I want to start a research project. Where do I begin?
You have a great idea, now you need some funding to make it a reality.
Two different types of funding are generally available: grants and contracts. The difference between the two is that contracts have specific deliverables attached to the funding, whereas grants usually do not.
There are several different funding sources but in general research is funded by industry, government, or both. If you have an industrial partner that is willing to support your project you are in a great position to leverage that money with government funding. In-kind contributions can also be matched. Industrial partners will often have an interest in the IP generated through the project, so an agreement will be needed. There are some government funds which do not require industrial partner funding; however, the competition for these funds is fierce, and the success rate is lower.
The Engineering Research Office is a great resource to use for identifying funding opportunities. We might also be able to help you find industrial partners. Please contact us for ideas.
What is the procedure for submitting a proposal?
Submitting a research proposal for project funding can often be a frustrating experience, but it doesn't have to be. The submission procedure can depend on the nature of funding that you are applying for. The Engineering Research Office staff can guide you through the process and it helps to get us involved at an early stage. We will help you understand the sponsor's requirements, develop the proposal, and submit it on time.
The submission process is generally:
- Write the proposal. Research proposals are required for almost all funding programs, including contracts. Work with the Engineering Research Office while you are developing the proposal to avoid frustration later on.
- Attach an Office of Research Cover Sheet to the proposal. Cover sheets are required for all research activities, even if there is no funding being received.
- Get the required signatures. Make sure you have had the Engineering Research Office check the proposal for errors before you go through the signature process to avoid repeating it. When you have all the required signatures, submit the proposal with cover sheet attached to the Engineering Research Office.
- The Engineering Research Office will forward the proposal to the Waterloo Office of Research. Copies of the signed proposals will be returned on request.
- Follow up with Office of Research.
- Submit proposal electronically to sponsor if allowed. This is the last step as changes can not be made after the proposal is submitted.
When is an Office of Research cover sheet needed?
The Office of Research Cover Sheet is needed for all research activities. Including:
- Contracts
- Grants
- Letters of Intent
- Research activities involving Waterloo assets working with other organizations (private or public), even if no money is being transferred
What signatures do I need to submit my cover sheet?
The Office of Research requires original signatures on cover sheets from:
- The PI (principal investigator)
- PI's Department Chair
- Co-Is (co-investigators from Waterloo, if any)
- Co-I's Department Chair (if from a different department than PI)
- Co-I's Faculty Dean (if from a different faculty than Engineering)
- Dean of Engineering (this is obtained through the Engineering Research Office)
All signatures are required; however, they do not all have to be on the same sheet. Please submit the cover sheet to the Engineering Research Office only after all other signatures have been obtained.
Are electronic signatures or fax/photocopies acceptable?
The Office of Research requires original signatures from Waterloo personnel on the cover sheet and attached proposals to be kept on file. Signatures required from other institutions or organizations can be scanned, faxed, or photocopied.
When letters of support are required, the PI should keep an original signed copy of the letter on file.
How do I calculate overhead?
Overhead (also known as Indirect Costs) is applied as a percentage of the Direct Costs of research. The sum of the Direct Costs and Indirect Costs is the Total Budget. Overhead can be calculated as follows (using the standard 30% rate):
- Direct Costs = Total Budget / 1.3
- Indirect Costs = Direct Costs x 0.3
Overhead is applied to all sponsored research. The standard rate is 30% for all funding sources except: Canadian and US Federal Government, and the Ontario Centres of Excellence. NSERC funding is exempt from overhead. If a project has multiple sources of funding, the overhead is applied to each source at the respective rate.
Example: for an NSERC CRD project, the industrial research partners funds are subject to an overhead rate of 30% while the NSERC funding is exempt from overhead (note that NSERC will only match the direct costs of research and not the overhead portion). Likewise, if the same funding was matched at the provincial level through OCE, the industrial partners funds would be subject to the same 30% rate; however, the OCE matching funds would be charged overhead at the special rate of 35% (OCE does recognize overhead portion as eligible matching funding though).
If this all seems complicated, you're not alone. Contact the Engineering Research Office and we will help you navigate the overhead system and even check to make sure that you're not paying more than your fair share (for instance, did you know that the portion of a project which takes place off-campus may be eligible for a reduced overhead of one-half the on-campus rate.)
What overhead rate should I use?
The Office of Research has a list of applicable overhead rates.
How much should I budget for students or PDFs?
The level of support for students is at the discretion of the PI. The University of Waterloo has set the annual minimum level of financial support for doctorate students at $19,650.
As of September 15, 2011 the Tri-Agencies (NSERC, SSHRC and CIHR) no longer impose limits upon stipends for graduate students or postdoctoral fellows. Please apply the standard rates of the home department for the graduate students.
Recommended Salary Rates for Students and Non-Student Assistants paid from Research Grants
What is the best way to match partner funding?
You've nurtured and built a relationship with a company and now they're ready to give you some financial support to do your research. Now what? Don't stop there! One of the key advantages of working with universities is the ability to leverage industrial funding to expand the scope of a research project. Most funding from eligible organizations (i.e. private companies with a research and development presence in Canada) can be matched at both the provincial and federal levels. Furthermore, in-kind contributions up to the amount of cash can also be matched. If you have any questions regarding matching programs, please contact us in the Engineering Research Office for guidance.
What is the difference between the Engineering Research Office and the Office of Research?
The Engineering Research Office exists to increase research activity within the Faculty of Engineering. We support the development of research proposals, nurture relationships with industry, and reward exceptional research. We work hand-in-hand with the Office of Research to identify funding opportunities and support proposals.
The Office of Research also administers research funding through Research Finance, and facilitates technology transfer through WatCO.