Research administration

Questions with an asterisk (*) are new or recently updated.

I have an upcoming deadline for a grant or contract. How will I be impacted?

Research Grant and Contract Services (RGCS) and the Strategic Institutional Research Initiatives (SIRI) unit are moved to remote operations. The Memorial University Researcher Portal (ROMEO) is accessible remotely and faculty and staff should continue to use it for submission of applications and awards to RGCS.

I have a project with deliverables where I know I cannot meet the deadline. What should I do?

Please contact your project sponsor to discuss the potential of amending your project or requesting an extension. If you are unsure whom to contact, please submit an Amendment Event through the Researcher Portal and one of the staff members from RGCS will be in touch by remote means to assist you.

I have an application due to a sponsor, but am worried that RGCS will not submit it on time because of delays in processing times. What should I do?

RGCS is open for business remotely, but may experience reduced capacity and extended response times over the coming weeks. You should engage your academic unit as early as possible and ensure your application is submitted by the RGCS deadline.

I want to speak to a RGCS staff member but they may be working from home. How do I contact them?

If you know the individual you wish to speak with, please try their phone number and/or send them an email. They will contact you from there.

I want to meet with someone from RGCS. Is this still possible?

In keeping with the direction from Public Health Agency of Canada, RGCS has ceased face-to-face meetings. RGCS will be happy to have a conversation over the telephone. It is also exploring an expansion of our virtual meeting capabilities.

I hold tri-council research funding and I am wondering if RGCS will be processing my annual installment?

Annual verification emails were sent out during the week of March 9. Researchers should endeavour to respond to those if they have not already done so. This will enable subsequent processing of installments by RGCS, once funding has been received from the councils. On March 17, the Natural Sciences and Engineering Research Council of Canada (NSERC) posted program information in relation to COVID 19 to its website.

*Has Canada’s Tri-Agency released specific guidance?

Canada’s Tri-agency released the following message on COVID-19 on March 16. The Natural Sciences and Engineering Research Council of Canada (NSERC) is posting program information in relation to COVID 19 to its website. The Social Sciences and Humanities Research Council (SSHRC) posted the following message from its president on March 20 and has created a COVID-19: Impacts on SSHRC's policies and programs webpage. The Canadian Institutes of Health Research posted the following message from its president on March 19 and regularly posts updates here onlineUpdated 1:44 p.m., May 19.

*Can I request an extension to tri-agency grants because of COVID-19?

Although Research Grant and Contract Services (RGCS) is still awaiting further clarity on the processes the tri-agencies will be using with respect to extending projects affected by COVID-19, the following is guidance for researchers to begin the process of requesting an extension to their grant through RGCS. Please note: the following applies only to awards ending between Feb. 1, 2020, and March 31, 2021 (and includes awards currently in the automatic one-year extension period).

1. Open your grant file in the Researcher Portal and launch an “RGCS – Amendment” event against it;

2. Follow the instructions in the event and answer all questions, but RGCS is requesting extra, specific information in two particular questions;

a. In question 1.3 start the response with:

i. “THIS AMENDMENT REQUEST IS FOR AN EXTENSION RELATED TO COVID-19”.

ii. Please ensure you provide the current end date and the requested end date; and

b. In question 2.2, be as specific as possible regarding your plans for ethics or other clearances, especially if there were clearances in place earlier in the course of the project;

3. For these COVID-related extension requests, there is no additional documentation required and unit/faculty level approval will not be required. Updated 12:08 p.m., March 27

*Is there any further guidance?

Grant holders should also note the following:

    • Research Grant and Contract Services (RGCS) will prioritize amendment requests based upon those projects with imminent end dates. It expects significant volumes of these requests, so please be patient;
    • The more specific the information in your amendment request, the faster RGCS can process it as it will not need to contact you for clarification;
    • All other amendment requests should follow the established processes;
    • If you are unsure how to complete an event, please see the FAQs listed on main page of the Researcher Portal; and
    • Once RGCS has received direction from the tri-agencies on their processes for extension related to COVID-19, RGCS will make the information available to the Memorial University research community. Updated 12:09 p.m., March 27.

*I am a current recipient of an internal vice-president (research) grant (e.g., Seed, Bridge or Multidisciplinary Fund; Start-Up; Vitamin Fund; Artistic Creative; SSHCR Explore). My funding is currently expiring, or about to expire, in the next couple of months. Can I request an extension?

Memorial recognizes the impact of the evolving COVID-19 situation on our research community. Under these exceptional circumstances, researchers who have been awarded internal VPR grants that are expiring, or about to expire, may submit a request for an extension.

Approvals for extensions to internal VPR grants will evaluated and granted by the vice-president (research) or delegate on a case-by-case basis, taking into account the nature and duration of the anticipated research delay. The process for requesting an extension to an internal VPR grant is as follows:

1. Researchers should open their grant file in the Researcher Portal and launch an “Research Grant and Contract Services (RGCS) – Amendment” event against it;

2. Follow the instructions in the event and answer all questions, but RGCS is requesting extra, specific information in two particular questions;

a. In question 1.3 start the response with:

i. “THIS AMENDMENT REQUEST IS FOR AN EXTENSION RELATED TO COVID-19”.

ii. Please ensure you provide the current end date and the requested end date; and

b. In question 2.2, be as specific as possible regarding your plans for ethics or other clearances, especially if there were clearances in place earlier in the course of the project;

3. For these COVID-related extension requests, there is no additional documentation required and unit/faculty level approval will not be required. Updated 1:29 p.m., April 1

Will research meetings proceed?

Research groups should arrange meetings using remote methods.

I am a researcher and my study/work permit and/or passport are expiring soon. What do I do?

The Internationalization Office can support and advise students on their immigration questions; please contact international@mun.ca. For faculty members and visiting researchers, they can connect with Tina Kielly in Faculty Relations via email at tmulcahy@mun.ca.

What should I do if focus groups are a part of my research activities?

Memorial researchers should either delay these focus groups or consider another opportunity to conduct this research, such as online group sessions. Researchers are advised to review their research plans to address how to adapt their research-related activities.

How are the Technology Transfer and Commercialization Office (TTCO) services and supports affected by the pandemic?

The TTCO is working remotely and accessible to the members of the university and external stakeholders. Faculty, students, and staff can contact the TTCO via email. Online meetings are set up as necessary.

Contact

COVID-19

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Postal Address: P.O. Box 4200, St. John's, NL, CANADA, A1C 5S7

Tel: (709) 864-8000