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Research Support Services:How we can add value to your research program

Laura Beaupre, DirectorAngela Vuk, Contracts Manager

Faculty Information Exchange Series November 14, 2012

1November 14, 2012RSS: Org ChartLAURATalk about recent changes; increase in staffing #s to increase service deliveryLegal ManagerGrants & Contracts Officer position to bridge programs that cut across both areasWorking on developing SOPs and making processes more transparentCentral point of contact through Process ClerkWork closely with affiliated units; RFS, Research Risk, Animal Care Services, Centre for International Programs, etc.2November 14, 2012RSS: Summary of ServicesCommunicate funding opportunitiesContribute to the development of more competitive proposals provide advice up frontReview proposals and agreements to ensure alignment with University of Guelph policy, collective agreements, protection of faculty and student rights, mitigate riskBring your attention to key contractual requirements and help you understand your obligationsHost workshops in partnership with key sponsorsLAURA-Questions? Give us a call we are happy to speak to you up front, ahead of time3November 14, 2012Grant vs. Contract vs.?Our office processes a number of agreements including grants, contracts, service agreements, MOUs, data sharing, etc.Just because its called a grant doesnt mean it isCall to ask up front and we will direct you to the right person to helpWe dont process MTAs, NDAs, license agreements (Catalyst Centre) or educational agreements (VPA)Difference between a grant and a contract

ANGNeed to look at terms of the agreement to determine the type of agreement and who is responsible in our officeMost US government agencies call their funding awards grants; but they are really contractsDistribute copies of chartNovember 14, 20124Process Flow in our OfficeRSS process flow chartUniversity Centre, Room 437research.services@uoguelph.ca RSS Fast Facts:Since April 2012 our unit has closed over 1,500 files?Grant applications, award agreements, proposals reviewed, agreements negotiated

LAURA-We have a flow chart which outlines the process where do you go to submit? What happens after? When do you hear from us again?-Distribute copies of Process Flow chart-Fast facts: 1,500 files, on average over 200 per month amazing for such a small group of staff!November 14, 20125RSS Top Ten Tips for Success6November 14, 2012#1 Know the Rules!University policies and proceduresCollective agreementsEmployment agreementsCollege level requirements/processes Budgetary requirementsAre you eligible to apply for and hold research funds?LAURAGive some examples e.g. UGFA and CARG agreements protects facultys moral rights explain what moral rights are and why its importantPurchasing in research contracts must follow procurement policiesTalk to your Associate Dean Research, College Research Managers, for advice on college/departmental processes & proceduresAre you eligible to apply for and hold research funds?Consider faculty status full-time, contractual, adjunct, emeritusIf you dont have regular full-time status, you may need special approval from your chair/dean/provost

November 14, 20127#2 Find Research FundingKnow what resources are available locallyWatch for e-mail INSIDERCheck ORS web site or COS PivotTalk to your peersAttend information sessionsConsider type of research funding:GrantContractService contractCatalyst Centre and industry liaison

ANGKnow your resourcesResearch ManagersAssociate Deans, ResearchInternal peer review/mentoring programCopies of previously successful applicationsNew faculty collaborate in first proposalsTri-Council repsJoe Lam for CIHRPeter Pauls for NSERCKris Inwood for SSHRCOVPR staff (funding program expertise Linda (provincial); Leigh (federal), Ang (industry, service) and can suggest other funding / collaborators based on research program.Catalyst Centre (work with you to ID funding opps)

8November 14, 2012#3 Prepare your Proposal READ the application guidelines and follow them!Ask for clarification up frontMatch the priorities and requirements of the sponsor or programIf contract or service agreement, or major funding proposal (multiple universities, partners) touch base with us up frontConsider peer review of 1st draft and college level supportsCheck ORS minimum processing times

LAURAAsk the sponsor rep or our office for clarification some programs are quite complex and we may know the tricks!College level supportsFaculty who have served on review committeesSponsor reps (e.g. Joe Lam)Check ORS minimum processing timesDescribe the activities that grants and contracts conducts in the time taken for review and why neededDistribute copies of Table 1 + minimum processing timesImpact when this is not met go into crisis mode and other files are set aside/diverted

9November 14, 2012#4 Prepare your BudgetReview the sponsor or programs eligible costs!Be realistic and dont overinflateConsider time commitmentsInclude indirect costsThink outside the box (e.g. Project Manager?)

ANGLarge scale proposals, clusters, multi-party include Project Manager more and more accountability and record keeping for audit requiredService agreements cover all costsCourse (teaching) releases requiredDistribute copies of indirect cost policy

10November 14, 2012#5 Engage your CRM & ADR (early)Help with preparing applications (as applicable)When you cant meet the posted minimum processing timesWhen you would like to request reduced indirect costsApproval at college level is required firstORS requires supporting documentation from ADRs in these cases!CRM = College Research Manager (only in CSAHS, CME, COA)ADR = Associate Dean Research

LAURAImpact on you and ORS when you submit without allowing for minimum processing time:Your proposal or application may not receive full review by ORS staffORS have other proposals/applications in the queue, impact on other researchersStress levels on ORS staff: we are a small shopWe would like you to value what we do, please respect our time to do it!

Process:E-mail your ADR, with justificationADR has the right not to approve your requestADR will provide support in writing (usually via e-mail)Send the documentation to ORS with your OR-5 Form, application, proposal, agreement11November 14, 2012#6 Submit to ORS (early)Again, review ORS minimum processing timesComplete and submit with an OR-5 FormNeed an internal budget and workplan as minimumLetters of support ask earlyIn person University Centre 437 or electronically to research.services@uoguelph.ca

ANG - OR-5

Pay attention to checklists and section at bottom asking if this is leveraged fundingInclude reference to any other agreements (grants, contracts, license, MTA, confidentiality, etc.) and leveraged fundsNeed a new OR-5 for each funding source (even if leveraged multiple times)Example Company COMDEV (NDA, Prior license, background IP, etc.)Example OMAFRA (non-commercial, non-exclusive license)NSERC CRDEtc. future opportunitiesWe may have a number of additional questions based on workplan 12November 14, 2012#7 Track your FundingSend agreements/contracts to ORSWe consult with faculty on key terms/considerationsRead your award agreement and follow it!Follow your budgetBe aware of any special terms of your fundingMy Grants Tracker (Research Financial Services)Department contactsADRsLAURA faculty ask, I have funding, now what?Follow your budgetBe aware of any special terms of your fundingFor example, no carry forwards from one year to the nextExample - Budget inflexibility on Environment Canada contracts budget variance across budget lines and carry forwardsRead your agreement and follow itExample - Terms on reporting, milestones, deliverablesFinancial issues handled by Research Financial ServicesAgreement issues handled by RSS (e.g. extensions, amendments, budget changes)

13November 14, 2012#8 Research RisksCertifications for animals, humans, biohazards and permitsIP and background agreementsPublication and confidentialityIndemnity and InsuranceNon-Warranty esp. in service agreementsGraduate student considerationsFinancial riskConsistent with University mission

ANG14November 14, 2012#9 Intellectual PropertyWatch definitionCopyright and moral rightsOwnership of IP Ownership of dataLicensing rightsEmployment and collective agreementsANG15November 14, 2012#10 Research Data Why ImportantPublicationsSupports ongoing program of researchProvides legal protectionGraduate student thesesCan work with sponsor to provide license rightsArchival copies Library

ANG

-Library Research Enterprise and Scholarly Communications provides support to researchers through the research process (for example, preserving, maintaining research data)-an untapped resource16November 14, 2012Contacts for SupportLet our front desk support refer you to the expertise you need:

Patti Minakis, Process ClerkPhone: 519-824-4120 Ext: 56943E-mail: research.services@uoguelph.ca

Office of Research contact listLAURANovember 14, 201217Question & AnswerLAURA- Please use microphone so we can capture your questions in the recording18November 14, 2012