Frequently Used Forms in Research

eAwards

eAwards System and Online RE form

 

Sign in to eAwards to access and complete the RE form.

To access eAwards for the first time you must create your eAwards profile:

For Internal Users: Select 'Create Account', accept the terms and conditions, select you have a uOttawa username and password and enter your username (which is the same as your uoAccess information (e.g. John Smith = jsmith). If you are unsure of your username you may log in to the uoZone for employees and your username will be listed in the first paragraph of the Password Management section. The password you will enter is the same as your Outlook email password. Please note that if you have a uOttawa.ca email address you must use it to create your account

IMPORTANT NOTE: Once the RE form is submitted you must print a copy and obtain the required signatures. Instructions on how to print the form will appear once the form is electronically submitted. Without the signed RE form, RMS cannot approve your request.

For assistance with login or any other issues regarding the RE Form, please do not hesitate to contact Vivian Liu by phone: 613.562.5800 extension 2070 or by email: info-sgr-rms@uottawa.ca. For all system issues, please contact the Information Technology’s Service Desk by completing a Service Desk Request or by telephone at extension 6555.

For any inquires related to the use of the eAwards system please consult the FAQ section of the website. 

Information captured via the RE form
Activity Detail Description

Application*

This section outlines the application number (which is the same as the RE number), the user's last and first name, correspondence language, faculty and department.
Co-Investigator(s)*
Internal and external individuals who are the recipient of project funding are included in this section.

Collaborators

Internal and external individuals who will collaborate on the project are included in this section. Please note that these individuals will not be in receipt of project funding.

Project Details*

A maximum of 400 characters are required for the project's title, along with 40 character keywords, the preferred language of correspondence specific to the project as well as an indication as to the location of the collaborators.
Funding*
This section outlines the requested funding; the amount, its source, where it will be managed and the timeframe related to its use.

Project Summary*

This section is used to provide a summary of the proposed research to be undertaken as well as the projected outcome with a maximum of 500 words.

Project Attachments

Additional information related to the project can be added in the section. The final version of the proposal will also be added once submitted to the funding agency.

Areas of Development in Research

Destination 2020 outlines four major strategic goals: research excellence, internationalization, the student experience and bilingualism. The vision for research excellence is to rank among the top 5 Canadian universities in research intensity and to rank among the top 100 worldwide, in specific centres of excellence.
Drawing from a solid culture of inquiry, advancement and excellence across disciplines, uOttawa focuses research strengths and efforts in four Strategic Areas of Development in Research (SADRs), Canada and the World; Health; e-Society; Molecular and Environmental Sciences.

For additional information on uOttawa’s Areas of Development in Research, please consult the following page: http://www.research.uottawa.ca/excellence-sadr.html

Compliance*

The University community has always recognized the necessity for maintaining the highest ethical standards in the conduct of research. It is the responsibility of the professor as researcher, as thesis supervisor and as lecturer to ascertain whether or not a project requires an ethical review.

The reviews are for (1) Biohazards, (2) Disposal of hazardous waste, (3) Human stem cells, (4) Human subjects, (5) Negative impacts on the environment, (6) Research with Radiation hazards and (7) Use of animal test subjects. Any research project involving human participants, whether it is funded or not, must receive ethics approval from a Research Ethics Board (REB) prior to the start of the project.

Additional Information

This section outlines the particular space, resources or uOttawa expenditures, outlines a potential conflict of interest and denotes a possible complication between the funding agency and uOttawa's project administration.
Director and Dean
This section is not used at this time but will be developed in order to allow for electronic faculty approvals and submissions.

Signature and Submission*

You must agree to the terms and conditions to submit the RE form. Once completed, it will be accessible in the 'My forms" section. Print the RE form, sign it, request the signature of your faculty's Vice-Dean of Research and send it to RMS at: info-sgr-rms@uottawa.ca

* Mandatory fields.

 

Research Compliance

This section provides information on the researcher’s responsibilities in the conduct of research, specifically as it relates to ethics, animal care, biosafety and biohazard. If your research involves humans, animals, or dangerous materials, it is your responsibility to apply for certification. The following links will guide you through the process of applying for certification.

Research Ethics

Research projects that involve humans must be approved by the Research Ethics Board (REB) before research can begin.

It is the responsibility of the researcher to ascertain whether or not a project requires an ethics review. This can be determined by calling the Protocol Officer for Ethics in Research.

For more information, please consult the Office of Research Ethics and Integrity.

In instances where a project is not yet ready to be reviewed by a REB, a researcher can request the partial release of some funds to support activities that do not involve human beings, their data, or human biological materials. To release a portion of the research funds, the researcher must complete the form Conditional Release of Research Funds and submit a signed copy to Research Management Services.

Animal Care

The University of Ottawa is committed to ensuring that the use of animals in research and in teaching conforms to the most rigorous ethical standards while actively supporting cutting edge science. Very high standards are maintained for and within the facilities which support research and teaching involving animals. The standards for animal care and use comply with or exceed those of the Canadian Council on Animal Care (CCAC).

For more information, please consult the Animal Care Web Site.

Risk Management

Biosafety

The use of biohazardous materials is governed by the University Biosafety Committee and requires a Biohazardous Materials Use Certificate. The Biosafety Program is managed by the Office of Risk Management and is designed to assist the user in minimizing the risk of exposure. 

Radioactive Materials Permit

The use of radioactive materials is governed by a consolidated permit issued to the University by the Atomic Energy Control Board. The Radiation Safety Program is overseen by the University Radiation Safety Committee, which reports to the Vice-Rector (Academic). The Environmental Health and Safety Service is responsible for administering the Consolidated Licence through the issuance of Internal Radioisotope Permits to researchers. Researchers are required to obtain a permit prior to the acquisition and use of radioactive materials. It is an offence under the Atomic Energy Control Act to obtain radioactive materials without authorization under a permit.

Hazardous Waste

The use of hazardous waste is governed by the Environmental Protection Act Regulation 347 in Ontario. The hazardous waste program is managed by the Office of Risk Management and is a registered waste generator with the province of Ontario.

For more information, please consult the Office of Risk Management.

Delegate of Signing Authority

Delegating signing authority of certain elements of the research project can be necessary. This section outlines the principles, policies and procedures regarding the delegation of signing authority. A link to the delegation of signing authority form is included below.

Delegation of signing authority form (PDF)

General Principles
  • Delegation is invalid if precluded under University policy, or donor/sponsor terms and conditions.
  • Only the account holder can authorize delegation. Delegation must be in writing and properly documented.
  • Authorization to approve transactions can only be delegated to staff with the skills and knowledge necessary for the effective exercise of the authority.
  • The account holder may be able to delegate responsibility for authorizing certain expenses. However, the account holder cannot delegate accountability for the management of the funds and of the project. The Principal Investigator and account holder therefore remains fully responsible for the conduct of the research, compliance with sponsor policies, and financial management of the funds.
  • Effective procedures for the regular review and approval of the actions of the delegate must be in place and adhered to.
  • A delegate may not further delegate signing authority to third parties.
Grant Holder's Responsibilities
  • The Grant Holder is responsible to ensure that the delegation of the authority is communicated, and confirmed in writing through completion of the Delegation of Signing Authority Form, so as to ensure the delegated responsibilities can be carried out effectively.
  • The Grant Holder also exercises control over the person to whom signing authority has been delegated, and puts in place ways to monitor and verify expenses incurred, for example, by reviewing the monthly statement.
  • The Grant Holder cannot delegate the signing of financial reports.
  • A delegate may not authorize disbursements for which he is the recipient (e.g. the account holder must sign payments to a delegated signing authority for expenses personally incurred by the delegate), or for which the delegate might be seen as having received some personal benefit. Therefore, the Grant Holder must authorize such disbursements.
Faculty / Department Accountability

The Faculty/Department is responsible to ensure that all signing authorities are properly delegated and confirmed in writing, that files are maintained and that all such delegations of authority comply with Sponsor and University policies.

The Faculty/Department must:

  • Document delegation of authority through completion of the Delegation of Signing Authority Form
  • Obtain assurance that there is no delegation of authority when specifically precluded in the contract and that delegation of authority is properly implemented
  • Maintain up to date files for Delegation of Signing Authority documentation
  • Identify a person, within the Department or Faculty, to implement and manage these delegations
  • Ensure that there are effective auditing processes to manage, communicate, and monitor delegations of signing authority
  • Confirm that the signature for the authorizing of transactions is that of the account holder or an authorized delegate (This confirmation can be obtained on a test basis or ad-hoc basis)
  • Investigate unusual items and takes appropriate action where necessary
  • Inform proper person or service of unusual situations (Financial Services, RMS, ISS, etc.)
  • Ensure that transactions falling outside the administrator's scope of authority are referred to appropriate authority

Project Management Forms

  1. Request for Authorization for Loan Against Next Installment
    This form is used to request an advance against future installments of a research grant.
  2. Conditional Release of Research Funds
    This form is used to release a portion of research funding to support activities that do not involve human beings, their data, or human biological materials.
  3. Forego Remuneration
    This form is used if a researcher wishes to forego additional professional fees in the form of a research grant.
  4. Forego Professional Fees from Research Contract
    This form is used if a researcher wishes to forego professional fees from a research contract in the form of a research grant.
  5. Financial Forms
    Please visit the Financial Services website for a list of various financial forms which can be useful to a researcher, such as Travel Reimbursement and Travel Advance
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