Recent changes at the Research Services Office (in personnel, grants 3.0 capabilities, and procedures) necessitate a revised departmental process for all grant applications requiring University signatures. This set of revised procedures takes effect IMMEDIATELY. Please note that this procedural change applies ONLY to grant applications, not to other paperwork (e.g. award notifications, contracts, etc.) requiring University signatures from RSO. Needless to say, this impacts all faculty/researchers in our Department. This revised process reflects three (3) significant factors in the work flow for grants: (i) RSO will now ONLY accept electronic submissions and ONLY into their designated mailbox; (ii) ONLY the sender of the complete application will receive acknowledgement from the RSO mailbox; and (iii) the FOS will continue to ONLY accept paper submissions to their office for review and sign off.
-Applicant initiates a project on the Researcher Home Page. Please see https://www.ualberta.ca/research/services/about/resources/researcher-home-page and download the Guide to Reseacher Home Page booklet. Page 4 provides instructions on how to complete the "Request for New Project". (Note: the instructions state that the "Create Proposal/Application/Project" button is at the bottom of the RHP -- it is now at the top of the RHP.) Completing this form will generate a RES number for your project. Once the form is complete, please print this cover page, sign it, and deliver it to the department.
-Department has two tracks:
-"Full review" requires that the applicant submit the signed cover page and EITHER an electronic or hard copy of the full proposal at least 11 working days ahead of the agency deadline. NB: if an electronic copy is provided, it must be sent to the Assistant to the Associate Chair Research (firstname.lastname@example.org) and the Associate Chair Research (email@example.com). Department provides full review of proposal, including proposal content and budget and budget justification review. Once signed, applicant must retrieve the cover page and deliver signed cover page and hard copy of proposal (printed by applicant) to FOS.
-"Minimal review" requires that the applicant submit the signed cover page and EITHER an electronic or hard copy of the full proposal at least 9 working days ahead of the agency deadline. Department provides minimal review of the proposal, primarily determining whether unauthorized departmental resources are being promised and that allowed overhead is included in the budget. Please note that the minimal review means that errors and discrepancies in budgets, missing sections of proposals, etc. will not be caught at the department level and may require that the applicant obtain a new round of signatures from the department and faculty if RSO requires it. Once signed, applicant must retrieve the cover page and deliver signed cover page and hard copy of proposal (printed by applicant) to FOS.
-Applicant delivers hard copy of proposal with cover page including applicant and departmental signatures to FOS at least 8 working days ahead of the agency deadline.
FOS will not accept electronic submissions of grant proposals. FOS provides review. Once FOS signs, they notify applicant and applicant picks up proposal.
-Applicant scans cover page containing RES number, applicant signature, departmental signature, and FOS signature, attaches it to an electronic version of the full proposal, and submits it via e-mail (to firstname.lastname@example.org with the subject line RESXXXXXXX, the applicant/PI’s name, and the name of the Sponsor) at least 5 working days in advance of the agency deadline to RSO. RSO provides review and comments to applicant, and then either submits on the applicant's behalf or allows applicant to submit on their own behalf, depending upon the agency. Please note that a scan of the cover sheet with original signatures from applicant, department, and FOS is required. Scans of signatures or other electronic signatures are currently not allowed by University Policy.