Eligibility to Apply for, Hold and Administer Research Funding

Responsibility: Vice-President, Research / Provost and Vice-President Academic 
Authorization: Board of Governors
Approval Date: Dec 16, 2014
Amended: Mar 21, 2017

To define who is eligible to apply for all external and internal Research funding and who is eligible to hold and administer Research Funds at the University of Saskatchewan (the “University”).

Procedures in accordance with this policy outline the process for determining a member’s eligibility to apply for, hold and administer Research funds.

• Procedures

The University acknowledges the importance of attracting Research funding and the need to ensure that the University’s responsibilities in regard to the roles and accountabilities for research administration are followed. Research funding at the University is classified and administered in the financial system through a Research Fund. The Research Fund holder is the individual who is deemed accountable for the appropriate expenditures made through a fund, and any deficits and residuals, if applicable, in compliance with the terms and conditions of the Funder and with the University.

This policy applies to all members of the University involved in Research, in any capacity whatsoever. Members of the University include but are not limited to faculty, professors emeriti, sessional lecturers, staff, trainees, clinical faculty, graduate and undergraduate students, adjunct professors, visiting professors, visiting scholars, professional affiliates, associate members, residents, and postdoctoral fellows (PDFs).

The employment agreements set out the authority to engage in Research duties at the University. A related policy, Research Administration, describes the primary responsibilities of the major parties involved in Research administration. 

1.0    Definitions

The following capitalized terms, whether used in the singular or plural, have the following meanings in this policy:

1.1    “Funder” is defined as any organizational unit internal or external to the University that  provides funding for the purposes of pursuing Research.

1.2    “Research” is defined as an undertaking intended to extend or apply knowledge through a disciplined inquiry or systematic investigation of scholarly or artistic activity.

1.3    “Research Agreement” means any document between the University and another entity for the purpose of Research, documented through (not an exhaustive list), funding proposals, Research contracts, Research grants, technical services agreements, service agreements, clinical trial agreements, memoranda of understanding, etc.

1.4     “Research Fund” is defined as the means by which Research Projects are established within the University financial system.

2.0  Eligibility to Apply

2.1  Members of the university are deemed eligible to apply for Research funding based on their position, assigned duties and the requirements dictated by the Funder.

3.0    Eligibility to Hold and Administer

3.1  In order to hold and administer a Research Fund, those with responsibility to conduct independent Research must have a letter of appointment that clearly states that he/she is allowed/required to conduct independent Research for the department/college/school/unit/institute/centre.  Faculty cannot issue letters of appointment that state hires within their Research program are allowed to conduct independent research.

3.2  An individual shall have, at the time of application for Research funding, a permanent or term appointment spanning the period of funding or a signed commitment for a term of employment spanning the period of funding (unless eligibility criteria of the Funder dictate otherwise) from the department head/dean/director.

3.3  The following outlines the positions eligible to hold and administer a Research Fund:

• University of Saskatchewan Faculty Member
  • Professor
  • Associate Professor
  • Assistant Professor
  • Special Lecturer
• Full-Time University of Saskatchewan Librarian
• Full-Time University of Saskatchewan Archivist
• Academic Appointments
  • Adjunct
  • Professor Emeritus
  • Physicians Appointed in Clinical Departments
• Physicians Appointed in Clinical Departments
• Research Personnel appointed by Department Head, Dean, Director
  • Research Associate
  • Research Scientist
  • Senior Research Scientist
• Deans, Executive Directors, Vice-Deans, Associate Deans, Assistant Deans, Department Heads, Academic Directors
• President, Provost, Vice-Presidents, Vice-Provosts, Associate Vice-Presidents
• Administrative Directors
  • May hold grants related to the function of their unit

3.4  In no instance shall a member hold and administer a Research Fund:

1. from which he or she derives any personal benefit or any portion of his  or her salary; or
2. if, as a result of holding and administering the fund, he or she is placed in a position of potential, perceived, or real conflict of interest or conflict of commitment.

3.5  In such cases where an individual is eligible to apply for Research funding but is not eligible to hold and administer funds, the department head shall be the fund holder; in non-departmentalized colleges, the dean, or equivalent, shall be the fund holder.  Members conducting Research must immediately report any change in eligibility to the Research Services and Ethics Office that may result in non-compliance with the Funder’s requirements or with University policies.  The Research Services and Ethics Office, in turn, shall communicate with the Funder, as required.

The Research Services and Ethics Office, Office of the Vice-President Research, is responsible for the administration of this policy and is authorized to modify procedures. Any significant modifications of procedures shall be reported annually to University Council.

The Research Services and Ethics Office does not have the authority to approve applications, accept award Research Agreements, authorize new Research Funds, or sign-off on behalf of the University where the policies provided herein have not been complied with.

• Eligibility to Apply for, Hold and Administer Research Funding Procedures