In some cases researchers can apply for an “In Principle Authority” and have part of their funds released.  This is very limited.  For further information please contact the office of the Hamilton Integrated Research Ethics Board (HIREB) directly.

Once all the initial award and/or agreement information is received and complete, the HRS Administration and Support Unit will submit the paperwork to the FHS Research Finance Office. They will review the information provided and activate a newly assigned account number. Consult the FHS Research Finance Office for further information on processes and policies.

The ability to extend an end date is subject to the agency/sponsor award guidelines and/or agreement.  First, review the agency/sponsor administering your award guidelines. If the agency/sponsor allows extensions, contact your FHS Research Finance Office who will provide guidance and next steps.

Researchers are responsible for research progress and final reports as set out in agency/sponsor guidelines and/or agreement conditions.  Certain institutional reports will be coordinated through HRS, for example: CFI, CRC, MRI ORF and ERA reports.  Note:  many agencies/sponsors have made receipt of deliverables a pre-condition of advancing subsequent installments of research funding.

Financial reports and statements for research awards are coordinated and authorized by the FHS Research Finance Office.

All research involving human or animal subjects, biohazardous materials, radioactive substances, or controlled goods and/or technology must receive clearance from a McMaster ethics, animal-care, biohazards, radiation safety or controlled goods review board before research can begin. A research account will not be opened until all applicable approvals are in place. Please see Certifications and Clearances for additional information.

Certifications and Clearances

All research involving human or animal subjects, biohazardous materials, radioactive substances, or controlled goods and/or technology must receive clearance from a McMaster ethics, animal-care, biohazards, radiation safety or controlled goods review board before research can begin. This includes projects that involve:

• human participants, their records or tissues;
• animals and their tissues;
• biohazardous materials (e.g. viruses, bacteria or yeast, cancer or immortalized cell lines, parasites, toxins of a biological origin, plant or aquatic pathogens);
• nuclear substances and radiation devices; or
• controlled goods (e.g. weapons, ammunition, explosives, weapon design and testing equipment, missile technology, technology necessary for the development, production or use of a controlled good).

Additional information about McMaster certifications and clearances can be obtained by visiting the following websites:

• Animal Research Ethics Board
• Controlled Goods Program
• Health Physics Department
• Hamilton Integrated Research Ethics Board (HIREB)
• McMaster Research Ethics Board (MREB)
• Presidential Biosafety Committee

NEW!
U.S. Public Health Service (PHS) – Financial Conflict of Interest Requirements Are you applying to a funding agency that falls under the U.S. Public Health Service Regulations? If so, a Declaration and Disclosure form concerning Financial Conflict of Interest must be completed, as well as completion of an on-line tutorial to demonstrate compliance with the requirements of the PHS. For further details regarding the requirements and access to the disclosure form, please select U.S. PHS – Financial Conflict of Interest.

Research may require an environmental assessment if it:

• takes place outside an office or a laboratory, or
• involves construction, operation, modification, decommissioning, abandonment or other activity in relation to a permanent physical structure.

For additional information about environmental assessments, visit the Canadian Environmental Assessment Agency

Please note that a research account will not be opened until all applicable approvals are in place.

1. To authorize the set up of a new account HRS requires:
   • A copy of the agency/sponsor award letter on company letterhead;
   • A research agreement (grant, subgrant, non-disclosure agreements, and amendments) defining the expectations and obligations of each party and fully signed by all parties.
2. A scope of work/ research proposal / application with Principal Investigator’s and Department Chair’s signatures
3. A budget and budget justification (including overhead required by University policy, as applicable per agency).
4.  A completed HRS Checklist signed by the Principal Investigator and the Department Chair
5. Proof of approval of human ethics, animal care, biohazard approval and or , where applicable or disclosure to our office that the research does not require certifications.  The principal investigator is responsible for providing the copy of the letter of approval from the appropriate authority to HRS.

The administration processes involved in the establishment of a research record and account set-up involve many steps and delays can occur for a variety of reasons, for example:

• HRS has no record of the award, agreement or contract;
• The agreement or contract is in the process of being reviewed, negotiated, or signed;
• Certifications (human ethics, biohazards, animal, and radioisotopes) are outstanding and/or HRS has not been notified that the certification has been approved;
• The award start date is in the future.

For clarification on a specific situation please contact an Administration and Support Unit Senior Advisor.

HRS will arrange for the FHS Research Finance Office to open your account once required certifications are in place. Assistance with your account will then be provided by the Research Accountants in the FHS Research Finance Office. The Research Accountants will help researchers access the grant money they have been awarded and adhering to university policies, the terms of the grant agreement, and granting agency rules. More information about the FHS Research Finance Office, including a list of Research Accountants, can be found on their website.

Researchers are responsible for knowing what expenses are allowed by the funding agency/sponsor.  Information on eligible expenses can often be found in the application information or on agency/sponsor web sites under an administration of grant funding heading.  If it is unclear whether an expense is eligible, please contact your Research Accountants in the FHS Research Finance Office.

For information about travel, please visit the Office of Financial Affairs Travel website.

For information about Purchasing, please visit the Office of Financial Affairs Strategic Procurement website.