An Orientation to
Health Research Services
Faculty of Health Sciences
January 30, 2012
Location:
Phone:
Email:
HSC 1B7
Ext. 22465
hsresadm@mcmaster.ca
Health Research Services
• The Health Research Services (HRS) provides
advice and administrative support to process
operating and personnel grants, manages
research resources and administers the ethics
review process for medical research involving
human and animal subjects.
City-wide research administration
FACULTY OF
HEALTH SCIENCES
Health Research
Services
McMaster University
VP Res & Int’l Affairs
Research Finance
Office of
Research Services
Major Projects
Major Projects
Grants
Research
Accounts
Ethics
Agreements
Joint HHS/FHS
Research Ethics
Board
Major Projects
Industry Liaison/
Tech Transfer
Grants
Contracts
Ethics
Hamilton Health Sciences
Office of Integrated
Research Services
Clinical Trials
And Contracts
McMaster Industry
Liaison Office
St. Joseph’s Healthcare
FSORC
Research Services
And Finance
Clinical Trials
And Contracts
SJH Research
Ethics Board
Research Services
And Finance
More Specifically…
• HRS oversees matters relating to research admin.
in FHS:
– Assists in identifying funding opportunities
– Reviews and obtains institutional signatures for all
research applications
– Ensure applications follow both University & Sponsor
guidelines
– Assists in determining allowable budgetary items
– Reviews requests for research accounts
– Support of the ethics review processes
– Manages equipment and space (in HSC)
Who Are We?
Title
Name
Ext
Email
Associate Dean of Research
Stephen M. Collins
22184
hsresadm@mcmaster.ca
Executive Assistant to Associate Dean
Darlene Long
22184
darlong@mcmaster.ca
Director, Health Research Services
Greg Weiler
22515
gweiler@mcmaster.ca
Manager, Health Research Services
Wendy Hollinshead
22466
whollin@mcmaster.ca
Senior Grants Advisor, CIHR Programs
Lisa Hodge
26367
hodgel@mcmaster.ca
Senior Grants Advisor, Major Projects
Susan Dimitry
22464
dimitrys@mcmaster.ca
Senior Grants Advisor, Major Projects
Shannon Biss
22871
sbiss@mcmaster.ca
Senior Grants Advisor
Serena Jenson
22057
sjenn@mcmaster.ca
Senior Agreements Officer
Caroline Woods
22006
cwoods@mcmaster.ca
Research Information Specialist
Muriel Gervais
22465
gervaism@mcmaster.ca
Administrative Assistant
Rebecca Leone
22258
rleone@mcmaster.ca
Research Ethics Officer
Karen Henderson
22577
khender@mcmaster.ca
AREB Coordinator
Lisa Bulger
22469
bulger@mcmaster.ca
Where to find Funding Opportunities
• Visit the HRS website:
www.fhs.mcmaster.ca/healthresearch
Contact HRS directly at
Ph: Ext. 22465
Email: hsresadm@mcmaster.ca
• Visit Sponsor websites, e.g.
• CIHR (www.cihr-irsc.gc.ca/e/193.html )
• HSFC (www.hsf.ca/research)
• Search the Community of Science Database
www.cos.com
COS Funding Opportunities
• Includes lesser-known funding sources, such as new or highly
specialized sources, as well a conventional sources
• Covers all disciplines: humanities and arts as well as
the sciences
• You can send opportunities to colleagues, download your results to
review later, and save your searches.
• Opportunities for many professional levels: faculty, post-docs,
graduate students
• Search tools help you target funding that is relevant to you,
filtering out irrelevant records
• Tools to help you manage your search effort and to communicate
valuable information to other COS searchers
How To Get A Grant Application Signed
• What Does HRS Need?
– Please Submit Original + 1 Copy Of Everything
– Completed HRS Checklist (with Department Chair’s Signature)
– Summary of research proposal or working/draft copy of
proposal/copy of application
– Budget and budget justification (if applicable)
– Ethics/Biohazard approval letters (if applicable)
– Grant signature page (signed by P.I. and Department Chair)
NOTE: GRANT APPLICATIONS SHOULD BE SUBMITTED TO
OUR OFFICE, HSC 1B7, AT LEAST TWO WEEKS PRIOR TO
THE AGENCY DEADLINE TO OBTAIN THE APPROPRIATE
INSTITUTIONAL SIGNATURE(S).
HRS Checklist / Request
for a Research Account
•Internal, dual purpose
form required with
EVERY Grant Submission
How To Get A Research Account Opened
All grants awarded require the following to open a new account:
– Completed “HRS Checklist/Request for Research Account”
form (signed by Dept Chair)
– For NEW account holders, signed “Research Account
Holders’ Accountabilities” form
– Copy of proposal/copy of application
– Budget and budget justification
– Current Human or Animal Ethics, Biohazard and Health
Physics approval letters (if applicable)
– Notification of award (NOA) / funding agreement
– For Internally Sponsored Research – we require McMaster
Account# funds will come from
Once HRS receives all documents
1. We review to ensure everything is in good
order, eg. ethics approvals are current
2. We update our Research Funding database
3. Send the paperwork to FHS Research Finance
for Processing
4. Research Finance will email PI and Dept.
Manager the “NEW RESEARCH ACCOUNT
AWARD NOTICE”
Associate Dean, Research
• Associate Dean (Research) - Dr. Stephen
Collins
• Dr. Collins has the authority to bind the
institution in all matters related to research
• Therefore, in most cases Dr. Collins is the
signing authority on grant applications and
agreements
INTRODUCTION
•Lisa Hodge, Sr. Grants Advisor, CIHR
hodgel@mcmaster.ca ext 26367
•Highlights of Materials to be presented:
Zero Tolerance – eligibility, completeness
Research NET
e-Approval-on Research NET
What do you need to do?
-INTERNAL review
 What HRS needs from applicants
Zero Tolerance
What we know so far:
Incomplete applications will 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 in
paper form by mail to CIHR—must upload pdf file
Updated “validated” Common CV required
Call Lisa Hodge ext 26367 for clarification
CIHR UPDATES- Administrative Changes
ADMIN Changes:
•
ALL Research NET
•
Many new programs on e-Approval – Catalyst, POP, PHSI,…
•
Signature pages
•
NEW 2011! Online Deadline change
-ALL Research NET submissions DUE online by 8:00 PM EST
-application are ALL now submitted online
-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)
CIHR UPDATED POLICIES – Since 2008
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
Open access via Pub Med Canada
http://www.cihr-irsc.gc.ca/e/41770.html
http://www.cihr-irsc.gc.ca/e/32005.html
McMaster repository
Neera Bhatnagar, Librarian
bhatnag@mcmaster.ca
•Grad Pay rates
(NEW!)
---no longer max/min amounts for
graduate student pay rates on grants
•Privacy Policy
(NEW!)
-integrated into new signature pages
http://www.nserc-crsng.gc.ca/_doc/NSERC-CRSNG/governance-gouvernance/consent-consentement_eng.pdf
CIHR Acceptable Attachment Format
Attachment format for all pdf files
http://www.cihr-irsc.gc.ca/e/29300.html
The following apply to all attachments (including those for the Common CV):
Indicate your name, the project title and the section title (e.g., Summary of Research Proposal) at the top of each
page. Indicate the page number clearly at the bottom of each page. For CV attachments, only your name (i.e., does
not have to be nominated principal applicant name) and the section title (e.g., Patents and Intellectual Property
Rights) are required in the header.
•
Insert a margin of 2 cm (3/4 inch) - minimum - around the page.
•
•
•
•
•
•
Observe page limitations, additional pages may NOT be added unless specified.
Use only letter size (21.25 X 27.5 cm / 8.5" X 11") white paper/background for all attachments.
Photo-reduce the supporting documents if the originals are larger than (21.25 X 27.5 cm / 8.5" X 11").
Use a font size of 12 point, black type. Six lines per inch. No condensed type or spacing.
Attachments must be uploaded in PDF format.
The size of the attached document(s) cannot exceed 30 MB per document.
For more information about converting documents to PDF, please refer to Help with Accessibility page.
For all documents that need to be attached, please follow the instructions provided within Research NET on how to
upload your document.
For further information, please direct your inquiries to info@cihr-irsc.gc.ca or telephone 1-888-603-4178.
Privacy Policy
As of November 17, 2011 Tri-council funding agencies have
implemented a privacy policy http://www.nserc-crsng.gc.ca/_doc/NSERCCRSNG/governance-gouvernance/consent-consentement_eng.pdf
 slight change to informed consent and the look of signature pages
 big change to what it means
e-Approval and Research NET
ALL institutions are on e-Approval since Fall 2009 Operating grants competition
What it is
How it works
Who you are “submitting” to
INTERNAL review deadlines
Changes to signature process via HRS
Registration/Application on Research NET starts the e-Approval process
Yellow highlighting indicates where action or attention is required
E-mail confirmation sent to applicant when they Hit “SUBMIT” online
Step-by Step e-Approval: Registration to Application stage
Registration on Research NET:
http://www.cihr-irsc.gc.ca/e/39633.html
Research NET requires a CIHR PIN
-new applicants must request a PIN
For two stage LOI/Registration and Applications submissions:
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
NEW! CIHR Deadline time change
Effective January 2011 for ALL Research NET submissions
20:00 (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
16:00 (4:00) PM EST is the HRS deadline time for administrative processing on Feb 21
INTERNAL deadline and March 1 FINAL deadline dates
INTERNAL Review: Common Issues (to Avoid)
Format
Budget
Eligibility: Common CV descriptions
Signature pages-missing signature page
Missing the INTERNAL review deadline
SAMPLE: Format required for all attachments
 Header has NPI name, section title, and grant title (yr 1 $ amt is optional)
 Footer has successive numbering by pdf attachment, starting at 1 and
ending at last page of each pdf file
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 Mandatory Peer Review-for Operating grants only)
AND
Paperwork required for HRS institutional sign off:
•Signed HRS Checklist http://fhs.mcmaster.ca/healthresearch/administration_forms.html
•signed PRF Form (FHS Faculty only)
•Routing Slip
•BLANK Institutional Signature page – to be signed by Authorized Official (HRS)
--upload blank at INTERNAL review submission deadline
•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
Helpful Links
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
McMaster University
Faculty of Health Sciences
Health Research Services
When Do You Need an Agreement?
 You need an agreement when:
 When you are engaging an investigator at another
institution (includes HHS and St. Joes) to be part of
your project. (even if there are no $$ involved)
 When you are being engaged by an investigator at
another institution to work on their project
 When you receive funds from a granting agency or
industry to perform a specific project
How Do I Get an Agreement?
Contact the Appropriate Office:
 Health Research Services
 McMaster Industry Liaison Office
 Office of Integrated Research Services – Hamilton Health Sciences
 Research Administration - St. Joseph’s Healthcare
 McMaster Office of Research Services
 McMaster Purchasing
Health Research Services
Working Specifically for the Faculty of Health Sciences
 grant agreements,
 subgrant agreements
 Inter-institutional agreements
 McMaster co-ordinated Clinical Trial agreements,
 Letters of Intent
 MOU’s for the Faculty of Health Sciences
 Amendments to any of these agreements
McMaster Industry Liaison Office
(MILO)
MILO working for all McMaster Faculties
 research contracts,
 industry sponsored agreements,
 service agreements,
 confidentiality agreements,
 non-disclosure agreements,
 data transfer agreements
 material transfer agreements
 intellectual property related issues
McMaster
Office of Research Services
 ORS handles all research agreements for all other
McMaster Faculties
McMaster Purchasing
 Purchasing handles any service agreement or contract not
related to research that involves the purchase of an item or
service from an outside provider.
What are the steps for Mac?
1.
If you have been provided a template send it for review to Caroline Woods in
Health Research Services or contact Caroline Woods to arrange a draft
agreement to send to your party for their review.
2.
Health Research Services (HRS) will assist you with negotiation with the
other parties to the agreement.
3.
After negotiations are complete obtain authorized institutional signatures of
McMaster and the other parties through HRS.
4.
Complete the signature process before beginning the work. A fully executed
original will be kept for HRS’s files.
What am I doing?
 Ensuring compliance with
University / Hospital
policy
 Looking at potential
liability and conflict of
interest issues
 Making sure that the
agreement accurately
reflects the obligations and
the intentions of everyone
involved in the research
Why?
 Not all agreements
are created equal.
Clauses that determine roles and
responsibilities of the Parties to an Agreement
Main Areas You Should
be Aware of
 Confidentiality
 Publication
 Indemnity and Insurance
 Intellectual Property Rights and Ownership
 Budget
 Description of Work and Reporting
 Term and Termination
 Governing Law
Non-Research related for provision of specific services
What makes an Agreement a
Contract?
 Differences between contracts and collaborative
agreements
 In contracts






the study plan is prepared by the sponsor
the data and intellectual property is owned by the sponsor
Reporting and oversight by the sponsor is extensive
Publication may be controlled or restricted by the sponsor
All deliverables are transferred to the sponsor
Future use of any deliverable by the university is not allowed
or restricted to a specific license
Contract and Consulting Policies
http://www.mcmaster.ca/policy/
 Research contracts are handled through MILO
 Non- Research contracts handling is determined by
required expertise on a contract by contract basis
 Handling of consulting agreements is determined by
McMaster policies
 Staff Policy on Consulting and Freelancing
 Statement on Consulting Policy and Procedures
 Policy on Payments to Individual versus Employees
How Long Does it Take?
Currently, 2-3 weeks on average
Who Can Sign for McMaster?
 All Agreements are required to be signed by an individual
with Institutional Signing Authority as designated in
McMaster’s Execution of Instruments Policy: (Associate
Dean, Research or Dean and Vice President, Faculty of Health
Sciences)
 Signatures can only be obtained through the Health Research
Services Office
 Agreements are not fully binding until everyone has signed
What if you need to change
Something?
 Changes to the terms of an agreement are done
through amendments
 Contact your agreements negotiator to prepare and
negotiate the amendment
 Amendments remove clauses from the original
agreement and insert new language
Please Don’t
 Start any work without checking to see if
you need an agreement and without the
agreement being finalized
 Transfer any funds to an outside party
without an agreement in place
 Sign an agreement without McMaster
Institutional review and approval
McMaster University
Faculty of Health Sciences
Health Research Services
Health Sciences Finance
 Financial management of research accounts
 Ensuring payments to and from accounts
match with agreements
 Ensuring accounts managed in compliance
with Sponsors and McMaster policies
 Each department has an assigned finance
accountant in HSF
Accounts with Agreements
 A fully executed original
agreement is needed to open an
account
 An HRS Checklist and ethics is
also required
 Funds are not automatically
transferred
 Cheque requests should refer to
the agreement and be in
compliance with the terms of
the agreement
Thank You !
Should you need any more information or would like
to request a presentation for your group or department
please contact:
 Caroline Woods cwoods@mcmaster.ca x22006
Or
 Wendy Hollinshead whollins@mcmaster.ca x 22466
Helpful Contacts?
 Health Research Services – Caroline Woods cwoods@mcmaster.ca





x 22006, HSC 1B7
McMaster Industry Liaison Office – 905-525-9140 ext.28646,
McMaster Innovation Park
Office of Integrated Research Services – Hamilton Health Sciences
–Katie Porter x 74559 researchagreements@hhsc.ca
Research Administration – St. Joseph’s Healthcare Hamilton – Mary
Jane Sayles x32993
ROADS Gilmour Hall, 3rd flr., ste. 305 x 26974
Purchasing - Administrator Carol Fletcher x 24297
fletchc@mcmaster.ca
The Campaign for McMaster University
The Campaign for McMaster University
School of Nursing /
Faculty of Health Sciences
Research Finance Session
Monday, January 30, 2012 53
AGENDA
• Supporting Documentation Requirements for Expenditures on
Research Accounts
- Travel and Subsistence Expenses
- Computer and Electronic Communications
- Hospitality / Meeting Expenses
- Services and Miscellaneous Expenses
- Equipment and Supplies
- Purchasing
• Web Sites of Interest
• Research Finance Contacts
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The Campaign for McMaster University
The Campaign for McMaster University
Supporting Documentation
Requirements for
Expenditures on Research
Accounts
55
Travel and Subsistence Expenses
Expense
Documentation Required
Airfare
Original Airline Ticket & Boarding Passes (Economy Fare)
Original Receipt showing payment for Ticket
Railway/Bus
Original Ticket and Receipt
Auto Allowance
Currently $.40 per km (include mileage calculation; ie. MapQuest/Google)
Vehicle Rental
Original Receipts of rental costs, gas and other related costs (no Auto
Allowance claim permitted)
Taxi
Original Receipt
Parking
Original Receipt
Accommodation
Original Receipt
Meals w/ Receipt
Original ITEMIZED Receipt
Meals w/o Receipt
Claim Per Diem (if Conference includes meals, adjustment must be made)
Conference
Registration
Original Receipt and Program/Agenda of Conference (attendee tags from
Conference)
Miscellaneous
Original Receipts
Signatures Required – Must be approved by PI or Delegate; for reimbursement to PI, must be approved
by Department Chair or Delegate; for Chair, must be approved by VP
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Computer and Electronic Communications
 Eligibility of expenses are determined by:
1) Granting Agency Policy or
2) University Policy
Granting Agency Policy supersedes University
 Original invoices, contracts and receipts
 Written justification for Personal Digital Assistants
(PDA’s), and Cell Phones; must relate to the research
57
Hospitality / Meeting Expenses
• Original Invoices
• Names of people attending event
• Purpose/Date of Event must be specified and relation to the PI’s
Research Project must be indicated
• Copy of Meeting Agenda
• Eligibility of expenses are determined by Granting Agency and/or
University Policy; Granting Agency Policy supersedes University
Policy
• Signatures Required:
• Refer to University Policy which outlines signature requirements,
dependent upon value of purchase
• Must have Authorization of PI or his/her delegate
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Services and Miscellaneous Expenses
• Original Invoices Contracts and Receipts
• Justification for expenses in terms of their need for the Research
Project
• Eligibility of expenses are determined by Granting Agency and/or
University Policy; Granting Agency Policy supersedes University
Policy
• Signatures Required:
• Refer to University Policy which outlines signature requirements,
dependent upon value of purchase
• Must have Authorization of PI or his/her delegate
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Equipment and Supplies
• Original Invoices, contracts and receipts
• Justification for supplies in terms of their need for the research project
• Eligibility of expense is determined by the Granting Agency and/or the
University Policy; Granting Agency Policy supersedes University
Policy
• Signatures Required:
• Refer to the University Policy which outlines signature requirements,
dependent on the value of purchase
• Must have authorization of PI or his/her delegate
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The Campaign for McMaster University
The Campaign for McMaster University
Purchasing




Items over $2,500 requires
purchase requisition
Items under $2,500 is
reimbursed to purchaser via
cheque requisition
Requisitions must be signed by
PI or delegate
Forward to SON Finance Office
for approval, then to FHS
Finance and Purchasing
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The Campaign for McMaster University
The Campaign for McMaster University
Web Sites of Interest
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School of Nursing www.fhs.mcmaster.ca/nursing
FHS Research Finance www.fhs.mcmaster.ca/finance/resacct.htm
Health Research Services www.fhs.mcmaster.ca/healthresearch
Purchasing Policy www.mcmaster.ca/bms/policy/purchase/p020.pdf
Travel Policy www.mcmaster.ca/bms/BMS_PR_Travel_Info.htm
Travel Fast Facts
http://www.mcmaster.ca/bms/pdf/travel_fastfacts.pdf
Human Resources
http://www.workingatmcmaster.ca/policy/index.php
Payroll Information, includes payroll Calendar, Cut off Schedules,
Deduction information, etc
http://www.workingatmcmaster.ca/hris/employee/index.php
Business Management Services, Oracle Applications,
Purchasing and other forms
http://www.mcmaster.ca/bms/
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Questions?
Dale Stevens
School of Nursing Finance
stevensd@mcmaster.ca
extension 22536
Corrina Macdonald
FHS Research Finance
cmacdon@mcmaster.ca
extension 22972
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