Training and information sessions for individuals involved in the administration of CFI awards

Formal training and information sessions for individuals involved with CFI awards is a critical component for ensuring CFI guidelines and expectations are understood and followed. It also allows the institution to clearly define the roles and responsibilities of those involved. Many institutions have adopted various training platforms for new and current staff members, and for project leaders and their teams.

Some of these platforms include:

• Training manuals: Administrative staff and project leaders have access to the institutional procedures and processes required to manage a CFI award at all stages. These manuals may be given directly to them or kept available on the institutional website. These are especially useful for new staff not previously involved in the administration of CFI awards.
• Information sessions: These could be in the form of presentations to those involved with the administration of CFI awards. These sessions usually cover important considerations for all stages of a CFI award.
• Kick-off meetings:  This is an initial meeting with all key members involved with a CFI award (e.g. project leader, research services, finance, procurement, and facilities if applicable) either at the proposal development or award finalization stages to discuss CFI and institutional expectations and define respective roles and responsibilities.

Here's how some institutions have implemented these practices.

Queen’s University

At Queen’s University, Research Services holds in-person, project-specific meetings at the proposal development stage with key members involved in a CFI application. Key support units on campus are engaged as necessary. CFI pre-award program-specific guidelines as well as general policy guides assist research staff and project leaders in the development of competitive proposals (e.g., key evaluation points to consider, internal processes for submission, internal resources and templates) and are made available to all applicants by email or at in-person meetings. After a positive decision is received, a meeting is held to provide important information including the release of funds and ongoing administration of CFI projects (e.g., award finalization process, procurement of infrastructure, financial/progress reporting and contact information). These meetings include the project leader and research support staff, as well as representatives from Research Services, Research Accounting, Strategic Procurement Services and University Planning, if applicable.

Contact:

Hollie O’Dette-Hoiles
Research Facilitator, Institutional Programs
Vice-Principal Research Portfolio
Phone: 613-533-6000 ext. 32757
Email: hoilesh [at] queensu.ca

University of Toronto

The University of Toronto provides ongoing training and resources to project leaders and staff who assist in project administration. Through the Strengthening Administration of Research (STAR) initiative, the Office of the Vice-President, Research and Innovation (VPRI) provides dedicated workshops to administrative staff currently administering CFI awards. These workshops cover best administrative practices at each stage of the award’s life cycle, and previous workshop recordings are made available. In addition, the STAR series will offer a new workshop on processes and requirements for fair market value assessments in CFI projects. VPRI also shares with both applicants and administrative staff internal manuals designed to aid in building strong applications; while these resources provide application development tips, they also contain guidance on preparing for subsequent management of the award, including information on planning for the timing of purchases and renovations/construction. 

Roles and responsibilities are also outlined in award notice communications to project leaders and the administrative staff supporting their projects. Project kickoff meetings are also held with teams leading major awards.

Contact:

Andrea Gill
Director, Institutional Initiatives
Research Services Office 
Phone: 416-978-2762
Email: kevin.hamilton [at] utoronto.ca (amk[dot]gill[at]utoronto[dot]ca)

University of Waterloo

The Institutional Research office at the University of Waterloo coordinates an initial kickoff meeting for all members involved in developing a CFI project proposal. This ensures that each applicant clearly understands the expectations, including detailed procedures, roles and responsibilities, at the early stages of each project.

Contact:

Andrew Barker
Director, Institutional Research
Office of Research 
Phone: 519-888-4567 ext. 46004
Email: andrew.barker [at] uwaterloo.ca

Related topics

Clear definition of roles and responsibilities, and collaboration from key stakeholders at all stages of a CFI project
Important considerations for institutions with decentralized model