Researcher Resources

Apply for a grant from the Grenfell Campus Research Fund:

RFP document: GC_Research_Fund_2022-23_RFP


Once you are awarded your grant and are preparing to spend your research funds, it is important to become familiar with the following:

 

The Grenfell Campus Research Office assists its researchers with the identification of research opportunities, funding sources, and with the grant application process.  It also assists with the proposal review process and acts as a liaison between Grenfell Campus and other offices at Memorial University, including:

 
Funding Extensions

Internal funding

For internal funding, the Research Office will grant extensions for up to six months with a request and justification provided. In the case of approved maternity leave, sick and sabbatical leave, extensions of more than six months will be considered.

To request an extension, researchers should:

  • Obtain extension approval for a new deadline from the Associate Vice President Research and Graduate Studies.
  • Log in to the research portal, enter the file number of your grant in the search field provided on the top of the portal and find the corresponding project. (If you have a small number of projects in the system you may not need to conduct a search).
  • Create an “event” on the project that you need to extend.
  • Upload the approval letter from the funding agency and from the Associate Vice President Research and Graduate Studies. You will see the time frame and other details change, and then you will be asked some questions prior to submitting the event.
  • Finally, ensure you click “submit.”

 

External funding

For external funding, the time frame of the extension depends on project and funder requirements.

To request an extension, researchers should:

  • Obtain documentation of extension approval with a new deadline from the funding agency.
  • Obtain approval from the Associate Vice President Research and Graduate Studies.
  • Log in to the research portal, enter the file number of your grant in the search field provided on the top of the portal and find the corresponding project (If you have a lesser number of projects in the system you may not need to conduct a search).
  • Create an “event” on the project that you need to extend. Upload the approval letter from the Associate Vice President Research and Graduate Studies. You will see the time frame and other details change, and then you will be asked some questions prior to submitting the event. Finally, ensure you click “submit.”

 

How to Make a Purchase

To make a purchase:

  • A Purchase Requisition Form must be approved before the expense is incurred.
  • If a requisition cannot be obtained prior to purchase due to emergency circumstances please send an email to your Dean or the Research Office for the purchase information including the date, the purpose of the purchase, the cost and the FOAPAL or the project name associated with the costs.

Memorial Purchasing Policy

 

How to Travel

​To Travel:

  • Always complete a Travel Request Form prior to traveling and obtain all necessary signatures (original signatures are required on all forms).
  • The Travel Request Form must be completely filled out with FOAPAL information if the claim is to be charged to a research FOAPAL.
  • Please submit the travel request form to the research office for review. Research Office staff will forward the form to the Bursars Office, where it will be retained until any accompanying travel claims are later submitted.
  • A conference brochure, agenda, or prospectus must be attached to the travel request to indicate the purpose of the conference and any included meals. This can be forwarded it to the Research Office once available online.
  • The Travel Expense Claim Form should be submitted to the Research Office within 10 working days of a trip's completion.
  • Always include original itemized receipts with the travel claim.
  • Please refer to Per Diem Allowances guidelines to help with calculating your meal per diems if you claim any meals.
  • Acceptable documentation to support proof of travel should include at least one of the following:
      • a boarding pass (paper or printed copy of a boarding pass or the image of an electronic boarding pass, that clearly indicates flight information), or
      • a hotel invoice at the travel destination, or
      • taxi/transit receipts to/from the airport destination, or
      • a record of conference attendance
  • For lost or unavailable receipts fill out the Affidavit Form.

Memorial’s Travel Policy

 

How to Bring in a Visitor

Memorial’s Travel – Guest Lecturers and Other Official Visitors Policy

 

How to Hire a Research Assistant

To Hire a Research Assistant:

When hiring a student, it is important review the Guidelines for Employment Under a Grant, and to consult with the Research and Human Resource offices.

Graduate Research Assistantships (RAs) - these are linked to a student’s initial offer and program of study and are required as part of the Grenfell Campus portion of a student’s funding package. These positions are advertised each semester. Faculty members must post opportunities and students must apply for these RA positions. Faculty wishing to advertise a research assistant position should fill out this form and submit to Nadia Simmons in the Graduate Studies Office. 


Student Employment under Grant Funding:

  • When hiring a student please make sure you follow the Student Employment Policy.
  • Employment of students who are currently full-time in an academic semester or who were full-time in the previous academic semester at Memorial University, other universities, post-secondary colleges or high schools will be permitted to be employed under full grant funding at the applicable student rate or classified rate, subject to the discretion of the grant holder and with the concurrence of the appropriate Dean.
  • When hiring a student under grant funding, please refer to the Student Employment Rates.
  • Graduate positions provided by faculty members (through their research funding) or by an academic or non-academic unit on campus that are in addition to GAships noted in a student’s initial offer of acceptance. A Grenfell Graduate Employment Contract must be completed and submitted to Nadia Simmons, senior secretary, Graduate Studies.

    Employee versus Contractor:

 

How to Hire a Postdoctoral Fellows

https://www.mun.ca/postdoc/

 

How to Provide Food and Hosting

Food and Hosting:

  • Hosting expenses must be approved before being incurred. For all official visitors to the University this approval will be included on the Visitor Approval Form. Approval for all other hosting expenses shall be evidenced by a written request.

 

Restaurant Hosting: $15 Breakfast, $25 Lunch, $50 Supper

  • In the case of a single visitor – a maximum of the guest and three university employees.
  • In the case of a visitor accompanied by a spouse – a maximum of the guest and spouse of the guest, and two others, one of which may be the spouse of a University employee.


Examples where hosting is appropriate include:

  • All official visitors to the University. Ordinarily no visitor shall be hosted at the University's expense on more than one occasion.
  • Prospective faculty, staff and graduate students (up to two meals per day, for maximum of two days).
  • Distinguished visiting lecturers.
  • Workshops, retreats, seminars and business meetings involving University faculty and staff. Such occasions should occur infrequently, and not on a regular basis.
  • Bottled water, coffee, tea and soft drink supplies required by the Unit head for hosting.
  • Working luncheons when it is the only available time for essential meetings to occur. Such occasions should occur infrequently, and not on a regular basis.
  • Receptions following public lectures funded by trust funds or sponsored donations. Discretion should be exercised on the determination of the total number of guests.
  • Public receptions to recognize the contribution of a major benefactor. Discretion should be exercised to balance the number of guests and the size of the donation.

 

Examples where hosting is NOT appropriate include:

  • Social functions – Christmas parties, retirement functions, sightseeing trips.
  • Lunches and dinners attended solely by University employees and University employees hosting other University employees.
  • Beverages and refreshments for the general use of faculty, staff and students.
  • Activities involving students, where the number of faculty exceeds the number students.
  • Activities involving spouses of faculty or staff, except when hosting prospective faculty who are accompanied by a spouse.
  • University employees hosting other University employees.
  • Regular department or faculty, staff meetings attended solely by employees.