Canadian Institutes of Health Research
http://www.cihr-irsc.gc.ca
Common menu bar links
Section 2: Grants and Awards Management
2009-2010 CIHR Grants and Awards Guide
2-A2 Pending Grants and Awards
2-A4.1 CIHR Anual Commitment Payments
2-A5.2 Salary Award Programs only
2-A5.3 Training Award Programs only
2-A6 Other Activities of Recipients During Tenure (Salary Award Programs only)
2-A7 Eligibility of Partner Contributions
2-A8.1 Grant Programs, Partnered Grants and Research Allowances Paid from Awards only
2-A8.2 Research Allowances (Salary Award & Training Award Programs only)
2-A9 Continuing Individual Eligibility Requirements
2-A10 Ownership of Items Purchased with CIHR Funds
2-A11 Ownership of Collections and Specimens
2-A12 Requests for Supplementary Funds
2-A13 Deferral of Instalment/Annual Commitment Payments (Grant & Training Award Programs only)
2-A14 Extension Period for Use of Funds Beyond a Funding Period (Grant Programs only)
2-A15 Termination of Instalments/Annual Commitments
2-A17 General Income Tax and Benefits (Training Award Programs only)
2-A18.1 Financial Reporting Requirements (Grants & Research Allowances Paid from Awards only)
2-A18.2 Financial Monitoring (Visits) of Accounts
2-A19 Intellectual Property/Patents Requirements
2-A20.1 End of Grant Reports (Grant Programs only)
2-A20.2 Communication of Research Results
2-A20.3 Archiving of Research Data
2-B1.2 Maternity and/or Parental Leave
2-B1.4 Relocation Leave (Training Award Programs only)
2-B1.5 Sabbatical Leave (Grant & Salary Programs only)
2-B1.6 Other Leaves (Training Award Programs only)
2-B2 Deviation from Proposed Activities and/or Budget
2-B2.2 Salary Award & Training Award Programs only
2-B2.3 Training Award Programs only
2-B3 Relocation of a Nominated Principal Applicant to an Eligible Canadian Institution
2-B5 Changes to Applicants (Grant and Training Award Programs)
2-B5.1 Replacing Individuals on Existing Grants and Training Awards
2-A General Administration
2-A1 Payment Conditions
2-A1.1 Institution Paid
Before funds can be released to an "Institution Paid":
- the institution must have a "CIHR Common Grant and Award Account";
- the institution must continue to comply with the requirements of holding a "CIHR Common Grant and Award Account";
- the Nominated Principal Applicant must have an academic or research appointment at the Institution Paid (Grant and Salary Award Programs only) or confirmed trainee status at the Institution Paid (Training Award Programs only), sufficient time and infrastructure that permit the pursuit of the planned research and the freedom to publish the results;
- the institution must have a process in place to conform to "applicable regulatory requirements, legislation as well as national and international ethics guidelines".
Prior to releasing the funds to the Nominated Principal Applicant, the appropriate authorized official of the Institution Paid must ensure that the following conditions have been met:
- receipt of a copy of the signed Authorization for Funding (AFF) from CIHR;
- receipt of all specified certification requirements (e.g., animal care, biohazards, ethics).
2-A2 Pending Grants and Awards
Some successful applications may be deemed "Conditional". This means that issues have been identified with the successful application and must be addressed before funds can be released to the Nominated Principal Applicant's institution (Institution Paid). The Nominated Principal Applicant will receive notification from CIHR outlining the issues to be resolved and will have a maximum of one year, from the date of notification, to resolve these issues; otherwise the pending grant or award will be cancelled.
Issues to be resolved may include:
- The Nominated Principal Applicant's appointment (Grant & Salary Award Programs only) or his or her's acceptance (Training Award Programs only) by an eligible Canadian institution needs to be confirmed by the institution, or his or her completion of all requirements of a previous degree (Training Award Programs only) needs to be confirmed by the degree granting institution;
- The institution or organization selected by the Nominated Principal Applicant under "Institution Paid" is not eligible to administer CIHR funds;
- The specified ethical certification requirements have not been met;
- The proposal is subject to the "Canadian Environmental Assessment Act" and requires an environmental assessment screening;
- Possible budgetary overlap with funds currently requested and/or currently held by the Nominated Principal Applicant or other persons on the project;
- There is no confirmation that the recipient will devote at least 75 per cent of their time to research (Salary Award Programs only) or research training (Training Award Programs only);
- The training award recipient will not hold the award for the full period approved and CIHR must make a prorated reduction in the stipend prior to funds being released (Training Award Programs only);
- The Nominated Principal Applicant is on sabbatical leave;
- CIHR or the Institution Paid has not received the partner's contribution;
- The foreign Nominated Principal Applicant coming to Canada to take up an award has not received an entry visa into Canada from a Canadian embassy. Nominated Principal Applicants are personally responsible for obtaining an entry visa into Canada (Award Programs only);
- The Canadian Nominated Principal Applicant leaving Canada to obtain training currently not available in Canada has not received a visa to enter a foreign country from the office of the foreign government. Nominated Principal Applicants are personally responsible for obtaining a visa to enter the foreign country (Training Award Programs only);
- The lack of availability of funds voted annually to CIHR by parliamentary appropriations.
2-A3 Overexpenditures
For CIHR's policy on overexpenditures, consult the subsection titled "Overexpenditures" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-A4 Payment Types
2-A4.1 CIHR Annual Commitment Payments
In most cases, CIHR provides funds directly to the institution/organization with which the Nominated Principal Applicant is affiliated, usually as an employee. This Institution Paid holds the funds and maintains a Common Grant or Award account from which the recipient can draw.
For CIHR's policy on payment of grants, consult the subsection titled "Payment of Grants" of the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
In addition:
- Research allowances are paid annually on the effective date of the award (Salary Award & Training Award Programs only);
- CIHR's first payment will include the contributions to the institutional non-discretionary employee fringe benefits on the same basis as such payments are made to, or on behalf of, members of the regular institutional staff (Certain Salary Award Programs only as identified in the Funding Opportunity);
- Stipends are paid in monthly instalments (Training Award Programs only).
2-A4.2 CIHR Direct Payments
Grants/Awards Provided to Institutions Which Do Not Hold a Common Grant and Award Account
Grants provided to institutions which do not hold a Common Grant and Award Account, are paid directly by CIHR. Due to the unique nature of these grants/awards, the terms and conditions are determined on an individual basis.
The terms and conditions could include:
- a collaborative agreement;
- reporting requirements as specified by CIHR;
- method of payment as specified by CIHR.
Training Awards
There are two instances where training awards are paid directly to training award recipients:
- when CIHR has signed a collaborative agreement with one or more Canadian federal government departments or agencies to administer a dedicated envelope of funds specifically to support emerging researchers training in these organizations. Since these are not eligible institutions as defined by CIHR, CIHR provides the funds directly to the training award recipient. Individuals holding such training awards must be supervised by independent investigators with the appropriate level of experience and expertise;
- when a trainee holds their award outside of Canada.
The first instalment:
- is made within 30 days of the effective date of the training award or when all payment conditions have been met;
- of each year includes the research allowance.
Stipends tenable outside of Canada are paid directly by CIHR to the training award recipient on a quarterly basis, in equal instalments, with the exception of the first instalment. Due to possible delays in mailing cheques to foreign locations, training award recipients are advised to maintain a Canadian bank account to which CIHR cheques can be sent for deposit. In these cases, the terms and conditions are determined on an individual basis.
The CIHR terms and conditions will include:
- an agreement outlining reporting requirements; and
- the method of payment.
2-A4.3 Partner Payments
The ratios for matching the partner's financial contribution (in cash and, if applicable, in-kind) will vary depending on the funding opportunity. The Authorization for Funding will specify the amounts to be contributed by both CIHR and the partner. For this funding type, institutions must maintain a separate account.
Direct Partner Payments to the Institution Paid
A partner may choose to send their contribution towards a grant or award directly to the Institution Paid of the recipient.
Direct Partner Payments to the Recipient
If the award recipient receives training at a non CIHR eligible institution, payment of the award may be made directly to him or her.
2-A5 Other Funding Sources
2-A5.1 Grant Programs only
A CIHR grant recipient may receive funds, to cover the costs of a research project, from other sources (other than NSERC and SSHRC). However, the total funding received from all sources (government and non-government) for any expense to which CIHR funding applies, cannot exceed 100% of its actual cost.
In addition, an individual may not apply for, or receive funds from:
- one or more CIHR funding opportunity for the same (or very similar) project or expense;
Exception: Recipients of CIHR grant(s) may hold a CIHR salary award (e.g., an investigator award) or salary support from a CIHR program that explicitly allows for salary support of investigators (e.g., within a New Emerging Team); - NSERC or SSHRC if they have or will apply for funding from CIHR for the same (or very similar) project or expense.
If you have applied for, or have received funding from any source, for a project for which you are applying to CIHR, CIHR will request a duly completed "Funding Overlap Declaration" if approved for funding.
2-A5.2 Salary Award Programs only
In order to allow as many researchers as possible to benefit from federal, peer-reviewed funding, recipients of awards must not hold concurrently a CIHR salary award and:
- a CIHR training award;
- another federally funded salary award (e.g., a Canada Research Chair).
CIHR's contribution to the salary award may be supplemented at the discretion of the Institution Paid.
2-A5.3 Training Award Programs only
In order to allow as many researchers as possible to benefit from federal, peer-reviewed funding, recipients of awards must not hold concurrently a CIHR training award and:
- a CIHR salary award;
- another federally-funded training award.
A training award recipient may, with the approval of their supervisor(s), earn additional amounts from other sources, including grants.
For example, training award recipients may:
- engage in, and accept remuneration for limited departmental activities that contribute to their development as a future independent researcher, provided that this does not interfere with their research training progress;
- assist a professor or teacher with instructional responsibilities, up to a maximum of 200 hours per year, provided that this does not interfere with their research training progress;
- hold additional awards provided that the total monthly value of the additional awards during the period of overlap with the CIHR training award does not exceed fifty (50) per cent of the monthly value of the CIHR stipend. This limit does not apply to supplements being paid from grants to recipients of CIHR training awards.
2-A6 Other Activities of Recipients During Tenure (Salary Award Programs only)
Salary award recipients may engage in teaching and consultation to a limited extent, and there is no restriction on the time they spend in the supervision of research trainees.
2-A7 Eligibility of Partner Contributions
2-A7.1 Cash Contributions
Eligible Cash Contributions
- Industry-Partnered Grant Programs only:
Seventy-five (75) per cent of the industry partner's required contribution toward the project must be in cash. - Integrated Knowledge Translation Grant Programs only:
The contribution from the knowledge-user partner toward the project may be in cash. - Industry-Partnered Salary and Training Award Programs only:
A hundred (100) per cent of the industry partner's contribution must be in cash.
CIHR funding cannot be levered against contributions provided in the past and/or for support of research that has already started or been completed.
Non-Eligible Cash Contributions (Industry-Partnered Grant Programs only)
- financial support received from another federal department or federal agency (e.g., NSERC, Health Canada, etc.) or from a public funding organization;
- partner cash contributions that have already been used to lever money from another public source;
- cash contributions provided in the past (e.g., any point in time before the application deadline of a successful proposal) for the support of research that has already been conducted.
2-A7.2 In-Kind Contributions
Eligible In-Kind Contributions
- Industry-Partnered Grant Programs only:
Up to twenty-five (25) per cent of a partner's required contribution may comprise of in-kind (cash-equivalent) contributions. The types of in-kind contributions that are recognized and therefore considered eligible to lever CIHR funding are listed in the "In-kind Eligibility Table". - Integrated Knowledge Translation Grant Programs only:
The contribution from the knowledge-user partner toward the project may be in-kind.
CIHR funding cannot be levered against contributions provided in the past and/or for support of research that has already started or been completed.
Non-Eligible In-Kind Contributions (Industry-Partnered Grant Programs only)
- costs incurred internally and routinely by the partner, including salaries and routine product development work (e.g., protocol development, matched placebos, trial monitoring by the partner);
- in the case of randomized controlled trials, the cost of the medication under study, if it is the partner's product;
- patenting, legal fees, external charge-out or consultant rates incurred by the partner;
- regular membership or subscription fees in industrial consortia, or payments to cover general operational costs;
- overhead costs that are charged by the institution to the Nominated Principal Applicant or partner;
- secretarial or accounting services, cost of time attributed to research management, or other indirect costs; and
- travel of partner personnel.
Supporting Evidence for In-Kind Contributions
All in-kind contributions must be:
- accompanied by a statement signed by the partner's appropriate authorized official certifying the value of the contributions;
- appropriately documented to be recognized. The valuation of in-kind contributions must be stated either at the internal cost to the partner or at retail cost less forty (40) per cent, which ever is less.
2-A8 Eligibility of Expenses
2-A8.1 Grant Programs, Partnered Grants and Research Allowances from Awards only
For a listing and description of eligible expenses under CIHR grants, including partnered grants and research allowances paid from awards, consult the section titled "Use of Grant Funds" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-A8.2 Research Allowances (Salary Award & Training Award Programs only)
Eligible Expenses
A research allowance is provided to contribute to the costs of the award recipient's:
- research equipment;
- materials and research supplies;
- travel to scientific meetings held either inside or outside Canada.
Non-Eligible Expenses
- course fees;
- health insurance;
- non-discretionary benefits.
For other eligible and non-eligible costs under research allowances, consult the section titled "Use of Grant Funds" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
Supporting Evidence for Expenses
For required documentation to support expenditures charged to grants and research allowances, consult the subsection titled "Supporting Evidence" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-A9 Continuing Individual Eligibility Requirements
CIHR's policy for confirming recipients' continued eligibility to hold CIHR grants and awards, consult the subsection titled "Continuing Eligibility" in the "Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide".
For training award recipients receiving direct payments, CIHR will contact the training award recipient directly to confirm that they continue to be eligible according to the funding opportunity eligibility criteria. However, the training award recipient must contact CIHR's Finance Division as soon as their eligibility changes during tenure of the training award.
2-A10 Ownership of Items Purchased with CIHR Funds
For CIHR's policy on ownership of items purchased with CIHR funds, consult the subsection titled "Ownership of Items Purchased with Grant Funds" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-A11 Ownership of Collections and Specimens
For CIHR's policy on ownership of collections and specimens, consult the subsection titled "Ownership of Collections and Specimens" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-A12 Requests for Supplementary Funds
Applications for supplementary funds during the course of CIHR funding will not be considered except for paid parental leave (Grant, Training and Salary Award Programs) and research allowance (Salary Award Programs only).
2-A13 Deferral of Instalment/Annual Commitment Payments (Grant & Training Award Programs only)
For CIHR's policy on the deferral of annual commitment payments, consult the subsection titled "Deferral of Instalment/Annual Commitment Payments" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-A14 Extension Period for Use of Funds Beyond a Funding Period (Grant Programs only)
For CIHR's policy on extensions for the use of funds beyond the grant period, consult the subsection titled "Extension Period for Use of Funds beyond a Grant Period" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-A15 Termination of Instalments/Annual Commitments
For CIHR's policy on termination of instalments/annual commitments, including the responsibilities of the institution and the recipient, consult the subsection titled "Termination of a Grant" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-A16 Residual Balances
For CIHR's policy on residual balances, consult the subsection titled "Residual Balances" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
In addition:
- Grantees may not build-up funds without proper justification. The need for funds must be clearly demonstrated (Grant Programs only).
- Any unspent/residual funds from the research allowance remaining at the end of the fiscal year will be carried forward for use during remaining years until the research allowance or training award is completely spent or terminated. A Nominated Principal Applicant may apply receipts against the research allowance for up to three months beyond the official termination date, at which time the account must be finalized (Salary Award & Training Award Programs only).
- If the training award is paid directly to the training award recipient, he/she is responsible for returning any remaining funds to CIHR (Training Award Programs only).
2-A17 General Income Tax and Benefits (Training Award Programs only)
2-A17.1 Taxation
Training awards, whether held inside or outside Canada, are taxed as income by the Canadian government.
Training award recipients receiving payments through Canadian institutions must be issued T4 or T4A slips by the institution rather than by CIHR. CIHR issues T4A slips in February to all training award recipients paid outside of Canada during the previous calendar year, regardless of whether the payments were made directly to the training award recipients or to a non-Canadian institution.
Since no deductions are made at source by CIHR, training award recipients are responsible for determining the amount of tax they must pay, and for forwarding this amount to the Canada Revenue Agency. For information, call toll-free 1-800-959-5525 for services in English or 1-800-959-7775 for services in French.
Training award recipients can obtain information about the amount and method of payment, the deductions allowed, and the receipts required from their "local tax services office". Residents of Quebec must also contact Revenue Québec, Service des renseignements spécialisés at 819-770-1768.
The Federal government has recently announced that for 2006 and subsequent taxation years, the amounts received in the year by an individual on account of scholarships, fellowships, and bursaries may be excluded from income.
In 2007 CIHR reviewed the primary purpose of its training awards and changed the primary purpose to education and training rather than research. This determination makes the income of CIHR Training Awards taxable under Paragraph Section 56(1)(n) of the Canadian Income Tax Act. In some cases training award recipients may be eligible for a tax exemption on this income if they are registered in a full-time qualifying education program at a qualified institution. Contact the Canada Revenue Agency directly for further information.
2-A17.2 Child Tax Benefit
Award recipients with dependent children under the age of 18 years may be eligible to receive Child Tax Exemptions from the Canadian government even while holding awards outside the country. Pertinent information may be obtained from the Canada Revenue Agency. While in Canada, training award recipients may use the toll free number 1-800-387-1193 to obtain more information. While abroad, information may be obtained by dialling 613-952-3741 for services in English and 613-954-1368 for services in French.
2-A18 Financial Reporting
2-A18.1 Financial Reporting Requirements (Grants & Research Allowances Paid from Awards only)
For the institution's financial reporting requirements for grants and research allowances, consult the subsection titled "Financial Reporting" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-A18.2 Financial Monitoring (Visits) of Accounts
For CIHR's responsibilities with regards to the monitoring of accounts, consult the subsection titled "Financial Monitoring of Accounts" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-A19 Intelectual Property/Patents Requirements
For CIHR's policy on intellectual property/patents, consult the subsection titled "Intellectual Property/Patents" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
In addition, the onus is on the Nominated Principal Applicant (or the Institution or both, depending on the Institution's policy on ownership of Intellectual Property) to seek patent protection, in collaboration with the partner where applicable, for inventions or developments arising from CIHR-supported research.
2-A20 Research Reporting
2-A20.1 End of Grant Reports (Grant Programs only)
CIHR collects, analyzes and disseminates information on the outputs and impacts of the research it funds. This information is an important part of CIHR accountability within the Federal Government and to Canadians.
As a condition of funding, a Nominated Principal Applicant may be required to file an end of grant report within 18 months of the End of the Grant. The Nominated Principal Applicant will be advised of any specific grants subject to this reporting requirement.
2-A20.2 Communication of Research Results
Support for research by a federal funding agency is an investment by the people of Canada. CIHR seeks to demonstrate a return on investment for taxpayers through the promotion of key research developments and results. The research process is not complete until the results are validated and openly transmitted to the appropriate audience. Researchers are expected to maximize the impact and utility of their work and to ensure maximum impact on the field for the following reasons:
- Greater access to research publications promotes the ability of researchers and knowledge users in Canada and abroad to use and build on the knowledge needed to address significant health challenges;
- Open access promotes accessibility to funded research and will serve to increase the international visibility of Canadian research.
This subsection provides information on roles and responsibilities of recipients of funding and when communicating jointly about funded health research, as well as direction on acknowledgement and recognition requirements. CIHR Public Affairs is available to provide further information, advice and guidance and can be reached at 613-941-4563 or by e-mail at mediarelations@cihr-irsc.gc.ca.
Responsibilities of the Recipient
Each Recipient agrees to:
- collaborate with CIHR on public communication initiatives related to research funding and findings;
- disseminate their research findings through the most appropriate dissemination vehicle;
- comply with CIHR's policy on "acknowledgment";
- acknowledge CIHR's financial support in peer-reviewed research publications by citing the corresponding funding reference number (FRN). For example: "This work was supported by the Canadian Institutes of Health Research [funding reference number(s) xxxxxx]". Funder attribution will enable CIHR to utilize and promote our publishing output;
- list all sources of funding if multiple grants and/or funding agencies support the grant or award;
- archive their peer-reviewed manuscript in an open access repository or publish in an open access journal in accordance with the "CIHR Policy on Access to Research Outputs".
Responsibilities of the Institution
For the institution's responsibilities regarding communication of research results, consult the schedule titled "Schedule 15: Public Communication" and the "Frequently Asked Questions (FAQs)" document in the Tri-Agency (CIHR, NSERC & SSHRC) Memorandum of Understanding on the Roles and Responsibilities in the Management of Federal Grants and Awards (MOU).
2-A20.3 Archiving of Research Data
For CIHR's policy on archiving research data, consult the subsection titled "Archiving of Research Data" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-B Special Circumstances
2-B1 Leaves of Absences
2-B1.1 Family Medical Leave
For CIHR's policy on family medical leave for grant and training salary award recipients, consult the subsection titled "Maternity, Parental, Medical or Family Medical Leave for Grantees" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
Training Award Programs only
Training award recipients may be granted a paid leave of absence for the provision of care and support to an "immediate family member" who has a serious medical condition with a significant risk of death occurring, up to a maximum duration of two (2) months, upon CIHR approval.
The tenure of the training award will not be extended by the period of the family medical leave.
The time accumulated while on leave must not add up to more than 12 months in total. After 12 months, leaves will be unpaid and the end date of the training award will no longer be extended except in the case of parental leave. For training award recipients with a term equal to or less than one year, leaves of absence must not exceed 4 months.
Information pertaining to the documents to be submitted can be found on the "Checklist for Family Medical Leave for Training Award Recipients".
2-B1.2 Maternity and/or Parental Leave
(Return to the General Index)Nominated Principal Applicants (Grants & Salary Award Programs only)
For CIHR's policy on parental leave for grant and salary award recipients, consult the subsection titled "Maternity, Parental, Medical or Family Medical Leave for Grantees" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
Nominated Principal Applicants (Training Award Programs only)
Training award recipients may request a paid parental leave if interrupting their studies/award within six months of the birth or adoption of children in order to be primary caregiver for the child/children for up to a maximum duration of six (6) months, upon CIHR approval. For training award recipients with a term equal to or less than one year, leaves of absence must not exceed 4 months. If both parents are supported by a federal funding agency, each parent may take a portion of the parental leave for a combined maximum duration of six months. A training award recipient may request a parental leave for every birth and/or adoption that occurs during the tenure of a training award, even if the total of the leaves adds up to more than 12 months.
A training award recipient is permitted to start a training award while on a paid parental leave provided they return to the research training environment for a term of equal duration to the leave taken. In the event that the training award recipient does not return to the research training environment for a term of equal duration to the leave taken, the training award recipient must reimburse CIHR the amount of stipend and the research allowance (if applicable) that would represent the difference between the term of the leave and the amount of time spent in the research training environment after their return.
Upon confirmation of return to the research training environment, the stipend (not the research allowance) will be extended by the duration of the leave to a maximum of six months.
The time accumulated while on leave must not add up to more than 12 months in total. After 12 months, leaves will be unpaid and the end date of the training award will no longer be extended except in the case of parental leave.
Information pertaining to the documents to be submitted can be found on the "Checklist for Maternity and/or Parental Leave for Training Award Recipients".
Students and Postdoctoral Fellows (Grant Programs only)
For CIHR's policy on parental leave for students and postdoctoral fellows paid from CIHR grants, consult the subsection titled "Paid Maternity and Parental Leave for Students and Postdoctoral Fellows" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-B1.3 Medical Leave
Nominated Principal Applicants (Grant and Salary Award Programs only)
For CIHR's policy on medical leave for grantees, consult the subsection titled "Maternity, Parental, Medical or Family Medical Leave for Grantees" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
Nominated Principal Applicants (Training Award Programs only)
Training award recipient may request paid medical leave, up to a maximum duration of six (6) months.
The tenure of the award will not be extended by the period of the leave.
If the leave is approved, CIHR will adjust the dates of tenure of the training award and the payment of stipends and research allowances (if applicable).
A training award recipient is permitted to start a training award while on a paid medical leave provided they return to the research training environment for a term of equal duration to the leave taken.
The time accumulated while on leave must not add up to more than 12 months in total. After 12 months, leaves will be unpaid and the end date of the training award will no longer be extended except in the case of parental leave. For training award recipients with a term equal to or less than one year, leaves of absence must not exceed 4 months.
If the training award recipient does not return to the research training environment for a term of equal duration to the leave taken, the training award recipient must reimburse CIHR the amount of stipend and the research allowance (if applicable) that would represent the difference between the term of the leave and the amount of time spent in the research training environment after their return.
Information pertaining to the documents to be submitted can be found on the "Checklist for Medical Leave for Training Award Recipients".
2-B1.4 Relocation Leave (Training Award Programs only)
Training awards recipients may request a paid relocation leave during the tenure of the training award, up to a maximum duration of one (1) month, due to the departure or leave of absence of their primary supervisor, upon CIHR approval.
The time accumulated while on leave should not add up to more than 12 months in total. After 12 months, leaves will be unpaid and the end date of the training award will no longer be extended except in cases of parental leave. For training award recipients with a term equal to or less than one year, leaves of absence should not exceed 4 months.
The tenure of the training award will not be extended by the period of the leave.
Information pertaining to the documents to be submitted can be found on the "Checklist for the Relocation of a Training Award Recipient".
2-B1.5 Sabbatical Leave (Grant & Salary Award Programs only)
Recipients of grants and salary awards are eligible for sabbatical leave in accordance with normal local institutional policies.
For CIHR's policy on sabbatical leaves for grantees and salary award recipients, consult the subsection titled "Sabbatical Leave" in the "Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide".
In addition, for salary award recipients:
- they may only be on sabbatical leave up to 12 months for each six-year period as a member of faculty;
- the sabbatical leave must be granted by CIHR.
Information pertaining to the documents to be submitted:
- "Checklist for Sabbatical Leave for Grantees";
- "Checklist for Sabbatical Leave for Salary Award Recipients".
2-B1.6 Other Leaves (Training Award Programs only)
In circumstances other than family medical leave, maternity and parental leave, medical leave & relocation leave, CIHR will suspend payment of the training award during the absence period. Upon confirmation of return to the research training environment by the primary supervisor, CIHR will extend the training award by a period equal to the duration of the leave to a maximum of 12 months.
The time accumulated while on leave must not add up to more than 12 months in total. After 12 months, leaves will be unpaid and the end date of the training award will no longer be extended. For training award recipients with a term equal to or less than one year, leaves of absence must not exceed 4 months.
Information pertaining to the documents to be submitted can be found on the "Checklist for Other Leaves for Training Award Recipients".
2-B2 Deviation from Proposed Activities and/or Budget
2-B2.1 Grant Programs only
For CIHR's policy on changes to proposed activities and budget, consult the subsection titled "Deviation from Proposed Activities and/or Budget" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-B2.2 Salary Award & Training Award Programs only
Salary awards, stipends (training award programs only) and research allowances are not interchangeable (e.g., salary awards cannot be used as grants, a stipend cannot be used as a research allowance and vice-versa).
2-B2.3 Training Award Programs only
Funds must be used for the purpose and the research activities for which they were intended.
The award recipient must receive CIHR's approval before making any changes pertaining to the location of tenure, the course of study, the research project and/or the Primary Supervisor.
Information pertaining to the documents to be submitted can be found on the "Checklist for Changes Pertaining to the Location of Tenure, including Proposed Relocations to Institutions Outside of Canada, and/or the Course of Study and/or the Supervisor for Training Award Recipients".
2-B3 Relocation of a Nominated Principal Applicant to an Eligible Canadian Institution
For CIHR's requirements for requesting a relocation to a CIHR eligible Institution Paid, consult the subsection titled "Relocation of a Grantee to an Eligible Canadian Institution" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
In addition:
- In order for CIHR to consider a request to transfer grant(s) held by a Nominated Principal Applicant to another institution, the proposed new Institution Paid must be a "CIHR Eligible Institution" at the time of the transfer request;
- CIHR will consider requests received after the application deadline but prior to the effective date of funding.
Information pertaining to the documents to be submitted:
- "Checklist for the Relocation of a Grantee to an Eligible Canadian Institution";
- "Checklist for the Relocation of a Salary Award Recipient to an Eligible Canadian Institution".
2-B4 Moving Equipment
For CIHR's policy on moving equipment or an unexpended equipment grant, consult the subsection titled "Moving Equipment or an Unexpended Equipment Grant" in the Tri-Agency (CIHR, NSERC & SSHRC) Financial Administration Guide.
2-B5 Changes to Applicants (Grant and Training Award Programs)
2-B5.1 Replacing Individuals on Existing Grants and Training Awards
The replacement of individuals (i.e., Nominated Principal Applicant, Principal Applicants and Co-Applicants on existing grants and supervisors on training awards) will be considered as a result of a change in eligibility, resigning or retiring from the academic or research position, illness or death, and must be assessed and approved by CIHR.
The proposed replacement must meet the "individual eligibility requirements", including any specific individual eligibility requirements, outlined in the original funding opportunity description.
Information pertaining to the documents to be submitted can be found on the "Post-Administration Instruction Checklists".
