Researcher

The researcher will initiate the grant/contract application. They will decide to apply to a granting agency for funding (as is usually the case with peer-reviewed agencies), or initiate contact directly with an agency (as is usually the case with private industry).

If a researcher is applying to a granting agency, they will complete the necessary forms and submit these to HRS (for FHS projects) or ROADS (for other faculties) for processing and approval. HRS or ROADS will send the forms to the agency.

If funding is coming from a company, even if it is in the form of a grant, then it should be administered by the McMaster Industry Liaison Office (MILO). MILO handles all industry agreements including memorandums of understanding (MOUs) and collaborative agreements. MILO is not restricted to service or contract research. The director of MILO is the designated signing authority for the University on all contract research, so their office must be involved in any negotiations from the outset.

Researchers should not submit proposals directly to a sponsor without obtaining a review and signatures from the appropriate office at the university (i.e. HRS, MILO or ROADS). An individual faculty member does not have the authority to sign agreements or contracts on behalf of the university. Any agreements or contracts signed by an individual is not legally binding to the university and that individual will be responsible for significant costs and the tax status of the grant from the perspective of the Canada Revenue Agency.

Department

The researcher should ensure that their department – through the chair’s office or the department manager – is aware of any applications they are making to granting agencies or any pending research agreements. The department can help the researcher prepare the application, administer the grant and do the budgeting. They will also be involved with any relevant personnel issues.

HRS/ROADS/MILO

Prior to the final submission, the researcher must make HRS/ROADS/MILO aware of any applications to granting agencies. These offices will review and approve the application on behalf of the University. The researcher must consult HRS, in conjunction with the department, on issues such as laboratory space, ethics approval, and safety issues (chemical usage and storage), where necessary. For non-peer-reviewed research, these offices can help determine if the project should be a grant or a contract, what budgetary items are allowable, and what indirect costs should be included.