Guide to Research Grants

Institute of Social and Economic Research

Institute of Social and Economic Research (ISER)

■ General Information

ISER Purpose and Mandate

The purpose of the Institute shall be to undertake, sponsor and publish research within such disciplines and in such parts of the world as are deemed of relevance to Newfoundland and Labrador. Without limiting the generality of the above, research pertaining directly to social and economic development in Newfoundland and Labrador shall be of special importance.

ISER Books

ISER runs an active publications programme. Most of the publications originate in research undertaken by ISER itself, through its Fellowships and Grants, or from conferences convened under its auspices.

Other Publications

ISER Research and Policy Papers: shorter papers on basic and applied social scientific research.

ISER Reports: reports resulting from ISER-sponsored research which are not appropriate for publication as ISER Books.

ISER Conference Papers: collections of papers presented at ISER-sponsored conferences.

ISER Occasional Papers: include those papers that have not been developed to the level of a Research and Policy Paper. They reflect work in progress and have been judged to be of sufficient topical interest to be worthy of limited circulation at a limited cost.

Seminars and Conferences

ISER sponsors seminars and conferences on topics that fall under its research mandate.

Applied and Contract Research

ISER engages in various forms of applied and contract research. Ideas should be discussed with the Director.

Structure

The ultimate responsibility for the affairs of the Institute is vested in the Executive Committee. The Director assumes the responsibility for the day-to-day affairs of the Institute and provides leadership for the activities of the Institute. An Administrative Officer and Secretary work directly with the Director.

ISER Books is under the control of a Manager who is assisted by a four-member Publications Panel. A Managing Editor works directly with the Manager.

Detailed brochures on the Institute as well as a catalogue listing ISER Books and other publications are available from the ISER office:

Institute of Social and Economic Research
Faculty of Arts
Memorial University of Newfoundland
St. John’s, Newfoundland, Canada
A1C 5S7

Telephone: (709) 864-8156
Facsimile: (709) 864-2041
E-mail: iser@mun.ca
Web site: http://www.mun.ca/iser/

Research Grants

■ Purpose and Definition

The Institute entertains proposals from individual scholars, both from within Memorial University of Newfoundland and elsewhere, for specific research projects which fall under the research mandate of ISER (see page 1).

The Institute also supports joint research projects conducted by several social scientists working together. Potential applicants for joint projects should consult the Administrative Officer or Director.

Research Grants are available to graduate students, faculty members and non-affiliated scholars to help defray the cost of such items as travel, subsistence, research assistance and materials and supplies necessary for carrying out a research project.

Exceptionally, assistance may also be provided to defray some of the costs incurred in writing up material, presenting papers at conferences, and other research-related matters, but it is normally expected that such expenses be covered from other sources.

ISER research projects may incorporate research assistantship for undergraduate and/or graduate students paid at prevailing university rates and conforming to university regulations. However, ISER Research Grants are not intended to cover faculty research within which is incorporated the research for a graduate student’s degree. Such graduate student research support should be sought through the ISER Master and Doctoral Fellowship competitions.

Applicants should also submit applications to other granting agencies, particularly for projects requiring large sums. The Institute is prepared to fund portions of projects that are also partially funded by other agencies, but there must be no overlap of funding. Successful applicants who also receive funding from other agencies must inform the Director.

Note: ISER also offers Fellowships in a number of categories. Applicants should consult the appropriate guidebook to determine which programme is appropriate.

■ Adjudication

Research Grant proposals are adjudicated by the ISER Awards Panel. The Awards Panel’s recommendations must be approved by the Executive Committee.

■ Appeals and Resubmission

Although no appeals can be entertained, unsuccessful applicants may resubmit, in the next competition, a revised application which addresses the concerns of the Awards Panel. It will be adjudicated in accordance with normal procedures.

Applications - Research Grants

■ Deadlines and Announcements

The annual deadline date for submission is March 1 of each year. Decisions are typically announced by mid-May.

■ Materials Required

The following materials must accompany an application form:

- Curriculum vitae of the applicant and any other personnel involved in the research project. The tasks and need for any personnel must be clearly stated.

- A research proposal consisting of a maximum of six typewritten pages (single-spaced, 12 pt. font).

- Any questionnaires or other research instruments to be used in the research.

- One copy of a sample of the applicant’s written work.

- For research proposals involving the use of human subjects, written notification of approval from the applicant’s university’s ethics committee.

- Three confidential letters of appraisal (forms enclosed within the application).

- Applications must be typewritten.

■ Signatures

All applications must be signed by the following:

- The applicant.
- Head/Director of Academic Unit (required for faculty and graduate students only)
- Graduate Co-ordinator of Academic Unit (required for graduates students only)

■ Eligibility of Proposals

All research proposals must fall under the research mandate of the Institute (see page 1).

■ Eligibility of Applicants

Research Grant applications will be accepted from graduate students, faculty members or non-affiliated scholars from within Memorial University of Newfoundland or elsewhere.

Applicants can apply for only one Research Grant in each competition.

Normally, the same applicant will be limited to a maximum of two research grants during a three-year period.

Budget and Payment of Research Grants

■ General

Grantees must commence research in the calendar year in which the award is made. If research is not commenced by December 31, the candidate must reapply in another competition.

Research Grants are for direct costs of research. Effective December 2005, by recommendation of the ISER Awards Panel, the Executive Committee of ISER agreed to establish a ceiling of $8,000 on research grants awarded.

All expenses are paid in accordance with the policy and procedures of Memorial University of Newfoundland.

No expenses are to be charged to Memorial University of Newfoundland.

The holder of a Research Grant is accountable to the Administrative Officer for the proper disposition of funds designated for travel, research assistance, subsistence, materials, supplies or other approved expenses.

The holder of a Research Grant is responsible for providing original receipts for all accountable expenses.

Applying for Expenses Already Incurred

In the event that legitimate expenses are incurred after submitting an application, but before the awarding of the grant, if the candidate is successful in the competition, such expenses will be honored as part of the award, retroactive to the competition deadline date (March 1).

■ Research-Related Travel and Subsistence Expenses

Travel and subsistence expenses will be approved where data or sources of information essential to the research project are not available in the applicant’s place of residence.

A full justification must be provided, including written evidence of travel and accommodation costs (such as travel agent quotations, bed and breakfast quotations, etc.).

Travel costs of dependents will not be covered.

All travel forms are available from the Administrative Officer of the Institute. All travel must be preauthorized well in advance of the travel. To receive monies allocated for travel and subsistence, Research Grant holders can either:

1) request a travel advance at least 15 working days before the travel commences. Travel advances must be accounted for within 10 days of completion of the travel.

2) pay for travel expenses personally and submit original receipts for reimbursement upon completion of the trip.

When accounting for travel advances or requesting reimbursement, Research Grant holders must complete a “travel claim form” identifying all expenses on a daily basis. All expenses listed on the travel claim must have an original receipt for backup. These receipts should be numbered consecutively as listed on the travel claim.

The following guidelines must be followed regarding approved travel and subsistence:

Transportation

When airfare is authorized, it will be reimbursed at the cheapest available rate. Grant holders will purchase and pay for their own ticket, the cost of which is claimable provided the original ticket stub is included with the travel claim.

The Research Grant holder is responsible to recover funds for all unused portions of airline tickets.

When bus or train fare is authorized, Research Grant holders must purchase and pay for their own ticket, the cost of which is claimable provided the original ticket stub is included with the travel claim.

A taxi may be used when the use of such transportation is justifiable and reasonable and when it is the most economical means of transportation under the circumstances. When taxis are authorized, original vouchers are required for all taxi expenses in excess of $5.00. The starting point and destination of a taxi trip must be stated on the travel claim.

When travel by a privately-owned vehicle is authorized, the reimbursement rate will be at the current Memorial University of Newfoundland rate. Charges for bridge, ferry and highway tolls are allowed, but claims may not be made for storage, traffic violations, repairs, towing, etc.

When car rental is approved, Research Grant holders must arrange and pay for the car rental themselves, the cost of which is claimable provided original receipts are submitted.

Subsistence

Subsistence may only be applied to time spent away from principal place of residence.

Amounts of subsistence requested should be based on local scales for meals. Refer to policy T-1 Travel Guidelines - General Schedule A for the current rates for meals and accommodation allowances.

Original receipts must be submitted with the travel claim for reimbursement of accommodations.

■ Research Assistance/Personnel

Applicants wishing to hire research assistants or other personnel must show that this is justified by the research needs of the project.

Research assistants, student assistants or clerical staff must be paid in accordance with Memorial University of Newfoundland rates.

All such personnel must be appointed by the Department of Human Resources of Memorial University of Newfoundland. Grant holders should contact the Administrative Officer at least four weeks before the actual work is to begin, in order to have personnel on payroll by the beginning date. Personnel will subsequently be paid, bi-weekly, on the submission of time reports.

All personnel must be Canadian citizens or permanent residents unless it can be shown that candidates are not available in Canada or that projects require the hiring of assistants abroad. Personnel hired in Canada who are neither Canadian citizens nor permanent residents must have employment visas issued by Employment and Immigration Canada.

■ Materials and Supplies

Disposable Supplies

Reasonable amounts are allowable for stationery or other materials required for the research project. Main items should be identified in the budget.

Non-Disposable Supplies

Normally, ISER does not fund the purchase or repair of non-disposable equipment or supplies such as computers, tape recorders, or reference materials. Special requests can be submitted with full justification. If an exception is made, the non-disposable equipment or supplies must be returned to ISER upon completion of the research project. ISER has limited computer and other equipment available for loan to researchers on a first come, first serve basis. Such requests should be stated in the application.

Grant holders should provide original receipts to the Administrative Officer for reimbursement for approved materials and supplies.

■ Other Expenses

Reasonable amounts are allowable for postage, telephone calls, photocopying or other expenses related to the research project. Items should be identified in the budget.

Grant holders should provide original receipts to the Administrative Officer for reimbursement of other approved expenses. In the case of telephone calls, the name of the person called and a brief explanation should be provided with the original receipt.

Grant Holders Responsibilities

■ Grant Period

The period for which the Research Grant is requested must be clearly identified on the application form. Grantees must commence research in the calendar year in which the award is made. If research is not commenced by December 31, the candidate must reapply in another competition.

The effective dates of a research award will be stated in a letter from the Director, to whom the Research Grant holder is responsible.

■ Accountability

The holder of a research award of any description shall be accountable to the Administrative Officer of ISER for the proper disposition of funds. (See Budget and Payment of Research Grants section on page 5.)

■ Terms and Conditions of Holding a Grant

The terms of a Research Grant shall be stated in a letter from the Director of ISER, to whom the Grant holder is responsible.

ISER reserves the right to terminate any award on the grounds that the planned research has not been carried out within agreed time limits, or in accordance with agreed terms, for which the original research proposal was accepted and the letter of appointment shall be evidentiary. But before such action is taken the holder of the award has the right to one month’s notice with detailed explanation and a hearing by the Executive Committee.

■ Reports

Financial Records

Grant holders will be responsible for keeping original receipts of all research expenses for submission to the Administrative Officer. (See Budget and Payment of Research Grants section on page 5.)

Progress Report/Final Report

Grant holders may be required to submit brief progress reports on their work from time to time as requested by the Director. All Grant holders must provide a final report on their research within 30 days of completion of their award.

■ Written Materials

Copies of any written materials produced as a result of ISER’s financial support (including the thesis or journal articles) should be submitted to ISER.

■ Publications Rights and Procedures

The Institute reserves the first rights to publish material produced as a result of ISER research grant support.

Grant holders wishing to submit materials to ISER for publication should follow the procedures listed below.

Procedures: Manuscripts

1) ISER is interested in considering manuscripts which fall within the Institute’s range of interests. Enquiries as to suitability may be made to the Manager, ISER Books, who handles book-length manuscripts.

2) An initial decision as to whether the manuscript is of interest to ISER is usually made without much delay. A longer interval, however, is needed to secure the considered assessments and recommendations of two or three readers before a final decision on publication is reached.

i. the Publications Panel will identify possible readers/reviewers for the Manager;

ii. independent assessment will be sought for all manuscripts;

iii. for Memorial University of Newfoundland community authors, outside readers will be recommended;

iv. individuals invited to serve on the Publications Panel will be advised that as a condition, they will not be permitted to submit manuscripts to ISER Books during their term;

v. members of the Executive Committee and the ISER Director may submit manuscripts; the Publications Panel is an arm’s-length body and independent; should a member of the Executive or the Director submit a manuscript, he/she will not participate in discussions, deliberations, or vote on matters relating to the submission or the contract.

3) An author may be informed of the rejection of the manuscript or consulted concerning the nature of revisions that are recommended. Authors will be sent copies of readers’ reports or a précis thereof.

4) The author undertakes revisions, and if these are satisfactory, decisions are taken concerning publication: either publication and receipt of a subvention (see below) or publication even without a subvention.

5) The next stage is copy editing—getting the manuscript into presentable shape for publication as a book or report.

6) The time elapse between completion of copy editing and publication can vary. When, for example, a manuscript is sent to a granting agency, such as the Aid to Scholarly Publication Programme of the Humanities and Social Science Federation of Canada (HSSFC), we are constrained by their timetable. Further revisions may be required in this process.

7) In the stages of final preparation, authors are responsible for the supply of all illustrative material and credits for the same, and for the making of an Index.

Procedures: Articles

Authors of articles are encouraged to submit to appropriate journals. However, if article-length manuscripts and reports are submitted to ISER, there is a review process similar to that described above. After acceptance of the article-length manuscript, the necessary editorial and revision work proceeds. One final copy is produced. A short abstract about that publication would be placed on the ISER website to serve as notification of publication and to provide information about how copies would be made available. Hard copies will be printed on demand and priced in relation to the cost of reproduction and recovery.

■ Citations

Those who receive financial support from ISER will be expected to cite such support in whatever publications result from their research.

■ Guidelines For Research Involving Human Subjects

Research at Memorial University is subject to ethical approval granted by the Interdisciplinary Committee on Ethics in Human Research (ICEHR). For the most recent information on Memorial University’s ethics policies and procedures, please check the university’s website www.mun.ca/research/ethics.

Applicants from Memorial University where required, must obtain ICEHR approval for their research. Such approval may be included with the application or subsequently, but funds will not be released until evidence of approval is provided. Applicants from outside Memorial University should also seek ICEHR approval or provide evidence of such approval from their own institutions.

■ Seminars

Grant holders may be requested by the Director to give a seminar on their research.

■ External Funding

Information on external funding sources is available at ISER or from the Office of Research at Memorial University of Newfoundland. By University policy, requests for external support must be approved by the appropriate Head and Dean or Director, and by the Vice-President (Research) on behalf of the University.

Download the Guide in PDF.

Download a Research Grant Application in PDF.

effective: January 2007