Here are some of the situations or circumstances that helps determine the appropriate research agreement to sign. We created this guide to help you establish if any of these situations applies:
Now that I've submitted my sponsored research forms, what's next?
For funded agreements, the sponsored research team will set up a FAS file in the UBC Research Information Systems (RISe) after we receive your proposal, budget, and Research Proposal Information Form (RPIF). This will allow you and your team to track your applications through to approval, certification and awarding of funds. You and your team can also track the status of contract negotiation in the Wellspring Sophia database.
What if I am applying for grant funding (NSERC, SSHRC, Genome BC/Genome Canada) to leverage the funding under your sponsored research agreement?
If the research project is leveraged by public funding or partner funding contributions, the sponsored research agreement is finalized once the public funding has been awarded. The grant application process is handled by the Office of Research Services.
Who can I contact regarding the status of an invoice?
UBC Research Finance handles all invoicing and tracking of payments from sponsors. For any questions regarding the status of an invoice, you can connect with the Research Finance Officer assigned to your account viewable in RISe. For industry-funded projects, your Research Information Systems (RISe) account is opened after the payment from the sponsor has been received by UBC Research Finance.
Who must obtain research ethics approval?
All research involving human participants – and all other activities which, even in part, involve such research – must be reviewed and approved by a UBC or UBC-affiliated Research Ethics Board (REB). Learn more about obtaining ethics approval from UBC's Office of Research Ethics.
You think there might be some conflict of interest.
Occasionally, UBC Persons may find themselves in either a Conflict of Interest or a Conflict of Commitment. The existence of a Conflict of Interest or Conflict of Commitment does not necessarily imply wrongdoing by a UBC Person. Such conflict(s) may exist regardless of a UBC Person’s character, intentions, or motivations. However, Conflicts of Interest or Conflicts of Commitment that go unnoticed or are improperly managed may harm the reputation and integrity of the UBC Person(s) and UBC; and may also undermine the public’s confidence in the abilities of the UBC Person(s) and UBC to pursue and disseminate knowledge, devoid of bias and personal interests. Without that public confidence, the effectiveness of UBC as a public institution and of UBC Persons is diminished. Learn more about UBC's Conflict of Interest Policy here.
Your research involves working with animals.
Please reach out to UBC's Animal Care and Use Program to obtain a certification.
You are working with biohazardous materials.
Any activities conducted at UBC facilities or affiliated institutions that involve biological materials requires a biosafety permit. Please contact UBC's Safety & Risk Services for more information.
You are asked to sign an NDA to discuss a potential new project.
For convenience purposes, we have a pre-signed, reciprocal non-disclosure form available specifically for preliminary discussions. By logging in with their CWL, UBC faculty members will be able to populate the NDA. Once it is signed by the other party, please send the fully executed copy to nda@innovation.ubc.ca.
You wish to send or receive de-identified data for clinical academic studies involving UBC.
To simplify the process to send and/or receive de-identified data for clinical academic studies involving UBC, we have developed a Clinical Study Data Transfer Agreement. By logging in with their CWL, UBC faculty members will be able to populate the DTA. Once it is signed by the other party, please send the partially executed copy to sponsoredresearch@innovation.ubc.ca in order to obtain the signatures of UBC and the affiliated health authority.
You are interested in purchasing goods or services from an external party.
Purchasing agreements are handled by UBC Procurement.
You are asked to provide consulting services.
UBC faculty members can provide consulting services through a private consulting agreement without the involvement of UBC. UBC faculty members can review UBC's Conflict of Interest Policy. More information on managing conflicts of interest can be found at the UBC Office of University Counsel.
You are receiving an unrestricted gift to support activities in your lab but not for a specific project, or for the sponsorship of a non-research activity (event or seminar held by your lab or department).
Unrestricted gifts that are not intended for a specific research project are handled by the UBC Development and Alumni Engagement Office.
An external party has inquired about using space in your lab or you require the use of space outside of UBC for your research.
Space rental agreements are handled by UBC Treasury.
I have a collaborator that wants to visit my lab.
Please connect with UBC HR and your department about the procedure for visiting scholars.
