General

In-person inquiries

EC5 is now closed. Office of Research staff are working from home and are able to assist you remotely. Check here for a list of Office of Research staff contacts.

Acceptance of documents

Only electronic documents can be accepted at this time.  Please do not send paper forms through the mail as these will not be received.

Acceptance of Digital Signatures

Signatures on Internal Documents (e.g., cover sheets, travel claims, payroll forms, etc.)

The Office of Research will accept electronic signatures or scanned signatures on documents.

Signatures on External Documents

The Office of Research is working with IST on an electronic signature solution for legally binding documents and this will be rolled out across campus within the next few weeks.

Research Finance

Paper claims for compliance review

Paper claims can no longer be accepted as hard copy documents. Where possible, all reimbursement claims should be made using the online Concur system. Fully approved, paper reimbursement claims should be scanned and emailed with all appropriate supporting documentation to the appropriate Research Finance Training and Compliance Officer.

Faculty Research Consulting Payments

These can no longer be accepted as hard copy documents. For payments that will be processed through Payroll, a One-Time Payment Request form and an invoice need to be completed and approved by both the PI and the one-over-one approver.  For payments that will be processed through Accounts Payable, a vendor invoice needs to be submitted which has been approved by both the PI and the one-over-one approver.  Approvals can be digitally signed. All documentation is to be forwarded via email to Research Finance at the contact information below.

Information on what is required can be found on the section for Other Expenses on the OR website. 

Financial statement approval

Research Finance is accepting financial statements that are signed electronically or have scanned signatures.

Expense transfers on research work orders

These can no longer be accepted as hard copy documents.

All expense transfers require the approval of the appropriate Faculty Financial Officer (FFO).  An electronic package including the appropriate backup (e.g. reason for correction, GL posting attributes, copy of invoice/claim, payroll report, other supporting information) and approvals should be sent to the FFO for review.

The FFO will approve and email the completed expense transfer package to Research Finance at the contact information below.

Extensions of research work orders

Either contact your Research Financial Analyst or your Office of Research pre-award contact for your grant/contract.

Research invoicing

Invoices for research work orders will continue to be processed by Research Finance unless advice has been received by the PI.

Closing of Work Orders

The Research Financial Analyst will contact the PI following the current practice.

Research Finance contacts

For the appropriate Research Financial Analyst please see here. For general Research Finance inquiries please contact Research.Finance@uwaterloo.ca.

For compliance related inquires please contact the appropriate Research Finance Training and Compliance Officer here or or.complianceteam@uwaterloo.ca 

Research Ethics

Inquiries/consultations

Email the staff responsible for your department to arrange a telephone or virtual meeting. Consultations on studies related to the COVID-19 situation will be given priority. Check here for a list of Research Ethics staff.

Weekly drop-in sessions

Drop-in sessions are suspended until on-campus activities resume. 

Human research ethics training and education

Online training options remain available. For the spring 2020 term in-person presentations can be held virtually.  Contact Karen Pieters regarding presentation requests.

Animal research ethics training and education

Online training will continue. Hands-on animal care-and-use training is suspended, unless there are exceptional cases. Contact Cindy Futher to discuss training requirements.

Reviews of new studies, amendments, renewals, and closures

Research ethics reviews for all types of studies are continuing. 

The Human Research Ethics Committees and the Animal Care Committee continue to operate. All meetings are now virtual. Submission deadlines and meeting dates are unchanged. 

New studies and amendments to ongoing studies that are related to COVID-19 are being given priority review. Until further notice, research activities that require face-to-face interactions may not be conducted. This applies to all new and ongoing studies.

New studies that receive ethics clearance and have a necessary on-campus research component (e.g., tissue and cell line studies, animal work) cannot begin unless a separate approval has been obtained. 

Ongoing studies

All researchers must safely suspended lab operations unless a separate approval to maintain an on-campus research activity has been obtained.

All human research activities that require face-to-face interactions are suspended.  If your study can be adapted to eliminate personal contact submit an amendment for priority review.  If there are aspects of the study that do not require in person contact (email recruitment, data analysis) these may continue.

No new studies with animals may be initiated.

Pre-Award groups

Funding opportunities

Funding opportunities updates will continue to be disseminated via the regular channels:

  • Targeted emails sent directly to relevant mailing lists/PIs
  • Monthly email circulated to ADRs, Deans and Research Centre Directors to circulate among their relevant groups
  • OR Funding Opportunities website updated regularly, as well is the COVID-19-specific Funding Opportunities page
  • OR will continue to notify researchers of relevant webinars

Proposal/application review and submission

Applicant to contact a Grants and Contracts or Senior Manager for assistance.

Extensions to application deadlines

Applicant to contact a Grants and Contracts or Senior Manager for information.

International student travel awards (ie. Mitacs)

IRP is directing these types of queries to the main COVID-19 webpage on the UW site and the Safety Abroad Manager in Waterloo International for more information.

Extensions of contracts, research work orders, amendments

PIs to contact a Grants and Contracts or Senior Manager for assistance. IRP manager will communicate with sponsor coordinator regarding drafts/changes.

Extensions of internal awards (ie. IRPGs,  RIFs)

PI’s to contact Grants and Contracts or Senior Manager for assistance. 

Contract negotiations

PIs to contact a Grants and Contracts or Senior Manager who will undertake the negotiations on behalf of the university.

WO releases

Office of Research will continue to release WOs in a timely manner.

Research invoicing

Invoices for research work orders will continue to be processed by Research Finance and will be sent electronically. PIs to contact RFA with inquiries.

Incoming research delegations

Incoming delegations have been cancelled or postponed until further notice.

Information sessions

In-person information sessions have been cancelled or postponed until further notice.  Where available, online webinars and sessions are being offered.

Inquiries regarding MOUs and international partnerships

PI/Researcher to contact Drew Knight for assistance at dknight@uwaterloo.ca.

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