Navigating the Grant Submission Process at UBC

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Navigating the Grant Submission Process at UBC

• Linda Leathley
• Research Grants Manager
• Email linda.leathley_at_ubc.ca
• Phone [phone]

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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 whos appointment is less than the term of
  the funding and/or not full time
• Post Doctoral Fellows
• Visiting Faculty

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Term of Appointment?

• UBCs 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.

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How Do Agency/UBC Rules Interact?

• They theoretically work together but it is up to
  the individual and individuals institutions to
  ensure they comply with both the agencies and
  institutional policies

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Application and Funding Flow
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Signatures

• PI and co-PIs 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 Presidents signature
  arrange for this one week before the competition
  deadline. Usually signs before ORS.

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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

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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.

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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.

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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.

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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/

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• Policy 87
• UBCs Policy on Research
• Guidelines on who, where, restrictions,
  signatures etc.
• Recommended reading!

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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
• UBCs rates are very reasonable
• US Institutes charge 60-100 on all costs.
• Must be collected where possible.

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Overhead (2)

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

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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.

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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.

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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

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UBC College for Interdisciplinary Studies

• Supporting interdisciplinarity at UBC and beyond