Saint Paul University policies, Tri-Agency guidelines
Saint Paul University established a series of policies and procedures to ensure:
- Compliance with the regulations of the research sponsor
- Proper management of such funds
- Accountability to the funding agencies and other University stakeholders
- Effective conduct of research activities in accordance with the highest standards of professionalism, safety and ethics
Researchers are employees of the University. The University delegates, to the researchers, overall responsibility for the pursuit and management of their research projects.
Researchers are supported by an organizational infrastructure provided by the University. This infrastructure allows researchers to meet requirements, manage funds and interact with sponsors.
- Responsible Conduct of Research (RCR)
- Tri-Council Policy Statement (TCPS): Ethical Conduct for Research Involving Humans
- Tri-agency Guide on Financial Administration (TAGFA)
Reminder: Principles governing the appropriate use of grant funds
These four basic principles govern the appropriate use of grant funds.
Grant expenditures must:
- contribute to the direct costs of the research/activities for which the funds were awarded, with benefits directly attributable to the grant
- not be provided by the administering institution to their research personnel
- be effective and economical
- not result in personal gain for members of the research team
Employment and compensation
Saint-Paul University Policies:
- ASA-409 - Research Grants and Contracts
- RHR-204 - Salary – Teaching and Research Activities
- RHR-215 - Research Assistantships
- RHR-210 - Hiring of Relatives and Prevention of Conflict of Interest
- RHR-223 - Accessibility
- RHR-226 - Equity, Diversity and Inclusion (EDI)
- RHR-228 – Telework Policy
- Policy on Postdoctoral Appointments
Mandatory Directives on Employment & Compensation Individuals employed to work on funded research/activities are not considered employees of the Funder and can be compensated via salary or stipend from the grant funds. If employment includes the provision of compensation benefits, the administering institution’s share of the costs of mandated compensation benefits is eligible for reimbursement from grant funds. Only individuals employed and compensated from Agency grant funds to work on the funded research/activities are eligible for mandated severance pay for the period of time the individual worked on the current grant. Grant funds must not be used to pay compensation to:
Subject to the restrictions above,
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Goods and services
Saint-Paul University Policies :
Tri Agency Policy - Mandatory Directives on Good and Services Expenditures The acquisition of goods and services for the funded research/activities must be undertaken in accordance with the administering institution’s relevant policies and processes. Agency grant funds must not be used to pay consulting fees to:
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Travel and travel-related subsistence
Saint-Paul University Policy:
Mandatory Directives on Travel and Travel-Related Subsistence Expenditures All travel and travel-related subsistence expenditures (meals and accommodation) must be claimed in accordance with the administering institution’s relevant policies and processes. Such expenditures, including reasonable out-of-pocket expenses, can be claimed for the grant recipient and other individuals who contribute to the funded research/activities. For claimants other than the grant recipient, the affiliation with the funded research/activities must be specified. The cost of alcoholic beverages cannot be reimbursed from grant funds. |
Hospitality
Saint-Paul University Policy:
Directives on Hospitality Expenditures The provision of hospitality must be in accordance with the administering institution's relevant policies and processes. Hospitality costs (non-alcoholic refreshments and/or meals) must be directly related to the funded research and be incurred for:
Hospitality costs incurred for interactions between participants involved in day-to-day funded research/activities, such as regular interactions with colleagues from the institution, personnel meetings and staff recognition events, cannot be reimbursed from Agency grant funds. The cost of alcoholic beverages cannot be reimbursed from grant funds. |
Gifts, honoraria and incentives
Saint-Paul University Policy:
- ASA-412 - Research Ethics Board and Responsible Conduct of Research
- FIN-307 - Offerings of Gifts, Flowers or Donations
Mandatory Directives on Gifts, Honoraria and Incentives The provision of gifts, honoraria and incentives must be in accordance with the administering institution’s policies and processes. The provision of gifts and incentives to participants requires the prior approval of the administering institution’s Research Ethics Board. Grant recipients have an ethical duty to protect participants’ confidential information and provide documentation to justify the gifts and incentives. Please refer to the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans - TCPS 2 (2018) Gifts, honoraria and incentives can be offered to an individual or group whose involvement in the funded research/activities is voluntary (i.e. not part of a contractual obligation or professional service) and the individual is not a member of the grant team. “Honoraria” refers to monetary payments made on a one-time or non-routine basis to an individual as a “thank you” for a service for which fees are not traditionally paid (i.e. speeches, lectures, seminars, etc. by a guest lecturer/speaker). Grant recipients cannot receive honoraria from grants. “Gifts” are cash or in-kind items provided freely as a token of appreciation, respect and/or goodwill. Gifts can be offered to establish/facilitate relationships with individuals or groups who are involved in the research/activity as participants or as research partners/contributors (i.e. guest researchers, research partners or community stakeholders) under the following circumstances:
In recognition of the cultures and traditions of First Nations, Métis and Inuit, Elders and other Knowledge Keepers who also fulfill another role (i.e. an independent researcher) are eligible to receive gifts in a ceremonial or other context. “Incentives” refers to cash or in-kind items offered to human participants as a means to establish participant pools or to acknowledge their participation in the research/activity. |