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Applying for Funding

The Research Services Office is responsible for checking applications, registering applications in the Office of Research Services database and final signing authority. For all external research grant applications, a complete, original application with a completed Signature Form must be submitted to be endorsed by the Provost (Okanagan) or his nominee. Applications cannot be accepted without a completed signature form.

Take the following information to the Office of Research Services:

Complete, original, not stapled, single-sided version of the research grant application

Internal signature page complete with required signatures

*Note: if the grant includes co-applicants from different UBC Okanagan departments, the signature page must be completed by both applicants and must include the required signatures from both departments.

**If you have not made a formal application to an agency, but receive notification of a funding award, you must complete a Grant Information Form (with required signatures) and submit a copy of the award letter and any documents relating to reporting requirement etc.

Submission to Funding Agency

In cases where direct electronic submission by the applicant is required, applicants must ensure that the Office of Research Services has checked the application and it has been endorsed appropriately before submitting the electronic version to the funding agency. The Office of Research Services does not accept scanned applications. If you are submitting through the mail system, please allow enough time to reach your destination. The applicant is responsible for duplication and mailing.

Grant Review Assistance

Applicants requiring assistance with an application should submit a draft application at least three weeks prior to the Office of Research Services internal deadline. During Tri Council deadlines at least four weeks will be required for any revisions or grant facilitation.

Research Ethics Requirements

If human subjects / animal subjects / biohazard materials are used for the project, the appropriate certificates of approval are required to be in place as funds will NOT be released until this requirement is met. For a certificate of approval to be valid it must state the exact title of the project and funding agency.

Visit the UBC Okanagan Behavioural Research Ethics Board for more information.

Project / Grant Account (P/G) Set-up

Once you receive an award notice from the sponsoring agency informing you of an approved grant, please contact ORS to open an account for your research project.

To set up the RPB (Research Project Budget), ORS requires the following documentation:

1. An application should have been submitted to ORS prior to obtaining the award. The application would include the following pages:

Internal Signature Form with the PI, Unit Head/Dept Head, Dean (or designate), and if applicable, any co-applicants and corresponding department signatures
Sponsor's Signature page (usually page 1) if applicable
Page listing all co-applicants and collaborators, if applicable
Page(s) with abstract or project summary
Budget summary and budget justification

2. A copy of the agency’s notice of award outlining the project term date, awarded amount, financial reporting requirements, terms and conditions of award; and

3. UBC certificate numbers for any research involving human subjects, animals or biohazardous materials (a valid certificate must state the exact title of the project and funding agency).

Funds Awarded Without an Application

In some cases, an agency may award funding without requiring a formal grant application. Before a research account can be set up, you will need to submit the following to ORS:

1. Grant Information Form (internal GIF form in lieu of sponsor application), including Sponsor Name, Project Title and required signatures

2. A copy of the agency’s notice of award outlining the project term date, awarded amount, financial reporting requirements, terms and conditions of award.

3. UBC Human ethics, animal care, or biosafety certification numbers for any research involving human subjects, animals or biohazardous materials. For a certificate to be valid it must state the exact title of the project and funding agency.

Release of Funds and Ethics Approval:

According to the Tri-Council Memorandum of Understanding, you must obtain the appropriate ethical approval within six months of the award date. If you do not receive your ethical compliance certificate within six months, the sponsoring agency may consider that the condition of award has not been fulfilled and reallocate the funds. Visit http://www.nserc.gc.ca/institution/mou_e.htm

When an RPB has been established, you will receive an automated e-mail with the PG # (Project Grant) and account information.

CFI LOF Protocol

If you are applying for the Canadian Foundation for Innovation Leaders Opportunity Fund in the attraction or retention category, please read the CFI LOF Protocol.