Instructions for completing the FAAF

The FAAF is regularly updated. It is advised that you download the form for each application rather than saving the document to your desktop for re-use.

Top of the FAAF

UM Project Number: For office use only.

Information/Instructions: Be sure to read information and instructions carefully.

Radio Buttons: Select type of project - Grant or Contract

Externally Held Funds: If project funds are to be held, administered at, or administered by an affiliated hospital or institute upon award, enter name of facility or organization.

A. UM Principal Investigator (PI)

All UM researchers must hold an eligible academic appointment with a UM faculty, department, centre, institute or school to hold a grant or agreement. See list provided.

The PI is responsible to ensure that all expenses conform to Agency rules and UM policies.

Last Name: Enter as per HR records.

First Name: Enter as per HR records.

Employee #: Enter number assigned by HR.

Percentage (%): Signifies the percentage of effort the PI will be contributing to the project.

  • If the PI is the only UM investigator, then the percentage of contribution will be 100%.
  • If there are also UM co-PI's and/or UM co-investigators, then all percentages must total 100%.

Department: Always enter the department of the PI's primary appointment.

  • If the department of the PI's secondary appointment is intended to hold the funds, please complete and submit to ORS a Request to Change Organization (aka Change of ORG) form for approval by the ORS Director. 
  • The Change of ORG form is to ensure that both Department Heads/Directors/Deans are aware that the project exists, and they approval of the funds being held in the secondary department.

Faculty: Enter faculty corresponding with the department entered.

Phone number: Enter UM phone number.

Co-PI(s)
  • Name: Enter first and last name of UM co-Principal Investigator per HR records.
    • Co-PI's must hold an eligible academic appointment.
  • Department: Enter department of either primary or secondary appointment.
  • Percentage (%): Enter percentage of contribution to the project.
  • Click on the [+] to add fields for each additional co-PI.

B. Co-Investigator(s)

UM Co-Investigators:

  • Name: Enter first and last name per HR records.
    • Must hold an eligible academic appointment. See list provided.
  • Department: Enter department of either primary or secondary appointment.
  • Percentage (%): Enter percentage of contribution to the project.
  • Click on [+] to add fields for each additional UM Co-Investigator.

Non-UM Project Lead: If the UM PI is contributing to a multi-institutional research team where the UM PI is not listed as the project lead as reported to the funding agency, then enter the project lead details here.

  • Name: Enter first and last name.
  • Institutional Affiliation: Enter full legal name.
    • If outside Canada, include their country as a foreign collaborator in section D.
  • Click on [+] to add fields for each additional Project Lead.

Non UM Co-Investigators: Any co-investigator no affiliated with the UM.

  • Name: Enter first and last name.
  • Institutional Affiliation: Enter full legal name.
    • If outside Canada, include their country as a foreign collaborator in section D.
  • Click on [+] to add fields for each additional Non-UM Co-Investigator.

Fellowship/Studentship: Students are not eligible to hold funds; therefore, student details are entered here, and the student's advisor/supervisor is to be entered as the PI.

  • Name: Enter first and last name per HR records.
  • Department: Enter student's department.
  • Click on the [+] to add fields for each additional student.

C. Funding Agency

Sponsor: Enter the sponsor's full legal name per application.

Originating Sponsor: If the project lead and the funding are from another agency/institution, enter the full legal name of that organization.

Sponsor Program Name:

  • Grants: Enter the full program name of the competition per application/website.
  • Contracts: If there is no specified program name, the field may be left blank.

Program Type: Select the type that most closely describes the purpose for the funds.

Matching Funds: If funding is coming from two or more different sources to support the research project, enter the sponsor(s)' full legal name(s). Note that additional FAAFs will be required for each funding sponsor.

Collaborating Sponsor(s): Enter the full legal name of all collaborating sponsors who are not providing funding.

D. Project

Project Title: Enter the project title exactly as it is listed on the application.

Radio Buttons: Select either yes or no in response to each question:

  • Does the research involve clinical trials?
  • Does the research involve the space sector?
  • Will this project be managed by Partners for Health & Development in Africa (PHDA)?
  • Does any research/collaboration involve research in a country other than Canada?
    • Select yes if there are any international co-investigators or collaborators, or if the majority of the research is being performed internationally.
      • Enter the country of origin.
    • Select no if only the funding is coming from an international institution.
  • Will the project be associated with the Richardson Centre for Functional Foods and Nutraceuticals (RCFFN)?
    • If yes, then indicate the approximate percentage of research time to be spent at RCFFN.
  • Will project use UM Research Centre/Institute and/or Health Research Affiliates resources?
    • If yes, note that it is the PI's responsibility to acquire approval for the use of these facilities.
    • If yes, be sure to indicate the research facility in sectionH. Research Location.

Term: Enter start and end dates (include day, month and year) as set by the sponsor program. If term dates are not specified in the program information, then approximate term dates are acceptable. Note if you click in the field a down arrow will appear allowing you to select a date from a calendar.

Competition Deadline: Enter the competition deadline (include day, month and year) as set by the sponsor program. If a competition deadline is not specified in the program information, then enter "N/A" to indicate this information is "not applicable". Note if you click in the field a down arrow will appear allowing you to select a date from a calendar.

E. Budget Summary

Total Funds: Enter the yearly amounts and the total amount being requested from the sponsor for this research project.

  • Ensure these amounts correspond with the budget being submitted with the application.
  • Ensure the total being requested is not more than the maximum amount offered by the sponsor.
  • Ensure the yearly amounts are correctly summed to reflect the total amount.
  • Ensure institutional costs are correctly calculated and accounted for in the total.

Institutional Costs: Enter the percent of institutional costs.

Institutional costs, also known as "overhead costs", "indirect research costs", or "facilities and administrative costs", provides cost recovery for the indirect costs of sponsored research activities at the UM. This includes the use of space and services, utilities, library, central computing, insurance, common equipment, health and safety, security, custodial, financial, and administrative services, among other things. Note instructions and examples for calculating institutional costs in the right-hand panel.

Direct research costs include expenses that are specific to a particular project or activity and are allowed by the sponsor. It is important to carefully review the program guidelines of the sponsor organization, but direct costs typically include salaries and benefits, materials and supplies, equipment and maintenance, project-related travel and publication costs.

Some other terms that may be found in certain program guidelines are:

  • Total direct costs – the sum of all direct research costs
  • Modified total direct costs – the total direct costs minus items that are ineligible/excluded from overhead calculations.

Overhead rates: The University of Manitoba requires that all project budgets include both direct and overhead (indirect) costs whenever allowed by a sponsor. The overhead rate to use in a research budget is the maximum rate allowed. If a maximum rate is not specified, the standard UM overhead rate is 30 per cent.

The table below shows some common overhead rates for on-campus activities, including the cost categories for which the rate is applied. For off-campus rates, contact ORS for the program. Examples of overhead calculations are shown following the table:

Sponsor

On campus rate

Cost category

Standard rate
(incl. industry)

15 per cent - grants
30 per cent - agreements

Total direct costs

Non-profit sponsors

15 per cent or sponsor's limit

Varies

Tri-Agency
(CIHR, NSERC, SSHRC)

0 per cent*

N/A

New Frontiers in Research Fund (NFRF)

25 per cent

Total direct costs

National Institutes of Health (NIH)

8 per cent

Total direct costs less equipment

US Government contracts

47.7 per cent

Salaries and benefits only

* Indirect costs are not allowed on funds received from the Tri-Agency (NSERC, CIHR, SSHRC). Instead, the federal government provides indirect cost support to Canadian post-secondary institutions through an annual grant called the Research Support Fund.

Indirect costs distribution: See quick link for the UM Policy: Institutional Costs of Research: Recovery and Distribution.

Total Institutional Costs for Proposal: Enter the total institutional costs.

Foreign Currency: If the funding currency is not in Canadian dollars, enter the type of foreign currency, i.e. USD, EURO, etc.

F. Ethics

Radio Buttons: Select either yes or no if the proposed project requires any of the following compliance approvals. See quick link for information regarding compliance approvals.

  • Human research
    • If yes, indicate if approval is pending or attached.
  • Human stem cells
    • If yes, indicate if approval is pending or attached.
  • Vertebrate animals
    • If yes, indicate if approval is pending or attached.
  • Biosafety - Unfixed biological samples
    • If yes, indicate if the biosafety approval is for a UM facility.
      • Contact the Biosafety Officer for approvals.
      • Note the approval will be forwarded directly to ORS. Please do not forward a duplicate copy.
  • Does your research require Biosafety approval at an external site?
    • If yes, an assessment is required, indicate if approval is pending or attached.
  • Environmental impact
    • If yes, an assessment is required, indicate if approval is pending or attached.
  • Controlled goods
  • Cannabis

G. Financial Conflict of Interest

If the answer to the first two questions is "yes", then the Conflict of Interest Disclosure Form (PDF) must be completed and submitted for review and approval. Refer to the UM Conflict of Interest Policies and Procedures for instructions.

  • If you answered yes to the first two questions, indicate if approval is pending or attached.

H. Research

Indicate in the primary locations research will be conducted, including UM research centre/institute, health research affiliations, external biosafety facilities or field locations.

I. Required Signatures

It is preferred that all documents be digitally signed. See instructions on creating and inserting a digital signature (PDF).

Principal Investigator: Signature required.

UM Co-Principal Investigator(s): Signature(s) required.

UM Co-Investigator(s): Signature(s) required.

  • Note: Three fields are provided for co-investigator signatures. If additional fields are required, link is provided on the form to access an additional signature page. Be sure to include this page with your application submission. See quick link for additional signature page.

Department Head: Signature required.

  • A one-over-one signature must replace Department Head signature when the PI is Department Head.
  • If the department has no Department Head, field may be left blank.

Dean/Director: Signature required.

  • A one-over-one signature must replace Dean/Director signature when the PI is Dean/Director.
  • Rady Faculty of Health Sciences: For Dean's signature, forward complete grant application and affiliated documents (combined in one pdf) and the FAAF, unlocked so that it is still signable (in a separate pdf), to resmedgrants@umanitoba.ca one day prior to the ORS deadline.
    • Avoid delays by ensuring there are no errors, missing signatures or missing documents as these will cause the application package to be returned to the PI/applicant for corrections.
    • Once signed, the Dean's office will forward the application package to ORS. Do not forward the signed application package to ORS as it will be a duplication.
    • Nursing, Pharmacy, Dentistry and Rehabilitation Sciences: To be signed by the appropriate designate.

Non UM Co-Investigator(s): Signature(s) not required.

Student(s): Signature(s) not required.

Has this proposal been reviewed by a Research Facilitator?

  • Select yes or no.