations of the application. The University Travel Policy regulations apply to all travel funded by the University Research Committee. RESEARCH POLICIES & PROCEDURES 17

19 UW-USRA-HS UNDERGRADUATE STUDENT RESEARCH AWARDS, HUMANITIES & SOCIAL SCIENCES Purpose Value $5,000 Application Deadline March 15 Competition Results April 15 Duration of Award Minimum of one month Eligibility Be registered as full time students in an eligible undergraduate program in the Social Sciences or Humanities at UWinnipeg. Have completed at least 30 credit hours and have at least 18 credit hours remaining to complete their Bachelor s degree. Have obtained a cumulative grade point average of at least 3.0 (B). The USRA-HS program provides financial support to Humanities and Social Sciences undergraduate students wishing to spend a period of time in a research setting. These awards are intended to stimulate the interest of undergraduate students in research in the Social Sciences or Humanities, and encourage them to pursue graduate studies and a research career. The number of awards available may vary from year to year. General Information Students may only receive two UW-USRA-HS awards throughout their academic career. Awards may be held at any time of the year where permitted by the student s academic program, and may commence at a date mutually agreeable to the student, supervisor, and the University. The student must work under the supervision of a tenured or tenure-track faculty member with an established research track record, actively engaged in research at the time of application and for the duration of the award. Recipients must be engaged full-time in research and development activities during tenure of their award. With permission from the research supervisor, an award recipient may register for a maximum of six hours of course credit while holding this award. This funding is not to be used for current course-related research projects. Application Procedures Application forms are available on the Research Office website at: Submit the application, transcript (WebAdvisor transcript acceptable), supervisor s letter of support, departmental letter of support, and supervisor s six-year research grant and publication history to the Research Office. 18 THE UNIVERSITY OF WINNIPEG

20 USRTG UNDERGRADUATE STUDENT RESEARCH TRAVEL GRANT Purpose Value Up to $750 Application Deadline Open (April 1 to March 15) Competition Results 15 working days after receipt of completed application Eligibility Must be registered as a full-time student. Have completed at least 30 credit hours. Have obtained a cumulative grade point average of at least 3.0 (B). To support undergraduate student research travel. General Information Applicants may only be awarded one Undergraduate Student Research Travel Grant per fiscal year. Dates are based on date of application, not on date of travel. Students may only receive two Undergraduate Student Research Travel Grants throughout their academic career. Students must work under the supervision of a tenured or tenure-track faculty member with an established research track-record. Travel must occur after the application is submitted to be eligible. Eligible expenses include: airfare/transportation, accommodation, and subsistence. Application Procedures Application forms are available on the Research Office website at: Submit the application, supervisor s letter of support, and departmental letter of support to the Research Office. The University Travel Policy regulations apply to this grant. RESEARCH POLICIES & PROCEDURES 19

21 APPLICATION AND VETTING PROCEDURES Applicant Responsibilities WHEN APPLYING FOR: Distinguished Faculty Travel Awards Major Research Grants Travel Grants Submit the appropriate, completed application form to the Department Chair and Departmental Research Committee for formal approval, as per the application requirements. Contact the Research Office with any questions about the application procedure. Applications submitted after the deadline will not be considered for funding. For Interdisciplinary Programs, departmental evaluation is provided by the Program Committee. Department Chair s comments are provided by the Program Coordinator. Departmental/Program evaluation must include an assessment of: The impact of the research; The applicant s ability to carry out the project; The benefits expected to accrue from this work; and How the regular duties of the applicant are to be handled in the event of a researcher s absence. Vetting Procedures Applications are forwarded to the Research Committee members for review. Funding decisions are based on the feedback of all committee members, according to the guidelines of The University of Winnipeg s Research Manual: Policies and Procedures. The applicant is notified of the funding decision by the Research Office, after which the Financial Services Office will open a research grant account for the successful applicant. A researcher may postpone his/her ethics approval application (if required) until after the research grant application has been approved. Funds will not be made available until ethics approval has been obtained. See Research Ethics & Integrity, page 27. Any substantive changes in expenses or research direction must have the prior approval of the Research Office. 20 THE UNIVERSITY OF WINNIPEG

22 Applicant Responsibilities WHEN APPLYING FOR: Discretionary Grants Knowledge Mobilization and Community Impact Grant Partnership Development Grants Research Grants in Lieu of Salary Research Workshop and Conference Grant Submit the appropriate, completed application form to the Research Office. Applications submitted after the deadline will not be considered for funding. Vetting Procedures Two Research Committee members review each application. The funding decision is made based on their review, according to the guidelines of the Research Manual: Policies and Procedures. The guiding principle in evaluating applications for these grants is embodied in the question, Is it a reasonable research proposal and one which the applicant is qualified to undertake? If it is not, further information may be required. Knowledge Mobilization and Community Impact Grants are reviewed by a stand-alone five person committee that includes one non-university community representative. The funding decision is based on their review, according to the guidelines of the Research Manual: Policies and Procedures. The guiding principle in evaluating applications for this grant is embodied in the question, Is it a feasible knowledge mobilization activity that will help communicate results of completed research to a broad audience? The applicant is notified of the funding decision by the Research Office, after which the Financial Services Office will open a research grant account for the successful applicant. A researcher may postpone his/her ethics approval application (if required) until after the research grant application has been approved. Funds will not be made available until ethics approval has been obtained. See Research Ethics & Integrity, page 27. Any substantive changes in expenses or research direction must have the prior approval of the Research Office. Research Grant in Lieu of Salary applications are reviewed by the Research Committee Chair and the Vice-President, Research and Innovation. The applicant is notified of the funding decision by the Research Office. As this grant is the conversion of salary into research funds, the Payroll Office is notified and adjusts the salary and pay of the applicant accordingly. A research grant account is not created for this grant program. RESEARCH POLICIES & PROCEDURES 21

23 SUPPORT OF RESEARCH - GENERAL INFORMATION Eligibility UWFA Collective Agreement, Regular Academic Staff (RAS) The Research Committee will consider funding requests in support of research from eligible University of Winnipeg Faculty Association (UWFA) Members, as defined by the UWFA Collective Agreement, RAS, including the following: Faculty/Counselor members; Librarian members; and Instructor or Coach members whose letters of employment include a research obligation. Pre-PhD Applicants UWFA Members without a PhD are eligible for funding by the Research Committee as per the UWFA Collective Agreement, RAS. Research proposals will be evaluated with all others and judged on qualitative grounds. The Research Committee will not support research that is undertaken in partial fulfillment of the requirements for a higher degree. This includes research in direct fulfillment of degree requirements or preliminary work for such research. Special Cases There are some special cases for which eligibility may include: UWFA Members who do not have a contractual research obligation. Tenured Faculty without a research obligation in their contract. Part-time teaching Faculty appointed on a continuing basis. Faculty with shared appointments with the University of Manitoba (minimum 50% appointment at UW), and others as determined by the Research Committee. Others on a case-by-case basis, as decided by the Research Committee. Academic administrators and Members of UWFA excluded from UWFA, by virtue of their appointment, by election to the Board of Regents. Other The following are eligible for funding support on a non-priority basis: Former Faculty holding an emeritus position. Senior Scholars (see The University s policy). Ineligibility Teaching Faculty who are not UWFA RAS Members. Applicants who cease to be employees of The University of Winnipeg during the tenure of the grant. 22 THE UNIVERSITY OF WINNIPEG

24 Funding Priorities In approving research proposals, the Research Committee will pursue the following goals, in order of priority: 1. To support applications that exhibit excellence. 2. To support initial requests from junior faculty whose research activities are developing and becoming established, in order that they may obtain support from external granting agencies. 3. To support scholars whose applications have ranked highly in competitions conducted by major national granting councils but who have not been funded because there were insufficient funds available. The purpose of these grants is to enhance a scholar s chances of subsequently obtaining external funding. 4. To support high quality research for which other funding sources are not available due to either the project s small scale or stage of development. 5. To support established projects in conjunction with external support or during periods when external support has been withdrawn for reasons unrelated to the merit of the project or the researcher s conduct. 6. To assist in the fulfillment of The University of Winnipeg s commitment to support major/institutional research projects and research chairs such as the Canada Foundation for Innovation, Canada Research Chairs, and other prestigious awards. Ranking Applications The Committee recognizes that research direction varies among disciplines and will judge requests based on the excellence of the proposed research and the need for project funding. In evaluating all requests for support, the Research Committee will consider only the information provided in the application form, evidence of past achievement contained in its records, and the judgment of its members. It is, in part, through the research proposal that applicants demonstrate their capacity to conduct the proposed research. Applicants are expected to provide a logical narrative which demonstrates familiarity with the subject matter, and a carefully formulated research plan. The Research Committee must make its decision based on what is presented in the application. All applications must be complete. The purpose of the Departmental and Chair reviews is not only to seek approval but also to ensure the application is complete. If the application is incomplete upon final submission, it will not be considered for funding by the Research Committee. RESEARCH POLICIES & PROCEDURES 23

25 FUNDING REGULATIONS - GENERAL Eligible Expenses Research grants must be used for the project as described in the application. Grant holders wishing to transfer funds from one budget category to another in response to changing research needs or to use funds for a new non-budget item must secure the prior written approval of the Research Office. This is not an exhaustive list. If you are uncertain of the eligibility of an expense, please consult with the Research Office. Data Entry At the approved rates available from Human Resources. Family members are not normally eligible for payment (exceptions made only with prior approval of the VP Research and Innovation). Equipment Includes research tools and instruments, software, and computers. The equipment must be justified in the proposal and integral to the research project. All computers MUST be purchased through the University Technology Solutions Center (TSC). Note: Equipment designated as part of a research grant, including all computer equipment and software, is the property of the University and is loaned to the researcher on a temporary or permanent basis. Equipment may revert to general University use on completion of the project, as appropriate, or if the researcher leaves the University. Lease (Computer or Equipment) Budgeted on an hourly basis. Manuscript Preparation Includes clerical support, photocopying, microfilming, pre-production matters (e.g., graphs, slides, photographs). Materials and Supplies As necessary for completion of the project. Media Services When required for research purposes, should be included as project costs. Per Diem In Canada $45 ($10 Breakfast, $15 Lunch, $20 Dinner) U.S/International $70 ($10 Breakfast, $20 Lunch, $40 Dinner) Printing Rates as set by UWinnipeg Printing Services. Publication Costs Page charges for refereed journals, translation fees, colour printing, subventions, reprints. 24 THE UNIVERSITY OF WINNIPEG

26 Ineligible Expenses Research Assistants At approved current rates Contact Human Resources. Technical Solutions Centre Use rates set by Technical Solutions Centre (TSC). Travel Costs (all travel is governed by the UWinnipeg travel policy) Incurred in the collection of research data to a maximum of return excursion/charter airfare. Overseas travel for research purposes normally supported at excursion or charter rates. Travel to conferences is supported only through the TG and DFTA programs. When travel by automobile is more expensive than air travel, funds will be granted to the maximum of return excursion/ charter airfare only. Exceptions to the excursion/charter rate must be justified to the committee. This is not an exhaustive list. Generally, ineligible items are those not directly related to the research the researcher wishes to carry out. Please consult with the Research Office if you are uncertain of the eligibility of an expense. Consultation with other Faculty Members Contract Research Non-Research Related Travel (for eligible applicants on study leave) Retroactive Research Expenses (i.e., conference travel prior to the deadline date) Severance Pay for Research Assistants Subject Payment Payment of subjects may be considered under the following circumstances: That this practice is normal for the discipline. That the payment is a token amount. That the project is not for the purpose of teaching. That the project has received approval from the University Human Research Ethics Board. RESEARCH POLICIES & PROCEDURES 25

27 FUNDING REGULATIONS - GENERAL (CONTINUED) Accounting Procedures Internal Funding Access to Granted Funds Following approval of a research application by the Research Committee, the Financial Services Office is informed of the amount awarded. An individual research account is established in the researcher s name. Research expenses from that account may be paid for through payment vouchers, invoices, and, in some cases, accountable advances. Contact Financial Services for further details. All funds must be spent on the precise items outlined in the original proposal. Any changes to the expenses MUST have the prior approval of the Research Office. Please contact the Research Office for details on this process. Carryover of Funds A Request for Carryover of Funds is required if a researcher is unable to complete the outlined project within the term of the grant (1 year). A request to carry over funds can be made on all internal funds with the exception of Travel Grants. The maximum amount of extra time a researcher can request is 12 months from the end of the original grant term, or two years from the award date. Over-Expenditure of Individual Research Accounts The University does not accept responsibility for over-expenditures on individual research accounts. It is the responsibility of the researcher to ensure that research expenses do not exceed the amount awarded. If over-expenditure occurs, the researcher must reimburse The University of Winnipeg for the full amount. The Research Committee will not grant additional funds to cover over-expenditures. Unexpended Funds At the end of the fiscal year (or in the case of Travel Grants, 90 days after the authorized travel dates), the Research Committee will reclaim unexpended grant funds for which no carryover requests have been received. Final Report to the Research Office Internal A Final Report to the Research Office is expected to be completed at the end of a grant term. For internal Travel Grants the report is due 90 days from the return date, and for all other internal grants it is one year from the award date. If a Request to Carryover Funds application has been approved, the Final Report is due at the end of the carryover term. Applicants must ensure they indicate research results (e.g., publications, presentations) that have been supported by The University of Winnipeg. External A Final Report to the Research Office is expected to be completed at the end of a grant or contract term. It is expected that the Final Report will be submitted to the Research Office one month from the end of the term date. Biological Safety Although a Biosafety permit is not required at the time of the application, the approved permit must be submitted to the Research Office before any funds will be released. Radiation Safety Although a radioisotope permit is not required at the time of the application, the approved permit must be submitted to the Research Office before any funds will be released. 26 THE UNIVERSITY OF WINNIPEG

28 Research Ethics & Integrity Faculty members whose research involves human participants must adhere to vetting requirements of the University Human Research Ethics Board (UHREB). The completion of the federal Panel on Research Ethics Course On Research Ethics online tutorial (CORE) is a requirement for human research ethics reviewers and all researchers whose research with human participants falls under the auspices of the University of Winnipeg. This requirement applies to any faculty members, thesis supervisors, course instructors, post-doctoral fellows, graduate and undergraduate students, as well as research/laboratory staff, project managers, and research assistants who will be responsible for recruiting or interacting with human participants or who will have access to data containing identifying information about human participants. Faculty members whose research subjects are non-human vertebrate animals or cephalopods must adhere to vetting requirements of the University Animal Care Committee (UACC) and the CCAC. Although ethics approval is not required prior to the Research Committee awarding funds, ethics approval MUST BE OBTAINED before the funds will be released. Please allow at least 15 WORKING DAYS for UHREB/UACC approval. A declaration (part of the Application Form) attesting that, where applicable, ethics approval has been sought and granted is required of all applicants. All members of the University must comply with UWinnipeg s Responsible Conduct of Research Policy. Copies of this document are available from the Research Office, or on the website at: Administrative Costs The cost of conducting non-operating related business at a Canadian university includes not only the direct costs of the project but also a range of indirect costs. These indirect costs include expenditures to support the infrastructure and supports required to allow a research project to proceed. The indirect costs of the research project are either recovered in the form of overhead charges to the project or they are found within the operating budgets of the University. The Tri-Agency s Research Support Fund assists Canadian postsecondary institutions with expenses associated with management the research funded by the three federal research granting agencies. In the case of research funded from other sources, researchers are expected to include overhead costs into their research budgets in the funding proposals to the extent practicable. For guidance on how to reflect overhead costs into these proposals, please contact the Research Office. Research Tools Research tools such as concordances, bibliographies, dictionaries, archives, or collections of documentary material may only be supported if the research element in their production is clearly established or if they form part of a larger research endeavour, and if they are judged to be of scholarly merit and utility. RESEARCH POLICIES & PROCEDURES 27

29 EXTERNAL FUNDING PROCESS GUIDELINES It is the applicant s responsibility to: Researchers planning to submit applications or proposals for research grant funds and/or contract research support to external agencies must have the approval of the Vice-President, Research and Innovation prior to submission of the application to the prospective funding agency. Contract proposals and research grant applications submitted to external funders without the prior review and signature (where applicable) of the Vice-President, Research and Innovation will NOT be supported by The University of Winnipeg. Contract proposals and research grant applications must comply with University policies (e.g., Contract, Travel, Ethics, Integrity). Contact the Research Office for specific information on research contracts. Submit a penultimate draft application to the Research Office for review at least 15 working days prior to the external agency deadline. Ensure that all other required signatures are in place prior to the Research Office s final approval and/or signature. Ensure applications meet external agency requirements. Meet external agency deadlines. Submit the application directly to the external funding agencies the Research Office does not provide courier service for external applications. Inform the Research Office of approved external awards when the funding agency does not routinely notify the Research Office directly. Submit copies of all research project progress and final reports to the Research Office. The Research Office will: Review all applications and provide constructive feedback within five working days of the submission of draft proposals/applications/letters of intent. Assist applicants in understanding external agency application requirements. Liaise with Financial Services regarding administration of external grant and/or contract funds. Communicate with external funding agencies on behalf of an applicant if required. 28 THE UNIVERSITY OF WINNIPEG

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31 ADDITIONAL INFORMATION Post-Doctoral Fellowships Some colleagues may wish to appoint a postdoctoral fellow. Fellowships are funded entirely by the sponsoring faculty member(s) or through an external funding agency. The following procedures must be followed prior to offering a postdoctoral fellowship. A faculty member should submit a request for a postdoctoral fellow to their DPC, Chair of department/program, and faculty Dean providing them with a complete Postdoctoral Fellow Appointment Request Form and CV. Recommendation letters are needed from the DPC, Chair and Dean. Once all of the recommendation letters have been obtained they should go to the Vice-President, Research and Innovation, along with the Postdoctoral Fellow Appointment Request Form and CV, for final approval. Copies of the final approval will be forwarded for information to the Vice-President, Academic and the President. Visiting Scholars Some colleagues may wish to host a visiting scholar. The following procedures must be followed in order to have an individual named a Visiting Scholar. A faculty member should submit a request for a visiting scholar to their DPC, Chair of department/program, and faculty Dean providing them with a complete Visiting Scholar Appointment Request Form and CV. Recommendation letters are needed from the DPC, Chair and Dean. Once all of the recommendation letters have been obtained they should go to the Vice-President, Research and Innovation, along with the Visiting Scholar Appointment Request Form and CV, for final approval. Copies of the final approval will be forwarded for information to the Vice-President, Academic and the President. Research Scholars Some colleagues may wish to establish formal links with independent researchers with whom they wish to collaborate. The following procedures must be followed in order to have an individual named a Research Scholar. A faculty member should write to the DPC and Chair of department/ program, supplying the potential research scholar s CV and a description of the potential research collaboration. Once approved the department/program s recommendation will go to the faculty Dean. The department/program Chair and the Dean s recommendations should then go to the Vice-President, Research and Innovation for final approval. Copies of the final approval would be forwarded for information to the Vice-President, Academic and the President. 30 THE UNIVERSITY OF WINNIPEG

32 The following information applies to Visiting Scholars, Research Scholars, and Post-Doctoral Fellows: 1. The appointment is for the period specified in the application. 2. The designation Postdoctoral Fellowship/Visiting Scholar/Research Scholar carries with it certain privileges: Office space, if available, may be shared. Lab privileges is at the discretion of the Department or Program. Access to administrative/office support after the ongoing needs of the department members have been met. Access to and printing/copying. Access to University of Winnipeg Library privileges. Researchers affiliated with another university or institution should apply for Adjunct Professor status through the Vice-President, Academic Office. RESEARCH POLICIES & PROCEDURES 31

33 APPENDIX A EXTERNAL RESEARCH FUNDING LINKS CFI The Canada Foundation for Innovation (CFI) makes financial contributions to Canada s universities, colleges, research hospitals and non-profit research organizations to increase their capability to carry out high quality research. CIHR The Canadian Institutes of Health Research (CIHR) is Canada s federal funding agency for health research. Composed of 13 institutes they collaborate with partners and researchers to support the discoveries and innovations that improve our health and strengthen our health care system. SSHRC The Social Sciences and Humanities Research Council of Canada (SSHRC) is the federal research funding agency that promotes and supports postsecondary-based research and research training in the humanities and social sciences. By focusing on developing Talent, generating Insights and forging Connections across campuses and communities, SSHRC strategically supports worldleading initiatives that reflect a commitment to ensuring a better future for Canada and the world. NSERC NSERC aims to make Canada a country of discoverers and innovators for the benefit of all Canadians. The agency supports university students in their advanced studies, promotes and supports discovery research, and fosters innovation by encouraging Canadian companies to participate and invest in postsecondary research projects. NSERC researchers are on the vanguard of science, building on Canada s long tradition of scientific excellence. RESEARCH MANITOBA Research Manitoba provides funds for research in the health, natural and social sciences, engineering and the humanities in Manitoba through a number of grants and awards programs from funding received from the Province. The mandate of Research Manitoba is to promote and support, and coordinate the funding of, research in the health, natural and social sciences, engineering and the humanities in Manitoba. MITACS Mitacs is a national, not-for-profit organization that designs and delivers research and training programs in Canada. From aerospace systems to childhood literacy rates, Mitacs-funded research helps to strengthen connections, improve economic performance, and create jobs. Mitacs is funded by the Government of Canada. For more links and resources, contact the Research Office or visit the Research Office website at: 32 THE UNIVERSITY OF WINNIPEG

34 APPENDIX B EXTERNAL STUDENT FUNDING PROGRAMS NSERC Undergraduate Student Research Awards (NSERC USRA) The programs listed below are processed through the Research Office. The Research Office does not process other University of Winnipeg student awards. More information on student fellowship, bursary, grant, and scholarship programs may be obtained from Student Awards. For further information on the following programs, please consult with the Research Office or visit the website associated with the program. The Natural Science and Engineering Council of Canada (NSERC) provides funding to provide undergraduates with the opportunity to develop research training and experience. This program is highly competitive with applications due internally in February of each year. NSERC encourages qualified Indigenous students who are interested in the program to apply. The University of Winnipeg NSERC USRA Committee is comprised of representatives from all departments eligible to provide supervision to NSERC USRA candidates. This committee processes applications to the NSERC USRA program. Details on the awards are available from NSERC USRA eligible departments; the Research Office; and the NSERC website: Northern Scientific Training Program (NSTP) The program supports scientific training provided by Canadian universities, which gives advanced students professional experience in the North and encourages them to develop a commitment to northern work. The program aims to increase the number of graduate and senior undergraduate students in Canadian universities who have specialized in some aspect of northern scientific studies and who have northern research experience. The program is designed to support all disciplines and encourages inter-disciplinary research. The University of Winnipeg created a Northern Studies Committee in January 2003, through which NSTP applications (and other northern focused research awards/grants) are vetted. Applications are due annually in October. Further information can be found at: RESEARCH POLICIES & PROCEDURES 33