Section 2: Grants and Awards Management

CIHR Grants and Awards Guide

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2-A General Administration

2-A1 Payment Conditions

2-A1.1 Institution Paid

2-A2 Pending Grants and Awards

2-A3 Overexpenditures

2-A4 Payment Types

2-A4.1 CIHR Annual Commitment Payments

2-A4.2 CIHR Direct Payments

2-A4.3 Partner Payments

2-A5 Other Funding Sources

2-A5.1 Grant Programs only

2-A5.2 Salary Award Programs only

2-A5.3 Training Award Programs only

2-A6 Other Activities of Recipients during Tenure (Salary Award Programs only)

2-A7 Eligibility of Partner Contributions

2-A7.1 Cash Contributions

2-A7.2 In-Kind Contributions

2-A8 Eligibility of Expenses

2-A8.1 Grant Programs, Partnered Grants and Research Allowances Paid from Awards only

2-A8.2 Research Allowances (Salary Award & Training Award Programs only)

2-A9 Continuing Individual Eligibility Requirements

2-A10 Research Involving Trials

2-A11 Ownership of Items Purchased with CIHR Funds

2-A12 Ownership of Collections and Specimens

2-A13 Requests for Supplementary Funds

2-A14 Deferral of Instalment/Annual Commitment Payments (Grant & Training Award Programs only)

2-A15 Extension Period for Use of Funds beyond a Funding Period (Grant Programs only)

2-A16 Termination of Instalments/Annual Commitments

2-A17 Residual Balances

2-A18 General Income Tax and Benefits (Training Award Programs only)

2-A18.1 Taxation

2-A18.2 Child Tax Benefit

2-A19 Financial Reporting

2-A19.1 Financial Reporting Requirements (Grants & Research Allowances Paid from Awards only)

2-A19.2 Financial Monitoring (Visits) of Accounts

2-A20 Intellectual Property/Patents Requirements

2-A21 Research Reporting

2-A21.1 Final Reports (Grant Programs only)

2-A21.2 Communication of Research Results

2-A21.3 Archiving of Research Data

2-B Special Circumstances

2-B1 Leaves of Absences

2-B1.1 Family Medical Leave

2-B1.2 Maternity and/or Parental Leave

2-B1.3 Medical Leave

2-B1.4 Relocation Leave (Training Award Programs only)

2-B1.5 Sabbatical Leave (Grant & Salary Programs only)

2-B1.6 Other Leaves (Training Award Programs only)

2-B2 Deviation from Proposed Activities and/or Budget

2-B2 Deviation from Proposed Activities and/or Budget

2-B2.1 Grant Programs only

2-B2.2 Salary Award & Training Award Programs only

2-B2.3 Training Award Programs only

2-B3 Relocation of a Nominated Principal Applicant to an Eligible Canadian Institution

2-B4 Moving Equipment

2-B5 Replacement, Addition, Removal or Promotion of Principal Applicants and Co Applicants (Existing Grants)

2-B5.1 Required Signatures on the Request to Replace, Add, Remove or Promote Individuals on Existing Grants

2-B5.2 Meaning of Signatures on the Request to Replace, Add, Remove or Promote Individuals on Existing Grants

2-B6 Replacement of Individuals (Existing Training Awards only)


2-A General Administration

2-A1 Payment Conditions

2-A1.1 Institution Paid

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Before funds can be released to an Institution Paid:

Prior to releasing the funds to the Nominated Principal Applicant, the appropriate authorized official of the Institution Paid must ensure that the following conditions have been met:

  • receipt of a copy of the signed Authorization for Funding (AFF) from CIHR;
  • receipt of all specified certification requirements (e.g., animal care, biohazards and ethics).

See also Pending Grants and Awards and Deferral of Instalment/Annual Commitment Payments.

2-A2 Pending Grants and Awards

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Some successful applications may be deemed "Conditional". This means that issues have been identified with the successful application and must be addressed before funds can be released to the Nominated Principal Applicant's institution (Institution Paid). The Nominated Principal Applicant will receive notification from CIHR outlining the issues to be resolved and will have a maximum of one year, from the date of notification, to resolve these issues; otherwise the pending grant or award will be cancelled.

Issues to be resolved may include:

  • The Nominated Principal Applicant's appointment (Grant & Salary Award Programs only) or their acceptance (Training Award Programs only) by an eligible Canadian institution needs to be confirmed by the institution, or his or her completion of all requirements of a previous degree (Training Award Programs only) needs to be confirmed by the degree granting institution;
  • The institution or organization selected by the Nominated Principal Applicant under "Institution Paid" is not eligible to administer CIHR funds;
  • The specified ethical certification requirements have not been met;
  • The proposal is subject to Section 56 of the Controlled Drugs and Substances Act. An exemption from Health Canada is required;
  • The proposal is subject to the Canadian Environmental Assessment Act and requires an environmental assessment screening;
  • There is no confirmation that the recipient will devote at least 75 per cent of their time to research (Salary Award Programs only) or research training (Training Award Programs only);
  • The training award recipient will not hold the award for the full period approved and CIHR must make a prorated reduction in the stipend prior to funds being released (Training Award Programs only);
  • The Nominated Principal Applicant is on sabbatical leave;
  • CIHR or the Institution Paid has not received the partner's contribution;
  • The foreign Nominated Principal Applicant coming to Canada to take up an award has not received an entry visa into Canada from a Canadian embassy. Nominated Principal Applicants are personally responsible for obtaining an entry visa into Canada (Award Programs only);
  • The Canadian Nominated Principal Applicant leaving Canada to obtain training currently not available in Canada has not received a visa to enter a foreign country from the office of the foreign government. Nominated Principal Applicants are personally responsible for obtaining a visa to enter the foreign country (Training Award Programs only);
  • The lack of availability of funds voted annually to CIHR by parliamentary appropriations.

See also Payment Conditions for the Institution Paid and Deferral of Instalment/Annual Commitment Payments.

2-A3 Overexpenditures

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For CIHR's policy on overexpenditures, consult the Overexpenditures subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

2-A4 Payment Types

2-A4.1 CIHR Annual Commitment Payments

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In most cases, CIHR provides funds directly to the institution/organization with which the Nominated Principal Applicant is affiliated, usually as an employee. This Institution Paid holds the funds and maintains a Common Grant or Award account from which the recipient can draw.

For CIHR's policy on payment of grants, consult the Payment of Grants subsection of the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

In addition:

  • Research allowances are paid annually on the effective date of the award (Salary Award & Training Award Programs only);
  • CIHR's first payment will include the contributions to the institutional non-discretionary employee fringe benefits on the same basis as such payments are made to, or on behalf of, members of the regular institutional staff (Certain Salary Award Programs only as identified in the Funding Opportunity);
  • Stipends are paid in monthly instalments (Training Award Programs only).

2-A4.2 CIHR Direct Payments

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Grants/Awards Provided to Institutions Which Do Not Hold a Common Grant and Award Account

Grants provided to institutions which do not hold a Common Grant and Award Account, are paid directly by CIHR. Due to the unique nature of these grants/awards, the terms and conditions are determined on an individual basis.

The terms and conditions could include:

  • a collaborative agreement;
  • reporting requirements as specified by CIHR;
  • method of payment as specified by CIHR.

Training Awards

There are two instances where training awards are paid directly to training award recipients:

  1. when CIHR has signed a collaborative agreement with one or more Canadian federal government departments or agencies to administer a dedicated envelope of funds specifically to support emerging researchers training in these organizations. Since these are not eligible institutions as defined by CIHR, CIHR provides the funds directly to the training award recipient. Individuals holding such training awards must be supervised by independent investigators with the appropriate level of experience and expertise;
  2. when a trainee holds their award outside of Canada.

The first instalment:

  • is made within 30 days of the effective date of the training award or when all payment conditions have been met;
  • of each year includes the research allowance.

Stipends tenable outside of Canada are paid directly by CIHR to the training award recipient on a quarterly basis, in equal instalments, with the exception of the first instalment. Due to possible delays in mailing cheques to foreign locations, training award recipients are advised to maintain a Canadian bank account to which CIHR cheques can be sent for deposit. In these cases, the terms and conditions are determined on an individual basis.

The CIHR terms and conditions will include:

  • an agreement outlining reporting requirements; and
  • the method of payment.

2-A4.3 Partner Payments

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The ratios for matching the partner's financial contribution (in cash and, if applicable, in-kind) will vary depending on the funding opportunity. The Authorization for Funding will specify the amounts to be contributed by both CIHR and the partner. For this funding type, institutions must maintain a separate account.

Direct Partner Payments to the Institution Paid

A partner may choose to send their contribution towards a grant or award directly to the Institution Paid of the recipient.

Direct Partner Payments to the Recipient

If the award recipient receives training at a non CIHR eligible institution, payment of the award may be made directly to him or her.

See also Partner Eligibility Requirements (Partnered Programs only) and Eligibility of Partner Contributions

2-A5 Other Funding Sources

2-A5.1 Grant Programs only

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Applicants to CIHR may apply for, and hold funds granted from more than one funding source or program to accomplish the same research objectives. Subject to the restrictions placed on duplicate applications (Application Limits (Grant & Training Award Programs)), applicants may receive funding from multiple sources for the same or similar projects if the funds will be used to expand the scope of their research projects in furtherance of the original research objectives.

2-A5.2 Salary Award Programs only

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In order to allow as many researchers as possible to benefit from federal, peer-reviewed funding, recipients of awards must not hold concurrently a CIHR salary award and:

  • a CIHR training award;
  • another federally funded salary award (e.g., a Canada Research Chair).

CIHR's contribution to the salary award may be supplemented at the discretion of the Institution Paid.

See also Selecting the Appropriate Federal Granting Agency and Application Limits (Grant & Training Award Programs).

2-A5.3 Training Award Programs only

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In order to allow as many trainees as possible to benefit from federal, peer-reviewed funding, recipients of awards cannot concurrently hold a CIHR training award and another federally-funded training award.

A training award recipient can supplement their monthly stipend by:

  • engaging in, and accepting remuneration for limited departmental activities that contribute to their development as a future independent researcher, provided that this does not interfere with their research training progress;
  • assisting a professor or teacher with instructional responsibilities, up to a maximum of 200 hours per year, provided that this does not interfere with their research training progress;
  • holding training awards from other sources (e.g., foreign, provincial, institutional sources), regardless of value;
  • receiving top-up funding.

See also Selecting the Appropriate Federal Granting Agency and Application Limits (Grant & Training Award Programs).

2-A6 Other Activities of Recipients During Tenure (Salary Award Programs only)

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Salary award recipients may engage in teaching and consultation to a limited extent, and there is no restriction on the time they spend in the supervision of research trainees.

See also Deviation from Proposed Activities and/or Budget (Salary Award & Training Award Programs only).

2-A7 Eligibility of Partner Contributions

2-A7.1 Cash Contributions

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Eligible Cash Contributions

  • Industry-Partnered Grant Programs only:
    Seventy-five (75) per cent of the industry partner's required contribution toward the project must be in cash.
  • Integrated Knowledge Translation Grant Programs only:
    The contribution from the knowledge-user partner toward the project may be in cash.
  • Industry-Partnered Salary and Training Award Programs only:
    A hundred (100) per cent of the industry partner's contribution must be in cash.

CIHR funding cannot be levered against contributions provided in the past and/or for support of research that has already started or been completed.

Non-Eligible Cash Contributions (Industry-Partnered Grant Programs only)

  • financial support received from another federal department or federal agency (e.g., NSERC, Health Canada, etc.) or from a public funding organization;
  • partner cash contributions that have already been used to lever money from another public source;
  • cash contributions provided in the past (e.g., any point in time before the application deadline of a successful proposal) for the support of research that has already been conducted.

See also Partner Eligibility Requirements (Partnered Programs only) and Partner Payments.

2-A7.2 In-Kind Contributions

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Eligible In-Kind Contributions

  • Industry-Partnered Grant Programs only:
    Up to twenty-five (25) per cent of a partner's required contribution may comprise of in-kind (cash-equivalent) contributions. The types of in-kind contributions that are recognized and therefore considered eligible to lever CIHR funding are listed in the In-kind Eligibility Table.
  • Integrated Knowledge Translation Grant Programs only:
    The contribution from the knowledge-user partner toward the project may be in-kind.

CIHR funding cannot be levered against contributions provided in the past and/or for support of research that has already started or been completed.

Non-Eligible In-Kind Contributions (Industry-Partnered Grant Programs only)

  • costs incurred internally and routinely by the partner, including salaries and routine product development work (e.g., protocol development, matched placebos, trial monitoring by the partner);
  • in the case of randomized controlled trials, the cost of the medication under study, if it is the partner's product;
  • patenting, legal fees, external charge-out or consultant rates incurred by the partner;
  • regular membership or subscription fees in industrial consortia, or payments to cover general operational costs;
  • overhead costs that are charged by the institution to the Nominated Principal Applicant or partner;
  • secretarial or accounting services, cost of time attributed to research management, or other indirect costs; and
  • travel of partner personnel.

Supporting Evidence for In-Kind Contributions

All in-kind contributions must be:

  • accompanied by a statement signed by the partner's appropriate authorized official certifying the value of the contributions;
  • appropriately documented to be recognized. The valuation of in-kind contributions must be stated either at the internal cost to the partner or at retail cost less forty (40) per cent, which ever is less.

2-A8 Eligibility of Expenses

2-A8.1 Grant Programs, Partnered Grants and Research Allowances from Awards only

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For a listing and description of eligible expenses under CIHR grants, including partnered grants and research allowances paid from awards, consult the Use of Grant Funds section in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

2-A8.2 Research Allowances (Salary Award & Training Award Programs only)

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Eligible Expenses

A research allowance is provided to contribute to the costs of the award recipient's:

  • research equipment;
  • materials and research supplies;
  • travel to scientific meetings held either inside or outside Canada.

Non-Eligible Expenses

  • course fees;
  • health insurance;
  • non-discretionary benefits.

For other eligible and non-eligible costs under research allowances, consult the Use of Grant Funds section in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

Supporting Evidence for Expenses

For required documentation to support expenditures charged to grants and research allowances, consult the Supporting Evidence subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

2-A9 Continuing Individual Eligibility Requirements

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CIHR's policy for confirming recipients' continued eligibility to hold CIHR grants and awards, consult the Continuing Eligibility subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide. See also Replacement, Addition, Removal or Promotion of Principal Applicants and Co Applicants (Existing Grants), Replacement of Individuals (Existing Training Awards only), Termination of Instalments/Annual Commitments and Residual Balances.

For training award recipients receiving direct payments, CIHR will contact the training award recipient directly to confirm that they continue to be eligible according to the funding opportunity eligibility criteria. However, the training award recipient must contact CIHR's Finance Division as soon as their eligibility changes during tenure of the training award. See also Replacement of Individuals (Existing Training Awards only), Termination of Instalments/Annual Commitments and Residual Balances.

2-A10 Research Involving Trials

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Applicants whose proposed research consists of a clinical trial must follow the 2nd edition of Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans (TCPS 2). See in particular the guidance provided in Chapter 11: Clinical Trials. CIHR has, in addition, specific requirements not included in the TCPS2 for CIHR-funded trials (both clinical and non-clinical), which are listed in this update. These specify that grant recipients must:

  1. prospectively register their trial in a registry acceptable to the World Health Organization (WHO) or the International Committee of Medical Journal Editors (ICMJE). This includes providing the WHO Trial Registration Data Set;
  2. update the trial registry with any changes in the trial protocol, adverse events that occur during a trial, and decisions taken to end a trial early;
  3. disclose serious adverse events at the end of the trial in subsequent publications and to the registry;
  4. deposit aggregate data in an unbiased, publicly accessible database (e.g. the registry); and
  5. if conducting a CIHR-funded randomized control trial (RCT), submit a report in the Consolidated Standards of Reporting Trials (CONSORT) format within 12 months of the end of the trial.
CIHR also encourages all grant recipients to publish the systematic review submitted to CIHR as part of the grant application to justify the RCT.

2-A11 Ownership of Items Purchased with CIHR Funds

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For CIHR's policy on ownership of items purchased with CIHR funds, consult the Ownership of Items Purchased with Grant Funds subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

See also Ownership of Collections and Specimens, CIHR's definition of research equipment, Moving Equipment or an Unexpended Equipment Grant.

2-A12 Ownership of Collections and Specimens

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For CIHR's policy on ownership of collections and specimens, consult the Ownership of Collections and Specimens subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

See also Ownership of Items Purchased with Grant Funds.

2-A13 Requests for Supplementary Funds

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Applications for supplementary funds during the course of CIHR funding will not be considered except for:

All requests must be submitted to, and approved by, CIHR.

2-A14 Deferral of Instalment/Annual Commitment Payments (Grant & Training Award Programs only)

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For CIHR's policy on the deferral of annual commitment payments, consult the Deferral of Instalment/Annual Commitment Payments subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

See also Payment Conditions for the Institution Paid and Pending Grants and Awards.

2-A15 Extension Period for Use of Funds Beyond a Funding Period (Grant Programs only)

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For CIHR's policy on extensions for the use of funds beyond the grant period, consult the Extension Period for Use of Funds beyond a Grant Period subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

2-A16 Termination of Instalments/Annual Commitments

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For CIHR's policy on termination of instalments/annual commitments, including the responsibilities of the institution and the recipient as well as information pertaining to the documents to be submitted, consult the Termination of a Grant subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

See also Continuing Eligibility, Replacement, Addition, Removal or Promotion of Principal Applicants and Co Applicants (Existing Grants) and Residual Balances.

2-A17 Residual Balances

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For CIHR's policy on residual balances, consult the Residual Balances subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

In addition:

  • Grantees may not build-up funds without proper justification. The need for funds must be clearly demonstrated (Grant Programs only);
  • Any unspent/residual funds from the research allowance remaining at the end of the fiscal year will be carried forward for use during remaining years until the research allowance is completely spent or the award is terminated. A Nominated Principal Applicant may incur expenses against his/her research allowance for up to three months beyond the official termination date. Expenses, including cash advances, must be paid and reconciled before the end of the three-month period at which time the account must be finalized/closed and any unspent/residual funds must be returned to CIHR (Salary Award & Training Award Programs only);
  • If the training award is paid directly to the training award recipient, he/she is responsible for returning any remaining funds to CIHR (Training Award Programs only).

2-A18 General Income Tax and Benefits (Training Award Programs only)

2-A18.1 Taxation

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Training awards, whether held inside or outside Canada, are taxed as income by the Canadian government.

Training award recipients receiving payments through Canadian institutions must be issued T4 or T4A slips by the institution rather than by CIHR. CIHR issues T4A slips in February to all training award recipients paid outside of Canada during the previous calendar year, regardless of whether the payments were made directly to the training award recipients or to a non-Canadian institution.

Since no deductions are made at source by CIHR, training award recipients are responsible for determining the amount of tax they must pay, and for forwarding this amount to the Canada Revenue Agency. For information, call toll-free 1-800-959-5525 for services in English or 1-800-959-7775 for services in French.

Training award recipients can obtain information about the amount and method of payment, the deductions allowed, and the receipts required from their local tax services office. Residents of Quebec must also contact Revenue Québec, Service des renseignements spécialisés at 819-770-1768.

The Federal government has recently announced that for 2006 and subsequent taxation years, the amounts received in the year by an individual on account of scholarships, fellowships, and bursaries may be excluded from income.

In 2007 CIHR reviewed the primary purpose of its training awards and changed the primary purpose to education and training rather than research. This determination makes the income of CIHR Training Awards taxable under Paragraph Section 56(1)(n) of the Canadian Income Tax Act. In some cases training award recipients may be eligible for a tax exemption on this income if they are registered in a full-time qualifying education program at a qualified institution. Contact the Canada Revenue Agency directly for further information.

2-A18.2 Child Tax Benefit

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Award recipients with dependent children under the age of 18 years may be eligible to receive Child Tax Exemptions from the Canadian government even while holding awards outside the country. Pertinent information may be obtained from the Canada Revenue Agency. While in Canada, training award recipients may use the toll free number 1-800-387-1193 to obtain more information. While abroad, information may be obtained by dialing 613-952-3741 for services in English and 613-954-1368 for services in French.

2-A19 Financial Reporting

2-A19.1 Financial Reporting Requirements (Grants & Research Allowances Paid from Awards only)

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For the institution's financial reporting requirements for grants and research allowances, consult the Financial Reporting subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

2-A19.2 Financial Monitoring (Visits) of Accounts

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For CIHR's responsibilities with regards to the monitoring of accounts, consult the Financial Monitoring of Accounts subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

2-A20 Intellectual Property/Patents Requirements

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For CIHR's policy on intellectual property/patents, consult the Intellectual Property/Patents subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

In addition, the onus is on the Nominated Principal Applicant (or the Institution or both, depending on the Institution's policy on ownership of Intellectual Property) to seek patent protection, in collaboration with the partner where applicable, for inventions or developments arising from CIHR-supported research.

See also the CIHR Open Access Policy, Communication of Research Results and Archiving of Research Data.

2-A21 Research Reporting

2-A21.1 Final Reports (Grant Programs only)

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CIHR collects, analyzes and disseminates information on the outputs and impacts of the research it funds. This information is an important part of CIHR accountability within the Federal Government and to Canadians.

As a condition of funding for selected programs, a Nominated Principal Applicant is required to file an electronic Final Report. The Nominated Principal Applicant will be advised of any specific grants subject to this reporting requirement.

See also Communication of Research Results

2-A21.2 Communication of Research Results

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Support for research by a federal funding agency is an investment by the people of Canada. CIHR seeks to demonstrate a return on investment for taxpayers through the promotion of key research developments and results. The research process is not complete until the results are validated and openly transmitted to the appropriate audience. Researchers are expected to maximize the impact and utility of their work and to ensure maximum impact on the field for the following reasons:

  • Greater access to research publications promotes the ability of researchers and knowledge users in Canada and abroad to use and build on the knowledge needed to address significant health challenges;
  • Open access promotes accessibility to funded research and will serve to increase the international visibility of Canadian research.

This subsection provides information on roles and responsibilities of recipients of funding and when communicating jointly about funded health research, as well as direction on acknowledgement and recognition requirements. CIHR Public Affairs is available to provide further information, advice and guidance and can be reached at 613-941-4563 or by e-mail at mediarelations@cihr-irsc.gc.ca.

Responsibilities of the Recipient

Each Recipient agrees to:

  • collaborate with CIHR on public communication initiatives related to research funding and findings;
  • disseminate their research findings through the most appropriate dissemination vehicle;
  • comply with CIHR's policy on acknowledgment;
  • acknowledge CIHR's financial support in peer-reviewed research publications by citing the corresponding funding reference number (FRN). For example: "This work was supported by the Canadian Institutes of Health Research [funding reference number(s) xxxxxx]". Funder attribution will enable CIHR to utilize and promote our publishing output;
  • list all sources of funding if multiple grants and/or funding agencies support the grant or award;
  • archive their peer-reviewed manuscript in an open access repository or publish in an open access journal in accordance with the CIHR Open Access Policy.

See also Final Reports (Grant Programs only).

Responsibilities of the Institution

For the institution's responsibilities regarding communication of research results, consult the Public Communication section of the Agreement on the Administration of Agency Grants and Awards by Research Institutions.

See also Intellectual Property/Patents Requirements, the CIHR Open Access Policy and Archiving of Research Data.

2-A21.3 Archiving of Research Data

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For CIHR's policy on archiving research data, consult the Archiving of Research Data subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

See also Intellectual Property/Patents Requirements, the CIHR Open Access Policy and Communication of Research Results.

2-B Special Circumstances

2-B1 Leaves of Absences

2-B1.1 Family Medical Leave

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2-B1.1.1 Family Medical Leave (Grant Programs only)

For CIHR's policy on family medical leave for grant recipients as well as information pertaining to the documents to be submitted, consult the Maternity, Parental, Medical or Family Medical Leave for Grantees subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

2-B1.1.2 Family Medical Leave (Salary Award Programs only)

The general policies of the institution relating to family medical leaves of absence shall be applied to recipients of salary awards. The Appropriate Authorized Official at the Institution Paid is required to notify CIHR of any family medical leave to be taken by an award holder in order that adjustments can be made to the dates of tenure of the salary award.

Information pertaining to the documents to be submitted:

2-B1.1.3 Family Medical Leave (Training Award Programs only)

Training award recipients may be granted a paid leave of absence for the provision of care and support to an immediate family member who has a serious medical condition with a significant risk of death occurring, up to a maximum duration of two (2) months, upon CIHR approval.

The tenure of the training award will not be extended by the period of the family medical leave.

The time accumulated while on leave must not add up to more than 12 months in total. After 12 months, leaves will be unpaid and the end date of the training award will no longer be extended except in the case of parental leave. For training award recipients with a term equal to or less than one year, leaves of absence must not exceed 4 months.

Information pertaining to the documents to be submitted can be found on the Checklist for Family Medical Leave for Training Award Recipients.

2-B1.2 Maternity and/or Parental Leave

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Nominated Principal Applicants (Grants Programs only)

For CIHR's policy on parental leave for grant recipients as well as information pertaining to the documents to be submitted, consult the Maternity, Parental, Medical or Family Medical Leave for Grantees subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

Nominated Principal Applicants (Salary Award Programs only)

The general policies of the institution relating to maternity/parental leaves of absence shall be applied to recipients of salary awards. The Appropriate Authorized Official at the Institution Paid is required to notify CIHR of any maternity/parental leave to be taken by an award holder in order that adjustments can be made to the dates of tenure of the salary award.

Information pertaining to the documents to be submitted:

Nominated Principal Applicants (Training Award Programs only)

Training award recipients may request a paid parental leave if interrupting their studies/award within six months of the birth or adoption of children in order to be primary caregiver for the child/children. Leaves are for up to a maximum duration of six (6) months (for awards with a term greater than one year) or four (4) months (for awards with a term equal to or less than one year), upon CIHR approval. If both parents are supported by a federal funding agency, each parent may take a portion of the parental leave for a combined maximum duration of six months (for awards with a term greater than one year) or four months (for awards with a term equal to or less than one year). A training award recipient may request a parental leave for every birth and/or adoption that occurs during the tenure of a training award, even if the total of the leaves adds up to more than 12 months.

If a training award recipient starts a training award while on a paid parental leave, or takes paid parental leave within the first six (6) months of the start date of the award (for awards with a term greater than one year) or four (4) months (for awards with a term equal to or less than one year), they must return to the research training environment for a term of equal duration to the leave taken. In the event that the training award recipient does not return to the research training environment for a term of equal duration to the leave taken, the training award recipient must reimburse CIHR the amount of stipend and the research allowance (if applicable) that would represent the difference between the term of the leave and the total amount of time spent in the research training environment (i.e., before the leave or after their return).

Upon confirmation of return to the research training environment, the term of the award and stipend will be extended by the duration of the leave or by the term remaining on the award prior to the leave (whichever is less), to a maximum of six months (for awards with a term greater than one year) or four months (for awards with a term equal to or less than one year).

The time accumulated while on leave must not add up to more than 12 months in total. After 12 months, leaves will be unpaid and the end date of the training award will no longer be extended except in the case of parental leave.

Information pertaining to the documents to be submitted can be found on the Checklist for Maternity and/or Parental Leave for Training Award Recipients.

Students and Postdoctoral Fellows (Grant Programs only)

For CIHR's policy on parental leave for students and postdoctoral fellows paid from CIHR grants as well as information pertaining to the documents to be submitted, consult the Paid Maternity and Parental Leave for Students and Postdoctoral Fellows subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

2-B1.3 Medical Leave

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2-B1.3.1 Medical Leave (Grant Programs only)

For CIHR's policy on medical leave for Nominated Principal Applicants as well as information pertaining to the documents to be submitted, consult the Maternity, Parental, Medical or Family Medical Leave for Grantees subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

2-B1.3.2 Medical Leave (Salary Award Programs only)

The general policies of the institution relating to medical leaves of absence shall be applied to recipients of salary awards. The Appropriate Authorized Official at the Institution Paid is required to notify CIHR of any medical leave to be taken by an award holder in order that adjustments can be made to the dates of tenure of the salary award.

Information pertaining to the documents to be submitted:

2-B1.3.3 Medical Leave (Training Award Programs only)

Training award recipient may request paid medical leave, up to a maximum duration of six (6) months.

The tenure of the award will not be extended by the period of the leave.

A training award recipient is permitted to start a training award while on a paid medical leave provided they return to the research training environment for a term of equal duration to the leave taken.

The time accumulated while on leave must not add up to more than 12 months in total. After 12 months, leaves will be unpaid and the end date of the training award will no longer be extended except in the case of parental leave. For training award recipients with a term equal to or less than one year, leaves of absence must not exceed 4 months.

If the training award recipient does not return to the research training environment for a term of equal duration to the leave taken, the training award recipient must reimburse CIHR the amount of stipend and the research allowance (if applicable) that would represent the difference between the term of the leave and the amount of time spent in the research training environment after their return.

Information pertaining to the documents to be submitted can be found on the Checklist for Medical Leave for Training Award Recipients.

2-B1.4 Relocation Leave (Training Award Programs only)

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Training awards recipients may request a paid relocation leave during the tenure of the training award, up to a maximum duration of one (1) month, due to the departure or leave of absence of their primary supervisor, upon CIHR approval.

The time accumulated while on leave should not add up to more than 12 months in total. After 12 months, leaves will be unpaid and the end date of the training award will no longer be extended except in cases of parental leave. For training award recipients with a term equal to or less than one year, leaves of absence should not exceed 4 months.

The tenure of the training award will not be extended by the period of the leave.

Information pertaining to the documents to be submitted can be found on the Checklist for the Relocation of a Training Award Recipient.

2-B1.5 Sabbatical Leave (Grant & Salary Award Programs only)

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Recipients of grants and salary awards are eligible for sabbatical leave in accordance with normal local institutional policies.

2-B1.5.1 Sabbatical Leave (Grant Programs only)

For CIHR's policy on sabbatical leaves for grantees as well as information pertaining to the documents to be submitted, consult the Sabbatical Leave subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

2-B1.5.2 Sabbatical Leave (Salary Award Programs only)

Salary award recipients may be away on sabbatical leave for a period not exceeding one year. The salary award recipient and/or the institution must inform the agency when the salary award recipient is away on sabbatical leave for more than one year.

Continued payment while on sabbatical leave must be approved by CIHR. If approved, salary award recipients will continue to receive instalments/annual commitments during the period of sabbatical leave. No additional funds will be given to cover the period of sabbatical leave.

Information pertaining to the documents to be submitted:

2-B1.6 Other Leaves (Training Award Programs only)

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In circumstances other than family medical leave, maternity and parental leave, medical leave & relocation leave, CIHR will suspend payment of the training award during the absence period. Upon confirmation of return to the research training environment by the primary supervisor, CIHR will extend the training award by a period equal to the duration of the leave to a maximum of 12 months.

The time accumulated while on leave must not add up to more than 12 months in total. After 12 months, leaves will be unpaid and the end date of the training award will no longer be extended. For training award recipients with a term equal to or less than one year, leaves of absence must not exceed 4 months.

Information pertaining to the documents to be submitted can be found on the Checklist for Other Leaves for Training Award Recipients.

2-B2 Deviation from Proposed Activities and/or Budget

2-B2.1 Grant Programs only

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For CIHR's policy on changes to proposed activities and budget, consult the Deviation from Proposed Activities and/or Budget subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

See also General Principles in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

2-B2.2 Salary Award & Training Award Programs only

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Salary awards, stipends (Training Award Programs only) and research allowances are not interchangeable (e.g., salary awards cannot be used as grants, a stipend cannot be used as a research allowance and vice-versa).

See also Other Activities of Recipients During Tenure (Salary Award Programs only).

2-B2.3 Training Award Programs only

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Funds must be used for the purpose and the research activities for which they were intended.

The award recipient must receive CIHR's approval before making any changes pertaining to the location of tenure, the course of study, the research project and/or the Primary Supervisor.

Information pertaining to the documents to be submitted can be found on the Checklist for Changes Pertaining to the Location of Tenure, including Proposed Relocations to Institutions Outside of Canada, and/or the Course of Study and/or the Supervisor for Training Award Recipients.

2-B3 Relocation of a Nominated Principal Applicant to an Eligible Canadian Institution

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For CIHR's requirements for requesting a relocation to a CIHR eligible Institution Paid as well as information pertaining to the documents to be submitted, consult the Relocation of a Grantee to an Eligible Canadian Institution subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

In addition:

  • In order for CIHR to consider a request to transfer grant(s) held by a Nominated Principal Applicant to another institution, the proposed new Institution Paid must be a CIHR Eligible Institution at the time of the transfer request;
  • CIHR will consider requests received after the application deadline but prior to the effective date of funding.

Information pertaining to the documents to be submitted:

See also Replacement, Addition, Removal or Promotion of Principal Applicants and Co Applicants (Existing Grants).

2-B4 Moving Equipment

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For CIHR's policy on moving equipment or an unexpended equipment grant, consult the Moving Equipment or an Unexpended Equipment Grant subsection in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.

See also CIHR's definition of research equipment and Ownership of Items Purchased With Grant Funds.

2-B5 Replacement, Addition, Removal or Promotion of Principal Applicants and Co Applicants (Existing Grants)

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A Nominated Principal Applicant may replace, add, remove or promote Principal Applicants and Co-Applicants on existing grants, provided that:

  1. the individuals replacing, promoted or added meet the individual eligibility requirements as outlined in the original funding opportunity description; and
  2. the rationale for replacing, adding, removing or promoting individuals has been deemed justifiable by the authorized official at the Institution Paid.

The replacement of the Nominated Principal Applicant will normally only be considered as a result of a change in eligibility, resignation or retirement from the academic or research position, serious illness or death. When replacing the Nominated Principal Applicant, the replacement is normally chosen from among the existing Principal Applicants and Co-Applicants as these sets of expertise have been reviewed by the peer review committee and contributed to the recommendation to fund the research project. The individual submitting the request must provide a rationale in writing explaining why he or she is seeking to replace the Nominated Principal Applicant. If the Nominated Principal Applicant is seriously ill or has passed away, a Principal Applicant, Co-Applicant or the appropriate authorized official at the Institution Paid may suggest a replacement. CIHR will process the request based on the recommendations of the Institution Paid.

Before removing a Principal Applicant or Co-Applicant from a grant, the Nominated Principal Applicant must inform the individual that they are being removed, if their whereabouts are known. However, agreement from the Principal Applicant or Co-Applicant being removed is not required for CIHR to process the request.

There will be no increase in funding due to the replacement, addition, removal or promotion of Principal Applicants and Co-Applicants on or from CIHR grants.

The Nominated Principal Applicant must inform existing Principal Applicants and Co-Applicants of the replacement, addition, removal and/or promotion of Principal Applicants and Co-Applicants on or from the CIHR grants.

Information pertaining to the documents to be submitted can be found on the Checklist for the Replacement, Addition, Removal or Promotion of Individuals on Existing Grants.

2-B5.1 Required Signatures on the Request to Replace, Add, Remove or Promote Individuals on Existing Grants

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In all cases, signatures must be original or copied.

1. Nominated Principal Applicant

CIHR requires the signature of the existing Nominated Principal Applicant, except in exceptional circumstances (e.g., the Nominated Principal Applicant is seriously ill or has passed away). In such cases, the individual submitting the request must provide an explanation for the missing signature.

CIHR also requires the signature of the new Nominated Principal Applicant.

2. Principal Applicants

CIHR requires the signature of all new Principal Applicants.

3. Co-Applicants

CIHR requires the signature of all new Co-Applicants.

4. Appropriate Authorized Officials at the Institution Paid

CIHR requires the signature of the appropriate Authorized Officials at the Institution Paid.

2-B5.2 Meaning of Signatures on the Request to Replace, Add, Remove or Promote Individuals on Existing Grants

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In all cases, the signatures signify agreement to abide by CIHR policies as stated in the Meaning of Signatures on Applications as well as the following "meanings of signatures" for the Request to Replace, Add, Remove or Promote Individuals on Existing Grants.

1. Nominated Principal Applicant (Existing and New)

By signing the Request to Replace, Add, Remove or Promote Individuals on Existing Grants, the existing Nominated Principal Applicant confirms that he or she is submitting the request to replace, add, remove and/or promote the Nominated Principal Applicant, Principal Applicants and Co-Applicants on or from their grants.

By signing the Request to Replace, Add, Remove or Promote Individuals on Existing Grants, the new Nominated Principal Applicant confirms that they accept the role and responsibility as Nominated Principal Applicant on the grant.

2. Principal Applicants (New only)

By signing the Request to Replace, Add, Remove or Promote Individuals on Existing Grants, the new Principal Applicants confirm that they accept the role and responsibility as Principal Applicants on the grant.

3. Co-Applicants (New only)

By signing the Request to Replace, Add, Remove or Promote Individuals on Existing Grants, the new Co-Applicants confirm that they accept the role and responsibility as Co-Applicants on the grant.

4. Appropriate Authorized Officials at the Institution Paid

By signing the Request to Replace, Add, Remove or Promote Individuals on Existing Grants, the Appropriate Authorized Officials at the Institution Paid confirm that:

  • they are aware of the changes (e.g., the replacement, addition, removal or promotion of Principal Applicants and Co-Applicants);
  • they agree with the changes (e.g., the replacement, addition, removal or promotion of Principal Applicants and Co-Applicants);
  • the changes are justifiable.

Examples of Justifiable Changes

The individual replacing, being added and/or promoted:

  • meets the individual eligibility requirements as outlined in the original funding opportunity;
  • has had or will have an impact on the research;
  • will contribute sufficient hours per week to substantiate their impact on the research.

The individual being replaced and/or removed:

  • no longer meets the individual eligibility requirements as outlined in the original funding opportunity;
  • is resigning or retiring;
  • is seriously ill or has passed away;
  • can no longer fulfill their role.

The list of examples above is not exhaustive. Requestors are encouraged to communicate with CIHR for more information, as required.

2-B6 Replacement of Individuals (Existing Training Awards only)

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The Nominated Principal Applicant (i.e., the training award recipient) cannot be replaced on a training award.

For changes to the supervisors, consult the Deviation from Proposed Activities and/or Budget (Training Award Programs only)subsection of the CIHR Grants and Awards Guide.