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How to Apply for Funding

Flow Chart Identifying Funding Opportunities

This flowchart outlines the steps to submitting a research-related application to a funding agency. Click on any step for information to help you navigate the process.

Note that the signature of the Vice-President Research, Innovation & International, is required on all UOIT grant applications. In order to provide enough time for review and sign-off, you must submit a full copy of your final grant application on or before the internal ORS deadline.

Identify funding opportunity

Notify ORS of interest in applying

The Office of Research Services (ORS) regularly sends e-notifications of funding opportunities to core faculty members. The notifications include the type, amount and duration of funding, eligibility requirements, deadlines and ORS contact person. You can also access a list of current funding opportunities on our website.

Alternatively, discuss your research funding needs with an ORS staff member at any time. Aside from their own knowledge of funding opportunities, ORS staff members have access to funding databases that can be used to identify relevant funding opportunities.

Notify ORS as early as possible if you intend to apply for funding. This will ensure that ORS is able to inform you of the internal deadline, identify relevant policies and guidelines , provide additional resources to help with your application and offer practical support, including reviewing drafts and liaising with the funding agency and internal departments. This support can save you a lot of time and energy, and help you avoid delays in submission or receipt of funds when awarded.

Write proposal including draft budget

Contact ORS with questions and/or to request full review of proposal

ORS staff can offer a full review of your proposal. Include a draft of your budget with a budget justification to ensure any budgetary issues are dealt with early. Where overhead (indirect) costs are permitted by the sponsoring agency, UOIT applicants are expected to incorporate them into their budgets.

External Consultants

Certain applications benefit from review by a senior academic with intimate knowledge of a given program. ORS can provide access to external consultants with experience based on their role as a member of a grant review committee or from receiving similar grants throughout their academic career. Please contact ORS to discuss options for external review. You are also encouraged to solicit colleagues to act as peer reviewers to help refine your grant proposal.

Service Levels

The level of support you receive from ORS depends upon your needs and on how early you submit your draft prior to the external agency deadline.

For an in-depth review, the more time we are given, the more thorough a review your grant will receive. We recommend submitting your application to ORS six weeks before the competition deadline. That will give you time to incorporate comments, and an external review is possible, where applicable. This process is mandatory for major institutional grant applications.

Two weeks prior to the competition deadline, ORS can review your application for completeness, provide brief comments and highlight necessary changes to meet application requirements.

At a minimum, an administrative review is required for all grant applications. You must submit your application package three working days prior to the competition deadline, so that ORS can ensure completion as per UOIT and sponsor agency guidelines and policies, secure the required signatures, make required copies and courier the application or submit it online to the sponsor by the deadline.

Speak with ORS as early as possible in the grant application process so that we can provide the desired level of support. 

Incorporate recommendations into proposal

Some requested changes will be mandatory, based on the sponsor agency’s or UOIT’s guidelines and policies. Additional feedback is intended to strengthen the proposal based on our knowledge of the sponsor agency and program to which you are applying as well as experience with funding programs in general.

Fill out RGA form and have it signed by dean

The Research Grant/Contract Authorization (RGA) form must be submitted to the Office of Research Services when applying to any research funding opportunity – this includes all research-related grants, awards and contracts.

The RGA form provides ORS with a summary of your application, including investigator information, project title, sponsor agency, collaborators, co-applicants, budget totals and UOIT contributions, if applicable. The form outlines any ethics and/or compliance requirements related to the research, with a reminder that necessary approvals must be in place before funds can be released. The form also requests information pertaining to any additional requirements your research may have, including additional space, staff, renovations, course release, controlled goods and an overhead waiver from your dean.

The form must be signed by you, the principal investigator at UOIT and your dean, indicating that he or she supports your application. If UOIT researchers from other faculties are listed as co-applicants, their deans must also sign the form.

Finally, a manager within the Office of the Vice-President Research, Innovation & International (OVPRII) will sign the form once a final review for completion is done by the ORS contact. You do not need to obtain this signature directly.

Submit hard copy of proposal with RGA form to ORS contact by the internal deadline

The Research Grant/Contract Authorization (RGA) form must be submitted to ORS on or before the internal deadline, along with a hard copy of your entire application package. This includes all related documents such as the budget, budget justification, curriculum vitae for the principal applicant and any co-applicants, appendices and any other documents requested in the sponsor agency guidelines. The original signature of the applicant (and co-applicants as required) must be included on the hard copy of the application, if applicable. ORS will keep a copy of your application on file and, using the RGA form, enter the application into our research funding database.

When an institutional signature is required on a grant application, it must be provided by the Vice-President Research, Innovation & International (APR), or a designate, who is authorized to sign all applications for research funding on behalf of UOIT. The APR’s or designate’s signature is required on all UOIT grant applications. Your grant application must be submitted by the internal ORS deadline in order to provide enough time for review and sign-off.

For applications that are submitted in hard copy, ORS will courier them to the sponsor agency on behalf of the applicant by the deadline date and time.

Please note that a copy of all grant applications and a RGA form must be submitted to ORS regardless of whether the researcher is a primary/principal investigator or a co-applicant. 

Summary of Submission Timelines for External Research Grant Applications

  • Includes all Social Sciences and Humanities Research Council (SSHRC), Natural Sciences and Engineering Research Council (NSERC) and Canadian Institutes of Health Research (CIHR) grants, partnership programs and other programs.

SUGGESTED SUBMISSION DEADLINES

Six weeks prior to competition deadline.

Submit a draft of the application for in-depth review and feedback by the Office of Research Services (ORS) or by a consultant, if available. The draft should include the research proposal and budget.

Ten working days prior to competition deadline. 

Submit the entire application for completeness review. ORS will provide brief comments on the completeness of the application and highlight any necessary changes to meet agency application requirements.

MANDATORY SUBMISSION DEADLINE

Three working days prior to competition deadline. 

Required components:

1. Submit a copy of the entire application package for final review and institutional signatures/approvals. At this stage, ORS will only identify necessary components that are absent from the application. No comments will be provided on the quality or content of the application.

 

2. For electronic submissions, including for Tri-Council programs, the complete application must be uploaded and submitted to the Research Office through the agency’s online system three working days prior to the competition deadline.

 

3. Include a Research Grant/Contract Authorization (RGA) form bearing the dean’s signature.

Summary of Submission Timelines for all Major Institutional Grant Applications

  • Includes all applications to the Canadian Foundation for Innovation, Ministry of Economic Development and Innovation, Canada Research Chairs, Automotive Partnerships Canada, Industrial Research Chairs and all other grant applications that require an institutional letter of endorsement, UOIT financial commitment, etc.

MANDATORY SUBMISSION DEADLINES

Six weeks prior to competition deadline.

Submit a full draft of the application for in-depth review and feedback by ORS. Draft must include research proposal and budget.

Ten working days prior to competition deadline. 

Required components:

1. Submit a copy of the entire application package for final review and institutional signatures/approvals/letters of support.

 

2. For electronic submissions, the complete application must be uploaded and submitted to the Research Office through the agency’s online system three working days prior to the competition deadline.

 

3. Include a Research Grant/Contract Authorization (RGA) form bearing the dean’s signature.

 

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