Conducting Research with George Brown College
Welcome to George Brown College!
We’re pleased to begin working with you on your research project. This information package has been compiled to keep all important documents related to the project in one place – keep it as a handy reference tool, and bring it with you to project meetings.
At GBC we value collaboration with industry as a means of achieving:
• Learning opportunities for our students
• Research opportunities for our faculty, in their areas of interest and expertise
• Strategic value to our partner (you)
• Positive economic impact on Ontario and Canada
This package documents how we in the research office will work with you and the whole project team. It outlines how to communicate with us, how project team members are hired, how to handle project expenses, what reporting requirements we have, and more.
We’re looking forward to working with you.
The Office of Research and Innovation
George Brown College
Contents
2 / Processes ……………………………………………………………………… / 4
2.1. / Project Communications ……...………………………………………. / 4
2.2. / Personnel ………………………………………………………………. / 4
2.3. / Financial Management ………………………………………………... / 5
2.4. / Meetings ………………………………………………………………... / 6
2.5. / Issues / Escalation ……………………………………………………... / 7
2.6. / NSERC and Other Metrics …………………………………….……... / 7
2.7. / NSERC and Other Reporting Requirements …...…………………… / 7
2.8. / Outputs ………………………………………………………………… / 8
3 / IP Policy ………………………………………………………………………
4 / Conflict of Interest Policy ……………………………………………………
5 / Research Ethics Policy ……………………………………………………….
6 / Template Non-Disclosure Agreements (x3)………………………...……….
7 / Terms and Conditions of Award Esp. sections 11 and 14...... ……………….
8 / NSERC Financial Administration Guide...………………………………….
9 / Research Partnerships Guidelines …………………………………………..
10 / Grant Administration and Funds Management Policy (coming soon) …....
Appendices
A. / Draft Project Plan ……………………………………………………………B. / Draft IP Agreement …………………………………………………………..
C. / Research Contract ……………………………………………………...…….
1. Research and Innovation Contacts
Haig Baronikian
Manager, Industry Liaison & Technology Transfer
Phone: 416.415.5000, ext. 6703
Fax: 416.415.4664
Email:
Sara Darvish
Research Projects Manager
Phone: 416.415.5000, ext. 4386
Fax: 416.415.4664
Email:
Dawn Davidson
Research Projects Manager
Phone: 416.415.5000, ext. 6845
Fax: 416.415.4664
Email:
Andrew Fraser
Manager, Industry Liaison & Technology Transfer
Phone: 416.415.5000, ext. 6507
Fax: 416.415.4664
Email:
Erin Jones
Research Projects Manager
Phone: 416.415.5000, ext. 6731
Fax: 416.415.4664
Email:
Meadow Larkins
Operations Manager
Phone: 416.415.5000, ext. 6714
Fax: 416.415.4664
Email:
Baaba Lewis
Administrative Assistant
Phone: 416.415.5000, ext. 6082
Fax: 416.415.4664
Email:
Robert Luke
Director
Phone: 416.415.5000, ext. 6713
Fax: 416.415.4664
Email:
2. Processes
2.1. Project Communications
Contacts
A complete list of contacts for the project is in your project plan.
Emails
All emails related to the project should be copied to the Project Manager.
George Brown College research office emails contain the following confidentiality disclaimer:
The information contained in this email is confidential. It is intended only for the individual(s) named above. If the reader of this email is not the intended recipient, any distribution or copying of this email is prohibited. If you have received this email in error, please notify us by return email and delete all copies.
Document Storage
All documents related to the project will be stored on GBC’s internal file management system, Sharepoint. This is a secure site accessible only by the research office staff.
The research office will be responsible for file sharing and management.
Project Communications Management Plan
A communications plan will be developed for the project team and regular meetings will be scheduled.
Communications Between Non-GBC Partners
All parties involved in the project have a duty to employ good communications practices and respect the confidentiality of all project partners’ information.
External Communications (see NSERC Terms and Conditions of Award)
As noted in section 3, Acknowledgement of NSERC Support, external communications about your project must acknowledge the support of NSERC and the Government of Canada.
2.2. Personnel
Key personnel are identified in the project plan.
Types of Personnel:
These are the different roles on a project team. Each role may be filled by a person from GBC or a person from your organization, as appropriate.
Principal Investigator (PI): The person in charge of the research study
Co-investigators: Researchers working with the PI
Research assistants: Individuals working on the project under the direction of the PI or co-investigators.
Student researchers: George Brown College students working on the project
Faculty: Professors at George Brown College
The Principal Investigator is responsible for directing all research. This could be a faculty member from the college or a person from your organization. While over all responsibility for the research rests with the PI, responsibility may be delegated for individual phases or portions of the research work.
The GBC Project Manager is responsible for directing the management of the project, but not the research itself.
A person from your organization should be identified to support, and be responsible for, the day-to-day project management, and be the prime contact for the GBC project manager. This could be the PI.
Identifying Project Staff
The Project Manager will identify GBC faculty and students to be part of the research team.
You (the industry partner) will identify team members external to GBC, especially when a subject matter expert is required and cannot be found within the college.
Hiring Staff / Staff Costs
All GBC staff (faculty and students) will be hired by the research office. The Project Manager will determine wages and hours and negotiate the job with the individual. All GBC personnel working on the project will be paid every two weeks, according to the GBC payroll schedule.
If you (the industry partner) are contributing to the project by providing in-kind personnel to work on the project, you must provide documentation to GBC for financial monitoring and reporting purposes, as requested. In-kind personnel contributions may be documented using time-sheets or no-charge invoices.
2.3. Financial Management
Cash Contributions
If you (the industry partner) are making cash contributions to the project, funds will be transferred to us by cheque. GBC will invoice you and the schedule is outlined in your project plan.
In-Kind Contributions
If you (the industry partner) are contributing to the project by providing in-kind personnel to work on the project, you must provide documentation to GBC for financial monitoring and reporting purposes, as requested. In-kind personnel contributions may be documented using time-sheets or no-charge invoices.
Other in-kind contributions include equipment and facilities. You must provide documentation of these contributions to the research office, as requested. Documentation could be in the form of written appraisals or quotes.
Budgeted Expenses
A project budget has been prepared – see the project plan. Expenses outside the budget must be discussed with the Project Manager. Any major reallocation of funds of more than 20% of a line item will require approval from NSERC in advance.
All invoices, receipts and any other financial documents related to the project should be submitted to the Project Manager.
Project costs can be paid directly, or reimbursed, by GBC. GBC is not in a position to transfer funds without a receipt or invoice. Our goal is to employ the most direct and least complicated process for managing project finances.
Your GBC project manager and the research office will check all project expenses to ensure they are eligible under NSERC’s funding guidelines. However, if you would like more detail regarding eligible and non-eligible expenses for your project please refer to the CCI Grants Financial Administration Guide, pages 6-11. The table on pages 9-11 is a handy quick reference.
Scientific Research and Experimental Development (SR&ED) Credits
Some of your financial contributions (cash and in-kind) may be eligible for SR&ED tax credits. Please refer to the SR&ED web site, www.cra-arc.gc.ca/sred, for program requirements, which are quite rigorous.
2.4. Meetings
Project Initiation
A meeting will be held to initiate the project. The Project Manager, Principal Investigator, Industry Liaison Manager and you (the industry partner) should attend. This meeting will be to discuss the research and begin planning. Attendees will discuss the nature and scope of the project.
Kick-off
A kick-off meeting will follow the project initiation meeting. The whole project team should attend and the project plan will be presented, including quality, timeline, scope, budget, financing, royalties/shared IP, and faculty and student involvement.
Update Meetings
Regular update meetings will be scheduled for your project. The schedule is to be determined during the planning phase.
Format
Meetings may be by phone or in person, as required. The Project Manager will have a conference line available for use for conference calls.
Although formal minutes are not required, notes of the meeting should be kept noting: key decisions, questions, follow-up action items and who will complete them.
All meetings will have an agenda which clearly states the purpose of the meeting and the Project Manager will ensure that the meeting addresses that purpose. Agendas will be set by the Project Manager unless otherwise agreed.
2.5. Issues / Escalation
Should any problems arise during the course of the project, the Project Manager should be informed. If the Project Manager is unable to resolve the problem, the Director of Research should be informed.
Certain issues and problems (for example Conflict of Interest) are addressed by GBC policies and those policies and related procedures must be followed.
2.6. NSERC and Other Metrics
Because your project is receiving some funding from the Natural Sciences and Engineering Research Council (NSERC), we must track and report on metrics. Details of the metrics will be shared with you by the Project Manager.
We may collect other metrics for other agencies too.
The Project Manager will keep records of metrics but you will be required to assist in the data collection.
2.7. NSERC and Other Reporting Requirements
Because your project is receiving some funding from the Natural Sciences and Engineering Research Council (NSERC), we need to report to NSERC on our progress, both in terms of deliverables and finances.
Continued funding will be dependant on satisfactory progress reports, a demonstrated need for funds, and confirmation that you, as a partner, will meet the obligations set out in your letter of support and form 183A.
Progress Reports
Schedule: We (Research office) are required to submit progress reports to NSERC on these dates:
Progress Report 1 July 1, 2010
Progress Report 2 January 1, 2012
Final Report March 31, 2014
Minutes of, or notes from, project meetings, and other documents will be used to report progress.
You will also be asked to provide progress reports directly to NSERC. A form will be provided to you by NSERC. Although only NSERC will read the report, we recommend that you not disclose anything confidential in the report. You may be required to provide a new or updated Form 183A to accompany the report.
Although the form NSERC will provide will guide your report, we recommend you keep notes on the following to include in your reports:
§ Amount and type of interaction with the college and with students
§ Progress achieved toward the project’s objectives
§ Level of support committed, as indicated in the original proposal
§ Significance and usefulness of the results (advancement of knowledge, technology transfer) to your organization
§ Satisfaction with the overall direction of the research
§ Your efforts towards exploiting the research results.
Financial Reports
Schedule: We are required to submit financial reports to NSERC on these dates:
For 1 Jan 09-31 Mar 09 Due 30 Jun 09
For 1 Apr 09-31 Mar 10 Due 30 Jun 10
For 1 Apr 10-31 Mar 11 Due 30 Jun 11
For 1 Apr 11-31 Dec 11 Due 1 Jan 12
For 1 Jan 12-31 Mar 12 Due 31 Jun 12
For 1 Apr 12-31 Mar 13 Due 30 Jun 13
For 1 Apr 13-31 Dec 13 Due 31 Mar 14
We must be able to provide supporting evidence of expenses to NSERC and will need your help to collect the appropriate documentation. Refer to the CCI Grants Financial Administration Guide, pages 11-12 for more details. At a minimum we ask that you:
§ Document your staff’s time spent on the project, and the value of that time, whether the contribution be in cash or in-kind. Use the Research Personnel Statement form to report.
§ Keep detailed records of event-related expenses for your project. Records should include the date of the event, number of participants and the purpose of the event.
§ Prepare a separate expense claims for each research-related trip. The claim must include all the information listed on the CCI Grants Financial Administration Guide, page 12.
2.8. Outputs
Success Stories
GBC Research will hire a professional writer to write a success story about your research project at the end of the project or at an appropriate point during the research. You will be consulted and possibly interviewed as part of the writing process and will have the opportunity to review the story before publication. We will make every effort to give you at least two weeks to review the story before the planned publication date.
Success stories may be published on our electronic archive (https://archive.georgebrown.ca), on our web site (www.georgebrown.ca/research), in GBC publications, including the research office newsletter, shared with our Colleges Ontario Network for Industry Innovation (CONII) publicist, and made public as press releases.
Media
Should there be media attention to the project all parties (you and George Brown College) will give each other the courtesy of notification and the opportunity to participate in any interviews.
Publications
Please advise the project manager if you intend to publish anything related to the project.
Innovation Rounds
The lead faculty member on your project will be required to present the results of his or her work on the project at one of our regularly scheduled Innovation Rounds events. You will be invited to attend and we encourage you to participate in the presentation.
NSERC Acknowledgement
We are required to acknowledge NSERC’s assistance in any publications arising from the research.
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