Submitting a Grant Application

***This page is under development***

Summary

UBC Research Proposal Submission Procedures

1. Overview

All UBC research grant applications must be reviewed and endorsed by the Office of Research Services on behalf of UBC. To ensure timely and compliant submissions, all research proposals must follow the procedures outlined below.

2. Submission Timelines

Submit fully signed RPIF package to ORS:

• At least 5 business days before sponsor deadline:
  • For all major competitions (e.g. CIHR Project Grant, NSERC Discovery Grant, SSHRC Insight Grant, US federal funding applications)
  • During peak grant application periods: February–April and mid-August–November (subject to change).
• At least 2 business days before sponsor deadline:
  • For all other sponsors and competitions outside of the peak grant application period. 

Submission Types

• Electronic (e.g., NSERC Research Portal, CIHR ResearchNet): Submit RPIF and required documents (email or paper) by 4:30 PM on the internal deadline.
• Paper-Based: Submit the final application and a completed Research Project Information Form (RPIF) with all required signatures by 4:30 PM on UBC’s internal deadline.

Note: All sponsor compliance requirements (e.g., financial conflict of interest disclosures) must be met by the internal deadline.

3. UBC Signature Requirements

Before submitting a proposal to ORS, ensure compliance with:

• Faculty/Department/Unit requirements
• UBC policies, including indirect costs and RPIF completion
• Funding agency guidelines

Required RPIF Signatures (in order):

1. Principal Applicant
2. Department Head or Director
3. Centre/Institute Director (if applicable)
4. Dean of Faculty
   • Not required for Applied Science, Science, or Kinesiology unless specified in Policy LR2.

Documents Required for Signature (As Applicable/Available):

• Signed RPIF (required)
• Full application (preferred) or Draft application (required)
• Budget summary and all accompanying financial information (required)
• Title Page (if applicable)
• Agency Signature Page (if applicable)
• Abstract or Summary (if applicable)
• Ethics Certification Page (if applicable)
• Letters of support/commitment (if applicable)

Tip: Signature collection can be time-consuming. Plan ahead to avoid delays.

4. What Each Signature Means

The applicant's signature confirms:

• The information in the application is complete and accurate to the best knowledge of the applicant;
• The applicant has sufficient space and resources to do the research;
• If an award is made, the applicant agrees to abide by the award regulations of the granting agency;
• If an award is made, the applicant will use the award only for the purposes for which the award was made;
• If an award is made, the applicant agrees to abide by UBC policies and meet all regulations for research with animals, human subjects and biohazardous materials; and
• For applications for funding from the federal granting councils (CIHR, NSERC or SSHRC), the applicant acknowledges that they have read and agree to the terms of the Tri Council Financial Administration Guide, to which UBC is signatory.

The Department Head or Dean's signature confirms:

• The applicant has an appropriate academic appointment with their unit covering the period of the proposed grant or contract;
• The applicant has appropriate space available to do the research;
• The Head/Dean will take responsibility for resolving any over-expenditures;
• The Head/Dean will fulfill their obligations to the funding agency;
• The Head/Dean will ensure that Research Services is notified if there is a change in status of the awardee;
• The Head/Dean has verified adherence to Conflict of Interest Policy (SC3) with respect to honoraria; and
• Any internal Departmental/Faculty requirements have been met.

The signature of the Director of Research Services confirms that:

• The applicant is eligible to apply;
• The application has been signed by the appropriate Head/Dean;
• If an award is made, UBC is able and willing to administer the funds on behalf of the granting agency in accordance with the guidelines of the granting agency;
• If an award is made, Research Services will notify the granting agency when it becomes aware of any change in status of the awardee; and
• If an award is made, the University will not release funding to the awardee until all award conditions of the granting agency and the University have been met, including regulatory requirements on the use of animals, human subjects and biohazardous materials.