An Orientation to

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An Orientation to Health Research
Services Faculty of Health Sciences Location H
SC 1B7 Phone Ext. 22465 Email hsresadm_at_mc
master.ca
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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.

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City-wide research administration
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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)

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Who Are We?
 Title Name Ext Email
Associate Dean of Research Stephen M. Collins 22184 hsresadm_at_mcmaster.ca
Executive Assistant to Associate Dean Darlene Long 22184 darlong_at_mcmaster.ca
Director, Health Research Services Greg Weiler 22515 gweiler_at_mcmaster.ca
Manager, Health Research Services Wendy Hollinshead 22466 whollin_at_mcmaster.ca
Senior Grants Advisor, CIHR Programs Lisa Hodge 26367 hodgel_at_mcmaster.ca
Senior Grants Advisor, Major Projects Susan Dimitry 22464 dimitrys_at_mcmaster.ca
Senior Grants Advisor, Major Projects Shannon Biss 22871 sbiss_at_mcmaster.ca
Senior Grants Advisor Serena Jennings 22057 sjenn_at_mcmaster.ca
Senior Agreements Officer Caroline Woods 22006 cwoods_at_mcmaster.ca
Research Information Specialist Muriel Gervais 22465 gervaism_at_mcmaster.ca
Administrative Assistant Rebecca Leone 22258 rleone_at_mcmaster.ca
Research Ethics Officer Karen Henderson 22577 khender_at_mcmaster.ca
AREB Coordinator Lisa Bulger 22469 bulger_at_mcmaster.ca
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Where to find Funding Opportunities

• Visit the HRS website www.fhs.mcmaster.ca/healthr
  esearch
• Contact HRS directly at
• Ph Ext. 22465
• Email hsresadm_at_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

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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

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How To Get A Grant Application Signed

• What Does HRS Need?
• Please Submit Original 1 Copy Of Everything
• Completed HRS Checklist (with Department Chairs
  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).

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• HRS Checklist / Request for a Research Account
• Internal, dual purpose form required with EVERY
  Grant Submission

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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

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(No Transcript)
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Once HRS receives all documents

• We review to ensure everything is in good order,
  eg. ethics approvals are current
• We update our Research Funding database
• Send the paperwork to FHS Research Finance for
  Processing
• Research Finance will email PI and Dept. Manager
  the NEW RESEARCH ACCOUNT AWARD NOTICE

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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

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INTRODUCTION

• Lisa Hodge, Sr. Grants Advisor, CIHR
• hodgel_at_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

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Zero Tolerance
What we know so far

• Incomplete applications will be withdrawn
• Eligible institutionsHHSC has no signing
  authority
• Eligible Applicants and CO-PIs-staff/trainees
• Missing signaturessigs still required not sent
  in paper form by mail to CIHRmust upload pdf
  file
• Updated validated Common CV required

Call Lisa Hodge ext 26367 for clarification
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CIHR UPDATES- Administrative Changes

• ADMIN Changes
• ALL Research NET -application are ALL now
  submitted online
• Many new programs on e-Approval Catalyst, POP,
  PHSI,
• 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
  800 PM EST

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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 http//www.cihr-irsc.gc.c
  a/e/32005.html
• Open access via Pub Med Canada McMaster
  repository
• http//www.cihr-irsc.gc.ca/e/41770.html
  Neera Bhatnagar, Librarian
• bhatnag_at_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

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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_at_cihr-irsc.gc.ca or telephone
  1-888-603-4178.

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Privacy Policy

• As of November 17, 2011 Tri-council funding
  agencies have implemented a privacy policy
  http//www.nserc-crsng.gc.ca/_doc/NSERC-CRSNG/gove
  rnance-gouvernance/consent-consentement_eng.pdf
• slight change to informed consent and the look
  of signature pages
• big change to what it means

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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

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Registration/Application on Research NET starts
the e-Approval process
Yellow highlighting indicates where action or
attention is required
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E-mail confirmation sent to applicant when they
Hit SUBMIT online
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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

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NEW! CIHR Deadline time change
Effective January 2011 for ALL Research NET
submissions
2000 (800) 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 800 PM EST deadline, your
application WILL NOT be submitted to the CIHR
competition 1600 (400) PM EST is the HRS
deadline time for administrative processing on
Feb 21 INTERNAL deadline and March 1 FINAL
deadline dates
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INTERNAL Review Common Issues (to Avoid)

• Format
• Budget
• Eligibility Common CV descriptions
• Signature pages-missing signature page
• Missing the INTERNAL review deadline

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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

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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 Mandatory Peer Review-for Operating
  grants only)
• AND
• Paperwork required for HRS institutional sign
  off
• Signed HRS Checklist http//fhs.mcmaster.ca/health
  research/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

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WHAT Paperwork HRS Needs from FHS Applicants by
the INTERNAL deadline
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Helpful Links
Current funding opportunities
http//www.researchnet-recherchenet.ca/rnr16/searc
h.do?fodAgencyCIHRfodLanguageEall1searchtru
eorgCIHRsortprogrammasterListtrueviewcurre
ntOpps Grants and Awards Guide
http//www.irsc.gc.ca/e/805.html
For further assistance contact Lisa Hodge
hodgel_at_mcmaster.ca at ext. 26367
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Agreements

• McMaster University
• Faculty of Health Sciences
• Health Research Services

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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

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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. Josephs Healthcare
• McMaster Office of Research Services
• McMaster Purchasing

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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
• MOUs for the Faculty of Health Sciences
• Amendments to any of these agreements

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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

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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.

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What are the steps for Mac?

• 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.
• Health Research Services (HRS) will assist you
  with negotiation with the other parties to the
  agreement.
• After negotiations are complete obtain authorized
  institutional signatures of McMaster and the
  other parties through HRS.
• Complete the signature process before beginning
  the work. A fully executed original will be kept
  for HRSs files.

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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

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Why?

• Not all agreements are created equal.

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Important Clauses

• Clauses that determine roles and
• responsibilities of the Parties to an Agreement

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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

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Contracts and Consulting

• Non-Research related for provision of specific
  services

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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

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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

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How Long Does it Take?

• Currently, 2-3 weeks on average

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Who Can Sign for McMaster?

• All Agreements are required to be signed by an
  individual with Institutional Signing Authority
  as designated in McMasters 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

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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

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Please Dont

• 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

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Agreements Post Execution Management

• McMaster University
• Faculty of Health Sciences
• Health Research Services

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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

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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

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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_at_mcmaster.ca x22006
• Or
• Wendy Hollinshead whollins_at_mcmaster.ca x 22466

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Helpful Contacts?

• Health Research Services Caroline Woods
  cwoods_at_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_at_hhsc.ca
• Research Administration St. Josephs Healthcare
  Hamilton Mary Jane Sayles x32993
• ROADS Gilmour Hall, 3rd flr., ste. 305 x 26974
• Purchasing - Administrator Carol Fletcher x
  24297 fletchc_at_mcmaster.ca

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The Campaign for McMaster University
The Campaign for McMaster University
School of Nursing / Faculty of Health
Sciences Research Finance Session Monday,
January 30, 2012
54
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
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Travel and Subsistence Expenses

• Expense Documentation Required
• 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

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
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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
• (PDAs), and Cell Phones must relate to the
  research

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Hospitality / Meeting Expenses

• Original Invoices
• Names of people attending event
• Purpose/Date of Event must be specified and
  relation to the PIs 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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Web Sites of Interest
The Campaign for McMaster University
The Campaign for McMaster University

• 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/healt
  hresearch
• Purchasing Policy www.mcmaster.ca/bms/policy/purch
  ase/p020.pdf
• Travel Policy www.mcmaster.ca/bms/BMS_PR_Travel_I
  nfo.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/ind
  ex.php
• Business Management Services, Oracle
  Applications, Purchasing and other forms
• http//www.mcmaster.ca/bms/

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Questions?Dale StevensSchool of Nursing
Financestevensd_at_mcmaster.caextension
22536Corrina MacdonaldFHS Research
Financecmacdon_at_mcmaster.caextension 22972