Overview of the Program -...

TIPS: CRC NOMINATIONS (NEW AND RENEWAL) AND JOHN R. EVANS LEADERS FUND

Updated Mar 2014

OVERVIEW OF THE PROGRAM

The main objective of the Canada Research Chairs program is to enable Canadian universities, together with their affiliated research institutes and hospitals, to become world-class research centres in the global knowledge-based economy. The program also aims to support the training of highly qualified personnel, to improve Canada's capacity for generating and applying new knowledge, and to support strategic planning of research priorities by Canadian institutions.

GENERAL TIPS

CRC nominations are evaluated using the following criteria:1. Quality of the nominee

Depth/breadth/impact of contributions; international stature; track record in training2. Quality of the proposed research

Originality/innovativeness; potential impact; likelihood to attract trainees3. Integration with the University’s Strategic Research Plan (SRP)

University has dedicated appropriate resources to your Chair; your research program fulfills objectives of SRP

The best way to meet these criteria is to carefully read and follow the instructions (available online at http://www.chairs-chaires.gc.ca/forms-formulaires/index-eng.aspx) and then structure the discussion to address all the requested points. The tips on this document can help you, but they do not substitute for reading the CRC instructions.

ReviewersThe CRC nomination will be assessed by the following reviewers:

Members of the CRC College of Reviewers . These may or may not be specialists in your particular field of research. Some of these may be chosen from those suggested within your CRC application and will thus have detailed knowledge of your field. Three College reviewers are assigned to each nomination.

Interdisciplinary Adjudication Committee . This committee is convened only when there is disagreement among College reviewers. The committee normally includes both specialist and non-specialist reviewers.

Try to strike a balance between jargon and plain language. The proposal must be accessible to readers with little background in your field and must also be credible to specialists.

http://www.chairs-chaires.gc.ca/forms-formulaires/index-eng.aspx

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Formatting & StyleNot all reviewers will give your application an in-depth review. Good formatting will allow the reviewers to locate the information they need and will create a favourable first impression for your proposal.

Since CRC recommendations are nominations, your application can be written in third person (“The nominee” or “Professor X” instead of “I”). In particular, we strongly recommend that the section “Quality of the Institutional Environment, the Institutional Commitment, and the Fit of the Proposed Chair with the University's Strategic Research Plan” be written in third person.

The webform allows no formatting of any kind and will omit any text that exceeds the prescribed word limits. When printed, the text will be in Courier 10-point font. Use white space and other simple formatting devices, like UPPER CASE for EMPHASIS, to make the application look attractive and easy to read.

Throughout the application, choose a logical heading system (possibly mimicking the headings/language/terms used in the instructions).

Avoid lengthy paragraphs and use bulleted lists whenever appropriate. Use optimistic language. Do not say that you hope something will happen – say that it

will happen. Emphasize innovative aspects. Do not say that the research will progress smoothly –

say that it will break new ground. Write new material whenever possible and customize existing material to fully address

the CRC criteria. Reviewers can easily tell when material has simply been cut and pasted from an earlier grant application. Try to make your customization as individual and distinctive as possible.

In the attachments, observe the page limits specified in the application, and do not try to squeeze in too much information by reducing white space or using a smaller font size.

o Use at least 2 cm (3/4”) margins, single spacing (maximum six lines per inch) and 12 point font for body text.

o Put your name at the top of each page and number all pages.o If you need to save space, place the headings at the beginning of the first line of

the relevant paragraph, distinguishing them through font size and style.

TIPS FOR SPECIFIC SECTIONS

Note: Renewal applications are exactly like new nominations, with the added requirement that you must provide a six page Performance Report outlining activities and successes achieved while holding the Chair.

DESCRIPTION OF PROJECT

RESEARCH PROJECT SUMMARY (100 WORDS)

This summary should be written in lay language and concentrate on the following points: Key objectives of research program (what you will do) The unique or innovative aspects of the research (why this is new)

_____________________________________________________________________________________________FOR INTERNAL USE BY UNIVERSITY OF TORONTO PERSONNEL ONLYRESEARCH SERVICES OFFICE, 3rd Floor McMurrich Building, 12 Queen’s Park Crescent, Toronto, ON, M5S 1S8, Canada. See contact information on the website: www.research.utoronto.ca

http://www.research.utoronto.ca/

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Potential impact (why this is important)

First impressions count, and this is your first opportunity to engage the reader. Try to capture what is interesting and promising about your research for a broad audience.

SUGGESTED REVIEWERS AND REFEREES

When suggesting reviewers and referees, try to include one reviewer and one referee of international repute from outside of Canada. This bolsters the argument that you are internationally known and are supported by other international leaders.

Have your reviewers and referees clearly state in their letters that they are not in conflict of interest. Reviewers and referees are in conflict of interest if they fall into the following categories:

Affiliated with the nominating institution (U of T/nominee’s affiliated hospital). Have a personal relationship with the nominee (includes close friend, relative,

former PhD or postdoctoral supervisor, mentor, or student previously under the nominee’s supervision).

Collaborated with the nominee in the last five years (e.g., have published, have been a co-researcher with the nominee).

Involved in the proposed program of research. In position to gain or lose financially/materially from the outcome of the

nomination. From the same institution as those who have written a letter of reference to the

Chairs Program on behalf of the nominee (for referees only).

QUALITY OF THE CHAIR (FOR NEW NOMINATIONS ONLY, MAXIMUM 1 PAGE)

Distinguish yourself as an outstanding and innovative world-class researcher whose accomplishments have made a major impact and who is recognized internationally as a leader in your field (Tier 1).

Demonstrate that you are developing into an excellent researcher who has demonstrated particular research creativity and the potential to achieve international recognition in your field in the next five to ten years (Tier 2).

PERFORMANCE REPORT (FOR RENEWALS ONLY, MAXIMUM 6 PAGES, EXCLUDING EXECUTIVE SUMMARY)

The Performance Report is required for all renewal nominations. It must clearly demonstrate how you have achieved the objectives set out in the original nomination and how holding the chair has added value to your research program.

Executive Summary of the Chair’s Achievements (100 words) This summary should be on a separate page. Highlight, in non-specialist language, the major accomplishments of the Chair made

possible through the Chair’s funding.



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Touch on all five sections of the Performance Report: quality of the Chair, dissemination of research results, training of Highly Qualified Personnel, program of research, and integration with Strategic Research Plan.

This Executive Summary does not count towards the 6-page maximum of the Performance Report.

Quality of the Chair Demonstrate that you continue to distinguish yourself as an outstanding, world-class

researcher (Tier 1). Demonstrate that you are developing into an outstanding, creative and original researcher

of world-class calibre who is poised to become a leader in his or her field (Tier 2). Describe how the quality of your research has been recognized, preferably through third-

party sources (for example, through awards or membership on editorial boards of journals).

Especially for Tier 1 Chairs, document the world-class nature of your contributions and reputation. For example, refer to invitations to international conferences, key-note addresses delivered, work as a conference organizer, and publishing with international scholars in international outlets.

Address the innovative nature and uniqueness of the research.

Dissemination of Research Results Describe (if applicable) how you engaged with research users (for example, the media,

academics, industry, government, not-for-profit, practitioners, policy makers, educators, private sector, artistic and cultural communities) during the various stages of your research (for example, conception of research project(s), implementation, communication of results).

Describe the dissemination of research results, for example in peer-reviewed journals, monographs and books; at conferences; and in the form of patents, copyrights, products and services and technology transfer. In each case, explain how the research has made a significant impact in the field.

Describe the publication philosophy/culture in your field. For example, describe the most prestigious venue(s) for dissemination, such as particular journals or conferences.

If applicable, refer to the frequency of publication and the impact of these publications (e.g. citation index). It is important to demonstrate increased productivity as a result of holding the chair.

Training of Highly Qualified Personnel (HQP) Describe the training strategies you have developed to attract students, trainees and future

researchers. Explain how you have encouraged these individuals to develop expertise. Describe how you have created an environment that attracts, develops and retains

outstanding researchers in areas and technologies that are critical to Canada’s cultural, social and economic growth, vital public policy issues, and quality of life.

Include information about teaching and training at the various levels (undergraduate, graduate, and postgraduate level) including thesis supervision.



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How many of your supervisees have graduated? Where are they now? Are the graduates in demand?

You must demonstrate that holding this Chair has improved your ability to attract and train HQP.

Program of Research Describe how you have achieved the goals of your program of research. What major innovations or discoveries did you accomplish? Explain how you have carried out a program of research that is producing leading-edge

results which are making a significant impact at the international level (Tier 1) or important results that are making a significant impact in the field (Tier 2).

How are these innovations and discoveries beneficial to Canada? How do they improve Canada’s ability to lead in research that has high social, cultural, scientific or technological impact?

Demonstrate the value added from holding a Chair (e.g. enhanced research capacity).

Integration with the University’s Strategic Research Plan Explain how you have produced impacts that demonstrate the institution’s strategic

development of research. Demonstrate (if applicable) how you have improved the institution’s ability to leverage

additional research funding Quote appropriate passages from the university’s SRP to illustrate integration. Provide evidence of creation/enhancement of collaborations and new/more extensive

collaborations. Describe how you have helped build relationships with other research initiatives in

Canada and abroad (retrospectively over the first term of the chair). For example, any local, provincial, national and international collaborations that you have made with other research/industry/community groups etc. and that will lead to important outcomes for the institution.

DESCRIPTION OF THE PROPOSED RESEARCH PROGRAM (MAXIMUM 6 PAGES)

In this section you present your research plans for the upcoming CRC period. Reviewers will be assessing this section for the innovative and original aspects of the proposed research, the potential impact of the proposed research, and the development of future researchers through attracting excellent trainees/students.

Make sure the overall outlook of this section is forward looking. Background discussion is only relevant if it clearly relates to your future plans.

Objectives Briefly state the explicit objectives of your proposed research program.

Context Situate the proposed research in context of the relevant scholarly literature.



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Explain the relationship and relevance of the proposed research to your ongoing research. If the proposal represents a significant change of direction from your previous research, describe how it relates to experiences and insights gained from earlier research achievements.

Explain the importance, originality, innovativeness and anticipated contribution to knowledge of the proposed research. Compare this work to other research being done nationally or internationally, and discuss what sets your work apart.

Describe the theoretical approach or framework (if applicable). Describe how the proposed research will contribute to the attainment of the research

objectives as outlined within the university’s Strategic Research Plan.

Methodology Briefly describe the proposed research strategies and key activities, including

methodological approaches and procedures for data collection and analysis that will be used to achieve the stated objectives.

Justify the choice of methodology.

Engagement with Research Users and Communication of Results Outline plans for engaging research users and communicating research results. Describe how you will engage with research users (for example, the media, academics,

industry, government, not-for-profit, practitioners, policy makers, educators, the private sector, artistic and cultural communities) during the various stages of your research (for example, conception of research project(s), implementation, communication of results).

Describe how you will disseminate the results of your research (for example, conference presentations, publishing in peer reviewed publications, copyrights, products, patents, services, technology transfer, and creative or artistic works).

Description of Proposed Training Strategies Describe the specific roles and responsibilities of students, research assistants, and

postdoctoral fellows in your research. Describe how these will complement academic training.

Discuss the major skills they will learn and how there is a need for these newly trained scholars in research or industry. If possible, give a ballpark figure of how many trainees are expected.

REFERENCES (MAXIMUM 1 PAGE)

Attach a list of all references cited in your proposed research program (this is in addition to the six pages of the description).



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QUALITY OF THE INSTITUTIONAL ENVIRONMENT, THE INSTITUTIONAL COMMITMENT, AND THE FIT OF THE PROPOSED CHAIR WITH THE UNIVERSITY’S STRATEGIC RESEARCH PLAN (MAXIMUM 6 PAGES)

Reviewers assess the institutional environment, the institutional commitment, and the fit with the university's SRP, and are asked to give a global assessment based on these factors. These sections must collectively demonstrate that holding a CRC will enhance your ability to do research, and will also be the basis for strategic investment by the University.

Institutional Environment Describe the institutional environment, including the nominee’s position within the

department or research group, and the department’s/group’s members, research goals, collaborative potential, and hiring priorities.

Describe (if applicable depending on the nominee’s career stage) opportunities for collaboration with other researchers working in the same or related areas at U of T/affiliated hospitals, in the region, within Canada, or abroad (including financial and non-financial resources).

Show how the nominee's work will improve the standing of the group or department as a whole.

Describe (if applicable depending on the nominee’s career stage) any opportunities for attracting additional resources (including financial and non-financial resources).

Institutional commitment Refer directly to the figures cited in the budget under "Funding from the University".

Explain specifically what this money will cover. Show that U of T will provide the Chair with the support they need to ensure the success

of their work through any of the following forms of support: Start-up funding or other direct contributions to research Coverage of indirect costs of research not recovered from external sources Graduate student support Release time from teaching or administrative duties Access to unique facilities Specialized research services support (e.g. partnership and innovations support) Mentoring Exposure to key research collaborators Hiring priorities that reinforce the CRC’s research cluster Relocation/housing assistance for new attractions

Describe how these commitments differ from those provided for regular faculty

Fit with the Strategic Research Plan Demonstrate the importance of the Chair’s research for attaining the goals laid out in U

of T’s Strategic Research Plan (SRP) and, as applicable, to the research strategies of affiliated hospitals, research institutes, etc.

Name the research themes and sub-themes addressed by the nominee’s research and preferably quote directly from the SRP. The 2011 to 2017 SRP has seven broad research themes:



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o EXPLORE: Our Place in the Universeo SUSTAIN: Humanity and the Environmento PROMOTE: Healthy People, Healthy Communities, Healthy Worldo ENGAGE: Mind, Language, Culture, Valueso ADVANCE: Institutions, Peace, and Prosperityo ENABLE: Technologies for the 21st Centuryo BUILD: Community and Liveable Societies

Comment on how the Chair’s research program will contribute to any of the major objectives and enabling actions of the SRP. (Use the following as a guide; it is not critical or advisable to address every one of these points).Strategic objectives

o Strive for global leadershipo Address questions of local, provincial, national and international importanceo Provide world-class training through the integration of research and teachingo Maximize the application of research and the innovation of creative conceptso Facilitate intra- and inter-divisional collaboration with U of T and across

institutions in Canada and internationally o Create a culture of scholarship where interaction, collaboration and community

are valued and facilitatedEnabling actions

o Attract, fund and retain the world’s best talento Develop research leadership skillso Encourage bold and innovative inquiryo Advocate and communicate strengths and successeso Contribute to economic, cultural and social developmento Acquire and maintain state-of-the-art equipmento Maintain a competitive and sustainable research funding baseo Develop performance indicators and benchmarks

Describe (if applicable) how the nominee will help build relationships with other research initiatives in Canada and abroad. This is from the perspective of the institution (going forward in the 2nd term of the chair) and could include anticipated local, provincial, national and international collaborations that will lead to important outcomes for the institution.

CURRICULUM VITAE

The CV must show that you are CRC material. Reviewers are asked to consider the following points when judging the quality of a nominee: the breadth, depth and impact of the nominee’s contributions; international stature of the nominee (Tier 1) or potential to become an international leader (Tier 2); track record in training, supervision, and the development of future researchers, taking into account the practices of the field.

1. Significant Contributions



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List the five most significant research contributions that you have made during your career. Explain their significance for a non-specialist audience.

Note that these significant contributions can come from any point in your career.

2. Research Contributions For new nominations, list all research contributions produced over the last five years. In

the case of renewals, this period should be five years (Tier 2) or seven years (Tier 1). Contributions may include articles, monographs, books, patents, copyrights, products,

services, technology transfer, etc. With multi-authored publications, please identify any trainees that you supervised by underlining their names.

Briefly explain the citation conventions for your discipline (e.g., senior author first in multi-authored publications).

For published contributions, list the full authorship as it appears in the original publication, year, title, name and volume of the publication, and the first and last page numbers. For publications in press, indicate the date of acceptance. For publications submitted, indicate the journal to which they were submitted.

Do not include papers in preparation. For publications in languages other than French or English, provide a translation of the title and the name of the publication.

Group your contributions by category in the following order, listing your most recent contributions first:

o Refereed contributions : books (where applicable, subdivide according to those that are single authored, co-authored, and edited works), monographs, book chapters, articles in scholarly refereed journals.

o Other refereed contributions , such as conference proceedings, papers presented at scholarly meetings or conferences, articles in professional or trade journals, government publications, etc.

o Non-refereed contributions , such as book reviews, published reviews of your work, research reports, policy papers, public lectures, creative works, papers in conference proceedings, specialized publications, technical reports, internal reports, discussions, abstracts, symposium records, monographs, books or book chapters, conference presentations, government publications, etc.

o Forthcoming contributions . Indicate one of the following: "submitted", "revised and submitted", "accepted" or "in press". Provide the name of the journal or book publisher and the number of pages.

o Try to avoid listing a high proportion of papers as “under review”; such items should include the submission date, the journal title and manuscript length. Also, for junior applicants, make sure you include a sufficient number of papers that you have published independently of your former supervisors.

The Secretariat will accept supplemental information after the nomination deadline date for updates regarding publications, research support, and other contributions. The Secretariat will use this information according to its internal guidelines.

3. Leadership Provide evidence of international leadership (Tier 1), or potential to lead (Tier 2) in an

area of research or a discipline. This could include highlighting prestigious awards, invited presentations, media attention, and so forth.



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Describe (if applicable based on your career stage) any involvement in broader intellectual leadership activities, such as the stewardship of initiatives at a national or international level that have had an influence and impact that extends outside of your own institution. Comment on the positive or negative impact (if any) these activities have had on your individual research productivity.

Describe (if applicable) how you have improved the institution's ability to leverage additional research resources (including financial and non-financial resources).

4. Training Describe your track record in training graduate students and postdoctoral fellows. Indicate your role in supervising or co-supervising on-going/completed theses and list by

the student’s level of studies (Master’s, PhD, Postdoctoral, etc.). Describe contributions made to involve students in your research activities. Specify if

your opportunity for such mentorship has been limited because U of T lacks a graduate program in your field.

5. Other Contributions Describe other activities that show the impact of your work, such as awards,

contributions to scientific peer review (membership on peer review committees, external reviews, etc.), consulting, contributions to professional practice or public policy, memberships on committees, boards, or policy-making bodies, voluntary work, work within or for community/not-for-profit organizations, work in non-academic positions.

6. Career Interruptions or Special Circumstances If you have experienced any career interruptions for health, family or other reasons, that

have taken you away from your work, or special circumstances that slowed down your research productivity, discuss this here.

Explain the absence and ask that this be taken into consideration by reviewers and the adjudication committee. Include start and end dates, and a brief explanation.

CFI – JOHN R. EVANS LEADERS FUND (JELF) APPLICATION

Note: The CFI application is only necessary for those CRC nominations that have an associated infrastructure request.

PROJECT SUMMARY First impressions count! Write an opening summary paragraph that outlines the broad

vision for your research, the role of the requested infrastructure in realizing that vision, and why the research or technology development is important to Canada.

Present a clear focus and a clear outline of issues to be addressed. Even highly interdisciplinary projects need a clear focus specific to the requested infrastructure.

Describe the infrastructure in short, bulleted paragraphs: what it is, what it does, and why it is i m portant . Reviewers want to see quickly what it is you are requesting.

Avoid abbreviations and jargon. This section should be accessible to non- specialists.



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Avoid positioning the infrastructure as a mere upgrade of existing equipment unless the upgrade is so compelling that it gives you the ability to pursue new directions that are impossible with existing resources. Argue convincingly that the project is transformative (overcoming current limitations), reaching for new heights, and will help to produce true innovation (not just incremental benefits).

Address the questions of uniqueness (compare with other existing research centres) and timeliness (why now).

Specify the location for each major part of the equipment (especially for multi-site applications).

ASSESSMENT CRITERIA

Need for the Infrastructure Here you must make the case that the proposed infrastructure is essential for extending your research in new directions. We suggest the following structure:Need for the Infrastructure:

Speak broadly about your overall research infrastructure requirements, but focus mainly on the items that are included in the JELF budget. That way, reviewers will see the JELF budget request in context and understand that other items identified as essential are supported from other sources.

Discuss the requested infrastructure in more detail than in previous sections. Describe what it is, what it does, why you need it and how it will be used. Refer to specific research activities.

Specify the location for each major part of the infrastructure (especially for multi-site applications).

Demonstrate that the new infrastructure is absolutely essential for your proposed research and will allow you to take your research to a whole new level and position your team to achieve scientific breakthroughs.

Make a solid case for appropriateness: how the best tool for the task has been chosen and is ideal for the research described (weigh your options for requesting a big ticket item vs. a more modest request). Address the infrastructure’s expected life span and possibly the benefit-cost ratio for the infrastructure.

Uniqueness of the Infrastructure: Explain why your infrastructure needs cannot be met elsewhere. Make the case for uniqueness of the infrastructure or the establishment of a unique

research capability within U of T, regionally (Southern Ontario/GTA) or nationally. If the infrastructure is not unique within U of T or Southern Ontario, then you must

make a persuasive case as to why you cannot use the existing infrastructure. Briefly describe similar infrastructure available locally and describe why it is not accessible or appropriate for your research.

Indicate if the requested equipment will complement other facilities available locally.

Mention how you will make the infrastructure accessible to other Canadian researchers (although be careful to specify that non-collaborators will have access only when not in use by your team).



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If proposals are going forward in similar areas at U of T, demonstrate that the other proposals do not overlap with yours.

In cases when a candidate has previously received a CFI award, describe the value added of an additional award.

Benefits to Canada Be concrete and show how your specific research program, enabled by the infrastructure

requested, will bring about benefits. It is fine to use background information on your field to start (e.g., “Information technology and telecommunications is a multi-billion-dollar industry in Canada”), but you should also address the impact of the new work that will be made possible by the infrastructure.

Benefits are not just economic, but may also include quality of life, social, health and environmental benefits. Economic impact can be wealth generation or cost savings.

When you discuss economic impact, use plausible numbers rather than making general statements. Websites like Statistics Canada may provide helpful information. Do a search using Google for "economic benefit (your research area)". This may uncover studies – even in other countries – that could be cited.

Who will use the results of the research? At a minimum, you should be able to identify broad categories of users. Again, think outside the university and academe.

How will the knowledge or technology be disseminated to end users? Include information on planned technology transfer and commercialization when appropriate.

FINANCIAL INFORMATION

CFI Budget Rules Regarding AwardsIn preparing your budget, it is important to bear the following in mind:

Items not included in the application budget cannot be added to the Itemized List at award finalization (CFI Guide: 6.2.5)

If, at award finalization, the cost of warranties/service contracts are lower than stated in the application, the total project cost will be reduced by the difference; these savings cannot be applied to other budget lines (CFI Guide: 6.2.5)

Projects involving renovations/construction must be well beyond the conceptual stage at time of application, as CFI expects institutions to start the construction or renovation component of a funded project within 18 months of award approval.

See CFI Guide section 6.5 for policies on valuation of in-kind contributions. When a project is completed, if the total actual eligible costs are lower than the costs

estimated in the Award agreement and if other funding partners contribute their agreed share, institutions may acquire other eligible infrastructure directly related and essential to the project. However, institutions must request prior approval for the purchase of any new item not included in the Itemized List (including increases in the quantity of an item) for which the actual cost is greater than five percent of the total eligible costs of the project or $50,000 (whichever is lower). Determination of the need for CFI approval should be made per item — not on cumulative changes to the project. Variances below the above-noted thresholds will be accepted as long as the costs are eligible and the items relate directly to the project.



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SoftwarePerpetual License for Soft w are This is a licensing arrangement whereby the fee is paid upfront in one lump sum and that permits use of the software for a reasonable time period. The fair market value cost of such a perpetual license would be eligible for CFI funding.

Annual Upgrades for Soft w are If NECESSARY up to THREE annual upgrades can be acquired; or CFI will also consider as an eligible expense the cost of a THREE year service contract that provides upgrades and service, such as bug fixes, technical help, etc.

In some cases, the license for the software or database is only available on an annual basis (meaning that it can only be used for one year). In this case, CFI considers the costs for ONE plus THREE annual licenses an eligible expense.

Overview of Infrastructure Project Funding & Overview of Funding from Eligible Partners for Eligible Costs

This page will fill automatically, based on the entries made on the “Budget’ and the “Details of Funding from Eligible Partners” sections.

We recommend maximizing the CFI and ORF contributions at 40% of the total project cost (TPC), if possible, as this percentage of contribution is fixed at the application stage. The CFI and ORF contributions should match dollar for dollar as ORF will not contribute more than CFI.

In-kind contributions should be noted as ‘expected’, unless the equipment has already been purchased.

The Provincial (ORF) contribution (line 7) will be equal to the CFI contribution (line 2)

Budget This page will fill automatically, based on the entries made on the “Budget’ and the

“Details of Funding from Eligible Partners” sections.

Budget – Cost of Individual Items CFI instructions state that if the purchase of an item occurs or occurred over

several periods, indicate the first order date. Date to be Acquired column: due to the length of time for the approval process by both

CFI and ORF, as well as the requirement to complete closure documents once the two agencies have approved the project, you can expect access to the funds approximately 9 months after receipt of notice of award from ORF. Please plan the timing of your purchases accordingly.

If you intend to buy a used/refurbished item from a commercial dealer or from a foreign university, CFI will accept this as an eligible cost. However, if you are buying it from a Canadian university, it is not an eligible cost, as CFI does not view this as increasing the stock of infrastructure in Canada. Make clear in your explanation where you intend to purchase your infrastructure.

Ensure that all items are eligible and, if appropriate, prorated for research use (review the CFI Financial Guidelines of the Policy and Program Guide (section 4)



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http://www.innovation.ca/sites/default/files/essential_documents/Policy_and_program_guide_en.pdf.

At the CFI application stage, assembling infrastructure item costs is for the purpose of establishing a realistic overall budget. Obtaining quotations does not constitute a commitment to any particular vendor.

Items that physically connect or work together should be grouped into “systems” with each system having a line item description. In the budget justification, describe and justify the system in terms of both the necessity of each of the components for effective functioning and the necessity of the system as a whole for conducting your research. Doing this gives you the opportunity to change components based on changing technology as long as the system function is maintained.

For “# of items”, enter the number of identical items (e.g. 3 microscopes, 2 workstations, etc.) not the number of component parts that comprise a system.

Successful applicants will have to adhere to the University’s procurement policy (See the U of T’s procurement website at www.procure m ent.utoronto.ca . It is useful to be familiar with the policy and its procedures prior to receiving an award.

Warranties/Service Contracts: CFI will provide funding for a 3-year extended warranty. However, this assumes you will already receive a one or two-year warranty as part of the purchase price of the equipment. CFI will fund up to a maximum of 5 years overall. Hypothetically, if you received 4 years as part of the price, CFI would pay for only one more year. In all cases, CFI will only pay for the extended warranty if it is purchased at the same time as the equipment.

In-kind contributions Please review the CFI Financial Guidelines of the Policy and Program Guide

http://www.innovation.ca/sites/default/files/essential_documents/Policy_and_program_guide_en.pdf (Section 6.5).

Ensure that the "special" discount is not the academic discounted price. In order for Supplier Quotes to be acceptable for use as a CFI in-kind contribution, the supplier must do one of two things.1. They must detail their pricing to include 3 prices: their List Price, their best academic

or best customer price, and the CFI price. For example: List Price: $2,750.00 Academic Price: $2,490.00 CFI Price: $2,000.00Or,

2. They must include a statement on the quote that states that they do not specifically offer an academic or best customer price and that any discount applied is specifically offered as a CFI discount only. An example would be “The supplier does not offer an Academic or Best Customer Price and any discount pricing offered is specifically related to the Canadian Foundation for Innovation (CFI) grant program.”

The Supplier Quotation must specifically make reference to the discount as being part of the “CFI” program. If “CFI” is not explicitly mentioned, the discount will not be acceptable. Indicate source of discount or infrastructure donation under “Name of Contributing Partner”.

The in-kind contributions in excess of $100,000 are classified as a “category 2 contribution”, and as such require additional documentation for the value of equipment.



http://www.innovation.ca/sites/default/files/essential_documents/Policy_and_program_guide_en.pdf%20




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Total eligible costs must include taxes, shipping and installation. However, taxes must not be calculated on the in-kind portion (see page 63 of the CFI Financial Guidelines of the Policy and Program Guide).

o Tax (HST at 3.41% given the university rebate): (List Price – all discounts [including CFI In-Kind discount] + Shipping & Installation] x 0.0341

o Total eligible costs = List Price – discounts [excluding CFI In-Kind discount] + Shipping & Installation + tax

Budget JustificationIn addition to describing the infrastructure, the budget justification should state why particular manufacturers and models were chosen and whether the choices represent good value for the money.

Provide a justification for each line item listed in the Cost of Individual Items section. Describe the method used to determine the cost of the item. If applicable, the budget justification should state why particular manufacturers and models were chosen and whether the choices represent good value for the money.

If the item is an integrated system (i.e. one for which the vendor supplies a single quote for the entire working assemblage), describe and justify the system in terms of both the necessity of each of the components for effective functioning and the necessity of the system as a whole for conducting your research. Doing this gives you the opportunity to change components based on changing technology as long as the system function is maintained.

Each item’s justification should provide at least a few sentences on what the item is, the choice of brand and model, any special features, why the item is critical, and how the price is determined (are you ensuring best value for money?).

If applicable, include the number of years for the extended warranty, and justify why it is needed.

In the case of leasing, the application must show that leasing is at least as cost-effective as purchasing, and it must justify the proposed term of the lease. Leases cannot include the ongoing operating, maintenance, and financing costs.

For major, unique items that are being specially developed for your project, you should also indicate the method of valuation.Renovations/construction – please ensure you consult with the appropriate faculty or department staff in costing this item.

Details of Funding from Eligible PartnersIn this section provide information on all non-CFI funding sources (including ORF, the University, and vendor deep discounts).

In-kind contributions from external sponsors, and cash expenditures already made by the University, are only eligible if they were received no earlier than 6 months prior to the application submission deadline.

The nature/source of matching funds is not a review criterion (except in some cases when the source may indicate interest of potential users, beneficiaries, and/or potential employers of HQP).

For “type of partner” use the line numbers from the “Overview of Funding From Eligible Partners” on page 1.



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o "S"ecured = received; U of T contributions are “cash” and “Secured”o "E"xpected = committed; ORF contributions are “cash” and “Expected”

Partner Contributions Yet to be ConfirmedUse this section to provide information on all contributions for funds that are “Expected”:

For ORF enter “An application for matching funding will be made to the OntarioResearch Fund.”

For vendor deep discounts, we suggest “Vendor deep discounts will be realized at the point of purchase.”

Infrastructure Used for Research and Other Purposes Enter “The requested infrastructure will be used exclusively for research and

research training,” if appropriate. For infrastructure that will be used for other purposes, the eligible cost will have to be

prorated appropriately.

Financial Resources for Operations and MaintenanceThe directions on this page are quite explicit. This section is meant to assure CFI that the costs of operating and maintaining the infrastructure are understood and that resources will be available to cover those costs for a period of five years. Please include text explaining what sort of operations or maintenance costs you expect and the sources that you expect to supply the funding to cover those costs.

Annual operations and maintenance costs should be equal to annual identified revenue sources.

CFI will provide the University with one-time-only Infrastructure Operating Funds (IOF) equal to 30% of the total CFI funding awarded to U of T in this competition. The distribution of these funds across eligible operating and maintenance costs will be determined by the relevant Dean/Principal. Please do not assume that any/all of these funds will be applied to your project. Discuss with your Chair/Dean what level of IOF funding you can expect for your project. The level of IOF funding may not be sufficient to address the level of support required over five years. Other funding sources (e.g., other institutional funds; external grants; user fees) will likely be required.

Plans for Management of InfrastructureAddress the following questions:

How will research activities be managed, and by whom? How will utilization be monitored? How will security and access to the facility be monitored? How will upgrades to the infrastructure be determined and implemented? How will initial and on-going training be managed? If offering the infrastructure to others, how will this be scheduled and will user fees be

associated with use?



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