Do you have research funds and don’t know what policies, procedures, and guidelines to follow to spend these funds appropriately and efficiently? Do you know the correct system to use to pay for different kinds of research expenses? This workshop answers these questions as it explores non-personnel research-related expenses, such as:

real-world expense case studies.

different types of research funding (contracts/grants);

order of precedence of funding terms and conditions concerning the eligibility of expenses (Sponsor, Program Specific, University);

research-related expenditure University policies, procedures, and guidelines;

research expense eligibility and documentation requirements;

Carleton systems for various types of expenses; and,

Do you need to navigate hiring an employee through a research fund and are unsure where to begin? We invite you to an introduction to the systems and the considerations involved in completing the process. This workshop will provide an overview of the:

• research hiring ecosystem at Carleton University;
• hiring eligibility and processes for Carleton’s Payroll Profile and Graduate Research Assistant Payment System;
• implication of ‘long-term’ work versus ‘short-term work’ and employment relationships;
• ways to define a graduate payment as a ‘stipend’ (type A versus type B); and,
• real-world case studies.

Monitoring provides an opportunity to improve and refine animal welfare and concomitant high quality reproducible data as well as to ensure transparency. There are several elements to the program led by the ACC and Animal Care and Veterinary Services (ACVS):

• Veterinary and ACVS Rounds
• ACC Annual Site Visits
• Post Approval Reviews
• Non-Compliance Response

If researchers have concerns about the care and use of animals, refer to our Post Approval Monitoring page.

To modify a protocol submit the applicable amendment for review:

• Lab Protocol Amendment
• Wildlife Protocol Amendment

The following amendment forms apply to both lab and wildlife protocols:

• Project Team Changes
• Pilot Study Report

Submit an annual renewals and/or final closures form:

• Lab Annual Renewal or Study Closure
• Wildlife Annual Renewal or Study Closure

See how to submit forms as a cuResearch Event.

Research requires both direct and indirect investments. Operational maintenance of research infrastructure requires reinvestment on a significant scale. The indirect costs listed below are expenses that must be included in budget requests to external sponsors of research:

• Space and Utilities
• Laboratory and Office Furniture
• Library Services
• Research Financial Services
• Research Ethics, Animal Care and Biohazards
• Payroll
• Liability Insurance
• Occupational Health and Safety

Learn more by referencing Carleton’s Indirect Costs Policy (found in Policies Listings).

Due to the pandemic, “Type A” RA payments have changed and are being issued as an advanced lump sum directly deposited into the student’s student account. If the student has a balance owing in their student account, the RA payment is put towards that balance. Please have your student check their student balance, and contact Student Accounts if they have any questions.

For “Type B” RA payments – if the box titled “Payment to Include Employment Source Deductions” was checked off in the Graduate RA system, the payment would have been reduced by approximately 14% to accommodate these source deductions. Unlike “Type A” payments, “Type B” payments are put through the payroll system where the student gets paid as per the University’s payroll schedule. If your student hasn’t been paid at all, it may be because they haven’t accepted the job offer in Carleton Central.

• Complete the applicable protocol submission form:
  • Lab Protocol
  • Wildlife Protocol
• Submit an application through cuResearch for ACC review.

Note, browser compatibility: Internet Explorer or Firefox, not Google Chrome or Safari

Carleton University has a mandatory training program, based on national regulations, that requires training for all personnel involved with the use of animals in research, teaching and testing. Personnel may complete CCAC training modules and a facility orientation before being placed on a protocol, however must be on a protocol before any hands-on training can begin. For exceptional circumstances, alternate arrangements may be discussed with the University Veterinarian.

For access to the animal facility, complete the following training:

• Canadian Council on Animal Care Training: email AccBio@carleton.ca
  • If an individual has completed the training within the last 5 years they may provide a certificate of completion to be exempt from repeating the modules
• ACVS training: email ACVSTech@cunet.carleton.ca
• Hands-on Training: These training sessions are required as part of the training program before commencing experimental work on an approved animal care and use protocol (AUP).

For students and volunteers who have completed training but have been absent from the facility for 6 months a demonstration of abilities is necessary before proceeding with work on an AUP.

Note:  cuResearch does not have an automatic save feature. You are encouraged to click on the SAVE button after completing each tab. At any point, you can SAVE the application and continue later. The application will be saved under Applications (Saved-Not Submitted) on your home page of the Researcher Portal.

You can also view screenshots of the below process.

1. Log into the cuResearch Researcher Portal with your MyCarletonOne credentials.
2. To access the application forms available in the cuResearch Researcher Portal, click on APPLY NEW. You will be brought to a screen which lists all active online applications, similar to the screen that follows. They may be active applications for the Animal Care Committee or the Biohazards Committee. Click on the application name for the certification you want to apply for – Biohazards Application.
3. On the Project Info tab, enter the title of your project in the Project Title text box, and the Start Date and End Date. You are not required to add key words.
4. If your application is funded, click on the Search key located under Related Awards. You will be brought to a screen, similar to the one that follows, and all awards associated with the PI’s name should appear. If your award is not listed, please advise the Biohazards Committee Coordinator.
5. Proceed to the Project Team Info tab. If you are a student or lab manager completing this application, you will need to change the PI’s name and add your name as a Project Team Member, along with other team members. Once you have completed the application, you must advise the PI that the application can be submitted. Only the PI can submit an application.
6. Project Team Info tab: You can search and select PI and Other Project Members (see the following screens) that have already been entered into a master records list, if you would like to add some that is not listed, contact the Biohazards Committee Coordinator, via email and provide the following information:
7. First and last names
   1. Banner ID/Employee number
   2. Carleton email
   3. Rank or position (i.e., staff, student, professor etc)
   4. Faculty and Department
8. Biohazards Application: Complete all tabs under this heading
9. If you are including attachments, click on the Attachment tab to add additional documents.

During the application process, you can Save, Print, Close, Export to Word or Export to PDF, but an application can only be submitted when the Errors tab disappears.

If you are a student or lab manager completing this application, you must save the application and advise the PI that the application can be submitted. If you are the PI, when your application is free of errors, you can click on Submit, as on the following screen.

Note: Researchers can begin securing approval at the same time as applying for human ethics clearance. Clearance will be conditional until your project has secured approvals.

• Courses using animals require pedagogical merit review through the Scientific Committee on Academic Planning (SCAP), working with a reviewer knowledgeable about the 3Rs, before the Animal Care Committee (ACC) review.
• Research using animals requires scientific merit review if there has not already been an independent, expert peer review done. Scientific merit review is then done through the Associate Dean (Research and Graduate Studies), Faculty of Science, before the ACC.

Chair: Rafik Goubran, Vice-President (Research, Innovation, and International)

Management

• Shoma Sinha, Assistant Director, Innovation and Partnerships

Faculty Representatives

• Arts and Social Sciences – Chris Herdman (Psychology)
• Engineering and Design – Hubert Jean-Ruel (Electronics) and Mojtaba Ahmadi (Mechanical and Aerospace Engineering)
• Public and Global Affairs – Mehmet Akif Demircioglu (Public Policy and Administration)
• Science – Maria DeRosa (Chemistry)
• Sprott School of Business – Linda Schweitzer (Management)

Yes, with ethics approval. Instructors may want their students to conduct small research projects for pedagogical reasons.

Note: See the Course Ethics Application under the Forms and Templates section for detailed instructions on how to submit.