Applied Health Sciences, September 2016
On their site, the University of Waterloo's Office of Research provides extensive information about finding funding.
In addition, you should be receiving a monthly e-mail about non-profit health research funding opportunities through the Office of Research. If you are not receiving these e-mails, contact the associate dean of research. Also review key specific health-related funding opportunities below:
- Canadian Innovation Fund John R Evans Leaders Fund
- Canadian Institutes of Health Research Award from University of Waterloo Office of Research
- Early Researcher Award from University of Waterloo Office of Research
- Health-related non-profit research funding from University of Waterloo Office of Research
- Natural Sciences and Engineering Research Council of Canada from University of Waterloo Office of Research
- Social Sciences and Humanities Research Council from University of Waterloo Office of Research
Student fellowship awards
Fellowships Administered by AHS
These competitions run at least annually and are announced via e-mail to AHS faculty members.
RBC Undergraduate Fellowship (for all University of Waterloo faculty members)
Hallman Undergraduate Research Fellowship (for AHS faculty members only)
Undergraduate Student Research Awards - Natural Sciences and Engineering Research Council of Canada
Each year, the University of Waterloo is allotted Undergraduate Student Research Awards, of which AHS receives a proportion. Award holders are eligible students who work with faculty members who are National Sciences and Engineering Research Council of Canada grant holders. For details of the process please contact the Undergraduate Coordinator of your department. For more information, visit:
Undergraduate Research Internship
Researchers supplement their funding for co-op student researchers through the Undergraduate Research Internship Fund.
Assemble application / Apply for funding
Once you have established a funding opportunity to pursue, submit your application to the Office of Research prior to sending it to the sponsor. The Office of Research will review eligibility and compliance with sponsor and institutional policies, procedures and certifications.
Contact the Office of Research well in advance of the sponsor’s deadline as competing deadlines may inhibit the review process and endanger your application. The Office of Research offers information for completing applications on their Apply for Funding web page.
Prepare an internal Office of Research cover sheet
It is important to complete the Office of Research cover sheet at the application stage.
The cover sheet helps the Office of Research to:
- catalogue your application
- ensure that all the varied guidelines are met
- build statistics around research funding
Do you have specific questions? Read the section below and contact Catherine Maine in the AHS dean’s office for more information.
Below are frequently asked questions about cover sheets followed by instructions on cover sheet procedures.
Why do I need to complete a cover sheet?
Cover sheets are ALWAYS needed to start a research account at the Office of Research. Typically cover sheets are used for all grants and contracts. They are also used to start an account and release funds for awards.
Why is it important to submit the University of Waterloo cover sheet at the application stage?
The cover sheet is an important tool for the university to track the success rate of applications to funding agencies. Without a cover sheet for each and every application, the university (and the Faculty) loses the mechanism by which to track accurate research statistics.
Tips for completing a cover sheet section-by-section
Below is a section-by-section guide to complete an Office of Research cover sheet.
Section 1: Project information
Complete all the basic information requested in this section.
Note: PhD students cannot be primary investigators on grants held internally at the University of Waterloo. If you have questions about this point, please be in touch with the assigned Office of Research contact. For post-doc staff, check in with the assigned Office of Research contact regarding benefit coverage related to that sponsor.
Section 2: Certifications and risk declaration
Complete proposed activities in this section. Ensure that you follow the Office of Research ethics.
If you indicate that a teaching release or that additional space is required, discuss it with your chair / director and have him or her initial that section to indicate that this discussion has occurred.
Section 3: Collaborations
In this section, indicate collaborations that you have with any partners and the anticipated financial arrangements.
Section 4: Total project budget – Cash, overhead, in-kind
Complete this section as follows:
- First box: Include the cash budget, without overhead.
- Second box: Indicate any overhead on cash (see next section for details about overhead).
- Third box: Indicate any in-kind total.
- Last Box: Add up all the figures for the grand total on the right.
Ensure that the figures that you provide equal the total and that the grand total matches the figures in the proposal budget. Beneath that section, indicate if overhead is being charged (yes/ no). If not, please follow the procedure below.
What if the sponsor does not allow for overhead?
If the sponsor’s guidelines state that overhead is not allowed, indicate this in your explanation.
What if I receive a request to reduce or waive overhead?
This requires approval from the dean. Please outline the rationale for reducing or waiving overhead and include it in the comments section of the cover sheet or as a separate document which you should append it to the cover sheet. The dean will review your request and will seek out more information if needed.
Why charge overhead?
Overhead provides compensation to the university for the use of space, heat, light, power, furniture, administrative services, library, central computing, etc. Overhead recovery received by the university will be credited to its’ operating budget and distributed.
Do I have to charge overhead?
Policy 26 states that, "It is intended that the University recover the cost (direct and indirect) of sponsored research activities." Whenever possible, provision for University overhead (the indirect costs) must be made when applying for funding for sponsored research activities. Contract and industrial grant sponsors must allow for overhead recovery; for other grant and research sponsors, an overhead factor must be used whenever possible.
Overhead rates and methods of application are dependent on the sponsoring body and the type of sponsored. See Office of Research overhead rates
How is overhead handled on grants / contracts / awards?
Overhead should be folded into the project when you are building the budget. See below to determine how much overhead to include (if applicable) in your budget before putting in your submission to the Office of Research.
Funding opportunities fall into two broad categories: those offered by Tri-Council Agencies and others.
No overhead is charged or included on the internal cover sheet for Tri-Council Agencies as the university's overhead is covered by a separate agreement as outlined in the Research Support Fund.
As for non-Tri-Council Agencies, overhead is sometimes charged in the non-profit sector (varies by sponsor) and is usually charged for industry and provincial sponsors. The rate may vary by sponsor.
Generally, contracts are made up of direct funding opportunities coming from various sources. These include private sector organizations, some government programs, non-profits, and industry sources.
Overhead is charged and it is typically 30% on most contracts.
Overhead on awards
There is no overhead on awards.
What about in-kind support?
Non-cash support can be provided for a project in various forms. See Office of Research Building A Budget – In Kind
Section 5: Waterloo signatures
Ensure that the University of Waterloo principal investigator signs the cover sheet.
Section 6: Acknowledgement and approval from Administration
Ensure that the chair or director (or their designate) has signed the cover sheet prior to submission to the dean’s office. If the principal investigator is the department head, a designate must sign as department head. Ensure that a copy of the budget is attached. Route the cover sheet to the dean for approval through the assistant to the dean, Catherine Maine in BMH 3113 or leave it in the dean’s mail slot. She will review the package and ask any clarifying questions before obtaining the dean’s signature.
Please provide the dean’s office 2 working-days lead time prior to the Office of Research deadline (not the agency deadline) for Tri-Council Agency sponsors, and allow 7-days lead time for approval for Tri-Council Agency applications. If the application is urgent and two days lead time is not possible, email Catherine Maine to see what arrangements can be made.
Once signed by the dean, his assistant will e-mail the Office of Research a pdf version of the full application, copying the principal investigator. She will submit the original signed cover sheet (and any other pages with original signatures) to the Office of Research by internal mail. If you prefer to make another arrangement for the cover sheet once signed, please let her know when you submit the application for signature. The principal investigator and faculty office should each retain copies of the agreement.