Institutional Approval for Grant Applications

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Under the UAPPOL Research Administration Roles and Responsibilities Procedure, Research Administrative Services (RAS) is responsible for approving and signing research applications (proposals) on behalf of the University, where RAS approval indicates the proposal meets applicable University policies and procedures and sponsor requirements.

Note: RAS no longer reviews UofA applications for internally funded competitions.

RAS ADMINISTRATIVE REVIEW REQUIREMENTS

  • Attach a copy of the complete sponsor application package as a single PDF attachment. Do not attach multiple partially-completed working documents for internal approvals (Word documents, Excel spreadsheets, etc).
  • A complete sponsor application package includes the application form with all the sponsors required accompanying documents as well as the UofA required documents.
  • Once the application is submitted to RAS, the team members and budget can no longer be modified except for changes based on the feedback provided in the application review.
  • Proposals must be received by RAS during core business hours (Sept-Apr 8:30 to 4:30 and May-Aug 8:00 to 4:00) at least 5 business days in advance of the sponsor deadline. 
Note: all on-line workflow approvals need to be obtained for the application to be received at RAS
  • An 8-business-day internal deadline applies for CIHR project grants, NFRF Exploration NOI and full application, NSERC Discovery Grants, SSHRC Insight Grants, due to high application volumes.
  • Earlier internal deadlines also apply for Canadian Foundation for Innovation and Canada Research Chairs. Please refer to the Research Services funding opportunities database for more information.

NOTE: Departments and faculties have their own earlier internal deadlines for proposal review and approval. Make sure you check with your department and faculty on their deadlines.

The RAS administrative review includes the following: 

  1. Checking that the proposal is complete and conforms to sponsor eligibility and guidelines, as well as the UAPPOL policies. 
  2. Reviewing the budget pages for sponsor and 海角社区 eligibility of expenses. 
  3. Ensuring compliance with the sponsor's Indirect Costs of Research policy.
  4. Ensuring that FCOI compliance, Certifications, Declarations, Formatting, CV/CCV, Security STRAC/RAF, etc. are included and correct - if applicable
  5. Reviewing eligibility of partner organizations and contributions (program-driven).
  6. Reviewing letters of support to determine if they contain the required information.
  7. Identifying unique and/or complex terms and conditions (e.g., terms that would prevent students from being able to work on the project for thesis-based work, publication restrictions, or limits on future use rights).
  8. Working with applicant and sponsor, as required, to address any issues prior to the application being submitted.
  9. Checking that the proposal meets the relevant University policies and procedures.

RAS COMPLIANCE REVIEW REQUIREMENTS

Applications received after the 5-business-day internal RAS deadline (during core business hours) will only be checked for compliance with 海角社区 policy and sponsor compliance requirements (e.g., Financial Conflict Of Interest (FCOI), certifications and declarations) as it relates to the institutional approval only as outlined below:

  1. Verifying the sponsor and institutional eligibility of applicants (Principal Investigators (PIs), Co-PIs, Partners, Institution)
  2. Checking for sponsor compliance (e.g., FCOI, Certifications, Declarations, Indirect Costs of Research (ICR), Formatting,  CV/CCV, Security STRAC/RAF)
  3. Ensuring that all required signatures/approvals are in place from both the Sponsor and the 海角社区 

Principal Investigators and department and faculties roles and responsibilities as they relate to proposal submission are outlined in the UAPPOL  Research Administration Roles and Responsibilities Procedure.

DOCUMENTATION REQUIRED FOR APPLICATIONS WITH LEAD INVESTIGATORS AT OTHER INSTITUTIONS

海角社区 co-principal investigators or co-applicants on applications with lead investigators at other institutions must create a new application request via the Researcher Home Page (RHP) and obtain online approval prior to submitting their application for review and approval by RAS. The following documents must be included ( as a single pdf document only):

  • A copy of the lead institution’s application (even if it is still a draft document) AND the 海角社区 scope of work and budget submitted to the lead institution
  • A copy of the 海角社区 letter of support/commitments (when applicable)
  • Other Institutions Eligibility forms (when applicable)
  • A copy of the signature page (when applicable)

Please note: When 海角社区 researchers are co-applicants on an NIH grant, additional documentation is required.

SUBMITTING YOUR PROPOSAL TO THE SPONSOR

After RAS reviews and approves the application, it is the applicant's responsibility for making the suggested changes and submitting the application to the sponsor in advance of the sponsor's deadline.

When RAS is required to forward the application electronically on the sponsor’s online system, the application must be submitted by the applicant before 10:00 a.m. the day of the deadline.

For CIHR project grants, NFRF Exploration NOI and full application, NSERC Discovery Grants, SSHRC Insight Grants, the application must be submitted on the sponsor’s online system before 10:00 a.m., 1 business day prior to the sponsor’s deadline.

Remember: Be aware of your sponsor's and internal deadlines.

SIGNATURES AND LETTERS OF INTENT

Many agencies use a two or three stage application process: expression of Interest (EOI); Notice of Intent (NOI) and/or Letter of Intent (LOI) followed by a full proposal or application. An EOI/NOI/LOI is reviewed and signed by Research Administrative Services only if:

  • the agency requests the institution to submit in their portal
  • the agency requests a 海角社区 signature
  • the application contains a detailed budget
  • the application may result in an award, i.e., a development grant to assist with the preparation of the full proposal or
  • the application is an institutional application, i.e., the university is the applicant and not the individual researcher(s)
  • or other LOIs as applicable

If the above applies, the following signatures are required: the principal investigator (PI), their chair and dean, all co-investigator signatures and Research Administrative Services (on behalf of the University). (effective Dec. 9, 2020).

To create your signature page, use the Quick Reference Guide - Request for New Application/Proposal/Project via Online Approvals form.

If sponsor requires, in addition to the Institutional Signature on the application, Grant Proposal Approval signature page, this can be obtained  through your Researcher Home Page by clicking on the PRINT button of your New Proposal Request.  

Please note: On RAS forms, original ink signatures are not required. Wet ink, scanned, digital or electronic signatures and online approvals (when available) are all acceptable. On sponsor forms, it depends on what the sponsor requires. On research contracts, RAS has discretion to consider non-ink signatures in certain situations. See below for more details on signature requirements. For additional information or clarification, please contact your Research Partner.

Signature Requirements

Signatures for Studentships and Fellowships

Please contact the Graduate & Postdoctoral Studies (GPS) first, for all inquiries.

Students do NOT need to obtain a signature from Research Administrative Services (RAS) on studentship/fellowship applications if:

  • the granting agency does not require an institutional signature; AND
  • awarded funds are paid directly to the student.

When you are applying for a studentship or a fellowship that requires institutional approval and/or institutional signature and/or needs the institution to submit the application in the sponsor portal:

  1. Contact your supervisor at least eight (8) business days prior to the sponsor deadline and ask them to create a new proposal in their Researcher Home Page. (The supervisor is the only person who can create this for you.)
  2. Give your supervisor the following information:
    1. Source of Funds: ‘External’
    2. Sponsor: name of the funding agency i.e. Canadian Lung Association.
    3. Program: program name (call for proposal)
    4. Give your supervisor a SINGLE PDF of the application, which must include all of the sponsor required documentation. i.e. transcripts, letters of reference, CV, CCV, etc.
  3. Your application MUST be received at Research Administrative Services at least 5 business days prior to the sponsor deadline during core business hours.
    1. Check with your home department and/or faculty to see what their deadlines are.

Examples of studentships/fellowships that DO require an RAS institutional signature are:

  • Alberta Lung Association scholarships
  • Alberta Paraplegic Association studentships & fellowships
  • Alzheimer Society
  • Associated Medical Services student awards
  • Cancer Research Institute
  • Canadian Lung Association fellowships
  • Canadian Heart and Stroke Foundation Junior Personnel Program
  • CIHR fellowships/studentships
  • Heart and Stroke Canada
  • Kidney Foundation
  • MITACS Accelerate Program
  • MS Society
  • Miscellaneous studentship/fellowship prog