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CIHR Mini-Info Session Thursday June 20, 2013 1:00-3:30 pm MDCL 3020. AGENDA 1:00 Welcome— Dr. Stephen M. Collins, Assoc. Dean Research, FHS 1:05 e-Approval and process for CIHR Operating Grants – Lisa Hodge, Sr. Advisor, CIHR

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cihr mini info session thursday june 20 2013 1 00 3 30 pm mdcl 3020

CIHR Mini-Info Session Thursday June 20, 2013 1:00-3:30 pmMDCL 3020


1:00 Welcome— Dr. Stephen M. Collins, Assoc. Dean Research, FHS

1:05 e-Approval and process for CIHR

Operating Grants – Lisa Hodge, Sr. Advisor, CIHR

1:40Speaker: Lori Burrows, University Delegate-updates on CIHR

2:15 15 MIN. BREAK: light snacks and drinks

2:30 PANELISTS:Past peer review committee members:

Sonia Anand, Martin Stampfli, Lori Burrows,

Monica Maly, Henry Szechtman, Sandeep Raha

3:25 Closing Remarks –Wendy Hollinshead, Manager HRS

*Peer Review past and present --CIHR Peer Review Members at the CIHR website

  • Lisa Hodge, Sr. Grants Advisor, CIHR
  • [email protected] 26367
  • Jennifer Snow, Senior Grants Advisor
  • [email protected] 28141
    • Highlights of Materials to be presented:
        • Zero Tolerance - eligibility
        • Updates-Admin, Policy, Process
        • e-Approval-on Research NET
        • What do you need to do?
  • -process and review tips
        • What’s coming to CIHR
Zero Tolerance
  • Since September 2008, CIHR has implemented a zero tolerance policy regarding application submissions:
  • Zero Tolerance ---incomplete application can mean anything from not formatted correctly or not included as per the instructions and per CIHR policies
  • ---eligibility of applicant
  • ---missing info/sig pages
  • ---file formatting
  • ---page limitations
Zero Tolerance – what is it?

What we know so far:

  • Incomplete applications can be withdrawn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
  • -----upload pdf file
  • Updated Common CV –CCV confirmation #

What we don’t know yet?

Call Lisa Hodge ext 26367 for clarification

CIHR UPDATES- Administrative Changes
  • ADMIN Changes: 2009 to present
  • ALL Research NET -application are ALL now submitted online
  • e-Approval is an online tool used for specific programs (not all)
  • 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
CIHR UPDATES-Policy Changes
  • POLICY Changes:
    • Equipment-definition; not funded through Operating Grants
    • Acceptable Attachment Format
    • -dictates format of ALL uploaded pdf documents
    • Research Outputs Policy---eligible budget cost item!
  • Open access via Pub Med Canada McMaster repository
  • Neera Bhatnagar, Reference Librarian
  • [email protected]
    • Grad Pay rates ---no longer max/min amounts for graduate student pay rates
Equipment (or Materials and Supplies?)
    • “Definition of Equipment”
  • Effective August 1, 2009.
  • "Research Equipment: Any item (or interrelated collection of items comprising a system) of nonexpendable tangible property, having a useful life of more than 1 year and a cost of $2,000 or more, which is used wholly or in part for research.“
  • ALL 3 conditions must be met for an item to be considered equipment:
  • -nonexpendable tangible property; and,
  • -useful life of more than 1 year; and,
  • -a cost of $2,000 or more.
  • To be considered Materials or Supplies an item must meet only 1 of the following:
  • -expendable tangible property; or,
  • -useful life of 1 year or less; or,
  • -a cost of less than $2,000.
  • For example, a laptop computer that costs less than $2,000 would be considered as materials or supplies even though it is a nonexpendable tangible item with a useful life of more than one year.

CIHR Open Access Policy –formerly Policy on Research Outputs

  • NEW!requirements for recipients of grants starting January 2013:
  • -CIHR-funded researchers will be required to make their peer-reviewed publications freely accessible within 12 months of publication– at the latest.
  • -Researchers can comply with the green open access policy by depositing the articles in an archive, such as PubMed Central Canada or an institutional repository, and/or by publishing results in an open access journal.
  • -Compliance with the policy will continue to be monitored through end of grant reporting.
  • The revised Open Access Policy is available online:
  • Link to PubMed Central
CIHR UPDATES-Process Changes
  • PROCESS Changes:
  • RCT included in Operating grants competition
  • -same deadlines but differences in format (headings)
  • e-Approval— online tool used for Operating Grants and only a few other programs (will be apparent once you start an application and choose your institution paid)-yellow band will signal an e-approval submission
  • NEW 2011! Online Deadline change
  • -ALL Research NET submissions DUE online by 8:00 PM EST
RCT included in Operating grants

Since Fall 2009 Open Operating grants have included RCT applicants

-if the budget requested is ≥ $250,000 in any project year researchers must apply to the RCT peer review committee (no choice);

-if the budget requested is <$250,000 in every project year researchers may apply to the most relevant content peer review committee OR to the RCT peer review

committee (choice)

some specific “Heading” requirements for application to RCT committee

Common CV: Different types of CVs and confirmation #s

Canadian Common CV: produces a new confirmation # with revisions

  • Repository for CV information to be used to assemble various types of CVs for grant application submission
  • Different types of CV depending on agency
  • 4 Kinds:
  • Academic, IAB, Knowledge User, Registration
  • REGISTRATION CV and ACADEMIC CV used for Operating grants
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”
  • Changes to signature process via HRS
  • How it affects non-FHS faculty
e-Approval: Make sure your submission is e-approval

e-Approval is NOT used for all CIHR programs

Many programs on ResearchNET, NOT all are on e-Approval

To date: -Operating



-Knowledge Synthesis

-Catalyst (varied, specific initiatives)

-Masters Award/Banting Fellowships

e-Approval programs will always show “submit to institution”

Always check with research office to be sure!

Step-by Step e-Approval: Registration to Application stage

Registration on Research NET:

  • Registration is mandatory if you are planning on submitting a full Application
  • -Registration requires a CIHR PIN; new applicants must request a PIN
  • -Registration signals the work flow process between institution and CIHR
  • 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***

***it is crucial to choose correctly; review the committee descriptions for assistance or contact the committee Scientific Officer for direction


If you DO NOT choose your institution paid in Project Details—(in the Enter Project Information section), you will not be notified of yellow highlighted institutional deadlines.

NEW! CIHR FINAL Deadline time change

Effective January 2011 for ALL Research NET submissions

  • 16:00 (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
Get started on Peer Review!

Mandatory Peer Review (FHS only)*:

  • Peer Review Feedback Form (PRF)
  • Department Peer Review Facilitator arranges Peer Review
  • sign off required, by internal deadline, priorto HRS review
  • institutional signature not possible without it

PRF and Health Research Services (HRS)

**receipt of PRF from researcher signals HRS online review of Application:

-email, delivered, or faxed signed (by facilitator and reviewer) PRF

*Non-FHS are exempt but may arrange peer review through ROADS office

-contact Bart Hettinga, Sr. Advisor, [email protected] or ext. 24519

**review begins when signed PRF and signed HRS Checklist are received AND applicant CONCURRENTLY hits “SUBMIT” on ResearchNET

INTERNAL Review Deadline is set on Research NET by HRS

HRS Internal Review Deadline: Sept. 9th 4:00 pm

    • Represents the date and time ALL applicants must submit materials online via Research NET
    • Hit ‘SUBMIT’ on Research NET to submit to the institution (HRS) for INTERNAL review AND hand in/deliver/email/fax required paperwork
    • Set by HRS (Health Research Services-formerly CSD)
    • FINAL deadline is set after applicant hits “SUBMIT” for INTERNAL deadline; application is returned online to Research NET after internal review is completed
    • Allows enough time to revise and “tweak” before FINAL submission deadline
  • Note:Review on Research NET does not allow for HRS comments or corrections to be made to the application online via Research NET; separate e-mail with comments/suggestions will be sent to the applicant
TIPS and TRICKS for meeting the INTERNAL Review Deadline
  • Participants—can change up until you hit SUBMIT for FINAL deadline (missing CCV conf # can cause issues; flip to collaborator if missing info for INTERNAL review, then flip back to co-app for FINAL deadline with correct CCV conf #)
  • Budget—fleshing out Research NET module is better (for reviewing it is easier to see ineligible items from online module rather than draft boxes/tables/spreadsheets)
  • DRAFT—better to indicate areas of “draft state” (I review whatever I get—if you are still working on bits, use highlighting or indicate ”more to come” or obvious notes to me that you are missing material)
  • JUSTIFY—sell your work in your budget (budgets can be high or low, padded or not; reviewers know. Use justification to clarify, not to stuff more documents that say the same thing. Charts/tables, etc . should provide more insight into budget items or the associated aims rather than just reiterating numbers)
Checklist Tool for grant review
    • Available on HRS Website
    • Yellow highlighted items indicate items that are common issues and can be related to Zero Tolerance
    • Green highlights are areas that are frequently overlooked and can be an opportunity to increase fundability of submission
    • Direct source from CIHR instruction set for Operating grants
  • Review your submission using the Checklist Tool prior to submitting for INTERNAL review
Internal Review: Common Issue (to Avoid)
  • Format—12 pt, ¾” margins, header/footer, page limits (11 versus 13)
  • Budget—eligible items
  • Eligibility—faculty appointment
  • Signature pages (missing)
  • Missing the INTERNAL review deadline
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 Peer Review)
  • AND
  • Paperwork required for institutional sign off:
    • Signed INTERNAL signature form or Faculty Checklist (HRS/ROADS)-
    • signed PRF (peer review) Form
    • Signature page 1 – Routing Slip
    • Signature page – TO BE SIGNED BY INSTITUTION (leave blank)
    • Biohazard or any other ethics clearances ready at time of application
    • Once all of these materials are received, e-Approval is possible
  • -frequently overlooked
  • -added source of funding
  • -other competitions with same deadline
  • -always check with HRS
  • -always 2 wks. ahead unless e-approval
  • -respect that other work exists
New Investigator Awards - also due Sep 17, 2013
  • Companion to Operating competition, many New Investigator candidates will be submitting an Operating grant submission
  • Cannot accept a NI Award if they do not have current Operating funding that is in place by start of NI award (July 2014)
  • NOT e-approval: -Although Operating grants are e-approval, NI submission are not; internal review is paper review
  • Departmental approval required before starting NI
  • -candidate must be approved by Dept. ahead of time
  • -deadlines for staggered requirements start Aug.
  • Contact your Department regarding the process around NI submissions.
Industry Partnered Operating - also due Sep 17, 2013
  • Similar to a regular Open Operating, but different in the partnered aspects
  • -industrial partner with new $$$
  • Must include overhead in the partnered contributions as part of the budget
  • Review is done by paper review- NOT online by e-approval
What’s upcoming at CIHR
  • Upcoming Changes:
    • Renewed suite of Operating grants
    • -project versus foundation grants
    • Overhauled Peer Review System
  • -college of reviewers
    • Common CV changes*
  • -new types of CVs to better match submission
  • -renovation/upgrades are ongoing (*update May 21, 2013)
    • MOU revisions
  • -more responsibility for research and research agreements owned by researcher and the institution
Town Hall Meeting - June 24, 2013
  • Starting 2014, a staggered implementation of the new suite of Operating programs will be introduced, along with a new peer review system.
  • Town Hall -McMaster will be hosting an open meeting where CIHR VP Research and CSO, Dr. Jane Aubin will discuss and receive feedback on the recently released development documentregarding the renovation of the Suite of Open Operating grants
  • June 24, 2013
  • Time : 11:00 am to 1:00 pm
  • Place: MDCL 1105

Link to Development Document for new suite of programs:

Helpful CIHR Links

Visit us often at

CIHR Operating FAQ

Current funding opportunities


Grants and Awards Guide

For further assistance contact Lisa Hodge [email protected] at ext. 26367

These materials are available at