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CIHR Mini-Info Session
Thursday June 20, 2013 1:00-3:30 pm
MDCL 3020
AGENDA
Welcome— Dr. Stephen M. Collins, Assoc. Dean Research, FHS e-Approval and process for CIHR
Operating Grants – Lisa Hodge, Sr. Advisor, CIHR
Speaker: Lori Burrows, University Delegate-updates on CIHR
15 MIN. BREAK: light snacks and drinks
PANELISTS: Past peer review committee members:
Sonia Anand, Martin Stampfli, Lori Burrows,
Monica Maly, Henry Szechtman, Sandeep Raha
Closing Remarks –Wendy Hollinshead, Manager HRS
*Peer Review past and present --CIHR Peer Review Members at the CIHR website http://www.cihr-irsc.gc.ca/e/39399.html

McMaster University CIHR Information Session

• Lisa Hodge, Sr. Grants Advisor, CIHR hodgel@mcmaster.ca
ext 26367
• Jennifer Snow, Senior Grants Advisor jsnow@mcmaster.ca
ext 28141
Highlights of Materials to be presented:
 Zero Tolerance eligibility
 Updates-
Admin, Policy, Process
 e-Approvalon Research NET
 What do you need to do?
-process and review tips
 What’s coming to CIHR

Since September 2008, CIHR has implemented a zero tolerance policy regarding application submissions:
Zero Tolerance
---incomplete application can mean anything from not formatted correctly or not included as per the instructions and per CIHR policies
---eligibility of applicant
---missing info/sig pages
---file formatting
---page limitations

What we know so far:
 Incomplete applications can be withdrawn
 Eligible institutions—HHSC has no signing authority
 Eligible Applicants and CO-PI’s-staff/trainees
 Missing signatures—sig’s still required; not sent
-----upload pdf file
 Updated Common CV –CCV confirmation #
What we don’t know yet?
Call Lisa Hodge ext 26367 for clarification

UPDATES
ADMIN Changes: 2009 to present
• ALL Research NET -application are ALL now submitted online
• e-Approval is an online tool used for specific programs (not all)
• Signature pages -eliminated signatures for NPI
(electronic signature is your consent)
-no institutional signatures for co-app' s
-signatures pages no longer sent to CIHR
(must be uploaded as pdf to application)
• NEW 2011! Online Deadline change
-ALL Research NET submissions DUE online by 8:00 PM EST

Institutional signature here

UPDATES
POLICY Changes:
• Equipment-definition; not funded through Operating Grants http://www.cihr-irsc.gc.ca/e/39922.html
• Acceptable Attachment Format
-dictates format of ALL uploaded pdf documents http://www.cihr-irsc.gc.ca/e/29300.html
• Research Outputs Policy http://www.cihr.gc.ca/e/32005.html
Open access via Pub Med Canada http://www.cihr.ca/e/40685.html
---eligible budget cost item!
• Grad Pay rates
McMaster repository
Neera Bhatnagar, Reference Librarian bhatnag@mcmaster.ca
---no longer max/min amounts for graduate student pay rates

“Definition of Equipment” http://www.cihr-irsc.gc.ca/e/39922.html
Effective August 1, 2009.
"Research Equipment: Any item (or interrelated collection of items comprising a system) of nonexpendable tangible property, having a useful life of more than 1 year and a cost of $2,000 or more, which is used wholly or in part for research.“
ALL 3 conditions must be met for an item to be considered equipment:
-nonexpendable tangible property; and,
-useful life of more than 1 year; and,
-a cost of $2,000 or more.
To be considered Materials or Supplies an item must meet only 1 of the following:
-expendable tangible property; or,
-useful life of 1 year or less; or,
-a cost of less than $2,000.
For example, a laptop computer that costs less than $2,000 would be considered as materials or supplies even though it is a nonexpendable tangible item with a useful life of more than one year.

NEW!
CIHR Open Access Policy –formerly Policy on Research Outputs
NEW!
requirements for recipients of grants starting January 2013:
-CIHR-funded researchers will be required to make their peer-reviewed publications freely accessible within 12 months of publication – at the latest .
-Researchers can comply with the green open access policy by depositing the articles in an archive, such as PubMed Central Canada or an institutional repository, and/or by publishing results in an open access journal.
-Compliance with the policy will continue to be monitored through end of grant reporting.
The revised Open Access Policy is available online: http://www.cihr.gc.ca/e/32005.html
Link to PubMed Central http://www.ncbi.nlm.nih.gov/pmc/
Neera Bhatnagar, Reference Librarian, bhatnag@mcmaster.ca
ext 23775

UPDATES
PROCESS Changes:
• RCT included in Operating grants competition
-same deadlines but differences in format (headings)
• e-Approval— online tool used for Operating Grants and only a few other programs (will be apparent once you start
an application and choose your institution paid)yellow band will signal an e-approval submission
• NEW 2011! Online Deadline change
-ALL Research NET submissions DUE online by 8:00 PM EST

Since Fall 2009 Open Operating grants have included RCT applicants http://www.cihr-irsc.gc.ca/e/41134.html
-if the budget requested is ≥ $250,000 in any project year researchers must apply to the
RCT peer review committee (no choice);
-if the budget requested is <$250,000 in every project year researchers may apply to the most relevant content peer review committee OR to the RCT peer review committee (choice)
 some specific “Heading” requirements for application to RCT committee

Different types of CVs and confirmation #s
Canadian Common CV: https://ccv-cvc.ca/ produces a new confirmation # with revisions
 Repository for CV information to be used to assemble various types of CVs for grant application submission
 Different types of CV depending on agency
 CIHR CCV:
4 Kinds:
Academic, IAB, Knowledge User, Registration
 REGISTRATION CV and ACADEMIC CV used for Operating grants

ALL institutions are on e-Approval since Fall 2009 Operating grants competition
 What it is
 How it works
 Who you are “submitting to”
 Changes to signature process via HRS
 How it affects non-FHS faculty

Make sure your submission is e-approval e-Approval is NOT used for all CIHR programs
Many programs on ResearchNET, NOT all are on e-Approval
To date: -Operating
-CHRP
-PHSI
-Knowledge Synthesis
-Catalyst (varied, specific initiatives)
-Masters Award/Banting Fellowships e-Approval programs will always show “submit to institution”
Always check with research office to be sure!

Registration to Application stage
Registration on Research NET: http://www.cihr-irsc.gc.ca/e/39633.html
Registration is mandatory if you are planning on submitting a full
Application
-
Registration requires a CIHR PIN; new applicants must request a PIN
-Registration signals the work flow process between institution and CIHR
All information provided to CIHR at registration can be revised in the full application Except :
• Name of Nominated Principal Applicant
• Project Title
• Chosen Peer Review Committee ***
***it is crucial to choose correctly; review the committee descriptions for assistance or contact the committee Scientific Officer for direction http://www.cihr-irsc.gc.ca/e/4657.html

CHOOSE YOUR INSTITUTION PAID on Research NET
If you DO NOT choose your institution paid in Project Details —(in the Enter Project
Information section), you will not be notified of yellow highlighted institutional deadlines.

Effective January 2011 for ALL Research NET submissions
16:00 (8:00 PM) EST is the NEW GLOBAL CIHR submission deadline
Midnight is NO LONGER the FINAL deadline for CIHR online submissions
If you miss the CIHR 8:00 PM EST deadline, your application WILL NOT be submitted to the CIHR competition

Mandatory Peer Review ( FHS only )*:
Peer Review Feedback Form (PRF)
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
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Department Peer Review Facilitator arranges Peer Review sign off required, by internal deadline , prior to HRS review institutional signature not possible without it
PRF and Health Research Services (HRS)
** receipt of PRF from researcher signals HRS online review of Application:
-email, delivered, or faxed signed ( by facilitator and reviewer ) PRF
*Non-FHS are exempt but may arrange peer review through ROADS office
contact Bart Hettinga, Sr. Advisor, hettingabp@mcmaster.ca
or ext. 24519
** review begins when signed PRF and signed HRS Checklist are received AND applicant CONCURRENTLY hits “SUBMIT” on ResearchNET

INTERNAL Review Deadline is set on Research NET by HRS
HRS Internal Review Deadline: Sept. 9 th 4:00 pm
 Represents the date and time ALL applicants must submit materials online via
Research NET

Hit ‘SUBMIT’ on Research NET to submit to the institution (HRS) for INTERNAL review AND hand in/deliver/email/fax required paperwork
 Set by HRS (Health Research Services-formerly CSD)
 FINAL deadline is set after applicant hits “SUBMIT” for INTERNAL deadline; application is returned online to Research NET after internal review is completed
 Allows enough time to revise and “tweak” before FINAL submission deadline
Note: Review on Research NET does not allow for HRS comments or corrections to be made to the application online via Research NET; separate e-mail with comments/suggestions will be sent to the applicant

TIPS and TRICKS for meeting the INTERNAL Review Deadline
 Participants—can change up until you hit SUBMIT for FINAL deadline (missing CCV conf # can cause issues; flip to collaborator if missing info for INTERNAL review, then flip back to co-app for FINAL deadline with correct CCV conf #)
 Budget—fleshing out Research NET module is better (for reviewing it is easier to see ineligible items from online module rather than draft boxes/tables/spreadsheets)
 DRAFT—better to indicate areas of “draft state” (I review whatever I get—if you are still working on bits, use highlighting or indicate
”more to come” or obvious notes to me that you are missing material)
 JUSTIFY—sell your work in your budget (budgets can be high or low, padded or not; reviewers know. Use justification to clarify, not to stuff more documents that say the same thing. Charts/tables, etc . should provide more insight into budget items or the associated aims rather than just reiterating numbers)

 Available on HRS Website http://fhs.mcmaster.ca/healthresearch/documents/ChecklistToolforCIHROperatingGrantReview.pdf
 Yellow highlighted items indicate items that are common issues and can be related to Zero Tolerance
 Green highlights are areas that are frequently overlooked and can be an opportunity to increase fundability of submission
 Direct source from CIHR instruction set for Operating grants
Review your submission using the Checklist Tool prior to submitting for INTERNAL review

Common Issue (to Avoid)

12 pt, ¾” margins, header/footer, page limits (11 versus 13)

eligible items

faculty appointment
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

REQUIRED PAPERWORK: What HRS needs from ALL applicants by the INTERNAL Deadline
 Hit “SUBMIT” on Research NET to submit your online application for
INTERNAL review
(not the same as Peer Review)
AND
 Paperwork required for institutional sign off:
• Signed INTERNAL signature form or Faculty Checklist (HRS/ROADS)http://fhs.mcmaster.ca/healthresearch/administration_forms.html
• signed PRF (peer review) Form
• Signature page 1 – Routing Slip
• Signature page – TO BE SIGNED BY INSTITUTION (leave blank)
• Biohazard or any other ethics clearances ready at time of application
Once all of these materials are received, e-Approval is possible

WHAT Paperwork HRS Needs from FHS Applicants by the INTERNAL deadline

PRIORITY FUNDING
-frequently overlooked
-added source of funding
SOME COMPETITIONS ARE NOT e-APPROVAL
-other competitions with same deadline
-always check with HRS
INTERNAL DEADLINES ARE REAL
-always 2 wks. ahead unless e-approval
-respect that other work exists

Companion to Operating competition, many New
Investigator candidates will be submitting an
Operating grant submission
Cannot accept a NI Award if they do not have current
Operating funding that is in place by start of NI award
(July 2014)
NOT e-approval:
-Although Operating grants are e-approval, NI submission are not; internal review is paper review
-DO NOT HIT SUBMIT for INTERNAL review
Departmental approval required before starting NI
-candidate must be approved by Dept. ahead of time
-deadlines for staggered requirements start Aug.
Contact your Department regarding the process around NI submissions.


-industrial partner with new $$$
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

Upcoming Changes:
 Renewed suite of Operating grants
-project versus foundation grants
 Overhauled Peer Review System
-college of reviewers
 Common CV changes*
-new types of CVs to better match submission
renovation/upgrades are ongoing (*update May 21, 2013)
 MOU revisions
-more responsibility for research and research agreements owned by researcher and the institution http://www.cihr-irsc.gc.ca/e/45201.html

Starting 2014, a staggered implementation of the new suite of
Operating programs will be introduced, along with a new peer review system.
Town Hall
-McMaster will be hosting an open meeting where
CIHR VP Research and CSO, Dr. Jane Aubin will discuss and receive feedback on the recently released development document regarding the renovation of the Suite of Open Operating grants
June 24, 2013
Time : 11:00 am to 1:00 pm
Place: MDCL 1105
Link to Development Document for new suite of programs: http://www.cihr-irsc.gc.ca/e/documents/or_des_for_future-en.pdf

Visit us often at www.cihr.ca
CIHR Operating FAQ http://www.cihr-irsc.gc.ca/e/44787.html
Current funding opportunities http://www.researchnetrecherchenet.ca/rnr16/search.do?fodAgency=CIHR&fodLanguage=E&all=1&search=true&org=
CIHR&sort=program&masterList=true&view=currentOpps
Grants and Awards Guide http://www.irsc.gc.ca/e/805.html
For further assistance contact Lisa Hodge hodgel@mcmaster.ca
at ext. 26367
These materials are available at http://fhs.mcmaster.ca/healthresearch/research_fundingsource_cihr.html