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.

As of May 15, 2018, all CIHR application participants (Nominated Principal Applicant, Principal Knowledge User, Knowledge User, Principal Applicant, Program Leader, Project Leader, Co-Applicant, Project Expert, Primary Supervisor, Program Expert, Supervisor) must complete  the new Equity and Diversity Questionnaire before the eSubmission deadline.  Applicants listed as “Collaborators” are not required to complete the questionnaire.

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 follow UBC Signatures requirement.

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. 

As of May 15, 2018, all CIHR application participants (Nominated Principal Applicant, Principal Knowledge User, Knowledge User, Principal Applicant, Program Leader, Project Leader, Co-Applicant, Project Expert, Primary Supervisor, Program Expert, Supervisor) must complete the new Equity and Diversity Questionnaire before the eSubmission deadline.  Applicants listed as “Collaborators” are not required to complete the questionnaire.

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 follow UBC Signatures requirement.

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 ONLINE application by 12:00pm the day before the 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 Fellowship Award (Institutional e-Approval)

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

As of May 15, 2018, all CIHR application participants (Nominated Principal Applicant, Principal Knowledge User, Knowledge User, Principal Applicant, Program Leader, Project Leader, Co-Applicant, Project Expert, Primary Supervisor, Program Expert, Supervisor) must complete the new Equity and Diversity Questionnaire before the eSubmission deadline.  Applicants listed as “Collaborators” are not required to complete the questionnaire.

DEADLINES

Fellowship Award

  • UBC Internal Deadline (see procedure #4): Wednesday, September 25, 2019 at 8:30am
  • Applicant’s e-Submission Deadline (see procedure 5): You may continue to work on your online proposal after you have submitted your application package to ORS. Your final electronic application should be submitted via ResearchNet by Monday, September 30, 2019 at 12:00pm
  • Agency Deadline: Tuesday, October 1, 2019 at 4:30pm

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 follow UBC Signatures requirement .

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 ONLINE application by 12:00pm the day before agency 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 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.

As of May 15, 2018, all CIHR application participants (Nominated Principal Applicant, Principal Knowledge User, Knowledge User, Principal Applicant, Program Leader, Project Leader, Co-Applicant, Project Expert, Primary Supervisor, Program Expert, Supervisor) must complete the new Equity and Diversity Questionnaire before the eSubmission deadline.  Applicants listed as “Collaborators” are not required to complete the questionnaire.

DEADLINES

  • UBC Internal Deadline (see procedure #4): Wednesday, October 7, 2020 at 8:30am
  • 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 Tuesday, October 13, 2020 at 12:00pm
  • Sponsor Deadline: Wednesday, October 14, 2020 at 4:30pm

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 follow UBC Signatures requirement.

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 Wednesday, October 7 at 8:30 am

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 ONLINE application by Tuesday, October 13 at 12:00pm

Submit your full application online by the above stated Applicant's e-Submission Deadline. 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.

CIHR Collaborative Health Research Project (NSERC Partnered)

All applications to the CIHR Collaborative Health Research Project (NSERC Partnered) competition must be electronically submitted via ResearchNet. Please follow CIHR’s application procedures described in the “How to Apply” section of the funding opportunity.

As of May 15, 2018, all CIHR application participants (Nominated Principal Applicant, Principal Knowledge User, Knowledge User, Principal Applicant, Program Leader, Project Leader, Co-Applicant, Project Expert, Primary Supervisor, Program Expert, Supervisor) must complete the new Equity and Diversity Questionnaire before the eSubmission deadline.  Applicants listed as “Collaborators” are not required to complete the questionnaire.

DEADLINES

  • UBC Internal Deadline (see procedure #4): Wednesday, October 23, 2019 at 8:30am
  • 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 Monday, October 28 2019 at 12:00pm
  • Sponsor Deadline: Tuesday, October 29, 2019 at 4:30pm

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 follow UBC Signatures requirement.

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")
  • CIHR Applicant signature pages - signatures must be included for all applicants (UBC and non-UBC) except Collaborators
  • 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 signatory individual is abiding by the "Meaning of Signatures" detailed in the Grants and Awards Guide.
  • Complete Summary page
  • Budget modules including written justifications and quotes if applicable (download from ResearchNet under Application Materials - Preview budget documents)
  • Partner budget details, if applicable
  • Signed letter(s) of support from Partner’s (cash or in-kind), if applicable
5. Submit your ONLINE application by 12:00pm the day before the sponsor deadline

Submit your full application online by the above stated Applicant's e-Submission Deadline. 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): Tuesday, January 28, 2020 at 8:30am
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 Research Portal no later than Friday, January 31, 2020 at 12:00pm 
Sponsor Deadline: February 2, 2020 which falls on a Sunday, submission deadline will be Monday, February 3, 2020 at 4:30pm

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 follow UBC Signatures requirement .

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). For UBC co-applicants, electronic acceptance of the Applicant’s invitation to participate in the 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 Applicant’s invitation to participate in application meets SSHRC signature requirement, hence no sign-off is required. 
  • 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 ONLINE by 12:00pm the day before the sponsor deadline

Submit your full application online using the Research Portal and SSHRC 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 SSHRC 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 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 (Online 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): Friday, Sept 25, 2020 at 8:30 am 
  • Applicant’s e-Submission Deadline (see procedure #4): 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 Wednesday, Sept 30, 2020 at 12:00 pm 
  • Sponsor Deadline: Thursday, October 1, 2020 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 (to be confirmed)

1. Application preparation

The application must be prepared using the SSHRC online system.

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

Use the Research Project Information Form and follow UBC Signatures requirement.

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 online 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 ONLINE application by 12:00pm the day before the sponsor deadline

Submit your full application online by the above stated Applicant's e-Submission 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 online 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 online 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 online system will change to “Received" which means "Received by Agency".

SSHRC eSubmission Procedures (Online System)

All applications to the Insight Grant, Partnership Grants, Partnership Development Grants, Partnership Engage Grants, Aid to Scholarly Journals 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 online system.

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

Use the Research Project Information Form and follow UBC Signatures requirement.

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 online 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 ONLINE application by 8:30 am one working day before the 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 online 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 online 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 online system will change to “Received” which means "Received by Agency". 

New Frontiers in Research Fund - Exploration - Notice of Intent (Convergence Portal) 

All applications to the 2020 New Frontiers in Research Fund - Exploration competition must be electronically submitted via the Convergence Portal. Please follow application procedures described in the program outlines. Applicants using Internet Explorer may experience system issues with the Convergence Portal, so please use an alternate browser.

NOTE: 25% Indirect Costs of Research must be included in your budgets

DEADLINES

There is a two-stage application process: Mandatory Notice of Intent (NOI) and Full Application.

NOI Deadlines

  • UBC Internal Deadline: RPIF and application copy do not need to be submitted to ORS at the NOI stage, but will be required at the full application stage.  
  • Your electronic NOI should be submitted via the Convergence Portal no later than Monday, August 17 at 2020 at 12:00pm as ORS will need to provide the required online approval.
  • Sponsor Deadline: Tuesday, August 18, 2020 at 4:30pm

Full Application Deadlines

  • Sponsor Deadline is October 20, 2020. Submission instructions, including UBC internal deadline, and competition details will be posted here closer to that date. 

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: Frequently Asked Questions and the UBC SPARC office's NFRF - Exploration Stream resource page               

New Frontiers in Research Fund - Transformation - Full Application (Convergence Portal) 

All applications to the 2020 New Frontiers in Research Fund - Transformation competition must be electronically submitted via the Convergence Portal. Please follow application procedures described in the program outlines. Applicants using Internet Explorer may experience system issues with the Convergence Portal, so please use an alternate browser.

NOTE: 25% Indirect Costs of Research must be included in your budgets

DEADLINES

There is a three-stage application process: Notice of Intent (NOI), Letter of Intent (LOI) and Full Application.

NOI: Mandatory NOI deadline was February 18, 2020

LOI: LOI deadline was July 15, 2020

Full Application: Full Application agency deadline is April 13, 2021. Submission instructions, including UBC internal deadline, and competition details will be posted here closer to that date. 

Useful resource: Frequently Asked Questions and the UBC SPARC office's NFRF - Transformation Stream resource page                          

NSERC Discovery Grant (Research Portal)

Researchers who intend to apply for a Discovery Grant (DG), Subatomic Physics Discovery (SAP-DG), Major Resources Support (SAP-MRS), or Category 2 or 3 Research Tools and Instruments (SAP-RTI) in the 2021 competition must submit a Notification of Intent to Apply (NOI) by the deadline date of August 4, 2020, 8:00 p.m. (ET). NSERC will not accept any NOI after the deadline. 

Visit the following links for further details and instructions. 

Please note that UBC approval is not required at the NOI stage. 

Procedures for the full application stage will be posted here after the NOI deadline. 

NSERC Alliance partnership program (Institutional e-Approval via Online System)

NSERC is now accepting applications to Option 1 ($20,000 to $1 million per year, 1 to 5 years) and Option 2 (initial phase - over $30,000 to $100,000 per year, 1 to 5 years) of the Alliance Grant program. To ensure your application meets the program requirements, please carefully review the Alliance Grants overview.

Applications to the Alliance program are submitted via NSERC’s Online System.

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.

Useful Resources: NSERC provides templates, instructions and FAQs related to the Alliance program on its web site

E-Submission Procedures

1. Application preparation

The application must be prepared using NSERC's online system. Under the Alliance program, NSERC will match partners’ cash contributions to the direct costs of research. Review the Alliance cost-sharing guidelines as the leveraging formula differs based on the size of the partner organization and the type of partnership involved. UBC’s indirect costs rates will apply to contributions from the partner organizations only. Consult with your faculty to confirm the appropriate indirect costs rate is being applied. If you have questions as to how to calculate the indirect costs, please contact Carolyn.DeMelo@ors.ubc.ca.

2. NSERC Online system

On the Form 101, select “University of British Columbia” as the Institution administering the grant (do not select “Technical University of British Columbia”). Co-applicants’ electronic acceptance of PI’s invitation to participate in the application meets NSERC signature requirements – their physical signatures do not need to be uploaded. If co-applicants are outside of UBC, external authorized institution official signature is required.

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

Complete a Research Project Information Form (RPIF) and follow UBC Signature requirements.

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 

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)
  • From the NSERC application:
    • 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
    • Proposed Expenditures budget page
    • Budget justification
    • Contributions from Supporting Organizations budget page(s)
    • Completed and signed Partner Organization Form
5. Submit your ONLINE application 

Applicant must all required forms are uploaded and CVs are linked to the completed application as described in the Alliance program instructions. First “Verify” to ensure the application is complete. Then click “Submit” to send the online application to ORS for review and approval.

6. ORS reviews your application

If all requirements are met, ORS will approve your application on the NSERC online 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 not required to physically sign the application submitted through online system per NSERC instructions (see “Are original signatures required?”)

 7. ORS approves and submits your application

Once ORS has approved and submitted your application, the status of the application on the NSERC online 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. 

National Institutes of Health (NIH) eSubmission Procedures 

As of December 31, 2017, Grants.gov has retired the PDF Application Package and applicants can no longer use this submission method for NIH grants.

NIH currently offers two web-based options* for submission of a grant application: Applicants can use NIH's electronic submission system: "ASSIST" (Application Submission System & Interface for Submission Tracking) or applicants can complete a web-based version of the application on the Grants.gov portal "Workspace". Note both systems allow applicants to validate the application themselves, identifying errors immediately, so that they can be corrected by the applicant before ORS review.

*Please refer to the specific Funding/Grant Opportunity on Grants.gov to confirm the submission process and required forms.

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 Colin Roberts 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 (Box 5) and 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, C&W - BCCHRI, BCMHARI & WHRI 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) and follow UBC Signatures requirement.

Required pages for ORS:

  • A signed UBC Research Project Information Form (RPIF)
  • SF424 1 & 2 pages
  • Key Personnel Page
  • Statement/Scope of Work
  • 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 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.  In response to COVID-19, MSFHR has extended the deadline as follows:

FULL APPLICATION DEADLINES

  • UBC Internal Deadline: Tuesday, June 30, 2020 at 4:30 pm
  • Applicant's eSubmission Deadline: Your final electronic application should be submitted by Tuesday, June 30, 2020 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.

MSFHR is partnering with MITACS to offer I2C award applicants. Interested applicants should contact MITACS Business Development representative for more information and instructions on including MITACS Accelerate internships in the MSFHR I2C application.

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

Use the UBC Research Project Information Form (RPIF) and follow UBC Signatures requirement .

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 by June 30, 2020 at 4:30 pm

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 Organization Affiliation Page, Project Title, Lay Summary.
  • Budget table page
  • Intellectual Property (IP) Assessment Form – please contact the appropriate Technology Transfer Manager in the UILO for your Faculty and Department to obtain this before Monday, March 2nd.
  • Letter of collaboration, if applicable
  • Letter of partnership, if applicable
  • MITACS Accelerate proposal application (Part 1), if applicable
4. Submit your ONLINE application by Applicant's eSubmission deadline by June 30, 2020 at 4:30 pm

Submit your full application and MSFHR Full CCV Version (last 5 years) by the above-stated Applicant's e-Submission deadline. The current MSFHR ApplyNet system is not linked with the Common CV System. To complete your requirement, please Submit your CV, provide your consent, confirm your submission, then go to the history tab and save a .pdf copy of the Common CV-MSFHR Full Version. 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 host institution deadline of July 7, 2020. ORS has read-only access to your application and cannot make changes on your behalf.  If changes are required, ORS can return to you if only the application has not been submitted to the agency. 

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 Research Trainee Program Competition

All applications to the Research Trainee Program Competition must be electronically submitted via new MSFHR ApplyNet. Please review the guidelines and instructions for applicants and third parties on MSFHR website.

Please review the documentation requirements when obtaining signatures and follow the signature policies & deadlines below:

FULL APPLICATION DEADLINES

  • UBC Supervisor’s Department deadline: Determined by your department
  • UBC Supervisor’s Faculty deadline: Determined by your Faculty (Suggested minimum two (2) business days before UBC Internal deadline)
  • UBC Internal deadline (see procedure #3): Wednesday, January 29, 2020 at 8:30 am
  • Applicant’s esubmission 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 ApplyNet by Friday, January 31, 2020 by 4:30pm

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 follow UBC Signatures requirement.

  • Supervisor
  • Head of Department
  • Dean of Faculty (Exceptions: Science, Applied Science, School of Kinesiology)

For applicants with Faculty of Medicine supervisors, please refer to FoM MSFHR Trainee instructions.

Please check here 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. Please note these documents will not be returned to you because ORS will approve your application on ApplyNet. 

  • Page 1-2 from MSFHR Full application including organization affiliation upto Requested Award Duration
  • Project title and lay summary from MSFHR Full Application
  • Supervisor and Co-Supervisor page from MSFHR Full Application
  • A signed UBC Research Project Information Form (RPIF) Under “Principal Investigator or Research-Applicant” provide the Supervisor’s name, contact info and department details should be those of the supervisor. Enter trainee’s name under “Is this is a student or trainee fellowship, please enter recipient name” in Box B. 
4. Submit your ONLINE application by Applicant's eSubmission deadline

Ensure all information is complete. Once you submit your full application to UBC, you will receive an auto email from ApplyNet with a PDF of your full application.

5. ORS reviews your application

If all requirements are met, ORS will electronically approve your application by the host institution deadline of February 7, 2020. ORS has read-only access to your application and cannot make changes on your behalf.  If changes are required, ORS can return to you if only the application has not been submitted to the agency. 

6. ORS approves and submits your application

Once ORS hits “submit”, you will receive an auto email from ApplyNet confirming that UBC has approved and your aplication is now with MSFHR ready for review.