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An Orientation to Health Research Services Faculty of Health Sciences January 30, 2012 Location: HSC 1B7 Phone: Ext. 22465
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An Orientation to Health Research ServicesFaculty of Health Sciences
January 30, 2012
Location: HSC 1B7 Phone: Ext. 22465Email: [email protected]
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 administrationMcMaster UniversityVP Res & Int’l Affairs
Office ofResearch Services
McMaster Industry Liaison Office
Major Projects
Grants
Ethics
Industry Liaison/Tech Transfer
Contracts
Hamilton Health SciencesOffice of IntegratedResearch Services
Clinical TrialsAnd Contracts
Joint HHS/FHSResearch Ethics
Board
Research ServicesAnd Finance
St. Joseph’s HealthcareFSORC
Clinical TrialsAnd Contracts
SJH ResearchEthics Board
Research ServicesAnd Finance
FACULTY OFHEALTH SCIENCES
Health ResearchServices
Research Finance
Major Projects
Grants
Ethics
Major Projects
ResearchAccounts
Agreements
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 [email protected]
Executive Assistant to Associate Dean Darlene Long 22184 [email protected]
Director, Health Research Services Greg Weiler 22515 [email protected]
Manager, Health Research Services Wendy Hollinshead 22466 [email protected]
Senior Grants Advisor, CIHR Programs Lisa Hodge 26367 [email protected]
Senior Grants Advisor, Major Projects Susan Dimitry 22464 [email protected]
Senior Grants Advisor, Major Projects Shannon Biss 22871 [email protected]
Senior Grants Advisor Serena Jenson 22057 [email protected]
Senior Agreements Officer Caroline Woods 22006 [email protected]
Research Information Specialist Muriel Gervais 22465 [email protected]
Administrative Assistant Rebecca Leone 22258 [email protected]
Research Ethics Officer Karen Henderson 22577 [email protected]
AREB Coordinator Lisa Bulger 22469 [email protected]
Where to find Funding Opportunities• Visit the HRS website:
www.fhs.mcmaster.ca/healthresearch Contact HRS directly atPh: Ext. 22465 Email: [email protected]
• 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 OpenedAll 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 Processing4. 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, [email protected] ext 26367
• Highlights of Materials to be presented:
Zero Tolerance – eligibility, completenessResearch NETe-Approval-on Research NETWhat do you need to do?
-INTERNAL review
What HRS needs from applicants
Zero Tolerance
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
What we know so far:
Call Lisa Hodge ext 26367 for clarification
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 8:00 PM
EST
POLICY Changes:
• Equipment-definition; not funded through Operating Grantshttp://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.ca/e/32005.html
Open access via Pub Med Canada McMaster repository http://www.cihr-irsc.gc.ca/e/41770.html Neera Bhatnagar, Librarian
• Grad Pay rates (NEW!) ---no longer max/min amounts for graduate student pay rates on grants
• Privacy Policy(NEW!) -integrated into new signature pageshttp://www.nserc-crsng.gc.ca/_doc/NSERC-CRSNG/governance-gouvernance/consent-consentement_eng.pdf
CIHR UPDATED POLICIES – Since 2008
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 [email protected] 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/NSERC-CRSNG/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
What it is
How it works
Who you are “submitting” to
INTERNAL review deadlines
Changes to signature process via HRS
ALL institutions are on e-Approval since Fall 2009 Operating grants competition
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
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 applicationExcept:
Name of Nominated Principal Applicant • Project Title• Chosen Peer Review Committee
Step-by Step e-Approval: Registration to Application stage
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)
ANDPaperwork 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
Current funding opportunities
http://www.researchnet-recherchenet.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 [email protected] at ext. 26367
Helpful Links
AgreementsMcMaster University
Faculty of Health SciencesHealth 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 ServicesMcMaster Industry Liaison OfficeOffice of Integrated Research Services – Hamilton
Health SciencesResearch Administration - St. Joseph’s HealthcareMcMaster Office of Research ServicesMcMaster Purchasing
Health Research ServicesWorking Specifically for the Faculty of Health
Sciencesgrant agreements, subgrant agreementsInter-institutional agreements McMaster co-ordinated Clinical Trial
agreements, Letters of Intent MOU’s for the Faculty of Health SciencesAmendments to any of these agreements
McMaster Industry Liaison Office (MILO)MILO working for all McMaster Facultiesresearch contracts, industry sponsored agreements, service agreements,confidentiality agreements, non-disclosure agreements, data transfer agreements material transfer agreementsintellectual property related issues
McMaster Office of Research Services
ORS handles all research agreements for all other McMaster Faculties
McMaster PurchasingPurchasing 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.
Important ClausesClauses 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 OwnershipBudgetDescription of Work and ReportingTerm and TerminationGoverning Law
Contracts and ConsultingNon-Research related for provision of specific
services
What makes an Agreement a Contract?
Differences between contracts and collaborative agreementsIn 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 policiesStaff Policy on Consulting and FreelancingStatement on Consulting Policy and ProceduresPolicy 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’tStart 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
Agreements : Post Execution Management
McMaster University Faculty of Health SciencesHealth Research Services
Health Sciences FinanceFinancial management of research
accountsEnsuring payments to and from
accounts match with agreementsEnsuring 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 [email protected] x22006
Or Wendy Hollinshead [email protected] x
22466
Helpful Contacts?Health Research Services – Caroline Woods
[email protected] x 22006, HSC 1B7McMaster Industry Liaison Office – 905-525-9140
ext.28646, McMaster Innovation Park Office of Integrated Research Services – Hamilton
Health Sciences –Katie Porter x 74559 [email protected]
Research Administration – St. Joseph’s Healthcare Hamilton – Mary Jane Sayles x32993
ROADS Gilmour Hall, 3rd flr., ste. 305 x 26974Purchasing - Administrator Carol Fletcher x 24297
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The Campaign for McMaster UniversityThe Campaign for McMaster University
School of Nursing /Faculty of Health Sciences
Research Finance Session
Monday, January 30, 2012
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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 UniversityThe Campaign for McMaster University
Supporting Documentation Requirements for
Expenditures on Research Accounts
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Travel and Subsistence ExpensesExpense 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 (PDA’s), 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 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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Purchasing
The Campaign for McMaster UniversityThe Campaign for McMaster University
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 UniversityThe 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/healthresearch Purchasing Policy www.mcmaster.ca/bms/policy/purchase/p020.pdf Travel Policy www.mcmaster.ca/bms/BMS_PR_Travel_Info.htm
Travel Fast Factshttp://www.mcmaster.ca/bms/pdf/travel_fastfacts.pdf
Human Resourceshttp://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 StevensSchool of Nursing Finance
[email protected] 22536
Corrina MacdonaldFHS Research [email protected]
extension 22972
