Administrative Matters

Ownership of Items Purchased With Grant Funds

All equipment purchased with grant funds belong to the institution and not to the individual grantee. As owner, the institution is responsible for ensuring that the equipment is used to support the research program of the grantee and co-grantees. Decisions on the use and management of the equipment should be made between the institution and the grantee or user group.

For the Agencies’ policy on ownership of equipment and facilities, as well as the responsibilities of the institution with regards to equipment and facilities, consult Schedule 12: Ownership of Equipment and Facilities of the Tri-Agency (CIHR, NSERC and SSHRC) Memorandum of Understanding on the Roles and Responsibilities in the Management of Federal Grants and Awards.

Relocation of a Grantee to an Eligible Canadian Institution

When a grantee moves from one eligible Canadian institution to another, the Agencies will consider a request to transfer a research grant(s) held by the grantee at the other institution provided that the grantee has obtained an eligible position at that institution. Should the request be approved, the research grant(s) held at the former institution will be transferred to the new institution and consequently all corresponding grant account(s) will be closed at the former institution.

Information pertaining to the documents to be submitted can be found on the Checklist for the Relocation of a Grantee to an Eligible Canadian Institution.

Moving Equipment or an Unexpended Equipment Grant

All equipment purchased with grant funds belongs to the institution and not to the individual grantee. If a grantee is moving to another Canadian institution and wishes to take an unexpended Equipment Grant (known as a Research Tools and Instruments Grant at NSERC), or to move equipment purchased with grant funds, the former institution may, in its discretion, give permission for such a move. The Agencies encourage the institution to accede to such a request, provided the equipment is not necessary to other researchers at the former institution.

For the responsibilities of the institution with regards to the transfer of equipment, consult Schedule 12: Ownership of Equipment and Facilities of the Tri-Agency (CIHR, NSERC and SSHRC) Memorandum of Understanding on the Roles and Responsibilities in the Management of Federal Grants and Awards.

Deferral of Instalment/Annual Commitment Payments

Government policy states that Agencies cannot pay instalments/annual commitments in advance of need; they can provide funds only to correspond with the cash flow requirements of the research project. If the grantee has a build-up of funds in a research account due to a slowdown or delay in the research (for example, extended leaves [sick/maternity/parental leave], difficulty in hiring staff) and believes that the scheduled instalment/annual commitment for the next financial year will not be needed at that time, the grantee should request a deferral of the next instalment/annual commitment from the Agency.

Deferring an instalment/annual commitment extends the life of the grant, allows the grantee to re-organize activities and postpones the renewal/re-application date by one or two years. The total of all deferral periods cannot exceed two years. The original grant end date will be adjusted accordingly.

CIHR will also allow deferment of the start date of a grant for up to one year from the start date indicated in the description of the funding opportunity, if the grantee has not resolved pending issues with the application prior to that date. To request a deferral of an annual commitment, the grantee must submit a written request to  CIHR for consideration.

Deferring instalments/annual commitments does not adversely affect the review of the grantee's next application, but rather demonstrates good fiscal management of grant funds and provides the opportunity for the Agencies to fund other researchers who might otherwise not have been awarded funding.

The Agencies may defer, or even hold back, a grantee’s next instalment/annual commitment if, in the sole discretion of the agency involved, it is judged that the grantee’s build-up of funds has not been properly justified and that the need for funds has not been demonstrated or the issues identified during tenure.

For more information about deferrals, hold-backs and deferral of the start date (CIHR), contact the Awards Administration section at NSERC (awdad@nserc-crsng.gc.ca), SSHRC (awdad@sshrc-crsh.gc.ca) or  CIHR.

Termination of a Grant

The Agencies will terminate a grant when the grantee no longer holds an eligible position at an eligible institution. However, the agency may approve the transfer of the grant to an eligible co-grantee or another eligible individual as suggested by the institution.

The Agencies may terminate a grant when program requirements are not met (e.g., unsatisfactory progress, discontinuation of the partner’s contributions) or when a grantee is unable to carry out the research or research related activities for which the grant was awarded. The date of the termination will be determined by the Agencies.

Information pertaining to the documents to be submitted can be found on the Checklist for Termination of a Grant.

SSHRC only

If the grantee moves to another country before completing a research program or project for which the institution has received SSHRC funding, any individual grant that the grantee holds will be closed. The sole exception is when the research program or project pertains to Canada, in which case the grantee will be permitted to complete the project in a new country with the funding as originally awarded. In such cases, the original institution must continue to administer the grant.

Maternity, Parental, Medical or Family Medical Leave for Grantees

Information pertaining to the documents to be submitted can be found on the Checklist for Maternity, Parental, Medical or Family Medical Leave for Grantees.

CIHR and NSERC only

The general institutional policies relating to maternity, parental, medical or family medical leave apply.

The Agencies recognize that extended leave granted to the grantee by the institution may have an impact on an individual's research program, and offer the following options:

• When an extended leave of absence has been taken by the grantee, he/she may request:
  • an extension of the term of the current grant up to two years (CIHR and NSERC), provided that there is only one grantee (i.e., one principal applicant) on the grant (CIHR only);
  • an amount to cover the extended leave of absence for up to one year (CIHR) and up to two years (NSERC), at a level up to but not exceeding the current amount (CIHR and NSERC), provided that there is only one grantee (i.e., one principal applicant) on the grant (CIHR only).
• The grantee may defer submission of a renewal application.
• The grantee may compete for a grant in the usual way.

SSHRC only

Leave Periods of Up to One Year

• Grantees who are away from their Canadian institution for a maximum of one year continue to be eligible to hold and receive funds from their grant.

Leave Periods of One to Two Years

• Grantees who are on leave from their Canadian institution for more than one year for non-research purposes are not eligible to continue to hold and receive funds from their grant.

Paid Maternity and Parental Leave for Students and Postdoctoral Fellows

CIHR and NSERC only

The agency will provide parental leave supplements paid out of grants within six months following the child's birth or adoption to eligible students and postdoctoral fellows who are paid out of agency grants and who are primary caregivers for a child.

The supplement will be paid to students and fellows as per agency salary/stipend limits for up to four months (NSERC) or six months (CIHR). If both parents are supported by grant funds, each parent may take a portion of the leave for a combined maximum of four months (NSERC) or six months (CIHR). Students or fellows who are eligible for employment insurance or other parental leave supplements from other sources do not qualify for parental leave supplements.

Information pertaining to the documents to be submitted can be found on the Checklist for Maternity and/or Parental Leave Paid from Grants to Students and Postdoctoral Fellows.

SSHRC only

Parental leave supplements are not an eligible budget item for SSHRC grants.

Sabbatical Leave

NSERC and CIHR only

Grantees may be away on sabbatical leave for a period not exceeding one year. The grantee and/or the institution must inform the agency when a grantee is away on sabbatical leave for more than one year.

Grantees will continue to receive instalments/annual commitments during the period of sabbatical leave. No additional funds will be given to cover the period of sabbatical leave.

Information pertaining to the documents to be submitted can be found on the Checklist for Sabbatical Leave for Grantees.

SSHRC only

For Sabbatical Leaves

• SSHRC does not require that grantees give notice that they are taking a sabbatical leave. Grantees may continue to hold and receive funds from their grant during sabbaticals.

Residual Balances

• All grants paid are deemed to have a primary holder, namely the grantee whose name appears on the award notice.
• All grants that have not been renewed or extended, or that have been terminated, or project grants that have been completed, may contain residual balances of funds allocated in prior years and/or issued in the current fiscal year. The Agencies must adjust their next payment to the institution or request a reimbursement in the case when no future payments are scheduled for any current-year funds not required for the purpose for which they were granted.

NSERC and SSHRC only

• The Agencies will allow residual funds from prior years to be retained by the institution under certain conditions determined by their Finance and Awards Administration Division. These funds will be transferred to a General Research Fund (GRF). The Agencies expect that the institution’s president will use these funds for the broad purpose of enhancing the quality of research in the natural sciences and engineering, or in the social sciences and humanities, as applicable. Funds must be spent in a timely manner.

CIHR only

Any funds remaining at the end of the Authority to Use Funds period must be returned to the agency. When unspent funds are returned to the agency, the cheque must be accompanied by a signed Form 300, indicating an unspent balance in the same amount as the refund.

CIHR does not allow for the transferring of residual funds (unspent balances in grant accounts) between affiliated institutions during the "Authority to Use Funds" extension period. For further information regarding the transfer of grants to eligible Canadian institutions or organizations, refer to the Relocation of a Grantee to an Eligible Canadian Institution subsection of this guide.