Nova Scotia Health Authority (NSHA) Research Services Process

and Guidelines for Grant-Funded Projects

If funding is being applied for and received from a foundation, non profit agency (e.g., Terry Fox), research fund (e.g., NSHA, DoM, MHRF), private industryor granting agency (e.g., NSHRF, CIHR, CBCF), the following will apply:
Application/
review phase
Other external funding to support investigator-initiated research
projects / If applications are being submitted for a funding competition;
  • All funding applications that will be administered by NSHA including but not limited to electronic submissions for NSHRF and CIHR competitions are to be submitted to Research Services for review. The internal deadline for a comprehensive review is 1-2 weeks prior to the application deadline.
  • All applications with no requested comprehensive review are required to be sent to Research Services for review at least 3 business days prior to submission.
  • If you are unable to meet this deadline, please call NSHA Research Services and speak with the Coordinator of Grant Facilitation about your application. NSHAResearch Services will make every reasonable effort to work with researchers who have arranged for a late review of applications.
Sometimes Investigators contact external funders (industry, pharma, gov’t) and request financial support to cover the costs associated with a Study Protocol written independently by the Investigator. Before such a request is sent, please review the proposed budget with NSHA Research Services to ensure that all required budget items and considerations are included. Once support has been offered, a research funding agreement is required outlining the terms of provision of funds. NSHA Research Services has a template for this agreement and will facilitate and negotiate this on behalf of investigators at NSHA.
Administering institution / Investigators are required to identify Nova Scotia Health Authority as the administering institution or “Institution Paid” on funding applications for research projects that:
  • are being conducted at NSHA/majority of work taking place at NSHA and
  • involve NSHA patients; which may also
  • utilize or require hiring staff at NSHA
  • utilizeNSHA facilities and space
  • involve purchasing supplies or equipment at/through NSHA
  • involve the use of services and payment to NSHAdepartments or laboratories

Budgets / It is important that a clear connection is made between the proposed research and its budget. The budget should accurately reflect the direct and indirect costs associated with the proposed research. Both NSHA and Funders’ budget guidelines should be met with regard to eligible and ineligible costs when preparing a project budget. NSHAResearch Services requires that all research budgets be reviewed prior to submission. This review will ensure that all required and appropriate costs are included to cover the proposed research projects’ overall expenses.
Some helpful points:
  • Costs above standard of care—For clinical research, it is important to identify from the protocol those treatments or tests that are above standard of care and the associated costs. If you are unfamiliar with the specific costs, it is recommended you request a quote or estimate from the relevant department (lab support, pharmacy, diagnostic imaging etc.) or contact NSHA Research Services for a cost list or guidance on where the find this information.
  • Participant reimbursement—For clinical research recruiting patients, when such a cost is eligible, you can include in your budget monies to reimburse participants for costs incurred as a result of participating in a study. These might include parking, meals, overnight accommodations and/or mileage. The average stipend for such reimbursement is $25 per visit. This figure may differ depending on the time, travel distance and participating requirements. Carefully check the guidelines for the competition to which you are applying to determine the maximum allowance that has been set (if any) or contact NSHA Research Services for further assistance.
  • Salaries and Benefits—Your site/study budget should include the costs associated with the study personnel (i.e., technicians, nurses, coordinators, research assistants etc.) and time involved with conducting the research project. There are funders that set minimum and maximum standards for the salaries of grant-paid employees, which must be followed. Carefully check the guidelines for the competition to which you are applying to determine the standards that have been set (if any). In other instances, salaries and benefits should be within the range for the appropriate position classification at NSHA. Researchers can obtain assistance and further information on salaries and benefits from Judith Thompson, Manager of Human Resources for Research Services, , 473-1337
  • Equipment and Supplies—In the event that your research project requires the purchase of equipment, supplies or services from a third party, the NSHA Procurement (Purchasing) policy must be adhered to.
  • Research Space and Infrastructure—If you require additional research space on NSHAproperty for your research project please contact Lisa Underwood, Director, Research Services at 473-4069 for more details and further discussion on associated costs and available space.
  • Biostatistical Support – If you require biostatistical or data management or database support for your proposed research study and application, please consider the use of the Research Methods Unit (RMU) located in Rm. 112, 5790 University Ave. If you require the support of the RMU, you are advised to schedule an initial consultation with the RMU prior to submitting an application for funding. This initial consultation is free of charge. This process includes a review of the proposed methodologies, an initial face to face consult, further discussion to address any questions, and provision of a formal quote document. Please note that trainees interested in an initial consultation from the RMU must be accompanied by their supervisor. For information on specific RMU services please visit
  • Indirect/Overhead Costs—Overhead costs should be included as a cost item in all research budgets for contracts and applicable grants. The overhead cost rate shall be applied as follows:
Type of Funding / Funding Agency / Indirect Cost Rate
Research contract / All sources / 30% of total direct costs
Research grant / Companies, industrial consortia / 15% of total direct costs
Research grant / Federal government departments and agencies (includes contribution agreements) / 15% of total direct costs or as published in grant application guidelines (0% for CIHR grants, non-profits)
Research grant / US Grants / 8% of total direct costs (personnel) or as published in grant application guidelines
Please note: NSHAis a not-for-profit academic healthcare institution and as such does not charge tax on research. We do have an HST number if it is requested.
Required documenta-tion / As a means to ensure that the necessary information concerning project specifics (PI, Associate Investigators, title, funding competition/agency and deadline, location of research), infrastructure/space requirements, and certification requirements are documented and shared between NSHA, IWK and Dalhousie (where applicable), please submit the completed Grant Investigator Checklist with all applications.
A number of signatures are required on this checklist; it is the responsibility of the investigator to obtain his/her department head signature. Members of the Faculty of Medicine will also require a signature from the Dalhousie Associate Dean of Research. If research projects being are conducted at and administered by NSHA, require an NSHAResearch Services signature. Research being conducted at NSHA but administered by Dalhousie or the IWK require both NSHA Research Services and Dal/IWK Research Services signatures.
This information will also help to inform the administrative research ROMEO database and confirm that the necessary approvals have been obtained.
Obtaining required signatures / Institutional and departmental signatures are sometimes required for all funding applications. Where necessary, please obtain signatures from the Department Chair, Director, Dean, and other co-investigators and participating sites before submitting your completed application to the Office of Grant Facilitation and Support.
Some funding agencies (e.g., CIHR, NSHRF) no longer require the institution signature on the signature pages of its funding application for certain competitions (i.e., operating grants). Given that the application is being submitted through e-approval, hitting the "submit" button constitutes the Institutional signature. In these instances, all other signatures must be obtained and uploaded with the application. Once all required signatures have been obtained, they should then be scanned and submitted electronically with the electronic funding application.
The Office of Grant Facilitation and Support reviews all applications and will facilitate obtaining the required institutional signatures at NSHA. NSHA Research Services also works collaboratively with other departments and institutions (Dept. and Faculty of Medicine, Dalhousie Research Services, IWK) to obtain required signatures in a timely manner.
In an effort to make certain that all necessary signatures are obtained in advance of the funding application deadlines, it is requested that signature pages be submitted to NSHA Research Services at leastthree business days in advance of funding competition deadlines.
Ethics approval / All human subjects research projects involving patients, staff, resources or data within NSHA are to be reviewed by the Nova Scotia Health Research Ethics Board (NSHAREB) before the research begins. A research account cannot be opened until verification of ethics approval has been received by NSHAResearch Service and Finance. In some cases, the ethics approval letter will be included in the application package. Please check the funding agency guidelines.
Funding has been received and a research account is required
Additional
Considerations / The major granting agencies (CIHR, NSHRF, etc) send copies of notifications of awards to the Principal Investigator (PI), Research Services and Financial Services. Sometimes agencies may only inform the PI. In order to ensure that all appropriate parties receive this notification, please inform NSHA Research Services upon receipt of this notice.
In order for the Office of Contract/Grant Facilitation and Support () to facilitate the opening of a research account, the following is required:
  1. A site (NSHA) specific budget outlining the study specific costs. If funding has been obtained as part of a funding competition, the budget section of the application is sufficient.
  2. If funding has been obtained as a result of a funding competition, we require a copy of the letter/notice of award and funding application.
  3. If funding has been obtained from industry (pharmaceutical company), a funder agreement detailing the terms of provision of funds must be negotiated and signed. Please contact Jennifer Thurlow, Coordinator, Grant Facilitation and Support at or 473-4841 for further details and assistance.
  4. REB approval (if applicable)
  5. All finalized departmental agreements (when required).
  6. Completed/signed account opening documentation including: researcher accountabilitystatement, researcher signing authority, research checklist.
Once all documentation has been received, it is then forwarded to Finance who will facilitate the opening of a research account and obtaining an SAP number. All research accounts are overseen by Chris Collier, Manager of Research Funds and Infrastructure, , and facilitated by Jane MacLeod, Research Accounting , Yvette Theriault, and/or Hawley
The Institution administers grant research money on behalf of Investigator at NSHA. Here are highlights of some of the major expenditures or items you may encounter:
  1. Purchasing and Third Party Agreements—In the event that your research study requires the purchase of a service (e.g., data analysis and randomization, monitoring, lab testing, etc.) or equipment from a third party, the NSHA Procurement (Purchasing) policy must be adhered to.
  2. Participating Site Agreements—If your successful research project is multi-site with NSHAserving as the Lead Site, a participating site agreement will be required from all other sites involved. This agreement outlines the terms of participation, the budget and payment. NSHAResearch Services develops and negotiates these agreements on your behalf, please contact Jennifer Thurlow
  3. Materials Transfer Agreements—If you are the lead site and will be receiving samples or materials from other institutions a material transfer agreement might be requested to cover the terms of such receipt, processing, handling, storage and destruction. Please contact NSHAResearch Services for a template agreement.
  4. Grant (and Contract) Paid Research Staff—Researchers can obtain assistance and further information on salaries, benefits and hiring research staff from Judith Thompson, Manager of Human Resources for Research Services, , 473-1337.
  5. Transferring Funds—If the majority of the costs associated with your research study are incurred at NSHA, we recommend that NSHAhold and administer the funds. If there is an instance where the monies to cover such costs are held at another institution, please contact Jane MacLeod in Finance 473-5705 ( ) or the appropriate person in Finance at the institution holding the funds, to discuss the requirements for transferring such funds. Please be advised that due to the complexity of the reporting requirements and funds administration, large transfers of research funds between Dalhousie and NSHA will no longer be possible.

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Grant Processes and Guidelines, April 2016