Awards Guide - Awards Management

All applications are to be submitted electronically via email to, with the exception of signature forms and assessment forms – these may be submitted either electronically or by hard copy. Official academic transcripts should be submitted electronically where this service is offered by the institution. If this service is not available, transcripts should be forwarded in paper form by the institution. If, for some reason, you are unable to submit your application electronically or require assistance in preparing your electronic application(s), please contact Tyrone White at or by phone at 777-7973.

Review of Applications

All applications will be reviewed by a confidential peer-review panel selected by NLCAHR, with input from external reviewers as needed. All applicants will receive a summary of reviewers' comments. Following approval by the NLCAHR Board of Directors, successful applicants will be sent official notification informing them of the type and amount of grant or award. A copy of the notification will be sent to the administrative officer of their institution. Unsuccessful applicants will also be advised following the decision.

Notification and Acceptance

Upon receiving a letter of offer, recipients must notify NLCAHR in writing of their intention to accept or decline the grant or award and of all the terms and conditions described in the letter of offer. Recipients must indicate the date on which they plan to begin their project. The start date will determine when funding will commence and end, and when reports are due.


All studies which involve human subjects must follow the Tri Council Guidelines and be approved by the appropriate Ethics Review Committee(s). Proof of approval must either accompany the application or be submitted prior to the commencement of funding.

Applicants for Grants and Students Awards are strongly encouraged to review the Memorial University Procedures Regulating Academic Dishonesty. In particular, applicants should make sure that all the wording in their application forms is their own work.

Administration of Funds

NLCAHR Research Grants are to be administered by the appropriate administrative unit of the institution to which the grantee belongs. Expenditures from each grant must be authorized by the grantee. It is the responsibility of the grantee to see that funds are utilized according to the Centre’s guidelines and the terms of the Research Grant. Major changes in the project design and major departures from the budget will require the prior approval of the Centre.


Institutions administering Research Grants are required to submit to the Centre, as soon as feasible after the close of the grant year, a statement of expenditures signed by the grantee.

Excluded Expenditures

NLCAHR Project and Development Grant funds may not be used for the following:

  • Expenditures considered as overhead, including space renovation or construction, purchase of laboratory furniture or other permanent equipment normally supplied by the institution
  • Defraying costs for entertainment or hospitality
  • Paying fringe benefits of research trainees
  • Paying academic fees for research trainees
  • Providing salary payments to the Principal Applicant or any Co -Applicants

Allowable Expenditures

NLCAHR Project and Development Grants may be used for the following:

  • Payment for clerical/secretarial support, research assistants and/or consultants necessary to the project
  • General office expenses and supplies necessary to carry out the research reimbursement for use of hospital equipment or personnel
  • Medical procedures that are necessary to the research project and not reimbursed by the health service or system
  • Compensation for reasonable expenses incurred by research subjects to participate in research
  • Technical advice of an unusually complex nature and/or requiring a considerable time commitment that goes beyond what could be expected in a collegial relationship
  • Field travel for research purposes, at standard expense rates allowed at the host institution
  • Cost of printing, photocopying, postage, telephone and fax services, computing services and supplies
  • Costs of obtaining copyright releases and payments under copyright agreements
  • All direct costs of preparing a letter of intent or grant application including teaching release travel and communication for team meetings
  • Other expenses as deemed appropriate by NLCAHR

Unspent Funds

The unspent balance of a grant at the close of the grant period can remain to the credit of the grantee for an additional six-month grace period, provided it is used for the purpose for which the grant was made. Funds not spent or encumbered at the conclusion of the grace period will automatically revert to the Centre.

Transferring Funds

NLCAHR Research Grants are awarded in support of research at a specified institution in the province of Newfoundland and Labrador.

If the recipient of a Research Grant moves to another eligible institution in the province, he/she may seek to transfer the grant. The grantee should include a letter stating the project title, an estimate of the remaining grant funds available at the current institution and the effective date of transfer. The principal grantee must notify any co-grantees to make their own arrangements regarding the allocation of funds. Upon receipt of a final statement of expenditures from the business office of the institution to which the Research Grant was originally made, arrangements will be made to transfer the remaining balance of the grant.

If the recipient of a Research Grant moves to an ineligible institution, or out of the province, the grant will normally be terminated and the remaining funds returned to Centre. However, permission may be granted by the Centre in exceptional circumstances.

NLCAHR Student Awards are awarded in support of individuals at a specified institution, normally in the province of Newfoundland and Labrador. Student Awards are non-transferrable.

Funding from Other Sources

Investigators who already hold, have applied for, or intend to apply for, a grant for the same or other projects from any other agency, must clearly describe the degree to which the applications overlap. The Centre reserves the right to take appropriate steps to eliminate any overlap with funds obtained from other funding sources.

Employment Under Grants

Normally, only research assistants may receive a salary from grant funds. The rates of pay shall be in accordance with the salary scale of the institution concerned. Grantees may not support, with their project grant, individuals involved in full-time research training such as fellows and graduate students; these individuals are eligible to apply for Student Awards.


Equipment purchased through an NLCAHR grant is vested in the name of the sponsoring institution.