Applying for external research funding

The Scholarship, Research and Creative Activity (SRCA) Office is responsible for reviewing, approving, and administering all research-related funds at VIU. Our Grant Facilitators are available to identify funding opportunities, discuss research plans, offer advice and review funding applications before submission to external agencies. External funding submissions require approval from SRCA. Connect with a Grant Facilitator to learn more.

All external research grants and contracts require institutional review and approval. For both grants and contracts, once funding arrangements have been completed, we will review compliance details and create an account for you so that you can access your funds.  We will then support you in using your funds and assisting with any necessary reports to the funder/partner.

Research funding can be administered through research grants or contracts. The lines between the two can blur, but here are some general differences.

Grant

Refers to funds that are awarded to the recipient to enable the performance of self-directed research without contractual obligation for performance.

You are likely applying for a grant if:

• the funding is not tied to specific outcomes
• there is no transfer of results to the sponsor
• there is no funding for the principal investigator’s time
• intellectual property is treated in accordance with VIU’s policies and practices

The steps in the full grant process are outlined here.

Contract

Refers to funds that are assigned for research purposes through a legally enforceable agreement which may include specific terms governing the conduct, direction and scheduling of the tasks to be performed; designating ownership of proprietary rights to the research results; laying out the financial regimen to be followed; and other restrictions required by the research sponsor.

 A contract is required if:

• there is a set budget and payment schedule based on deliverables; and/or
• there are discussions around confidentiality, intellectual property ownership, or liability

The steps in the full contract process are outlined here.

Institutional Approval Process

Please reach out to a Research Grants Facilitator when you decide to apply.

All applications and letters of intent for external and internal grants, awards, chairs, honours, and research contracts must be submitted in ROMEO and approved by your Faculty Dean and the AVP Research and Graduate Studies before they are submitted to the funder. To provide us with sufficient time to complete our review of new research proposals and obtain appropriate internal approvals, all applications must be submitted in Romeo at least ten (10) business days before the final submission date unless otherwise noted. As research at VIU continues to grow, we cannot guarantee that proposals received past our internal deadline will be reviewed. VIU’s approval process for external research funding is described below.

VIU Approval of Research Grants and Contracts

Applying for a Research Grant

Step 1: Notify us as early as possible

Step 2: Pre-Approval to submit grant deadline: Ten business days before the grant submission deadline

At this stage, we review your proposal, organize support letters and signatures, seek approval if an indirect cost waiver is required, provide you with feedback, and highlight any concerns so that there is time to address them.

 Step 3: Final Approval: As soon as possible  

Step 4: Submission to sponsor

Once internal approvals to submit are in place, the grant application can be submitted. Depending on the funder, submission to the funding agency will be done by either the researcher or by SRCA. Some agencies require a submission by the researcher in addition to Institutional approval of the submission through the portal.

For applications submitted by the researcher

For applications submitted by SRCA

Developing a Research Contract

The SRCA Office is responsible for the primary coordination, negotiation, and administration of research contracts for VIU.  An official representative of the institution must sign all research contracts. 

Step 1: Notify us as soon as you know you want to develop a research funding/partnership agreement

 Step 2: Provincial Approval: A few days to two weeks

The Province of British Columbia’s University, College, and Institute Protection Plan (UCIPP) provides VIU’s liability insurance. UCIPP requires that they review and approve most agreements signed by VIU.

Step 3: Signatures

The AVP, Research and Graduate Studies, signs all research agreements for VIU.  The SRCA will arrange signatures internally and with the partner organization and upload the finalized agreement to ROMEO.