Authorization and Approval
Responsibility: Vice-President, Research
Authorization: Board of Governors
Approval Date: Mar 18, 2014
Amended: Mar 21, 2017
To acknowledge that Institutional Costs are attributable to all Research activity and to provide a standardized mechanism for the university to recover these Institutional Costs.
To establish the distribution method of Institutional Costs revenue in recognition of the costs of conducting Research.
Procedures provide clarification and supporting information with respect to the this policy.
2.0 Funding for Research projects must cover all of the costs of doing Research. The total cost of Research includes both Direct Costs and Institutional Costs.
Scope of the this Policy
The following capitalized terms, whether used in singular or plural, have the following meaning in this policy:
4.0 The scope of this policy includes all funding for the purpose of Research.
5.0 The cost of conducting Research at the university includes the Direct Costs of the Research and the Institutional Costs which support the Research of the university. Institutional Costs, referred to as “indirect costs of research” by the Tri-Agency or “overhead” by other agencies and institutions, must be included in the research activity budgeting process.
6.0 This policy applies to all funding Agreements except:
6.1 Research support from the Tri-Agencies (Canadian Institutes of Health Research, Natural Sciences and Engineering Research Council, Social Sciences and Humanities Research Council, including any Network of Centres of Excellence of Canada);
6.2 The associated annual allocations provided by the Tri-Agencies towards the Institutional Costs of Research.
7.0 This policy supersedes any special past arrangements and is now in effect for all present and future Research activities.
Maintenance of and improvements to research infrastructure require ongoing reinvestment on a significant scale, and many services and regulatory functions support Research activity but may not directly contribute to the generation of Research results. For this reason, Research funding should, on average, cover the full costs of the Research, and the project Budget must include both Institutional Costs and Direct Costs where possible. It is therefore important when requesting Research funding from sponsors to include Institutional Costs in the Budget. This policy and associated procedures are designed to provide a transparent and simplified process for the assessment of Institutional Costs.
8.0 Institutional Costs Recovery Rate
8.4 While the university does not wish to disadvantage its researchers by refusing to sanction applications to sponsoring organizations whose formal regulations discourage Institutional Costs, the university may decline to accept funding from such sources if Institutional Costs are not recoverable.
The Vice-president research is responsible for the administration of this policy. Research Services is authorized as the administrative unit to oversee and implement this policy and associated procedures.
If the above conditions are not met, the university will not authorize signing for the Research Agreement.
The procedures will be maintained by Research Services. The Vice-president research may revise the procedures to reflect changing conditions. Any changes to the Institutional Costs Recovery Rate will include consultation with the deans and associate deans research of the colleges, as well as directors of schools and centres.
If you have questions about this policy please contact:
Contact Person: Director, Research Services and Ethics Office