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• Grants and Award Management
  • General Information
  • Internal funding sources
  • External funding sources
  • Policies
  • Guidelines
  • Memorandums
  • Interactive tools for researchers
  • Responsible Conduct of research
  • Grants vs Contracts
  • Inter-Institutional Transfer
• Research manager's corner
  • General information
  • OURA meetings
  • Grants vs Contracts
  • Research management
  • Procedures
  • Management Forms
  • Inter-Institutional Transfers
  • Responsible Conduct of Research
• Researcher´s Guide
  • Researcher´s Responsibilities
  • Important Definitions
  • Applying for External/Internal Funding
  • Policies Relating to the Conduct of Research
  • Important Information for Applicants and How to Prepare your Budget
  • Research Account at the University of Ottawa (FOAP)
  • General Management of Funds
  • Financial Resources
  • On Going Financial Information
  • Delegation of Signing Authority
• Forms
  • Research management
• FAQ
  • Research management
• Other key Services
• Contact us
  • Research management

General information

In August 2011, the University of Ottawa welcomed the Tri-Council (NSERC/SSHRC/CIHR) audit team. During the Tri-Council’s visit, the agencies presented information on the use of grants. Please click here to consult the presentation.

Also, NSERC, SSHRC and CIHR have revised the Tri-Agency Financial Administration Guide. The regulations governing the awards are in effect as of September 15, 2011. A summary of the most significant changes appear in the Summary of Changes – 2011 Tri-Agency Financial Administration Guide which is posted on NSERC’s site.

The University of Ottawa has recently reviewed its organizational management structure to better serve its research community. The document New Structure OVPR summary provides an overview of the revised structure and the document Overview - Roles and Responsibilities amongst OVPR operating units provides more details in regards to the roles and responsibilities within that new structure.

In order to better support our research managers and our researchers, we have created a document that will help the reader identify the appropriate service for different types of agreements.

 

The following sections and sub-sections provide important information to research managers on the management of research at the University of Ottawa. Amongst other things, readers will be able to consult the Research Roap-Map, Information on general research accounts and Where to Find Information on Funded Research Projects.

Research Roap-Map:

The following PowerPoint presentation provides a general overview of the different stages in research and research management at the University of Ottawa. We gladly invite you to take a look at the Research Road-Map to learn more.

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Information on general research accounts:

General Purpose Research FOAP:

The purpose of a GENERAL PURPOSE RESEARCH FOAP is:

• To further research activities of the Principal Investigator;
• To reduce the number of research FOAP and the corresponding workload; and
• To make it easier for faculty and clerical staff to administer their FOAP.

This FOAP can hold:

1. Any unencumbered positive balances from completed contracts and grants, once needed approvals for the transfer have been obtained from the funding agency and Research Management Services;
2. Any administrative supplement used in lieu of a salary as per established procedures;
3. Contract honoraria or professional fees allocated to research funds. Research Management Services will make the transfer upon the receipt of a written request from the Principal Investigator and as approved by the Chair and Dean of the faculty; and
4. Small unencumbered research contributions.

This FOAP holds University funds:

1. Funds in this account, as in all trust accounts, belong to the University and are held in trust for researchers to further research endeavours. Funds can only be used for expenses directly related to research such as travel expenses, equipment, material, supplies, etc. Any equipment purchased with these funds becomes the property of the University of Ottawa.
2. Once a decision is made to place money in this account, it is irrevocable; one cannot later decide to withdraw money from the account and convert it to personal income. This position is absolutely necessary to satisfy Revenue Canada guidelines.

Administrative points to be aware of:

1. This account will only accept transactions while it has a positive balance;
2. Any additional revenue must be reported to Research Management Services. Journal entries or revenue remittance vouchers depositing money into these accounts must be approved by the Department Chair and forwarded to Research Management Services for final approval; and
3. In all cases where the decision is made to forego remuneration for services rendered or professional fees in lieu of a research grant, in order to clearly demonstrate "University Ownership" for tax reasons, every transfer into an account must be approved by the chair of your department and/or the Dean and Research Management Services.

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Where to Find Information on Funded Research Projects

Accessing information related to research projects

INFO WEB

• Researchers, local and faculty administrators may consult INFO WEB to extract information concerning a specific award or a larger pool of awards with additional specific criteria. INFO WEB will allow you to manipulate the information in an Excel format and since the information on INFO WEB is updated daily, it is the best tool available to manage your research portfolio.

Monthly Reports from RMS

1. Around the 15th of every month, an Excel spreadsheet of all research data of the past 7 years available through the corporate database (RTIS), is sent by RMS to the Research Facilitator and the Vice-Dean (Research) of each of the Faculties and Schools. Generally, this report contains data which is up to date as of the beginning of the month.
2. The report also indicates all other research projects administered throughout the University that researchers are involved with. For those who wish to obtain additional information, it is recommended that you communicate with your Vice-Dean (Research) office to obtain the relevant information.

Monthly Reports Coming from Financial Services

• Every month, Financial Services sends financial reports for all active research grants and contracts. These reports will detail expenses that have occurred, installments/revenues as well as award dates.

Original Award Notification from the Agency

1. Once the first authorization for funding has been given by the agency (Notification of Decision or NOD), copies are given by the agency to the researcher, RMS and Financial Services. This notification usually contains all key relevant information concerning the award, including the start and end date of the grant, the annual installments that will be given (with the associated dates), as well as a date where the financial reports are due at the agency. This notification is then forwarded by RMS to the researcher, Financial Services, as well as the Faculty contact list. You should always keep a copy of the notification within your files. If a major change occurs within the period of the grant, the agency will send a revised notification to the same individuals who received the first notification.
2. Overall, you have access to many sources of information that will enable you to keep track of the various projects for your researchers. If you wish to obtain more detailed information concerning a specific project, you can always contact Financial Services, RMS, TTBE and SDI directly.

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Financial Services - News for Researchers

• We invite you to consult the specific Researcher’s section of the financial services web site.

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