Agency application requirements & procedures

In addition to observing faculty and University requirements, the investigator is responsible for reviewing and understanding the requirements of the funding agency.

ORS also encourages researchers to review the detailed guidelines provided here for submitting and approving applications to specific agencies and programs.

For agency-specific technical support and information, please visit the page in the side bar.

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CIHR eSubmission Procedures (PI Submission)

CIHR’s eSubmission process for CIHR ResearchNet applications (other than those programs participating in the e-approval process) requires Nominated Principal Applicants to electronically submit applications via ResearchNet.

CIHR requires all funding applications to be submitted electronically on ResearchNet.  For information on how to use ResearchNet, refer to the “How to Apply” section of the funding opportunity and the relevant application checklist. CIHR has discontinued the use of Web Forms.

DEADLINES

During major competition periods (February to April and mid-August to November) and for all US funding proposals, ORS requires a minimum of five (5) working days in advance of the competition deadline to allow for proper administrative review.  Otherwise, ORS requires two (2) full working days in advance of the sponsor competition deadline.

E-Submission Procedures

1. Application preparation

The application must be prepared using ResearchNet.  Adhere to the acceptable application formats and attachments guidelines.

2. ResearchNet 

The Nominated Principal Applicant must print and obtain signatures from other participants (i.e., other Principal Applicants, Co-Applicants, Knowledge Users, Supervisors, etc) and the Institution that will administer the funds (i.e., UBC ORS).  In the “Institution Paid” field, type “CAAA” in the dropdown list to ensure UBC is selected as your institution.  For the “Location of Project” field, select the institution where the project will take place (e.g., VCHRI, BCCA).  

The Nominated Principal Applicant (NPA) is no longer required to sign the application submitted through ResearchNet.  By submitting the ResearchNet application, the NPA is abiding by CIHR’s “Meaning of Signatures” detailed in the Grants and Awards Guide.

3. Understand and comply with faculty-specific requirements and/or deadlines

Use the Research Project Information Form (RPIF) and ask your Head and Dean to sign the RPIF. 

Exceptions: Dean’s signatures are not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.  

If you are a co-applicant on a grant application initiated by a PI at another institution, you must submit a copy of the application with required UBC signatures for ORS review, even though the application is being submitted to the agency by another institution. ORS does not need to approve the application online but must still review a copy of the application. 

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

4. Submit required pages to the appropriate ORS contact by the internal deadline

You can e-mail or drop off the pages to the appropriate ORS location.  Ensure you have collected ALL required internal signatures prior to submitting to ORS, and that the documents submitted to ORS are identical to your ResearchNet submission. 

  • A signed Research Project Information Form (RPIF)
  • Page 1 and 2 of the CIHR Application Detail sections (download from ResearchNet under “Preview Application Materials")
  • CIHR Applicant Signature pages including: 
  • CIHR Routing Slip
  • CIHR Applicant Signature pages - all signature areas must be signed, including non-UBC co-applicants
  • CIHR Institution Signature page 
  • Summary of Research Proposal page
  • Budget modules and justification
  • In the case of cooperative projects, any letters of support or commitment from collaborating companies or institutions
  • A complete copy of the application is required if the proposal involves an industry collaborator.
5. ORS reviews your application

If all requirements are met, ORS will provide an institutional signature on your application.

6. Once ORS has approved your application

ORS staff will call or email the submitting individual or department for pick-up.  Next, the Nominated Principal Applicant must upload the CIHR Routing Slip, all the SIGNED signature pages (including the signed Applicant Signature page and the Institution signature page) to ResearchNet.  Uploading the signature pages eliminates the need for mailing the hard copy signatures to CIHR by the competition deadline.

7. Submit your ResearchNet application by the agency deadline

“Verify” to ensure the application is complete.  At this point, you can also save your entire file as a pdf for your records (highly recommended).  Then click “Submit” to submit your application directly to CIHR.  ResearchNet will email you a confirmation number.  

CIHR will not follow up with PIs who submit an incomplete application; the application is simply withdrawn from the competition: http://www.cihr-irsc.gc.ca/e/36190.html For more information, review the CIHR Policy on Complete Applications: http://www.cihr-irsc.gc.ca/e/36729.html

8. Common Errors on ResearchNet Submissions
  • Ensure all required signatures are on the signature pages of the application.  
  • Ensure the Routing Slip is attached.
CIHR eSubmission Procedures (Institutional e-Approval)

CIHR’s eSubmission process for programs participating in the e-approval process requires UBC Office of Research Services (ORS) to electronically approve applications via ResearchNet after the Nominated Principal Applicant has submitted the application.  For information on how to use ResearchNet, refer to the “How to Apply” section of the funding opportunity and the relevant application checklist. 

Programs participating in the e-approval process include, but are not limited to:

  • Knowledge Synthesis Grant
  • Partnerships for Health System Improvement (PHSI)
  • Collaborative Health Research Projects (NSERC Partnered)
  • Foundation Grant
  • Project Grant
  • CIHR Doctoral Research Award
  • CIHR Fellowship
  • CIHR New Investigator Salary Award

DEADLINES:

During major competition periods (February to April and mid-August to November) and for all US funding proposals, ORS requires a minimum of five (5) working days in advance of the competition deadline to allow for proper administrative review.  Otherwise, ORS requires two (2) full working days in advance of the sponsor competition deadline.

E-Submission Procedures:

1. Application preparation

The application must be prepared using ResearchNet.  Adhere to the acceptable application formats and attachments guidelines.

2. ResearchNet 

The Nominated Principal Applicant must print and obtain signatures from other participants (i.e., other Principal Applicants, Co-Applicants, Knowledge Users, Supervisors, etc) and the Institution that will administer the funds (i.e., UBC ORS).  In the “Institution Paid” field, type “CAAA” in the dropdown list to ensure UBC is selected as your institution.  For the “Location of Project” field, select the institution where the project will take place (e.g., VCHRI, BCCA).  

The Nominated Principal Applicant (NPA) is no longer required to sign the application submitted through ResearchNet.  By submitting the ResearchNet application, the NPA is abiding by CIHR’s “Meaning of Signatures” detailed in the Grants and Awards Guide.

3. Understand and comply with faculty-specific requirements and/or deadlines

Use the UBC Research Project Information Form (RPIF) and ask your Head and Dean to sign the RPIF.  

Exception: Dean’s signature is not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology. 

If you are a co-applicant on a grant application initiated by a PI at another institution, you must submit a copy of the application with required UBC signatures for ORS review, even though the application is being submitted to the agency by another institution.  ORS does not need to approve the application online but must still review a copy of the application.

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

4. Submit required pages to the appropriate ORS contact by the internal deadline

You can e-mail or drop off the pages to the appropriate ORS location.  Note that these pages are retained at ORS and will not be returned to you and that the documents submitted to ORS are identical to your ResearchNet submission.

Required pages:

  • A signed UBC Research Project Information Form
  • Page 1 and 2 of the CIHR Application Detail sections (download from ResearchNet under “Preview Application Materials") 
  • CIHR Applicant Signature pages including:
  • CIHR Routing Slip
  • CIHR Applicant Signature pages - all signature areas must be signed, including non-UBC co-applicant
  • CIHR Institutional page - no ink signature is required from UBC ORS because the institution is participating in the Electronic Approval Project.  This means that when ORS approves your application online and submits it to CIHR via ResearchNet, the Institution/Authorized Individual is abiding by the “Meaning of Signatures” detailed in the Grants and Awards Guide.
  • Summary of Research Proposal page 
  • Budget modules and justification (download from ResearchNet under Application Materials – Preview budget documents)
  • Signed Form 183A, signed letter of support, CIHR Partnership Detail page, if applicable
  • In the case of cooperative projects, any letters of support or commitment from collaborating companies or institutions. 
5. Submit your ON-LINE application 2 working days in advance of sponsor deadline

To do this, the Nominated Principal Applicant must upload the CIHR Routing Slip, all the SIGNED Signature Pages and a blank CIHR Institution signature page.  Note that uploading the signature pages eliminates the need for mailing the hard copy signatures to CIHR by the CIHR deadline date. “Verify” to ensure the application is complete. At this point, you can also save your entire file as a pdf for your records (highly recommended). Then click “Submit” to submit application to ORS.  

Note that ORS cannot view or approve your application until you have submitted it online.  At this point in the process, ResearchNet will email you a confirmation number. 
CIHR will not follow up with PIs who submit an incomplete application; the application is simply withdrawn from the competition.  For more information, review the CIHR Policy on Complete Applications.

6. ORS reviews your application

If all requirements are met, ORS approves it online. ORS has read-only access to your application and cannot make changes, so if it’s not approved, ORS will return it to you for changes. ORS is no longer required to physically sign the application submitted through ResearchNet.

7. ORS approves and submits your application

ResearchNet automatically forwards it to CIHR. You will receive an e-mail from ResearchNet confirming that CIHR has received your application. No changes can be made to your application once it has been submitted to CIHR. 

8. Common Errors on ResearchNet Submissions
  • Ensure all required signatures are on the signature pages of the application. 
  • Ensure the Routing Slip is attached.
CIHR Doctoral Research Award and Fellowship Award (Institutional e-Approval)

All applications to the CIHR Doctoral Research Award and CIHR Fellowship Award must be electronically submitted via ResearchNet. Please follow application procedures described in the CIHR’s Doctoral Research Award and Fellowship’s “How to Apply” section.

DEADLINES

Doctoral Research Award

  • UBC Internal Deadline (see procedure #4): Tuesday, September 26, 2017 at 4:30 pm
  • Applicant’s e-Submission Deadline: You may continue to work on your on-line proposal after you have submitted your application package to ORS.   Your final electronic application should be submitted via ResearchNet by Monday, October 2nd at 8:30 am (revised deadline: Tuesday, October 3rd at 8:30 am)
  • Sponsor Deadline: Tuesday, October 3, 2017 at 4:30 pm (postponed to October 4th at 4:30 pm)

Fellowship Award

  • UBC Internal Deadline: Wednesday, October 25, 2017 at 4:30 pm
  • Applicant’s e-Submission Deadline: You may continue to work on your on-line proposal after you have submitted your application package to ORS.   Your final electronic application should be submitted via ResearchNet by Monday, October 30 at 4:30 pm
  • Sponsor Deadline: Wednesday, November 1, 2017 at 4:30 pm

While ORS makes every effort to submit all applications on time and to facilitate support for our research community, applications submitted after the stated UBC internal deadline will not receive a guarantee of administrative review from ORS, which includes confirmation of application completeness.

Useful resource: ResearchNet – Frequently Asked Questions

E-Submission Procedures

1. Application preparation

The application must be prepare using ResearchNet.  Adhere to the acceptable application formats and attachments guidelines.

2. ResearchNet

In the “Institution Paid” field, it is critical that you select the UBC code “CAAA” from the dropdown list to ensure your application is routed to UBC ORS for approval.  Do not type a response in this field or select another institution from the dropdown list as your application will not be routed to ORS for approval.  For the “Location of Project” field, select the institution where the project will take place (e.g., VCHRI, BCCA, CFRI).

The Nominated Principal Applicant (NPA) must print and obtain signatures from other participants (i.e. Primary supervisor etc). 

3. Understand and comply with any faculty-specific requirements and/or deadlines

Use the UBC Research Project Information Form (RPIF) and ask your Head and Dean to sign the RPIF.  

Exception: Dean’s signature is not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.  

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

4. Submit required pages to the appropriate ORS contact by the internal deadline

You can email or drop off the following pages to the appropriate ORS location.  Ensure you have collected ALL required signatures prior to submitting to ORS, and that the documents submitted to ORS are identical to your ResearchNet submission.  Please note the application submitted to ORS will not be returned to the applicant.  Ensure you keep a copy for your records.

Required pages:

  • A signed UBC Research Project Information Form
  • Page 1 and 2 of the CIHR Application Detail sections (download from ResearchNet under "Preview Application Materials")
  • Summary of research proposal page
  • CIHR applicant signature pages, includes:
  • CIHR Routing Slip
  • CIHR Signature page with your UBC academic supervisor's signatory
  • CIHR Institution page - no ink signature is required from UBCB ORS because the institution is participating in the Electronic Approval Project.  This means that when ORS approves your application online and submits it to CIHR via ResearchNet, the Institution/Authorized Individual is abiding by the “Meaning of Signatures” detailed in the Grants and Awards Guide.
5. Submit your ON-LINE application 2 working days in advance of sponsor deadline

Submit your full application on ResearchNet by the above-stated Applicant’s e-Submission deadline.  To do this, the applicant must complete and link all forms and CIHR Academic CVs as described in the CIHR instructions.  Scan and upload the signed signature pages including the CIHR Routing Slip and a blank CIHR institution page as one PDF, in the Print/Upload Signature Pages task.  “Preview” all components to ensure all application tasks are complete, including the Consent.   Then click “Submit” your application to ORS for online approval.

Note that ORS cannot view or approve your application until you have submitted it online. CIHR will not follow up with PIs who submit an incomplete application; the application is simply withdrawn from the competition.  For more information, review the CIHR Policy on Complete Applications.

6. ORS reviews your application

If all requirements are met, ORS will approve your application in ResearchNet by CIHR’s deadline. ORS has read-only access to your application and cannot make changes. If the application is not approved, ORS will return it to you for changes. ORS is no longer required to physically sign applications submitted on ResearchNet.

7. ORS approves and submits your application

Once ORS has approved your application, ResearchNet will automatically forward it to CIHR. You will receive an email from ResearchNet confirming that CIHR has received your application. No changes can be made to your application once it has been submitted to CIHR.

CIHR Foundation Grant - Stage 2 eSubmission Procedures (Institutional e-Approval)

All applications to the CIHR Foundation Grant Stage 2 competition must be electronically submitted via ResearchNet. Please follow CIHR’s application procedures described in the “How to Apply” section.

  • UBC Internal Deadline (see procedure #4): Wednesday, January 31, 2018 at 8:30 am
  • Applicant's e-submission Deadline: You may continue to work on your proposal after you have submitted your paperwork to ORS.  Your electronic application should be submitted on ResearchNet no later than 8:30 am on Tuesday, February 6, 2018 
  • Sponsor Deadline: Tuesday, February 6, 2018 at 4:30 pm

While ORS makes every effort to submit all applications on time and to facilitate support for our research community, applications submitted after the stated UBC internal deadline will not receive a guarantee of administrative review from ORS, which includes confirmation of application completeness. Effective September 1, 2008, CIHR implemented a zero-tolerance policy for incomplete applications. To avoid system and other issues which may cause a delay in the submission process, you are strongly encouraged to submit your application to ORS by the UBC internal deadline.

Useful resource: ResearchNet – Frequently Asked Questions

E-Submission Procedures:

1. Application preparation

The application must be prepared using ResearchNet.  Adhere to the acceptable application formats and attachments guidelines. 

All Program Leaders are required to complete a Foundation Grant CV via Canadian Common CV (CCV) and link it to the application in ResearchNet via a CCV confirmation number.

2. ResearchNet

In the “Institution Paid” field, it is critical that you select the UBC code “CAAA” from the dropdown list to ensure your application is routed to UBC ORS for approval.  Do not type a response in this field or select another institution from the dropdown list as your application will not be routed to ORS for approval.  For the “Location of Project” field, select the institution where the project will take place (e.g., VCHRI, BCCA, BCCHRI).

The Program Leader-Administrative Coordinator/other Program Leader(s) are no longer required to sign the application.  By submitting the ResearchNet application to ORS, he/she is agreeing to abide by CIHR’s “Meaning of signatures” detailed in the Grants and Awards Guide.

3. Understand and comply with faculty-specific requirements and/or deadlines

Use the UBC Research Project Information Form (RPIF) and ask your Head and Dean to sign the RPIF.  

Exception: Dean’s signature is not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.  

If you are a Program Leader on a Foundation Grant initiated by a Program Leader-Administrative Coordinator at another institution, you must still submit a copy of the application with required UBC signatures for ORS review.  ORS does not need to approve the application online but must still review a copy of the application.

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

4. Submit required pages to the appropriate ORS contact by the internal deadline

You can email or drop off the following pages to the appropriate ORS location.  Ensure you have collected ALL required signatures prior to submitting to ORS, and that the documents submitted to ORS are identical to your ResearchNet submission.

  • A signed UBC Research Project Information Form
  • Page 1 and 2 of the CIHR Application Detail sections (download from ResearchNet under "Preview Application Materials")
  • Complete Summary page
  • Other Applicant Page, if applicable
  • Budget module, including written justifications
  • Signed letter(s) of support from Partner(s) (cash and/or in-kind) and Partner Budget details, if applicable

Ensure you have collected ALL required internal signatures prior to submitting to ORS, and that the documents submitted to ORS are identical to your ResearchNet submission.

5. Submit your ON-LINE application 2 working days in advance of sponsor deadline

Submit your full application online using ResearchNet by February 6, 2018 at 8:30 am.  To do this, the applicant must complete and link all forms and Foundation Grant CV(s) as described in the CIHR instructions.  “Preview” all components to ensure all application tasks are complete including the Consent.  Then click “Submit” your application to ORS for online approval.

Note that ORS cannot view or approve your application until you have submitted it online. CIHR will not follow up with Program Leaders-Administrative Coordinators who submit an incomplete application; the application is simply withdrawn from the competition.  For more information, review the CIHR Policy on Complete Applications.

6. ORS reviews your application

If all requirements are met, ORS will approve your application in ResearchNet by CIHR’s deadline. ORS has read-only access to your application and cannot make changes. If the application is not approved, ORS will return it to you for changes. ORS is no longer required to physically sign applications submitted through ResearchNet.

7.  ORS approves and submits your application

Once ORS has approved your application, ResearchNet will automatically forward it to CIHR.  You will receive an email from ResearchNet confirming that CIHR has received your application.  No changes can be made to your application once it has been submitted to CIHR.

CIHR Project Grant eSubmission Procedures (Institutional e-Approval)

All applications to the CIHR Project Grant competition must be electronically submitted via ResearchNet. Please follow CIHR’s application procedures described in the “How to Apply” section of the funding opportunity. 

DEADLINES

  • UBC Internal Deadline (see procedure #4): Monday, September 11 at 8:30 am
  • Applicant's e-submission Deadline: You may continue to work on your proposal after you have submitted your paperwork to ORS.  Your electronic application should be submitted on ResearchNet no later than Wednesday, September 13, 2017 at 4:30 pm
  • Sponsor Deadline: Friday, September 15, 2017 at 4:30 pm

While ORS makes every effort to submit all applications on time and to facilitate support for our research community, applications submitted after the stated UBC internal deadline will not receive a guarantee of administrative review from ORS, which includes confirmation of application completeness. Effective September 1, 2008, CIHR implemented a zero-tolerance policy for incomplete applications. To avoid system and other issues which may cause a delay in the submission process, you are strongly encouraged to submit your application to ORS by the UBC internal deadline.

Useful resource: ResearchNet – Frequently Asked Questions

E-Submission Procedures

1. Application preparation

The application must be prepare using ResearchNet.  Adhere to the acceptable application formats and attachments guidelines. 

2. ResearchNet

In the “Institution Paid” field, it is critical that you select the UBC code “CAAA” from the dropdown list to ensure your application is routed to UBC ORS for approval.  Do not type a response in this field or select another institution from the dropdown list as your application will not be routed to ORS for approval.  For the “Location of Project” field, select the institution where the project will take place (e.g., VCHRI, BCCA, CFRI).

The Nominated Principal Applicant (NPA), all other applicants and project participants are no longer required to sign the application.  By submitting the ResearchNet application to ORS, he/she is agreeing to abide by CIHR’s “Meaning of signatures” detailed in the Grants and Awards Guide.

3. Understand and comply with faculty-specific requirements and/or deadlines

Use the UBC Research Project Information Form (RPIF) and ask your Head and Dean to sign the RPIF.  

Exception: Dean’s signature is not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.  

For UBC co-applicants, electronic acceptance of the NPA’s invitation to participate in the application meets CIHR signature requirements, hence no sign-off is required.  However, the UBC co-apps will need to determine with their Head/Faculty whether or not they need to review the application and sign.  For External co-applicants, electronic acceptance of NPA’s invitation to participate in application meets CIHR signature requirement, hence no sign-off is required. 

If you are a Principal Applicant or Co-Applicant on a Project Grant initiated by a NPA at another institution, you must still submit a copy of the application with required UBC signatures for ORS review.  ORS does not need to approve the application online but must still review a copy of the application.

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

4. Submit required pages to the appropriate ORS contact by the internal deadline

You can email or drop off the following pages to the appropriate ORS location.  Ensure you have collected ALL required signatures prior to submitting to ORS, and that the documents submitted to ORS are identical to your ResearchNet submission.

  • A signed UBC Research Project Information Form
  • Page 1 and 2 of the CIHR Application Detail sections (download from ResearchNet under "Preview Application Materials")
  • Complete Summary page
  • Other Applicant Pages (if applicable)
  • Budget modules including written justifications and quotes if applicable
  • Partner budget details, if applicable
  • Signed letter(s) of support from Partner’s (cash or in-kind), if applicable
5. Submit your ON-LINE application 2 working days in advance of sponsor deadline

Submit your full application online using ResearchNet by September 13, 2017 at 4:30 pm.   To do this, the applicant must complete and link all forms and CV type specific for each participant as described in the CIHR instructions.  “Preview” all components to ensure all application tasks are complete, including the Consent.  Then click “submit” your application to ORS for online approval. 

Note that ORS cannot view or approve your application until you have submitted it online. CIHR will not follow up with PIs who submit an incomplete application; the application is simply withdrawn from the competition.  For more information, review the CIHR Policy on Complete Applications.

6. ORS reviews your application 

If all requirements are met, ORS will approve your application in ResearchNet by CIHR’s deadline. ORS has read-only access to your application and cannot make changes. If the application is not approved, ORS will return it to you for changes. ORS is no longer required to physically sign applications submitted on ResearchNet.

7. ORS approves and submits your application

Once ORS has approved your application, ResearchNet will automatically forward it to CIHR.  You will receive an email from ResearchNet confirming that CIHR has received your application.  No changes can be made to your application once it has been submitted to CIHR.

SSHRC Insight Development Grant eSubmission Procedures (Research Portal)

All applications to the Insight Development Grant competition must be electronically submitted via the SSHRC Research Portal. Please follow SSHRC's application procedures described in the program outlines.

DEADLINES

UBC Internal Deadline (see procedure #3): Monday, January 29, 2018 at 8:30 am
Applicant's e-submission Deadline (see procedure #4): You may continue to work on your proposal after you have submitted your paperwork to ORS.  Your electronic application should be submitted on ResearchNet no later than Thursday, February 1, 2018 at 8:30 am 
Sponsor Deadline: Friday, February 2, 2018 at 4:30 pm

While ORS makes every effort to submit all applications on time and to facilitate support for our research community, applications submitted after UBC internal deadline will not receive a guarantee of administrative review from ORS, which includes confirmation for application completeness.

Useful resource: Research Portal – Frequently Asked Questions

Note: If a deadline falls on a weekend or a Canadian public holiday, the online application system will remain open on the next business day.

E-Submission Procedures

1. Application preparation

Your application must be prepared and submitted using the Research Portal and SSHRC CCV.

2. Understand and comply with faculty-specific requirements and/or deadlines

Use the Research Project Information Form and ask your Head and Dean to sign the RPIF.

Exceptions: Dean’s signatures are not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.  

For UBC co-applicants, electronic acceptance of PI’s invitation to participate in application meets SSHRC signature requirements, hence no sign-off is required.  However, the UBC co-apps will need to determine with their Head/Faculty whether or not they need to review the application and sign.  For External co-applicants, electronic acceptance of PI’s invitation to participate in application meets SSHRC signature requirement, hence no sign-off is required.  

If you are a co-applicant on a grant application initiated by a PI at another institution, you must still submit a copy of the application with required UBC signatures for review, even though the application is being submitted to the agency by another institution. 

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

3. Submit required pages to the appropriate ORS contact by the internal deadline

You can e-mail or drop off the pages to the appropriate ORS location.  Ensure you have collected ALL required internal signatures prior to submitting to ORS, and that the documents submitted to ORS are identical to your Research Portal submission.

  • A signed UBC Research Project Information Form (RPIF).  Complete the Co-applicant page (template) if you have any internal or external co-applicants.
  • Identification page (page 1 of the application)
  • Activity Details page (page 2 of the application)
  • Summary of Proposal 
  • Funds Requested from SSHRC
  • Funds from Other Sources
  • In the case of cooperative projects, letters of support or commitment from collaborating companies or institutions
4. Submit your ON-LINE application 2 working days in advance of sponsor deadline

Submit your full application online using the Research Portal and SSHRC CCV by the internal deadline.  To do this, the applicant must complete and link all the forms as described in the SSHRC instructions. First “Verify” to ensure the application is complete. Then click “Submit” to submit your application to ORS for online approval.

You may continue to work on your narrative sections of your online application after you have submitted your application package to ORS.  Your final application should be submitted via SSHRC online system no later than Thursday, February 1, 2018 at 8:30 am.

5. ORS reviews your application

If all requirements are met, ORS will approve your application on the Research Portal by SSHRC’s deadline. ORS has read-only access to your application and cannot make changes. If the application is not approved, ORS will return it to you for changes. ORS is no longer required to physically sign applications submitted through SSHRC Research Portal. 

6. ORS approves and submits your application

Once ORS has approved your application, the status on the SSHRC Research Portal will change from "Received by Administrator" to “Received by Agency” (see Definition of Application Status #17). Material or revisions received under separate cover (before or after the deadline date) will not be accepted by SSHRC. 

SSHRC Insight Grant eSubmission Procedures (On-Line System)

All applications to the Insight Grant competition must be electronically submitted via the SSHRC’s Online system.  Please follow SSHRC’s application procedures described in the program outlines.

DEADLINES

  • UBC Internal Deadline (see procedure #3): Tuesday, October 10, 2017 at 8:30 am
  • Applicant’s e-Submission Deadline: You may continue to work on your narrative sections of your online application after you have submitted your application package to ORS.  Your final application should be submitted via SSHRC online system no later than Thursday, October 12, 2017 at 4:30 pm (revised deadline: Friday, October 13th at noon due to SSHRC system outage)
  • Sponsor Deadline: October 15, 2017 at 4:30 pm (Oct 15 falls on a weekend, online application system remains open until October 16, 2017 at 4:30 pm)

While ORS makes every effort to submit all applications on time and to facilitate support for our research community, applications submitted after UBC internal deadline will not receive a guarantee of administrative review from ORS, which includes confirmation for application completeness.

Useful resource: SSHRC Help with online Forms

E-Submission Procedures

1. Application preparation

The application must be prepared using the SSHRC on-line system.

2. Understand and comply with faculty-specific requirements and/or deadlines

Use the Research Project Information Form and ask your Head and Dean to sign the RPIF. 

Exceptions: Dean’s signatures are not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.

For UBC co-applicants, electronic acceptance of PI’s invitation to participate in application meets SSHRC signature requirements, hence no sign-off is required.  However, the UBC co-apps will need to determine with their Head/Faculty whether or not they need to review the application and sign.  For External co-applicants, electronic acceptance of PI’s invitation to participate in application meets SSHRC signature requirement, hence no sign-off is required.  

If you are a co-applicant on a grant application initiated by an Applicant at another institution, you must submit a copy of the application with required UBC signatures for review, even though the application is being submitted to the agency by another institution.  ORS does not need to approve the application online but must still review a copy of the application.

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

3. Submit required pages to the appropriate ORS contact by the internal deadline

You can e-mail or drop off the pages to the appropriate ORS location.  Ensure you have collected ALL required internal signatures prior to submitting to ORS, and that the documents and budgets submitted to ORS are identical to your SSHRC on-line submission.

  • A signed UBC Research Project Information Form (RPIF).
  • Identification Page (page 1 of the application)
  • Participants Page (page 2 of the application)
  • Summary of proposal 
  • Funds requested from SSHRC
  • Budget justification
  • Funds from Other Sources
  • In the case of cooperative projects, letters of support or commitment from collaborating companies or institutions
4. Submit your ON-LINE application 2 working days in advance of sponsor deadline

Submit your full application online by October 12, 2017 at 4:30 pm.  To do this, Applicant must complete and attach all the forms as described in the program instruction.  If applicable, ensure that all co-applicants and collaborators have submitted their “Accept Invitation Form” and have included all relevant attachments.  “Verify” and correct the data until the Verification Report indicates successful verification.  Then click “Submit” to submit your application to ORS for institutional approval.

5. ORS reviews your application

If all requirements are met, ORS will approve your application on the SSHRC on-line system.  ORS has read-only access to your application and cannot make changes, so if it’s not approved, ORS will return it to you for changes.  ORS is no longer required to physically sign the application submitted through SSHRC on-line system because the institution is abiding by the Terms of Use. 

6. ORS approves and submits your application

Once ORS has approved and forwarded your application, the application on the SSHRC on-line system will change to “Received" which means "Received by Agency".

SSHRC eSubmission Procedures (On-Line System)

All applications to the Insight Grant, Partnership Grants, Partnership Development Grants, Partnership Engage Grants and Connection Grants must be electronically submitted via the SSHRC’s online system.   Please follow SSHRC’s application procedures as described in the respective program outlines.

DEADLINES

During major competition periods (February to April and mid-August to November) and for all US funding proposals, ORS requires a minimum of five (5) working days in advance of the competition deadline to allow for proper administrative review. Otherwise, ORS requires two (2) full working days in advance of the sponsor competition deadline. 

While ORS makes every effort to submit all applications on time and to facilitate support for our research community, applications submitted after UBC internal deadline will not receive a guarantee of administrative review from ORS, which includes confirmation for application completeness.

Useful resource: Online System – Frequently Asked Questions

Note: If a deadline falls on a weekend or a Canadian public holiday, the online application system will remain open on the next business day.

E-Submission Procedures

1. Application preparation

The application must be prepared using SSHRC on-line system.

2. Understand and comply with faculty-specific requirements and/or deadlines

Use the Research Project Information Form and ask your Head and Dean to sign the RPIF. 

Exception: Dean’s signatures are not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.  

For UBC co-applicants, electronic acceptance of PI’s invitation to participate in application meets SSHRC signature requirements, hence no sign-off is required.  However, the UBC co-apps will need to determine with their Head/Faculty whether or not they need to review the application and sign.  For External co-applicants, electronic acceptance of PI’s invitation to participate in application meets SSHRC signature requirement, hence no sign-off is required.  

If you are a co-applicant on a grant application initiated by a PI at another institution, you must still submit a copy of the application with required UBC signatures for review, even though the application is being submitted to the agency by another institution. 

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

3. Submit required pages to the appropriate ORS contact by the internal deadline

You can e-mail or drop off the pages to the appropriate ORS location.  Ensure you have collected ALL required internal signatures prior to submitting to ORS, and that the documents and budgets submitted to ORS are identical to your SSHRC on-line submission.

  • A signed UBC Research Project Information Form (RPIF) 
  • Identification Page (page 1 of the application)
  • Participants Page (page 2 of the application)
  • Summary of proposal
  • Funds Requested from SSHRC
  • Budget justification
  • Funds from Other Sources
  • In the case of cooperative projects, letters of support or commitment from collaborating companies or institutions
4. Submit your ON-LINE application 2 working days in advance of sponsor deadline

To do this, Applicant must complete and attach all the forms as described in the program instruction.  If applicable, ensure that all co-applicants and collaborators have submitted their “Accept Invitation Form” and have included all relevant attachments.  “Verify” and correct the data until the Verification Report indicates successful verification.  Then click “Submit” to submit your application to ORS for institutional approval.

5. ORS reviews your application

If all requirements are met, ORS will approve your application on the SSHRC on-line system.  ORS has read-only access to your application and cannot make changes, so if it’s not approved, ORS will return it to you for changes.  ORS is no longer required to physically sign the application submitted through SSHRC on-line system because the institution is abiding by the Terms of Use

6. ORS approves and submits your application

Once ORS has approved and forwarded your application, the application on the SSHRC on-line system will change to “Received” which means "Received by Agency". 

NSERC eSubmission Procedures (On-Line System)

NSERC's eSubmission procedure for most applications other than the Discovery Grant and the Research Tools & Instruments Grant programs require applicants to electronically submit via NSERC’s On-Line system

Please follow the relevant application procedures described in the outline of each program.

Exception: NSERC Connect Grants are submitted via NSERC Connect Grants Secure Upload Site.  Applicants are asked to follow the eSubmission procedures 1-6.  Once ORS has reviewed your application, a signed page will be returned to you.   Applicants then submit directly to NSERC via the secure upload site.

DEADLINES

During major competition periods (February to April and mid-August to November) and for all US funding proposals, ORS requires a minimum of five (5) working days in advance of the competition deadline to allow for proper administrative review.  Otherwise, ORS requires two (2) full working days in advance of the sponsor competition deadline.

E-Submission Procedures

1. Application preparation

The application must be prepared using NSERC's on-line system. In the case of Research Partnership Programs (e.g. Collaborative Research and Development (CRD), Strategic Partnership Grants for Projects (SPG), etc), NSERC will match the direct costs of research charged by industry sponsors. As indirect costs of research (ICR) is charged to the industry partner in addition to the direct costs, the amount requested in the NSERC application is unaffected by the ICR being introduced. The University will collect ICR on the NSERC portion of the direct costs separately through the Indirect Costs Program. 

2. NSERC On-Line system

On Form 101, select “University of British Columbia” as the Institution administering the grant (do not select “Technical University of British Columbia”).   For co-applicants,  electronic acceptance of PI’s invitation to participate in application meets NSERC signature requirements hence no sign-off is required.   However the UBC co-apps will need to determine with their Head/Faculty whether or not they need to review the application and sign. If co-applicants are outside of UBC, external authorized institution official signature is required. In the case of a partnership program, if the applicant is filling out the Form 183A on behalf of the participating organization use the LINK MANAGER function. If the applicant allows the supporting organization the ability to link Form 183A to the application, use the ACCESS MANAGER function.

3. Understand and comply with faculty-specific requirements and/or deadlines

Use the Research Project Information Form (RPIF) to obtain signatures from your Head and Dean.

Exception: Dean’s signatures are not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.

If you are a co-applicant on a grant application initiated by a PI at another institution, you must submit a copy of the application with required UBC signatures for review, even though the application is being submitted to the agency by another institution. ORS does not need to approve the application online but must still review a copy of the application.

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

4.  Submit required pages to the appropriate ORS contact by the internal deadline

You can e-mail or drop off the pages to the appropriate ORS location. Ensure you have collected ALL required internal signatures prior to submitting to ORS, and that the documents submitted to ORS are identical to your NSERC on-line submission.

  • A signed UBC Research Project Information Form (RPIF).
  • Page 1 of the application
  • Page 2 listing all co-applicants (If co-applicants are outside of UBC, external authorized institutional official signature is required)
  • Summary of Proposal page
  • Proposed Expenditures and budget justification pages
  • Contributions from Supporting Organizations page, if applicable
  • In the case of Research partnership programs e.g. Collaborative Research and Development (CRD), Strategic Project Grants (SPG) etc. signed letters of support and Form 183A – Information Required from Organizations Participating in Research Partnerships Programs
  • Intellectual Property page, if required
  • In the case of cooperative projects, letters of support or commitment from collaborating companies or institutions
5.  Submit your ON-LINE application 2 working days in advance of sponsor deadline

To do this, Applicant must complete and link all the forms as described in the program instruction.  First “Verify” to ensure the application is complete. Then click “Submit” to submit your application to ORS. 

6. ORS reviews your application

If all requirements are met, ORS will approve your application on the NSERC on-line system. ORS has read-only access to your application and cannot make changes. If the application is not approved, ORS will return it to you for changes. ORS is no longer required to physically sign the application submitted through NSERC on-line system because the institution is abiding by “What do the electronic or original signatures on the application mean.

 7. ORS approves and submits your application

Once ORS has approved and submitted your application, the status of the application on the NSERC on-line system will change to “Approved.”  See Definition of Application Status.  Material or updates received under separate cover (before or after the deadline date) will not be accepted by NSERC. 

NSERC SPG-P LOI eSubmission Procedures (On-Line System)

Strategic Partnership Grants for Project Letter of Intent (SPG-P LOI) must be electronically submitted via NSERC’s On-Line system. 

DEADLINES

  • UBC internal deadline (see procedure #4): Friday, January 26, 2018 at 8:30 am
  • Applicant’s e-Submission Deadline (see procedure #5): You may continue to work on your on-line application after you have submitted your package to ORS.  Your final LOI application should be submitted by Wednesday, January 31, 2018 at 8:30 am
  • Sponsor deadline: Thursday, February 1, 2018 at 4:30 pm

E-Submission Procedures

1. Application preparation

The application must be prepared using NSERC's on-line system.

2. NSERC On-Line system

On Form 189, select “University of British Columbia” as the Institution administering the grant (do not select “Technical University of British Columbia”).   For co-applicants, please enter co-applicant's name, PIN if known, and name of organization.  Please use the ACCESS MANAGER function to complete the Form 183A and letter of support if applicable.

3. Understand and comply with faculty-specific requirements and/or deadlines

Use the Research Project Information Form (RPIF) to obtain signatures from your Head and Dean.

Exception: Dean’s signatures are not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

4.  Submit required pages to the appropriate ORS contact by the internal deadline

You can e-mail or drop off the pages to the appropriate ORS location. Ensure you have collected ALL required internal signatures prior to submitting to ORS, and that the documents submitted to ORS are identical to your NSERC on-line submission.

  • A signed UBC Research Project Information Form (RPIF).
  • Page 1 of the Form 189
  • Page 2 listing all co-applicants
  • Summary of Proposal page
  • Form 183As and letter of supports are also required but they can be sent to ORS after the deadline
5.  Submit your ON-LINE application 2 working days in advance of sponsor deadline

To do this, Applicant must complete and link all the forms as described in the program instruction.  First “Verify” to ensure the application is complete. Then click “Submit” to submit your application to ORS. 

6. ORS reviews your application

If all requirements are met, ORS will approve your application on the NSERC on-line system. ORS has read-only access to your application and cannot make changes. If the application is not approved, ORS will return it to you for changes. ORS is no longer required to physically sign the application submitted through NSERC on-line system because the institution is abiding by “What do the electronic or original signatures on the application mean.

 7. ORS approves and submits your application

Once ORS has approved and submitted your application, the status of the application on the NSERC on-line system will change to “Approved.”  See Definition of Application Status.  Material or updates received under separate cover (before or after the deadline date) will not be accepted by NSERC. 

NSERC Discovery Grant & RTI eSubmission Procedures (Research Portal)

All applications to the Discovery Grant competition (including the Subatomic Physics program) and the Research Tools & Instruments competition must be electronically submitted via NSERC's Research Portal.  Please follow procedures described in NSERC’s Discovery Grant and RTI program outlines. 

DEADLINES

Discovery Grant full application 

  • UBC internal deadline (see procedure #3): Wednesday, October 25, 2017 4:30 pm
  • Applicant’s e-Submission Deadline: You may continue to work on your on-line application after you have submitted your package to ORS.  Your final application should be submitted via the Research Portal on Monday, October 30, 2017 at 4:30 pm 
  • Sponsor deadline: Wednesday, November 1, 2017 4:30 pm

Research Tools and Instruments (RTI) 

  • UBC internal deadline (see procedure #3): Wednesday, October 18, 2017 at 4:30 pm
  • Applicant’s e-Submission Deadline: You may continue to work on your on-line application after you have submitted your package to ORS.  Your final application should be submitted via the Research Portal on Monday, October 23, 2017 at 4:30 pm
  • Sponsor deadline: Wednesday, October 25, 2017 at 4:30 pm

While ORS makes every effort to submit all applications on time and to facilitate support for our research community, applications submitted after UBC internal deadline will not receive a guarantee of administrative review from ORS, which includes confirmation for application completeness.

Useful resource: Research Portal – Frequently Asked Questions

E-Submission Procedures

1. Application preparation

Your application must be prepared and submitted using the Research Portal and NSERC CCV.  Instructions can be found on the NSERC web site.  Select “The University of British Columbia” as the Administering Institution (do not select “Technical University of British Columbia”).

2. Understand and comply with faculty-specific requirements and/or deadlines

Use the UBC Research Project Information Form (RPIF) and ask your Head and Dean to sign the RPIF.  

Exception: Dean’s signature is not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.   

For co-applicants, electronic acceptance of the PI’s invitation to participate in the application meets NSERC requirements, so physical signatures are not required. However, UBC co-apps will need to determine with their Department/Faculty whether they need to review and sign the application. External authorized institution signature is required for co-apps outside of UBC. Please use ORS signature page.

If you are a co-applicant on a grant application initiated by a PI at another institution, you must still submit a copy of the application with required UBC signatures for ORS review and approval per NSERC policy.

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

3. Submit required pages to the appropriate ORS contact by the internal deadline

You can e-mail or drop off the pages to the appropriate ORS location.  Ensure you have collected ALL required signatures prior to submitting to ORS, and that the documents submitted to ORS are identical to your Research portal submission.

  • A signed UBC Research Project Information Form (RPIF).  Complete the Co-applicant page (template) if you have any internal or external co-applicants.
  • Identification page (page 1 of the application)
  • Supplements/Joint Initiatives (if applicable) 
  • Summary of Proposal Page
  • Activity Details page (this page displays the certification requirements)
  • Proposed Expenditures and budget justification pages
  • Quotations if applicable (per RTI guideline, provide two (2) recent quotations for any items or any systems costing more than $25,000 before taxes.  If the required number of quotations cannot be submitted, you must provide a justification in the Budget Justification section.)
4.  Submit your ON-LINE application 2 working days in advance of sponsor deadline

Submit your full application online using the Research Portal and NSERC CCV by the above stated Applicant's e-Submission Deadline. To do this, the applicant must complete and link all the forms as described in the NSERC instructions. First “Verify” to ensure the application is complete. Then click “Submit” to submit your application to ORS for online approval. 

5.  ORS reviews your application

If all requirements are met, ORS will approve your application on the Research Portal by NSERC’s deadline. ORS has read-only access to your application and cannot make changes. If the application is not approved, ORS will return it to you for changes. ORS is no longer required to physically sign applications submitted through NSERC Research Portal.

6. ORS approves and submits your application

Once ORS has approved your application, the status on the NSERC Research Portal will change from "Received by Administrator" to “Received by Agency” (see Definition of Application Status). Material or revisions received under separate cover (before or after the deadline date) will not be accepted by NSERC.

National Institutes of Health (NIH) eSubmission Procedures 

NIH offers two options* for submission of an application. PIs can complete either a PDF application package downloaded from Grants.Gov or a web based version of the application package through NIH's new ASSIST System.

* note some applications may only be submitted using one of the two options listed above. Please see the program announcement to confirm which options are available for the specific funding opportunity.

DEADLINES

Due to the complexity of the Grants.Gov portal and administrative requirements, UBC Office of Research Services (ORS) has an internal deadline of five working days prior to the agency deadline.

E-Submission Procedures

1. Register with NIH eRA Commons

If you do not have a PI account role in eRA Commons, email Wendy Hudelson in ORS.

Applicants DO NOT need to register with Grants.gov. UBC is registered with Grants.gov for electronic submission. Only an ORS representative can submit applications to Grants.gov on behalf of UBC.

2. Prepare an SF424 electronic application using the following institutional information:
  • Organization DUNS (Box 5 on SF424): 251949962
  • Employer Identification (Box 6 on SF424): 1900002823A1
  • Person to be contacted on matters involving this application (under Box 5):

Mr. Dean Kuusela
Associate Director, Office of Research Services
#102-6190 Agronomy Road, Vancouver, BC V6T 1Z3.
Tel: 604-822-8582, email: dean.kuusela@ors.ubc.ca

  • Authorized Representative (Box 19 on SF424):

Applicants located at UBC campus:
Ms. Yvonne Ng
Research Awards Manager, Office of Research Services 
#102-6190 Agronomy Road, Vancouver, BC V6T 1Z3.
Tel: 604-822-1304, email: yvonne.ng@ors.ubc.ca

Applicants located at C&W, BCCHRI or WHRI:
Ms. Nur Eisma
Research Manager, BCCHRI Office of Research Services 
#102-6190 Agronomy Road, Vancouver, BC V6T 1Z3.
Tel: 604-875-2427, email: neisma@bcchr.ubc.ca

Applicants located at VCHRI, ARC, PHCRI or BCCA:
Ms. Susan O'Neil
Manager, Research, VCHRI Office of Research Services 
#102-6190 Agronomy Road, Vancouver, BC V6T 1Z3.
Tel: 604-875-4111 ext. 21692, email: susan.oneil@ors.ubc.ca

  • Human Subject Assurance Number: 00000668
  • Animal Welfare Assurance Number: A5090-01
  • Facilities & Administrative Costs (F&A):
    • 8% applied to all direct costs excluding equipment costs.
    • 8% F&A costs also apply to the first $25,000 of each sub-award or subcontract (i.e. 8% F&A should be assessed on the first $25,000 of any new subcontract issued to a collaborator).
    • If a new subcontract is issued pursuant to a renewal, extension or supplemental award from the prime sponsor, based on a competing proposal subsequent to the initial award, that provides for additional work and increased funding for the collaborator, an 8% F&A also applies to the first $25,000 of that portion).
3. Understand and comply with faculty-specific requirements and/or deadlines

3A. If you are the Prime Awardee:

Note that all research grant applications must be accompanied by a Research Project Information Form (RPIF), which can be used to obtain the necessary signatures. Please ask your Head and Dean to sign only the RPIF. Dean's signatures are not required for the Faculty of Applied Science, Faculty of Science, and the School of Kinesiology.

Required pages for ORS:

  • A signed UBC Research Project Information Form (RPIF)
  • SF424 1 & 2 pages
  • Key Personnel Page
  • Project summary
  • Research and Related Other Project Information Page
  • All budget pages and budget justifications
  • If applicable, subawardee budgets, budget justifications and a completed Subrecipient Commitment Form (this form is completed by the subawardee Institution)

3B. If you are a Sub-recipient/Sub-awardee:

If you are a sub-recipient/sub-awardee on a grant being submitted to NIH on a grant application initiated by a PI at another institution, you must submit a copy of the application with required UBC signatures for ORS review, even though the application is being submitted to the agency by another institution. ORS does not need to approve the application online but must still review a copy of the application.

Note that all research grant applications must be accompanied by a Research Project Information Form (RPIF), which can be used to obtain the necessary signatures. Please ask your Head and Dean to sign only the RPIF. Dean's signatures are not required for the Faculty of Applied Science, Faculty of Science, and the School of Kinesiology.

Required pages for ORS:

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

4. Understand and comply with the requirements of Financial Conflict of Interest.

All researchers submitting a grant application to NIH (or any other U.S. Public Health Services funding agencies) will need to complete U.S. FCOI requirements before your proposal can be approved.

Applicants to National Science Foundation must also complete U.S. FCOI requirements.

Please visit the UBC US FCOI webpage for details.  If you need assistance, please contact US.FCOI@ubc.ca

5. Understand and comply with NIH policy and procedures

PIs should subscribe to the NIH Guide for Grants and Contracts.  Please be aware that NIH periodically implements updated versions of federal-wide SF424(R&R) and agency-specific (PHS) grant application forms in order to remain current with the most recent form sets available through Grants.Gov.  

PIs should also download the SF424 (R&R) Application Guide, as well as the Funding Opportunity Announcement. These documents contain important information needed to prepare the application.

If you need assistance to prepare an NIH application, visit NIH guidance on Writing Your Application as well as Grant Writing Tips Sheets and Sample Applications

6. Submit your fully assembled PDF application

 And confirm all investigators have filed their SFI at least five working days in advance of sponsor deadline. At the same time, the signed application should be received by ORS.

7. ORS reviews the application 

Once the application is received by ORS, the application will undergo an administrative review.  ORS will return it to you if any errors are found; you must correct and resubmit the application to ORS. NIH will not accept your application until all errors are corrected. Be available to address any errors after submitting your application to ORS.

NIH has eliminated the error correction window for due dates of January 25, 2011 and beyond.  The error correction window is the two days after the submission deadline in the e-submission process that NIH has given applicants to address NIH system-identified errors/warnings.  The elimination of the error correction does not affect the two-business-day application viewing window (i.e., the time an applicant has to view the electronic application image in eRA Commons upon NIH's receipt of an error-free application).  Applicants will still be able to view their application, reject (contact ORS to "reject" the application on eRA Commons) and submit a corrected application prior to the submission deadline.  Application changes made within the “error correction window” are restricted to those necessary to address system-identified errors/warnings. NIH may reject any application that includes additional changes.

8. ORS submits the application to Grants.gov

Once an application has been submitted, Grants.Gov and eRA Commons will send a series of status email notifications indicating any errors or warnings with the application.  However, since email may be unreliable, PIs should be proactive in checking the application status in eRA Commons.  Errors will prevent the application from moving forward therefore a changed/corrected application must be submitted to Grants.Gov.  If there are no errors the application, this means validation is complete.  PIs can view the entire assembled application in eRA Commons before it automatically moves forward to NIH for further processing and consideration.  Once the application has moved forward, no additional changes to the application will be accepted through Grants.Gov or eRA Commons.

Visit NIH to view detailed steps for PI to track submission status.

MSFHR HP-I and Scholar eSubmission Procedures

All applications to the MSFHR Health Professional-Investigator (HP-I) competition and the MSFHR Scholar competition must be electronically submitted via MSFHR ApplyNet. Please review the guidelines and instructions for applicants and third parties on MSFHR website in MSFHR’s HP-I and Scholar program outlines.

DEADLINES

Health Professional-Investigator

  • UBC internal deadline and Applicant’s e-Submission deadline (see procedure 3 &4): Wednesday, January 17, 2018 at 4:30 pm
  • Sponsor deadline: Friday, January 19, 2018 at 4:30 pm

Scholar

  • UBC internal deadline (see procedure #3): Monday, January 29, 2018 at 8:30 am
  • Applicant’s e-Submission deadline (see procedure #4): You may continue to work on your on-line application after you have submitted your package to ORS.  Your final application should be submitted on ApplyNet on Thursday, February 1, 2018 at 8:30 am
  • Sponsor deadline: Friday, February 2, 2018 at 4:30 pm

While ORS makes every effort to submit all applications on time and to facilitate support for our research community, applications submitted after the stated UBC internal deadline will not receive a guarantee of administrative review from ORS, which includes confirmation of application completeness.

E-Submission Procedures

1. Application preparation

Your application must be prepared using ApplyNet. Please Identify your Third Parties. Note that you cannot submit your full application until all of your Third Parties have completed their tasks. It is your responsibility to follow up with your Third Parties to ensure the timely completion of their tasks before the UBC internal deadline. The final approval of your MSFHR application will be made electronically by ORS.

2. Understand and comply with faculty-specific requirements and/or deadlines

Use the UBC Research Project Information Form (RPIF) and ask your Head and Dean to sign the RPIF.

Exception: Dean’s signature is not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

3. Submit required pages to the appropriate ORS contact by the internal deadline

You can email or drop off the following pages to the appropriate ORS location. Ensure you have collected ALL required signatures prior to submitting to ORS, and that the documents submitted to ORS are identical to your ApplyNet submission. For Faculty of Medicine (FoM), please refer to FoM MSFHR HP-I and  FoM MSFHR Scholar Instructions.  Required pages include:

  • A signed UBC Research Project Information Form (RPIF)
  • Page 1-3 from MSFHR full application, including Contact Information page, Host Institution Page and Project Information Page
  • Letter of collaboration, if applicable
  • Budget (using the excel template provided by MSFHR) - applicable to HP-I competition only
4. Submit your ON-LINE application 2 working days in advance of sponsor deadline

 

5. ORS reviews your application

If all requirements are met, ORS will approve your application by the agency deadline. ORS has read-only access to your application and cannot make changes. If the application is not approved, ORS will return it to you for changes.

6. ORS approves and submits your application

Once ORS hits “submit”, you will receive an auto email from MSFHR confirming that your host institution has approved your application.

MSFHR I2C Program eSubmission Procedures

All applications to the MSFHR Innovation to Commercialization Program competition must be electronically submitted via MSFHR ApplyNet. Please review the guidelines and instructions for applicants and third parties on MSFHR website.

FULL APPLICATION DEADLINES

  • UBC Internal Deadline: Wednesday, April 12, 2017 at 4:30 pm
  • Applicant's eSubmission Deadline: You may continue to work on your proposal after you have submitted your paperwork to ORS.  Your electronic application should be submitted by Wednesday, April 19, 2017 at 4:30 pm
  • Sponsor Deadline: Friday, April 21, 2017 at 4:30 pm

While ORS makes every effort to submit all applications on time and to facilitate support for our research community, applications submitted after the stated UBC internal deadline will not receive a guarantee of administrative review from ORS, which includes confirmation of application completeness.

Useful Resource: MSFHR ApplyNet FAQ

E-Submission Procedures

1. Application preparation

Your application must be prepared using ApplyNet. Please Identify your Third Parties. Note that you cannot submit your full application until all of your Third Parties have completed their tasks. It is your responsibility to follow up with your Third Parties to ensure the timely completion of their tasks before the UBC internal deadline. The final approval of your MSFHR application will be made electronically by ORS.

2. Understand and comply with faculty-specific requirements and/or deadlines

Use the UBC Research Project Information Form (RPIF) and ask your Head and Dean to sign the RPIF.

Exception: Dean’s signature is not required for Faculty of Applied Science, Faculty of Science and the School of Kinesiology.

Please check with your grant facilitator regarding faculty-specific requirements and/or deadlines.

3. Submit required pages to the appropriate ORS contact by the internal deadline

You can email or drop off the following pages to the appropriate ORS location. Ensure you have collected ALL required signatures prior to submitting to ORS, and that the documents submitted to ORS are identical to your ApplyNet submission. For Faculty of Medicine (FoM), please refer to FoM MSFHR I2C Instructions. Required pages include:

  • A signed UBC Research Project Information Form (RPIF)
  • Page 1-3 from MSFHR full application, including Contact Information page, Host Institution Page and Project Information Page
  • Budget (using the excel template provided by MSFHR)
  • MSFHR Department Head Approval Form
  • MSFHR Dean of Faculty Approval Form, if applicable
  • Intellectual Property (IP) Assessment Form – please contact the appropriate Technology Transfer Manager in the UILO for your Faculty and Department to obtain this before April 5, 2017.
  • Letter of collaboration, if applicable
  • Letter of support, if applicable
4. Submit your ON-LINE application 2 working days in advance of sponsor deadline

Submit your full application and MSFHR Full Version CCV by April 19 at 4:30 pm. It is your responsibility to review the pdf copy of the application prior to submission to ensure that all data entered is complete and accurate. Then click “Submit” your application to ORS for online approval.

5. ORS reviews your application

If all requirements are met, ORS will approve your application by the agency deadline. ORS has read-only access to your application and cannot make changes. If the application is not approved, ORS will return it to you for changes.

6. ORS approves and submits your application

Once ORS hits “submit”, you will receive an auto email from MSFHR confirming that your host institution has approved your application.