Researcher Resources

The Research Funding Life Cycle

a green graphic depicting the pre-award to post-award life cycle

The research funding lifecycle has two phases. The Pre-Award phase refers to all activities that happen before receiving an award letter or executing a research funding contract. The Post-Award phase refers to activities after an award is received or a research agreement is signed.

Pre-Award Phase

Identify Funding

a green graphic depicting the pre-award to post-award life cycle

Principal investigators (PIs), supported by the Research Grants Coordinator, and/or the discipline-specific Business Development Officers in the Office of Commercialization, Industry, and Innovation (OCII), are responsible for finding funding opportunities, potential sponsors (agencies, non-governmental organizations, etc.) and potential partners (industry, community, etc.).

Tools:  

ORS Reference Documents  

Develop Proposal

a green graphic depicting the pre-award to post-award life cycle

PIs draft the project proposal, explaining the objectives and outlining the budgetary and resource needs (e.g., personnel, travel, equipment, supplies, renovation/fit-up, facility space, indirect costs). See the Research @ UPEI Start-Up Guide section 5.

Projects can have ethics, biosafety, and animal care compliance requirements. While developing their proposal, PIs should consider which certifications might apply to the project. Consult the Research Compliance Coordinator with questions or for preliminary feedback.

The Research Grants Coordinator can provide feedback on a proposal if it is received in advance of the deadline.

In cases where funding comes from a partnership, a negotiated contract is typically required. Contact the OCII Business Development Officers to develop partnered research contracts. For these contracts, PIs also need to submit the Research CONTRACTS Approval Form in Researcher Portal.

For assistance with the UPEI Researcher Portal, contact the Research Information Coordinator.

Tools:  

ORS Reference Documents

UPEI Researcher Portal (ROMEO)

  • Compliance forms
  • Research CONTRACTS Approval Form

Submit Proposal

a green graphic depicting the pre-award to post-award life cycle

PIs need to obtain the institution’s approval before submitting funding applications. They need to complete the Research GRANTS Approval Form in the UPEI Researcher Portal and attach the external grant application ahead of the deadline for submission.

Tools:

ORS Reference Documents

UPEI Researcher Portal (ROMEO)

  • Research GRANTS Approval Form

Post-Award Phase

Set-up Project

a green graphic depicting the pre-award to post-award life cycle

For a research account to be opened, Research Services needs to have received the following:

  • The Notice of Award (grant funding) or
  • The executed research funding contract, and;
  • The appropriate compliance certifications

Research Services will contact PIs if compliance certifications are the final documentation needed to open an account.

Research Services will contact Research Accounting to open an account. PIs will be notified by email when a new account is opened.

In certain circumstances, PIs may request a portion of their research funding before compliance has been approved (e.g. to hire students or purchase equipment) by completing a Request for a Release of Funds form. Under no circumstances may any activities requiring compliance be carried out before the related approval(s) are obtained.

Some awards may require various contracts negotiations (e.g. collaborative research agreements, fee for service, material transfer agreements, non-disclosure agreements, etc.). The forms associated with these contracts are events within the main award file in the Researcher Portal. Contact the Contracts and Funding Officer for guidance.

Tools:  

ORS Reference Documents

UPEI Researcher Portal (ROMEO)

  • Compliance forms
  • Request for a Release of Funds (event within main compliance file)
  • Contract forms (event within main award file)

Manage Award

a green graphic depicting the pre-award to post-award life cycle

PIs use the Financial Services tool (Colleague) to manage the project budgets. For guidance on spending research funds (hiring, equipment purchase, etc.), refer to section 12 of the Research @ UPEI Start-Up Guide. Human Resources, Procurement Services, and Research Accounting are resources during this stage.

If a novel invention is generated from research activities, PIs should meet with OCII to discuss Preliminary Technology Description Forms before sharing their findings.

Any amendments to compliance protocols or compliance renewals go through the Researcher Portal.  

A project’s schedule, scope, and/or budget may be amended if the funder permits. This might require an amendment to a contract or award letter which must be submitted via the Research Account Modification Form (event within the main award file) in the Researcher Portal. Please contact the Research Information Coordinator for guidance.  

PIs also prepare project progress reports and holds progress meetings with interest holders. Financial progress reports, if required, are prepared by the staff in Research Accounting.

Tools:

ORS Reference Documents

UPEI Researcher Portal (ROMEO)

  • Compliance protocol amendments/renewal (event within main compliance file)
  • Research Account Modification Form (event within main award file)

Financial Services Tool (Colleague)

  • Requisitions and other purchases
  • Manage research accounts

OCII Template

  • Preliminary Technology Description Form (new link coming soon)

Close-out Project

a green graphic depicting the pre-award to post-award life cycle

Final financial reports are prepared by the staff in Research Accounting. The financial reporting requirements are usually outlined in the grant or contract agreement. PIs prepare and submit final project reports. They might meet with interest holders for a wrap-up meeting.

In certain circumstances where a project has unspent funds, PIs may request to extend the use of funds or open a term research account, if permitted by the sponsor. See the Guidelines for Post-Award Research Administration for more details.

Tools:  

ORS Reference Documents

UPEI Researcher Portal (ROMEO)

  • Request to Open a Term Research Account
  • Requesting account modification

The following information will guide researchers at UPEI as well as provide information pertinent to conducting research. Included in this section are links to required forms, policies, contract and grant support, and research accounting guidelines. This section also includes links to the Researcher Portal, Research Services' Strategic Plan, funding opportunities, and various instructions.

Overview

Relevant links have been consolidated here for convenience.

Researcher Portal

Funding and Grants

Equity, Diversity, and Inclusion 

Tri-Council

CANARIE NREN

Agreements and Forms

Policies

Post-Award

Research Services

Relevant Links