FREQUENTLY ASKED QUESTIONS

Research management

Research Management Services (RMS) has compiled a list of questions and answers to assist you as you navigate through the world of research management. The questions and answers are organized by category and a summary of those categories and questions is listed below.

General Information – Good to know before you get started!

Applying for Funding

I have received an award – now what?

Ethically Speaking

Transferring money

Managing accounts

Getting an extension

I need to leave...

I am a graduate student!

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General Information – Good to know before you get started!



What is the difference between a grant and a contract?

A Research Contract is:

  • A formal agreement between the University of Ottawa and a sponsor to provide support for a specific activity under defined terms and conditions.

  • A document which generally contains provisions related to the work to be conducted, the time periods over which the work will be performed, confidentiality, ownership rights, commercial exploitation and licensing rights, etc.

  • An agreement where one is legally bound to produce results (deliverables).

A Research Grant is:

  • An award where the funding is provided with the intent of encouraging a professor's research efforts or other studies done at the University of Ottawa.

  • An award where the funding is to be utilized exclusively for the purposes described in the grant application.

  • Grants are generally funding distributed by federal grant councils and other non-profit, philanthropical agencies.

  • Funding is “granted” to a researcher by a sponsor, with an expectation – but not the requirement - that the task can be accomplished.

For additional information regarding the difference between a research grant and a research contract, you can consult the ‘Grants and Contracts’ document on Research Management Services’ (RMS) website. To access this document, click here.

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How do I know whether to contact Research Management Services (RMS), Technology Transfer and Business Enterprise (TTBE) or the Office of Strategic Development Initiatives (SDI) – all ‘research offices’?

  • Questions related to a contract?
    • Contact Technology Transfer and Business Enterprise (TTBE)
    • Phone: 613-562-5399; Email: ttbe@uOttawa.ca
  • Questions related to a grant (whether from an internal or external agency)
  • Questions related to a Canada Foundation for Innovation (CFI) fund?
    • Contact the Office of Strategic Development Initiatives (SDI)
    • Phone: 613-562-5270
  • You can also consult the document entitled ‘Overview – Roles and Responsibilities amongst OVPR operating units’ available on Research Management Services’ (RMS) website to learn more about the roles of the different research offices. To access this document, click here.
  • If you are still unsure of the research office that is responsible for your file, simply contact one of the above mentioned office and we will direct you to the proper responsible unit.

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What is an RE form and where can I find it?

  • The RE form is an internal university form required with each research grant and/or contract. This form is mandatory for all research projects and is designed so that:
    • the University of Ottawa’s main research offices are made aware of any required certificates (animal care, biohazard, ethics) and/or any other obligations; and
    • the University of Ottawa’s main research offices have confirmation of approval from the faculty (Vice-Dean, Dept. Chair, etc) before opening an account.
  • The RE form is available electronically through the InfoWeb portal of the University (https://web3.uottawa.ca/infoweb/logon/fr.html). The form is also available electronically on the Research Management Services (RMS) website from the home page and in the forms section. Click here to access the forms section.

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What is considered overhead?

  • Overhead relates to indirect costs associated to the conduct of the research project (e.g., heating, electricity, administrative support, etc.).
  • Overhead costs are applicable to research contracts and are negotiated on an individual basis by Technology Transfer and Business Enterprise – TTBE.
  • Please note that in most cases, overheard is not applicable to grants.

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Applying for Funding



I wish to apply for funding. How do I start?

  • To begin, we suggest that you consult the ‘University of Ottawa Research Road Map’. To access this document, click here.
  • You should also contact the research facilitator in your faculty to discuss and receive guidance. To find your faculty research facilitator, click here.
  • You will also find interesting funding opportunities on the Community of Science (COS) website. To access this website, click here. The website has links to internal funding opportunities such as the Research and Development Program (RDP) and links to external agencies such as the Natural Sciences and Engineering Research (NSERC), the Social Sciences and Humanities Research Council (SSHRC) and the Canadian Institutes of Health Research (CIHR).

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Where can I get a list of granting deadlines?

  • First, contact the research facilitator in your faculty to discuss and receive guidance. To find your faculty research facilitator, click here.
  • You can consult Research Management Services’ (RMS) website. To consult the internal programs and deadlines, click here. To consult external programs and deadlines, click here.
  • You can visit RMS’ website more frequently – important deadlines and messages are always posted on our homepage.
  • You can also query the Community of Science (COS) database. Click here to access the Community of Science (COS) database.

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I have received an award – now what?



I received a grant/contract. What needs to take place before I can access my funding?

  • The research office (Research Management Services – RMS, Technology Transfer and Business Enterprise – TTBE and the Office of Strategic Development Initiatives – SDI) must have received (if not you must ensure the documents are forwarded to the appropriate office) the following documents before an account may be opened:
    • A copy of the full proposal and any other supporting documentation (contract = TTBE, grants = RMS, CFI = SDI) with the signed RE form (to access the RE form, click here).
    • A copy of the Notice of Decision (NOD) from the sponsoring agency.
    • A copy of any required certificates for the project (animal care, biohazard and/or ethics).
  • Once this information has been obtained, the research office responsible for your file will review and analyse it, then open your account with Financial Services.

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How do I know whether or not my account has been created?

  • You will receive an email confirmation together with an official ‘Notification of decision’ (NOD) from Research Management Services (RMS) informing you that your account has been created and providing you with your account number. Typically, the account is set up within 24 – 48 hours of RMS receiving a NOD from the agency unless some information is missing or you need to fulfill some obligations prior to your account being created (e.g., ethical submission/approval). Even if your account is not set up, RMS will send you an email to inform you that your account can only be created once obligations have been met.

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I received my account number. Who do I contact to begin accessing my funding?

  • Once you have obtained your account number, contact your faculty/department administration officer to begin accessing your funding. He/she may not have received the information (account number, budget and Notice of Decision from the agency). You may consequently be asked to provide these documents to him/her.
  • Please note that all information concerning your research portfolio on grants/contracts is available through the University corporate database (RTIS) on the InfoWeb portal of the university (https://web3.uottawa.ca/infoweb/logon/fr.html).
  • You should also ensure that you read the researchers’ roles and responsibility regarding managing research funding, found in the Researcher’s Guide. Click here to access the Researcher’s Guide.
  • You should also ensure that you consult the ‘Grants and Award Management’ section of the Research Management Services (RMS) website which provides very important and essential information on research and project management. Click here to access the RMS website

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An agency has awarded me funding without requiring a formal grant application. Therefore, I have no application to provide to my research office for signature. What do I need to do to get an account opened for my grant?

  • In order to open an account, you will need to provide to the appropriate research office (Research Management Services – RMS, Technology Transfer and Business Enterprise – TTBE and the Office of Strategic Development Initiatives – SDI) all relevant correspondence/documentation related to the award:
    • A copy of a signed RE form (to access the RE form, click here).
    • A copy of the Notice of Decision (NOD) from the sponsoring agency or any other documentation confirming the award;
    • All relevant documentation describing the project, any terms and conditions related to the award.
    • A copy of any required certificates for the project (animal care, biohazard and/or ethics).
  • Once this information has been obtained, the research office responsible for your file will review and analyse it, determine the type of award (contract vs grants) and proceed to open the appropriate type of account for your award.

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Ethically Speaking



I have a Tri-Council award but I have not applied for ethical approval. Is there a time limit to activate the account?

  • As per the Tri-Council Memorandum of Understanding (MOU), you are required to obtain the appropriate ethical approval within SIX months of the award date in which case the agency may consider that the condition of award has not been fulfilled and may reallocate the funding. Click here to access the Tri-Council MOU.

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When do I need to apply for ethical review?

  • If your research involves the participation of humans or animals, you need to submit and receive approval prior to any contact with the participants or prior to the acquisition of animals.
  • A Biohazardous Materials Use Certificate (BMUC) must be issued for all work involving mammalian cells, viruses, bacteria, biotoxins, recombinant DNA and other potentially biohazardous material.
    • For more information, please visit the ‘Responsible Conduct of Research’ section on Research Management Service’s (RMS) website. Click here to access it.
  • Note: If you have a Tri-Council grant (CIHR, NSERC or SSHRC), as per the Tri-Council Memorandum of Understanding (MOU), you are required to obtain the appropriate ethical approval within SIX months of the award date in which case the agency may consider that the condition of award has not been fulfilled and may reallocate the funding. Click here to access the Tri-Council MOU.

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I have received a three-year project grant and animal work or work with biohazardous material will not begin until the second year. What do I need to do to have partial funding released?

  • You must inform the research office responsible for your file (Research Management Services – RMS, Technology Transfer and Business Enterprise – TTBE or the Office of Strategic Development Initiatives – SDI) and the appropriate committee (either animal care committee or biosafety committee) in writing that work with animals and/or biohazardous material will not begin until a later date. For more information, please visit the ‘Responsible Conduct of Research’ section on Research Management Service’s (RMS) website. Click here to access it.
  • Please note that animals and/or biohazardous materials may be acquired and work initiated only after the project proposal has been approved by the University of Ottawa Animal Care Committee (ACC) and/or the Biosafety Committee.

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I have received a five-year project grant that involves the participation of adolescents. I know I need approval from the ethics board but the participants will not be recruited or involved in the research until the second or third year. What do I need to do to have partial funding released?

  • The University of Ottawa’s Research Ethics Board (REB) can provide a temporary authorization to enable the release of sufficient funding to enable necessary preparatory work with the understanding that full REB approval will be sought and obtained prior to the researcher commencing any work with human subjects.
  • To request such an authorization, you need to fill in, sign and submit a “Request for Preliminary Authorization to Enable the Release of Research Funds” form (1B Form), with accompanying materials, to the Office of Research Ethics and Integrity. Click here to access the 1B Form.
  • For more information, please visit the Office of Research Ethics and Integrity website: www.research.uottawa.ca/ethics.

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I currently have a certificate (whether ethics, animal care or biohazard) for project X. I received funding for another project very similar to project X. Can I use the same certificate?

  • Whenever you receive new funding, you must always confirm with the committee who granted the approval (ethics, animal care or biosafety) to confirm the relevance or eligibility of your current certificate in relation to your newly funded project.
  • For more information, please visit the Responsible Conduct of Research section of Research Management Services’ website. Click here to access the Responsible Conduct of Research section.

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Transferring money



I am the Principal Investigator and I need to transfer money to my co-applicant at another institution. What do I need to do?

  • You need to contact the research office that is responsible for your project (Research Management Services – RMS, Technology Transfer and Business Enterprise – TTBE or the Office of Strategic Development Initiatives – SDI).

  • If you aren’t sure who is handling your file, refer to the email notification you received granting you access to your funding.
  • Here is the information you will be asked to provide:
    • The collaborator’s name;
    • The collaborating institution;
    • The amount to be transferred for the upcoming year;
    • The FOAP (account number);
    • The proposed budget plans for the upcoming year; and
    • The deliverables for the upcoming year.
  • The research office responsible for your file will draft a transfer agreement between the University of Ottawa and your collaborator’s university/hospital. This agreement will need to be signed by all parties before any funding is transferred.

  • For more information on inter-institutional transfers, click here.

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I am a co-applicant on a grant that has been funded. The principal investigator is from another institution. What do I need to do to receive that funding?

  • It is important to note that the principal investigator must initiate the transfer process with the research managers at his/her institution.
  • In order for you to receive funding from a principal investigator from another university, you must provide the following documents to the research office responsible for your file (Research Management Services – RMS, Technology Transfer and Business Enterprise – TTBE or Office of Strategic Development Initiatives – SDI):
    • A completed RE form with all required signatures (to access the RE form, click here);
    • A copy of the application made by the Principal Investigator at the other university along with an updated budget;
    • A copy of the notification of decision from the funding agency; and
    • Any certifications required for the project.
  • Once each of these documents has been provided, the research office responsible for your file will proceed to sign an agreement with the responsible service from the other university and will open a project account once the agreement is signed.
  • For more information on inter-institutional transfers, click here.

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I have arrived at the University of Ottawa and need to transfer existing funding from another institution. How can I do that?

  • You must inform the agency and/or sponsor that you intend on transferring funding to the University of Ottawa.
  • You must provide the following documents to the research office responsible for your file (Research Management Services – RMS, Technology Transfer and Business Enterprise – TTBE or Office of Strategic Development Initiatives – SDI):
    • A completed RE form with all required signatures (to access the RE form, click here);
    • A copy of the application made by the principal investigator at the other university along with an updated budget;
    • A copy of the Notice of Decision (NOD) from the funding agency;
    • Any certifications required for the project;
    • A copy of the most recent financial report that was submitted to the agency; and
    • A list of outstanding commitments at your previous institution (if you had funding from a Tri-Council agency, you will need to complete the F303 form. Click here to access the F303 form).
  • The research office responsible for your file will coordinate the transfer of funding with the agency and the other institution.

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I am leaving the University of Ottawa and would like to transfer my research funding to my new institution. What do I need to do?

  • You must inform Research Management Services (RMS) of your departure and the agency and/or sponsor that you intend on transferring funding from the University of Ottawa to another institution.

  • RMS will review your accounts and provide all necessary instructions.

  • At a minimum, you will be asked to provide a list of any outstanding commitments at the University of Ottawa (if you had funding from a Tri-Council agency, you will need to complete the F303 form. Click here to access the F303 form).

  • Via RMS, the University of Ottawa will produce and submit a financial statement to the agency and the other institution.

  • You will need to provide information and/or documentation to the other institution. Please consult your new institution’s research office for specific details.

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Managing accounts



Can I put all my research funding into one account?

  • In the majority of cases you cannot put all your research funding into one account.

  • Here are the primary reasons why:

    • Funding from an agency (which is public money) is allocated to a specific project, for a specific purpose and as per submitted budget projections.

    • You cannot mix funding from an internal source with funding from an external source (public money).

    • Different agencies have different rules and regulations.

    • Agencies require separate financial reporting.

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I am in RTIS and I am noticing that for one of my projects the amount is awarded but I do not see an account set up. Why is that?

  • If you have received an award but there is no account  in RTIS, it may be due to the following two reasons :

    • You may need to submit a certificate (ethics, animal care and/or biohazard) to the research office responsible for your file (Research Management Services – RMS, Technology Transfer and Business Enterprise – TTBE or the Office of Strategic Development Initiatives – SDI) ; and/or
    • The funding agency might be holding the grant due to missing information.

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I am in RTIS and I see that some amounts are ‘blocked’ or at ‘0’ for upcoming instalments. Why is that?

  • If amounts in RTIS seem to be ‘blocked’ or are at ‘0’, it indicates that a condition must be met prior to the release of that funding. It could be that you need to:
    • Provide a new or renewed certificate (ethics, animal care and/or biohazard); and/or
    • Submit a progress report to the agency.

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My account is getting closed but there is money left. Where is that money going?

  • ‘Where’ the money is going depends on the type of account you have:

    • Cost reimbursable contract: There should not be any funding left in a cost reimbursable contract.

    • Firm price contract: Once all verifications have been completed by Research Management Services (RMS), i.e., deliverables have been met by the researcher, the university has received all payments, an account analysis was done to ensure all invoices have been processed, etc., residual funding will be transferred to the researcher’s general research account by RMS and Financial Services.

    • Tri-Council grants: For most programs, residual funding is transferred to the University of Ottawa general research fund to be reinvested into internal programs. To see a list of internal programs, click here.

    • You can consult the ‘Procedures’ section of RMS’ website to view detailed instructions regarding account closure at the University of Ottawa. To access this section, click here.

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Getting an extension



I need more time to use my funding. Can I get an extension on my account, and if so, what do I need to do?

  • All requests for extensions (internally and/or externally) must be requested at least 6 months prior to the project end date.

  • CIHR, NSERC and SSHRC

    • In some cases a one-year automatic extension is allowed for CIHR grants and some NSERC and SSHRC grant programs. Click here to consult a list of grants that are awarded with a one-year automatic extension and a list of grants where the researcher must make a request prior to the end date of the award.

  • Other external grants
    • You must request an approval from the funders.
    • Once obtained, you are required to submit a written approval from the agency to Research Management Services (RMS) in order to extend the end date of an account.
  • Internal grants
    • You must submit a written request to the research office responsible for the award (e.g., Research Management Services – RMS, faculty, Office of Research Chairs, Centres and Awards, etc.) to seek an extension of the end date of an account. The research office in question will confirm what type of information they need in order to review your request but, at a minimum, you will need to:
      • Provide a detailed explanation (specific reasons) as to why an extension is needed.

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I have a Tri-Council grant account. My one-year automatic extension is expiring and I need more time to use the funding. Can I get another extension?

  • An additional extension will be considered only in the case of extended leaves of absence during the grant period or due to uncontrollable delays to project activities. Click here for additional Tri-Council grant extension information.

  • If the Tri-Council agency rules do not allow for an additional extension, under exceptional circumstances Research Management Services (RMS) may grant an additional ‘special’ one (1) year extension. Please contact RMS either by email: recherche_sgr-research_rms@uottawa.ca or phone: 613.562.5841 to discuss.

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I need to leave...



I want to apply for a sabbatical or research leave. What do I need to do?

  • For complete information on applying for a sabbatical or research leave, please click here.
  • In short, you will need to:
    • Complete the RE form and have it signed by the Chair of the Department or Director as well as the Dean of the Faculty (you must also sign the form). To access the RE form, click here.
    • Provide a description of a specific research project justifying the proposed research expenses with the application (this description should be clear enough to allow for an evaluation by the School of Graduate Studies and Research).
    • Include a short CV (OCGS format).
    • Send the complete application to Research Management Services (RMS).
  • Your application must be submitted three months prior to the start date of the "sabbatical" or "duly approved research leave".

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I have research funding and I am on an extended leave. This leave will impact my ability to conduct research. What should I do?

  • When you are faced with such a situation it is important to contact Research Management Services (RMS) as soon as possible to discuss the potential impacts the extended leave will have on both your project and your funding and to discuss potential solutions (e.g., deferral of grant funding).

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I am a graduate student!



I am a graduate student and I was awarded an external graduate student award with a salary and research/travel allowance. How do I get paid?

  • Depending on the agency and the type of program, the management of this award may vary. Please contact Research Management Services (RMS) to discuss your particular situation:

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Last Updated: 6/20/2011