Research Services Office
2500 University Drive NW
Calgary, AB, Canada T2N 1N4
rsogrants@ucalgary.ca
NSERC Research Tools & Instruments
2015 Competition
Application Checklist
General Information
Research Tools and Instruments (RTI) Grants are one-year awards of up to $150,000 to support the purchase or
development of research equipment with a total net cost between $7,001 and $250,000 (excluding taxes, shipping and
handling). RTI grants foster and enhance the discovery, innovation and training capability of university researchers in the
natural sciences and engineering by supporting the purchase of research equipment and installations.
Award Amount
 $7,001 - $150,000
 NSERC will accept applications for equipment costing up to $250,000 provided the applicant has secured funds
to cover the amount in excess of $150,000.
Duration
 1 year (multiple year requests will not be accepted)
Eligibility
 Only applications from applicants and co-applicants who currently hold or are applying for a NSERC research
grant (e.g., Discovery, Strategic Project or Network Grant, Research Partnerships, Industrial Research Chair) at
the time of application will be accepted.
 General rules of NSERC eligibility apply: you must hold an academic appointment of at least 3 years.
Internal Selection Process
NSERC uses an institutional quota of applications to the Research Tools and Instruments (RTI) program. This quota has
been allocated across faculties, and each faculty will be responsible for selecting applications to go forward to NSERC.
Please contact your Associate Dean (Research) or Research Facilitator for further details.
* Please note that RSO will not submit any applications to NSERC that have not been approved by the Principal
Investigator’s faculty.
Application Process
IMPORTANT: Research Services is using an electronic submission process for the NSERC RTI programs. A hard copy is not
required.
1. Complete your application in the Research Portal. Once the application is complete (including required
attachments and your CCV), verify each section, and then press “Submit”. Your application will be sent to the
Research Services Office. Please ensure your application is final and complete; Research Services will not
review drafts, and, once received, your application may be submitted to NSERC without further notice. The final
deadline for submission of your application is noon, Thursday, October 22.
2. Submit the Research Funding Application Approvals form to the RSO (rsogrants@ucalgary.ca) with signatures of
PI, Department Head, and Dean or Associate Dean (Research). This completed form must be submitted by noon
on Thursday, October 22.
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
Please note that RSO will not submit any applications to NSERC that have not been approved by the
Principal Investigator’s faculty.
 Your application will not be considered submitted and will not be reviewed until both the application is
submitted in the Research Portal (a paper copy is not required) and the Approvals form has been
received.
 The final deadline of noon, Thursday, October 22, is a hard deadline. Exceptions will only be made with
approval of your faculty Associate Dean (Research). The two-day deadline ensures that Research Services
is able to complete a basic review of the application and secure institutional signature in a timely
fashion.
3. As an optional service, if you wish to receive a detailed administrative review, with the opportunity for feedback,
please submit the complete and final application in the Research Portal (paper copy not required), and email
the Research Funding Application Approvals form, signed by the PI, Department Head, and Dean or Associate
Dean (Research) to rsogrants@ucalgary.ca, by 4:00 p.m. on Thursday, October 15.
 The detailed administrative review includes a detailed review of the application, checking for eligibility
and UofC commitments and risk, compliance with program guidelines, completeness of application, and
the opportunity for feedback to improve the application. The basic administrative review involves a
minimal check of the application for eligibility and any UofC commitment or risk.
Additional Information and Resources
 NSERC Program Guidelines
 NSERC Detailed Instructions
 Instructions for the NSERC Canadian Common CV
 Canadian Common CV Help Manual
 NSERC Research Portal
 NSERC Peer Review Manual
 Library of Successful Applications: the Research Services Office maintains a library of successful applications,
which includes RTI applications from the 2013 and 2014 competitions. Sample applications are available to
faculty members to assist with the preparation of their own applications. Please contact Research Services
(rsogrants@ucalgary.ca).
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Application Checklist
To apply, submit an Application and a NSERC Common CV for the applicant and each co-applicant. Click here for full
instructions on using the Research Portal.
Application Overview
Application Form
Identification page
Summary of proposal
Proposed Expenditures table
Relationship to Other Research Support
Past Contributions to the Training of Highly Qualified Personnel
Most Significant Contributions to Research
Additional Information on Contributions
Activity Details
Free Form Attachments
Proposal
Budget Justification
Quotations (required for equipment > $25,000)
Confirmation of Financial Contributions (if required)
Canadian Common CV
For team grants, each co-applicant must complete the following requirements:
Application Form
Eligibility Profile
Relationship to Other Research Support
Past Contributions to the Training of HQP
Most Significant Contributions to Research
Additional Information on Contributions
Canadian Common CV
A. Create an Application
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Sign in to the Research Portal.
Select the Funding Opportunity and click Create.
Complete your Eligibility Profile and click on Validate.
Click on Continue and Create Application.
Under Applications, Open the application.
Click on Edit to complete the different sections.
B. Complete the Application
Identification
Administering Organization
Application Title
Language of the Application
Suggested Evaluation Group (not editable)
 Select the evaluation group that best fits your research discipline. Your suggestion is used for the preliminary assignment of
your application to the appropriate RTI selection committee. NSERC makes the final decision on the assignment.
Time to Be Devoted to Research/Activity: hours per month
 The applicant and each co-applicant are required to complete this section
 Enter the time (in hours per month) you plan to devote to the research/activity enabled by the requested equipment.
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Summary
Summary of proposal (text box – 2500 characters)
 The summary is intended to explain the proposal in language that the public can understand.
 Indicate why and to whom the research is important, the anticipated outcomes, and how the research field and Canada
will benefit.
Proposed Expenditures
Before completing this page, read the instructions and consult the Tri-Agency Financial Administration Guide.
Equipment
 Eligible expenses:
o Purchase or rental of equipment;
o Shipping and handling as well as applicable taxes;
 You may use the educational services GST discount (67%), which reduces the GST rate to 1.65%
o Transportation costs for purchased equipment;
o Extended warranty;
o Brokerage and customs charges;
o Costs of training staff to use equipment.
 Ineligible expenses:
o Salaries and travel;
o Insurance costs for equipment and research vehicles;
o Costs of the construction, renovation or rental of laboratories or supporting facilities;
o Software licensing or upgrades for subsequent years.
 Provide costs in Canadian dollars for expenses paid in foreign currency. Use the current conversion rate, but note that
NSERC will not provide additional funds should the value of the Canadian dollar fall by the time of award (April, 2016).
 The total net cost of the equipment cannot exceed $250,000, and NSERC will only accept applications requesting up to
$150,000 (inclusive of shipping and taxes). The applicant will be responsible for any amount in excess of $150,000.
Other expenses
Total Cash Contribution from Industry (if applicable)
Total Cash Contribution from University (if applicable)
Total Cash Contribution from Other Sources (if applicable)
Relationship to Other Research Support
Relationship to Other Research Support (text box – 10,000 characters)
The applicant and each co-applicant must complete this section.
 Provide information on the conceptual and budgetary relationship or difference between this application and all other
support (currently held or applied for).
o For each source of support held or applied for describe: the main objective; a brief outline of the methodology;
budget details; and details on the support of HQP.
 Other sources of support include grants and contributions from funding agencies, organizations, the private sector,
institution start-up funds, research chairs, the primary place of employment (for adjunct professors), and other institutional
research support. If you have received or applied for funding from the Canadian Foundation for Innovation (CFI), provide
details on how the money was or will be spent.
 The consequence of not providing adequate information to assess the relationship to other research support may be a
rating of insufficient for the merit of the proposal.
Past Contributions to HQP Training
Past Contributions to HQP Training (text box – 2,500 characters)
The applicant and each co-applicant must complete this section.
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This information was formerly captured in the Form 100.
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Clarify your contributions to training of HQP over the last six (6) years. Discuss your most important contributions to
training (i.e., aggregate data on a particular group of trainees), training in particularly important or challenging areas of
research, specialized methodologies and techniques, interdisciplinary or industrial collaborations, as well as the lack of
recent contribution to training. You should also discuss your role in co-supervision of your HQP (if applicable).
Training supported by NSERC ranges from undergraduate theses and summer projects to postdoctoral levels, and includes
technical and other research personnel.
Most Significant Contributions to Research
Most Significant Contributions to Research (text box – 7,500 characters)
The applicant and each co-applicant must complete this section.
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This information was formerly captured in the Form 100.
List up to five (5) of your most significant contributions to research and/or to practical applications over the last six (6)
years. Contributions made more than six (6) years ago but for which the impact is being felt now (e.g., exploitation of
patent, inclusion in a code, etc.) may be included.
For each, describe the significance in terms of influence on the direction of thought and activity in the target community
and in terms of significance to, and use by, other researchers and end users. For collaborative contributions, describe your
role.
A contribution does not have to be a single publication or report. For example, a group of publications on a specific subject
could be discussed as one contribution.
Note that you may include the full reference to your contributions or provide the appropriate reference to your NSERC CCV.
If applicable, applicants should explain and give dates for any significant delays in their research activity or in the
dissemination of research results (e.g., parental leave, bereavement, single parent situations, illness, extraordinary
administrative duties) in the NSERC CCV under the section Employment (Leaves of Absence and Impact on Research).
Additional Information on Contributions
Additional Information on Contributions (text box – 2,500 characters)
The applicant and each co-applicant must complete this section.
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This information was formerly captured in the Form 100. Provide details, as appropriate, on the contributions listed in your
NSERC CCV. Such details may include:
o the nature of collaborations with other researchers;
o the rationale or practice used for: the order of authors in the publications listed, and the inclusion of students in the list
of authors;
o your role in joint publications;
o the reason for selecting certain venues (journals, conferences) for publications, particular features of the venues, e.g.,
target audiences, review procedures;
o the impact or potential impact of patents and technology transfer;
o the nature of industrially relevant R&D activities;
o the significance of technical reports;
o attestation to the nature and the significance of confidential technical and internal reports;
o original research reported in books or technical reports.
You may include other activities or information to help committees to evaluate your contributions to and impact on science
and engineering, including interdisciplinary research.
Activity Details
Certification requirements
 Indicate if your research will involve human subjects, pluripotent stem cells, animals, biohazards, or environmental
impacts.
Research Subject Codes
 Consult the Research Subject Codes. A primary research subject code is required.
Area of Application Codes
 Consult the Area of Application Codes. A primary area of application code is required.
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Keywords
 Provide a maximum of 10 keywords best describe your proposal.
Eligibility Profile
 You must re-validate your eligibility profile. Click on Save and validate.
Formatting Attachments
In the Application Overview page, click Upload to attach each required document. Attachments are free-form and must respect
NSERC's presentation standards:
1. Explain any acronyms and abbreviations fully;
2. Pages must be 8 ½" x 11" (216mm x 279mm) (you may have to crop the document to the correct dimensions in
Adobe Acrobat or Mac OS X Preview);
3. Pages must be single-spaced, with no more than six lines of type per inch;
4. All text must be in 12 pt Times New Roman font;
5. Condensed fonts will not be accepted;
6. All text should be black, and no colour images should be used (any coloured content submitted in the application will
be duplicated in black and white, not colour, for reviewers);
7. Margins must be set at a minimum of ¾" (1.87 cm);
8. Your name must appear outside the set margins of the page, at the top right corner of every page;
9. For multi-page attachments, pages must be numbered sequentially; and
10. If you have supporting documents written in a language other than English or French, you are required to provide
NSERC with a certified translation of the document.
Proposal (Attachment)
Proposal (maximum of 3 pages)
Using the following headings and provide the requested information:
Research Program(s) to be Supported
Equipment Requested and the Reason(s) for the Configuration Proposed
Need and Urgency to Purchase the Proposed Equipment to Undertake the Research Program(s) Effectively
Availability of Similar Equipment
 Describe the availability of similar equipment in the same department, elsewhere in the university, or at nearby
institutions.
Accessibility and Degree of Utilization of Similar Equipment
 Describe the accessibility and degree of utilization of such equipment and, where applicable, the need to replace
existing equipment; the impact on the research program of a delay in acquiring the equipment.
How the Proposed Equipment will be Used for Training
Budget Justification (Attachment)
Budget Justification (maximum of 2 pages)
Before completing this page, read the instructions and consult the Tri-Agency Financial Administration Guide. Provide a detailed
explanation and justification for each budget item identified in the Proposed Expenditures page, following the same headings:
Equipment or facility
 Give a breakdown of the items requested in the Proposed Expenditures page. Provide details on models, manufacturers,
prices and applicable taxes. Justify the need for each item requested. Ensure that you include quotations, when applicable.
 The total net cost of the equipment cannot exceed $250,000, and NSERC will only accept applications requesting up to
$150,000 (inclusive of shipping and taxes). The applicant will be responsible for any amount in excess of $150,000.
Other expenses
 List all items not relevant to the previous category, and provide an explanation.
Contributions from industry, university, other sources (if applicable)
 Explain all financial contributions towards the purchase of the equipment.
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Quotations (Attachments – if required)
Quotations (up to two PDF documents (10 Mb maximum each))
 Provide two recent quotations for items or systems costing more than $25,000 before taxes.
o Note: When individual items costing less than $25,000 each are intended to be assembled together and integrated into a
single system with a resulting overall cost above $25,000, quotations are required.
 If the number of quotations required cannot be submitted, provide a justification in the Budget Justification section.
Confirmation of Financial Contributions (Attachment – if required)
Confirmation of Financial Contributions (one PDF documents (10 Mb maximum))
 Upload a letter from any organizations, other than the applicant’s or co-applicant’s institution(s), confirming their
commitment of financial or in-kind contributions.
C. Upload your NSERC Common CV
In the Application Overview page, click on Upload to link your NSERC CCV to your application. Refer to the NSERC CCV instructions
for details.
1. Once you have completed the NSERC CCV in the Common CV system, click Submit. When you click Submit, the
system will create both a PDF and confirmation number. You may retrieve this number at a later time through the
History tab on the top menu bar.
2. Login into the Research Portal and open your application. This will take you to the Application Overview page.
3. Within the Canadian Common CV Uploaded section, click Attach. The Common CV Upload page will appear.
4. Enter your NSERC CCV confirmation number and click Upload.
5. A message will appear indicating that you have successfully uploaded your CCV, which you may now preview.
 The applicant and each of the co-applicants must link their NSERC CCV to the application. Note that the applicant’s or coapplicants’ NSERC CCV can be updated with respect to the version submitted with the NOI, up to the submission of the
application.
 Important Note: Preview your CCV in the Research Portal before submitting your application and ensure that the file has
been uploaded correctly. If you are unable to preview your CCV or receive an error message delete your CCV, repeat the
steps above and re-upload your CCV.
D. Submitting the Application to NSERC
Complete the internal University of Calgary Research Funding Application Approvals form, with signatures of PI, Department
Head, and Dean or Associate Dean (Research) and email the form to rsogrants@ucalgary.ca
Submit your application to the University of Calgary Research Services Office, from the Application Overview page in the Research
Portal. The Submit button will be displayed once you have validated all the sections of your application and uploaded your NSERC
CCV.
 Once RSO receives both the online submission of the application and the internal approvals form, your application will be
placed in a queue for review and approval. If submitted before October 15, 4:00 pm it will receive a detailed review.
Applications submitted after October 15 will receive a basic review only, checking for eligibility, U of C commitments, and
risk. The final deadline for RSO to receive applications is October 22, 12:00 p.m. (noon).
 Once Research Services has approved and forwarded your application to NSERC, the application status will be “Received by
Agency.”
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REVIEW CRITERIA
Experts on NSERC RTI Selection Committees follow the guidelines in the Peer Review Manual.
1.
Excellence of the applicant(s)
2.
Merit of the proposed research programs
3.
Need for and urgency of the equipment, including availability of and access to similar equipment
4.
Suitability of the proposed equipment for the proposed research program(s)
5.
Importance of the equipment for the training of highly qualified personnel
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