Step 1: Submit Required Documents
What you need to get started:
Proposal
Develop a research plan or proposal.
Budget
Visit the Budgeting and Indirect Costs page for more information.
Form
Fill out either the Research Project Information Form (RPIF) (if UBC is receiving funding) or the Contract Request Form (if you are not pursuing funding, such as Material Transfer Agreements, Non-disclosure Agreements, Data Transfer Agreements).
Other considerations
If the sponsor has provided you a draft agreement, please include this in your submission.
If your sponsored research agreement is arising from an existing application for funding, please provide us the FAS number associated with this RPIF along with your notice of award. As applicable, please ensure you notify the Office of Research Services (ORS) upon the notice of your award.
Once all signatures have been collected, the faculty member needs to send the completed documents to sponsoredresearch@innovation.ubc.ca
Refer to the service provision chart below to understand other entities you need to engage in order to submit your documents.
Step 2: Review and Triage
A member of the sponsored research team will confirm the receipt of your submission, within two business days. Our team will review your submission to confirm we have all the correct information.
Next:
We will assign a team member to your file.
We may request more information, such as additional documents or clarification on the information you submitted.
We may need to redirect you to another UBC unit who can assist with your request, should it fall outside of our service provision. (See service provision chart below).
Step 3: Onboarding
For funded agreements, the sponsored research team will set up a FAS number in the Research Information Systems (RISe).
For funded agreements already in RISe, we will assign a member of our sponsored research team to your file.
Our team will create an account for you in the Wellspring Sophia database (Sophia) where you can track the status of your agreement. Login or create your Sophia account using your CWL.
Once confirmed, you will be introduced through email to a member of our sponsored research team.
Step 4: Agreement Review
The sponsored research team will manage your agreement execution, ensure alignment with UBC’s policies and research priorities and negotiate with collaborators on your behalf.
Step 5: Agreement Execution and Monitoring
For funded agreements, your agreement will be completed when it is fully signed by all parties and all compliance agreements have been met (animal care, human ethics, biohazard etc.). A Workday account to receive funds will be opened by Sponsored Research and managed by UBC’s Research Finance team. Research Finance will be responsible for invoicing and receiving payments for the life of the agreement.
For non-funded agreements, your agreement will be completed when it is fully signed by all parties and all compliance requirements have been met (animal care, human ethics, biohazard etc.). You can monitor the process of your agreement through Sophia.
Agreement Amendments
Any changes to your agreement regarding budget increases, please fill out an Account Modification Form. All other changes can be directed to the sponsored research team.
