Guidelines for Funding Large-
Scale Applied Research Projects 

 

 

December 2011 

 

NOTE: These are general guidelines that apply to all ongoing large-scale 
projects funded by Genome Canada. Specific Requests for Applications will have 
additional guidelines applicable to projects funded in any particular 
competition. 

 

 

 


 

Contents 

 
1 OBJECTIVES OF GENOME CANADA ........................................................................................... 3 
2 SUPPORT OF LARGE-SCALE GENOMICS RESEARCH PROJECTS .................................................. 3 
3 GENERAL GUIDELINES ............................................................................................................ 4 
3.1 Investigator Eligibility ................................................................................................................ 4 
3.1.1 Participant Categories ................................................................................................. 4 
3.2 Ethical, Environmental, Economic, Legal and Social Aspects of Genomics Research (GE3LS) 5 
3.2.1 Integrated GE3LS ........................................................................................................ 5 
3.2.2. Large Scale GE3LS Research ..................................................................................... 6 
3.3 Socio-Economic Benefits .......................................................................................................... 6 
3.4 Requirement for Technology Services from Others ................................................................... 6 
3.5 Handling of Data and Resources .............................................................................................. 7 
3.5.1 Data and Resource Management ............................................................................... 7 
3.5.2 Data Analysis .............................................................................................................. 7 
3.5.3 Data and Resource Sharing ........................................................................................ 7 
3.5.4 Intellectual Property.................................................................................................... 7 
3.5.5 Access to Research Publications ................................................................................ 7 
3.6 Acknowledgement of the Contribution of the Government of Canada ....................................... 8 
4 APPLICATION AND EVALUATION PROCEDURES .......................................................................... 8 
4.1 Registration .............................................................................................................................. 8 
4.2 Pre- Application ....................................................................................................................... 9 
Full Application Review Process ..................................................................................................... 9 
5 PROJECT MANAGEMENT AND OVERSIGHT .............................................................................. 10 
5.1 Project Managers .................................................................................................................... 10 
5.2 Science Advisory Boards ........................................................................................................ 10 
6 INTERIM REVIEW .................................................................................................................. 11 
7 FUNDING ............................................................................................................................. 11 
7.1 Eligible Costs .......................................................................................................................... 11 
7.2 Co-funding .............................................................................................................................. 13 
7.2.1 Eligible Co-funding .................................................................................................... 13 
7.2.2 Documentation Required to Support Co-funding ....................................................... 14 
8 ADMINISTRATION .................................................................................................................. 16 
8.1 Project Readiness ................................................................................................................... 16 
8.2 Conditions for Release of Genome Canada Funds ................................................................. 16 
8.3 Management of Funding ......................................................................................................... 18 
8.4 Accountability, Reporting and Performance Measurement ...................................................... 18 
8.5 Mangement of Changes to Genome Canada Funded Projects ......................................... 19 
8.6 Final Reports .......................................................................................................................... 19 

1 OBJECTIVES OF GENOME CANADA 

 

Genome Canada’s mandate is to develop and implement a national strategy in genomics 
research for the benefit of all Canadians. It is committed to increasing Canada’s position 
among the world leaders in genomics1 research in key areas such as health, agriculture, 
energy, environment, forestry, fisheries, mining and technology development. It is also 
committed to a leadership role on the ethical, environmental, economic, legal and social 
aspects and potential implications associated with genomics research (GE3LS), and to 
communicating with Canadians on these and other issues. 

1 The term genomics is defined here as the comprehensive study, using high throughput technologies, of the 
genetic information of a cell or organism, including the function of specific genes, their interactions with each other 
and the activation and suppression of genes. For purposes of describing Genome Canada’s mandate it also 
includes related disciplines such as bioinformatics, epigenomics, metabolomics, metagenomics, nutrigenomics, 
pharmacogenomics, proteomics and transcriptomics. 

 

 

Genome Canada will fulfill its mandate through its four national objectives: 

 

i. Respond to societal needs by generating discoveries and accelerating their translation 
into applications. 

ii. Attract greater investment in genomics research from a broad range of stakeholders, in 
particular the private sector. 

iii. Enhance the impact of genomics by transforming knowledge of the ethical, 
environmental, economic, legal and social challenges and opportunities into sound 
policies and practices. 

iv. Enhance the recognition of the value of genomics by increasing stakeholder 
appreciation of genomics, its application and implications 

 

2 SUPPORT OF LARGE-SCALE GENOMICS RESEARCH PROJECTS 

 

The objectives of the Large-Scale Applied Research Projects Program are to: 

 

• Generate discovery of knowledge in genome-related areas, and 

• Translate the knowledge into practical applications of benefit to Canadians. 

 

To achieve these objectives, Genome Canada funds and manages milestone-driven research 
projects across its seven strategic sectors (agriculture, energy, environment, fisheries, forestry, 
health and mining). Its international peer review process, which assesses scientific excellence 
and benefits for Canada, and its due diligence review of management and financial 
capabilities, ensures that funding is awarded to only the very best projects – measured by 
international standards of excellence. The projects must be of a scale and scope such that 
they are able to address challenges requiring a genomics approach, be internationally 
competitive and have the potential for major impact. To pursue the advancement of genomics 
in Canada and to maximize its effectiveness, Genome Canada encourages research 
collaboration across Canada and internationally. 

 

Six Genome Centres located across Canada support genomics research at a regional level. 
They assist applicants in preparing competitive applications, facilitate access to Science and 


Technology Innovation Centres and other service providers, help projects with aspects of 
project development and management and, working with the applicants, are responsible for 
securing necessary co-funding. Eligible applicants must submit all proposals and supporting 
documentation to Genome Canada through a Genome Centre. The Genome Centres are 
responsible for selecting which projects to put forward to Genome Canada. Once projects are 
approved Genome Centres have the lead in ensuring their effective management and 
monitoring. 

 

Genome Canada will formally recognize projects as being co-led by two or more Genome 
Centres in instances where the project is: undertaking research in at least two different regions 
of the country; led by two or more Project Leaders, with each contributing similar intellectual 
input to the project; and, comprised of an approximately equal split in funding between the 
institutions in the different regions. 

 

3 GENERAL GUIDELINES 

 

3.1 Investigator Eligibility 

 

Genome Canada funds can be awarded to researchers and scholars affiliated with the 
following institutions and organizations: 

. Canadian post-secondary organizations and their affiliated institutions including 
hospitals and research institutes; 
. Canadian non-federal government departments or agencies and not-for-profit 
organizations (including community or charitable organizations) with an explicit research 
or knowledge-translation mandate. 


 

Research teams may include as co-applicants international, private sector (for-profit 
organizations), or federal laboratory scientists. However, Genome Canada funding is 
restricted to work performed within Genome Canada eligible institutions, i.e., Genome Canada 
will not support research to be undertaken outside Canada, in for-profit organizations or in 
federal laboratories, except for costs incurred based on a reasonable fee-for-service 
arrangement or contract. 

 

 3.1.1 Participant Categories 

 

Project Leader 

Each project must identify one Project Leader. The Project Leader of a Genome 
Canada funded project is responsible for the intellectual direction of the proposed 
research and assumes administrative and financial responsibility for funds which will be 
paid to his/her institution. 

 

In applications where the responsibility for the intellectual direction of the research is 
shared more or less equally between two or more individuals the project may also 
nominate a co-Project Leader. 

 

Although investigators from federal laboratories, the private sector or outside of Canada 
may share the responsibility for the intellectual direction of the proposed research, they 


cannot assume the administrative and financial responsibility for the funds and 
therefore, cannot be the sole Project Leader of a Genome Canada funded project. 
However, they can be a co-Leader. 

 

Co-Applicant 

A Co-applicant is a researcher who makes a substantial intellectual contribution to the 
proposed research and who will be involved in the day-to-day execution of the project. 
Co-applicants will likewise be responsible for the funds paid to their institutions. 

 

Collaborator 

A Collaborator is an individual who is not involved in the day-to-day execution of the 
research but whose role is to provide a specific service (e.g., access to equipment, 
provision of specific reagents, training in a specialized technique, statistical analysis, 
access to a patient population, etc.). 

 

 End-User 

An end-user is defined as those organizations (and/or individuals who could represent 
end-user organizations) who are able to use the information generated through 
research to make informed decisions on issues such as practice guidelines and 
standards, policies, programs and product development. 

 

3.2 Ethical, Environmental, Economic, Legal and Social Aspects of Genomics 
Research (GE3LS)2 

2 The acronym GE3LS stands for “Genomics and its Ethical, Environmental, Economic, Legal and Social aspects”. However, it 
should be understood broadly as genomics-related research endeavors and related activities undertaken from the perspective 
of the social sciences and humanities. Therefore, it is not strictly limited to disciplines that make-up the acronym but rather 
encompasses all those that rely on quantitative and qualitative methodologies to investigate genomics in society, and help 
establish a basis to inform applications, practices and policies. 

3 Summaries of previously-funded integrated GE3LS projects are available online at 
http://www.genomecanada.ca/en/ge3ls/research/ 

4 See GE3LS contact details at each of the regional Genome Centres: http://www.genomecanada.ca/en/ge3ls/contact.aspx 

 

3.2.1 Integrated GE3LS 

 

All large scale genomics projects must include an investigation into some ethical, economic, 
environmental, legal and/or social (GE3LS) challenges or opportunities of considerable 
significance to the proposed genomics research, its objectives and/or expected outcomes. 
Such investigation should be carried out by co-applicants with relevant expertise, as the 
overarching objective of integrated GE3LS research is to support collaboration between 
genomic scientists and GE3LS researchers throughout all aspects of research projects to 
advance knowledge creation and its translation3. 

 

To identify salient GE3LS research questions, Project Leaders may consult researchers with 
expertise in GE3LS-related disciplines, the CANADAGE3LS Database, or GE3LS programs 
staff of the regional Genome Centres or Genome Canada4. 

 

As members of an integrated team, GE3LS co-applicants should be actively engaged in the 
early stages of project development to provide strategic input into the research design and the 


budget planning process, accordingly and should remain involved throughout the course of the 
project as integral members of the research team. 

 

GE3LS co-applicants are expected to develop a scholarly research plan that is directly related 
and complementary to, the proposed milestones of the overall genomics project and also 
represents a systematic investigation designed to advance generalizable knowledge in 
relevant academic fields. 

 

GE3LS co-applicants are encouraged to coordinate, wherever possible, with other GE3LS 
researchers working on similar questions in other Genome Canada-funded projects to 
maximize opportunities for synergies and minimize potential duplication. 

 

In addition to the above requirements, GE3LS expertise could be sought out, as needed, 
through appropriate involvement in the project’s proposed governance structure (for example, 
GE3LS membership on scientific advisory boards) and/or through close alignment with end-
users or other stakeholders involved in the project. 

 

3.2.2 Large Scale GE3LS Research 

 

Depending on the specific Request for Applications (RFA), Large-scale GE3LS research 
projects that investigate in an innovative and comprehensive manner significant challenges 
and/or opportunities in achieving the objectives of the RFA. It is expected that large-scale 
GE3LS projects would demonstrate active engagement with the genomics scientific community 
in the planning of the research and its conduct. This may entail sustained interactions with 
other large-scale projects and/or their integrated GE3LS components. 

 

3.3 Socio-Economic Benefits 

All applications must describe, with supporting evidence, the deliverable(s) that will be realized 
by the end of the project that will lead to social and/or economic benefits for Canada. For more 
details on socio-economic benefits as they pertain to any particular competition, refer to that 
competition’s Request for Applications. 

Where appropriate, for example when new products and/or services will be developed, a clear 
commercialization process, which includes intellectual property (IP) management and 
ownership, technology transfer and benefit sharing, must be described. While eligible costs 
include those related to the development of the plan to realize benefits for Canada, costs 
associated with subsequent commercialization are not eligible (e.g., product development, 
testing, and marketing – see the Eligible Costs section for more details). 

3.4 Requirement for Technology Services from Others 

Applications for support of a large-scale project must include a detailed description of all 
outsourced technology services that will be required. It is the obligation of the project team to 
understand and describe the science that will be outsourced. The leaders of large-scale 
projects should work with their Genome Centre to determine the technologies required for the 
proposed research and to decide how best to satisfy these requirements. Projects are 
encouraged to work with Genome Canada supported Science and Technology Innovation 
Centres (STICs). The request for services from all providers must be described in the 


research proposal and further detailed in the Services from Others section of the budget form. 
Applications must include letters from service providers, description of the service(s) to be 
provided, unit costs, number of units required, personnel requirements, data analysis 
requirements, and other relevant details. Genome Canada-supported STICs have been 
established to provide technologies and expertise to projects and to avoid duplication of effort 
across the country. 

 

Although Project Leaders are encouraged to use Genome Canada funded STICs, they may 
use other fee-for-service providers, either Canadian or foreign. Project leaders must include a 
justification for their choice of fee-for-service providers and, for out of country fee-for-service 
providers, include the reasons for not using a Genome Canada funded STIC. For information 
on the Genome Canada supported STICs, refer to 
http://www.genomecanada.ca/en/portfolio/technology.aspx 

 

3.5 Handling of Data and Resources 

3.5.1 Data and Resource Management 

 Applications must include clearly defined policies and plans for managing the data and 
resources to be generated. 

 

3.5.2 Data Analysis 

Applications must present a clear plan for the analysis of data. The plan must include: i) a 
diagram showing the data flow for the information created by all project components; ii) a 
description of the data flow; iii) a description of the computer analysis strategies for the data; 
iv) a plan for the long-term preservation (archiving) of the analysis results and, where 
appropriate, raw data; and v) a description of personnel requirements needed to realize the 
data analysis. 

 

3.5.3 Data and Resource Sharing 

All Genome Canada funded projects must comply with Genome Canada's policy on Data 
Release and Resource Sharing. Genome Canada expects researchers to share data and 
resources as rapidly as possible. Where the goal of the project is to produce data or resources 
for the wider scientific community, the project must follow the data release and resource 
sharing principles of a “Community Resource Project”, defined as “a research project 
specifically devised and implemented to create a set of data, reagents or other material whose 
primary utility will be as a resource for the broad scientific community”. A project’s Data 
Release and Resource Sharing plan must be approved by Genome Canada and must remain 
current with internationally accepted standards. 

 

3.5.4 Intellectual Property 

Ownership of intellectual property created or acquired as part of projects in which Genome 
Canada is directly or indirectly involved shall be in accordance with each of the participant’s 
(i.e., Federal or Provincial government departments or Crown Corporations, private sector 
companies, universities, research hospitals or any other participants) internal intellectual 
property policy and Provincial and or Federal legislation, if applicable (See Section 1 of 
Genome Canada’s Intellectual Property policy) Applicants should also contact their Genome 
Centre for information on specific Genome Centre guidelines related to intellectual property. 

 

3.5.5 Access to Research Publications 


Research publications are an important output of the research funded by Genome Canada and 
free, online access to these publications is paramount. Genome Canada recommends that 
peer reviewed publications that have been supported, in whole or in part, by Genome Canada 
be made freely accessible online, in a central or institutional repository, as soon as possible, 
and, at the latest, six months after the publication date. Genome Canada encourages the 
scientists it funds to publish wherever is best for their work. Specific recommendations can be 
found in the Genome Canada Policy on Access to Research Publications 

 

3.6 Acknowledgement of the Contribution of the Government of Canada 

 

Projects must commit to acknowledging the contribution of the Government of Canada through 
Genome Canada and the lead Genome Centre, as well as all other relevant funders, in 
research publications and all communications including press releases, posters and oral 
presentations. In addition, visual presentations such as seminars and websites must include 
the Genome Canada logo in compliance with Genome Canada’s Brand Standards Guide. 

 

 

4 APPLICATION AND EVALUATION PROCEDURES 

 

Eligible applicants must submit proposals at every application stage through a Genome Centre 
and it is the responsibility of the Centre to determine which projects to put forward. 

 

The application process involves up to three stages – Registration, Pre-Application and Full 
Application – and the appropriate application forms are to be used without modification of 
formatting at each stage. 

 

Page limits will be strictly enforced; pages beyond the limits and unsolicited appendices will 
be removed by Genome Canada staff before they are reviewed. If this occurs, due to the tight 
timelines for review, applicants will be notified but they will not have the opportunity to revise 
their applications to meet the page limits. 

 

Application requirements may vary from the general guidelines described below depending on 
the focus of the competition (see the Request for Applications and application forms for 
specific requirements of a particular competition). 

 

It is the responsibility of the Genome Centre to evaluate the eligibility of each registration, pre-
application and full application before submitting it to Genome Canada. The final decisions on 
eligibility will then be made by Genome Canada. When applicable, for applications submitted 
to a targeted competition, relevance to the targeted area will also be evaluated. The Genome 
Centre must ensure that each proposal satisfies all the requirements of the competition as well 
as Genome Canada’s evaluation criteria, as defined in Appendix A. 

 

4.1 Registration 

A brief Registration form [add link] must be submitted through a Genome Centre and will be 
used to provide early guidance to Genome Canada on elements such as who is applying, what 
they are planning to do, research areas, expected deliverables, approximate budgets and 
suggested reviewers. This will allow for screening for eligibility by the Genome Centres and 
facilitate the early selection of reviewers for the peer review process. Applicants will be invited 


to submit the names of potential reviewers who do not currently reside or work in Canada and 
with whom the applicants have no conflict of interest. Only applicants who submit a registration 
that is deemed eligible will be allowed to submit a Pre-Application. Information from eligible 
Registrations (i.e., name of project leader(s), lead institution, title of project, research areas 
and keywords) will be posted on the Genome Canada Website to facilitate the identification of 
areas of potential synergy between applications from across the country so that applicants 
could consider engaging with other researchers on a common project. This will also make 
possible the exchange of required information between project teams and Genome Canada’s 
Science and Technology Innovation Centres. 

 

 

4.2 Pre- Application 

For the Pre-Application [add link] applicants will be asked to submit through a Genome Centre 
a short description of the following: 

. the proposed research, including an integrated GE3LS research plan; 
. the expected deliverables of the research; 
. how the team will engage end-users in the project; 
. the potential socio-economic benefits of the research; and, 
. high level management and financial information (including budget and proposed co-
funding). 


Pre-Applications must address the evaluation criteria established for the competition. 

 

Pre-Application Review Process 

Individuals with the appropriate expertise will evaluate the Pre-Application, focusing on the 
quality of the research plan and the potential for socio-economic benefits but also taking into 
consideration the management and financial plans (see the evaluation criteria as presented in 
the RFA) The review panel will make a recommendation of those projects considered to be 
competitive, and only the most competitive proposals will be invited to submit full applications. 
The applications will again be checked for eligibility and, if required, relevance to targeted 
areas. Information from approved pre-applications (i.e., name of project leader, lead institution, 
title of project, research areas and keywords) will be posted on the Genome Canada Website 
to further facilitate the exchange of required information between project teams and the 
Science and Technology Innovation Centres. 

 

 

4.3 Full Application 

Those applicants successful at the pre-application stage will be asked to submit a full 
application [add link]. Applications must be submitted through one of the regional Genome 
Centres for review prior to submission to Genome Canada. Applications must address the 
evaluation criteria established for the competition and be presented on the appropriate 
application and budget forms. A final check for eligibility will be carried out. 

 

Full Application Review Process 

To ensure that the objectives of Genome Canada are met, proposals are assessed against the 
evaluation criteria established for the competition and specified in the RFA. Normally these fall 
into three categories: 1) research proposal; 2) socio-economic benefits; and, 3) management 


and finance. For applications submitted to a targeted competition, relevance will also be 
considered. 

 

For all competitions a multidisciplinary committee of experts, the International Review 
Committee (IRC), with expertise in assessing all the different review criteria, is established to 
review applications. The committee will include members with expertise in the research 
disciplines of the applicants as well as GE3LS and genomics technologies, as required. The 
individuals reviewing the socio-economic benefits will include Canadians, as appropriate. The 
committee evaluates all aspects of an application, taking into consideration the evaluation 
criteria presented in the RFA. Written reports may be solicited from external peer reviewers to 
assist the committee and to provide additional expertise. The international review committee 
then meets with and interviews representatives from each project through a face-to-face 
meeting. 

 

In the event of Genome Canada receiving a large number of full applications a streamlining 
process may also be used to assist in reducing the number of applications prior to the face-to-
face meeting of applicants with the review committee. This process includes a full review of 
the complete research plan of each application; however only those deemed to be of the 
highest merit will remain in the review process and be invited to the face-to-face meeting. 

 

The review committee offers recommendations and advice to Genome Canada on all aspects 
of applications, including proposed budgets. The Board of Directors makes the final funding 
decisions. Only those proposals demonstrating the highest degree of overall excellence will be 
funded. Subsequently, investigators are provided with a written evaluation of the strengths and 
weaknesses of their application and the Board decision through a Notice of Award. All 
approved projects are subject to a Status Report Process to ensure that all applicable 
conditions are met prior to the release of funds. 

 

Genome Canada may adjust its evaluation processes where warranted by the 
complexity of proposals received or other relevant factors. Any changes will be rapidly 
communicated through Genome Canada’s website and through the Genome Centres. 

 

 

5 PROJECT MANAGEMENT AND OVERSIGHT 

 

5.1 Project Managers 

All approved projects must have a dedicated project manager. Project managers coordinate 
administrative and reporting requirements and support the project’s scientific enterprise. 

 

5.2 Science Advisory Boards 

All approved large-scale projects must have a Science Advisory Board (SAB) to provide advice 
and guidance to the research team to help ensure that the project achieves its stated 
objectives and milestones. The membership of the SAB must be completely independent from 
the project, with no real or perceived conflicts of interest and should be composed of experts 
who will work with the project to maximize its successful outcome. 


While projects are not required to submit details of their SAB implementation plan and 
membership at the time of application, these must be approved by Genome Canada before 
funds can flow to the project and adhere to the SAB Terms of Reference set out by Genome 
Canada. Please note that there is no advantage in the review process in having SAB 
members named in the application. 

 

6 INTERIM REVIEW 

 

Generally, Genome Canada undertakes an interim review of each approved project, within 
approximately two years from the Notice of Award. The interim review evaluates the progress 
of the research (meeting of milestones, key decision points, deliverables, etc.), including 
GE3LS, the implementation plan for the remainder of the project, the changes in research 
direction (made or proposed), the progress towards ensuring the deliverables and 
socioeconomic benefits are realized, and the financial and management aspects of the project. 
The results of the Interim Review will determine whether funding should be continued, reduced 
or terminated. 

 

Project leaders must submit a progress report, including their expenditures to date and 
forecast, through their Genome Centre. The progress report is reviewed by a Progress 
Assessment Committee (PAC), made up of individuals with the appropriate expertise. The 
PAC provides a detailed evaluation of each project’s progress and provides feedback and 
advice to the Project Leader(s), the Genome Centre and to Genome Canada. Generally, as 
part of the interim review, there is a face-to-face meeting between the PAC and the project’s 
representatives. The review takes into consideration the timeframe during which the research 
has been ongoing and is used to provide advice regarding alternative approaches to 
strengthen the project. Requests for additional funds are not considered at the time of the 
interim review. The results of the review are submitted to the Genome Canada Board of 
Directors for a final decision on a project’s continued funding. 

 

 

7 FUNDING 

 

Genome Canada will fund up to 50% of approved eligible costs for new research 
activities that are an integral part of the Genome Canada approved project. Genome 
Centres, working with the applicants, are responsible for securing the remaining 50% of 
funding from other sources. 

 

7.1 Eligible Costs 

Eligible costs are defined as reasonable costs for items that directly support the objectives of 
the Genome Canada approved project. Budgets must NOT include items for which funding 
has already been approved from other sources, unless the request for funding of these items 
was specifically made to support activities in the Genome Canada project and meets all other 
eligibility criteria, e.g., timing of funding request. Expenses funded through Genome Canada 
must be incurred after the Notice of Award (NOA) to be considered as eligible costs. However, 
expenses covered by eligible co-funding incurred up to six months prior to the NOA may be 
considered eligible costs. 

 


Eligible costs may include the following: 

i. salaries: 
. salaries and benefits for team members (note that salaries of researchers or 
senior management currently funded by their respective organizations are not 
considered eligible costs); 
. Genome Canada will accept actual benefit rates as charged by the host 
institution. For institutional benefit rates higher than 20%, supporting 
documentation (such as a letter from the institutional human resources 
department) must be provided; 
. the actual cost of release time from teaching and clinical duties, if supported by a 
letter from the host institution; 
. annual inflation for salary expenditures in the second and later years of the 
project at actual rates as charged by the host institution; 
. for inflationary increases exceeding 1.5% of total salary and benefits, supporting 
documentation must be provided. 
ii. operating costs; 
iii. costs related to the general maintenance of research infrastructure (see definition 
below), used to carry out the proposed project; 
iv. support for research into the GE3LS aspects of the project; 
v. costs related to the development of the plan to realize benefits for Canada 
including patent registration and filing costs and costs associated with advancing 
development of products and technology to the proof of concept stage (to be 
included in the Science and Technology Services section of the budget); 
vi. costs for the project’s communications and public outreach activities including 
publication costs such as fees for open access journals; 
vii. research infrastructure within Canada. As defined in the Funding Agreement 
between Genome Canada and the Government of Canada, research 
infrastructure includes equipment, specimens, scientific collections, computer 
hardware or software, information databases, communications linkages and 
intangible property used or to be used primarily to carrying out the project; 


viii. reasonable and low administrative costs (for example, most travel for project 
team members , costs associated with a project’s SAB, publication costs, website 
maintenance, office expenses, costs associated with the preparation for interim 
review and of final reports); Administrative costs must not exceed five percent 
(5%) of the non-administrative costs of the budget. Costs associated with 
patenting are allowed under (v) above and should not be included as 
administrative costs. In addition travel directly related to the conduct of the 
research activities are not considered to be an administrative cost and should be 
included as a consumable; and, 

viii. costs incurred based on a reasonable fee-for-service arrangement or contract. 


 

Examples of ineligible costs include the following: 

i. payments to foreign persons, for example, investigators’ salaries; 



ii. indirect costs to the project, including institutional overhead costs; 
iii. rent, renovation or construction of buildings or facilities, and the opportunity cost 
of using existing infrastructure; 
iv. costs associated with commercialization beyond the proof of concept stage such 
as product development, formulation, packaging, testing, marketing and 
consultants; and, 
v. inflation applied to consumables, equipment, general & administrative costs or 
services from S&T ICs. 


 

7.2 Co-funding 

Genome Canada requires that at least 50% of the requested funding for eligible costs be 
obtained through co-funding from other sources. Funds will not be released to a project until 
there is a firm commitment for at least 75% of the co-funding for eligible costs of the project 
and a well-developed and feasible plan for securing the remaining 25% of co-funding. At the 
time of application, a well-developed and feasible co-funding plan must be provided (i.e., a 
plan which demonstrates the extent to which the project is likely to secure at least 75% of the 
co-funding for eligible costs at time of the release of funds). Genome Canada reserves the 
right to withdraw its funding for any approved project that does not meet these requirements or 
if there is a substantial change in project’s co-funding status. 

 

7.2.1 Eligible Co-funding 

i. Co-funding must be applied for on or after a specified date, which is determined for 
each competition and specified in the Request for Applications, and must be for 
eligible costs specifically requested in the Genome Canada budget (see Eligible 
Costs, Section 7.1) in order to be considered as an eligible co-funding source. On 
a case-by-case basis, funding applied for before the specified date may be 
considered eligible co-funding if these funds are specifically re-directed towards 
the Genome Canada project. A letter from the funder clearly confirming this will be 
required. 

ii. Genome Canada considers any of the following possible co-funding sources, 
which may be Canadian or foreign, as acceptable: 

. Institutional funds, trust funds, or foundations 
. Departments and agencies of the federal government (e.g., Agriculture and 
Agri-Food Canada, Environment Canada, and the Canada Foundation for 
Innovation). There are however, several notable exceptions. The following 
agencies are NOT considered as eligible co-funding sources: the Canadian 
Institutes of Health Research (CIHR), the Natural Sciences and Engineering 
Research Council (NSERC), the Social Sciences and Humanities Research 
Council (SSHRC), and tri-agency programs (e.g., the Networks of Centres of 
Excellence, Centers of Excellence for Commercialization and Research, and 
the Canada Research Chairs) 
. Departments and agencies of provincial and municipal governments 
. Firms and corporations 
. Voluntary organizations 



. Individuals 
. Venture capital or other investment funds. 


iii. Cash contributions as co-funding are preferred. However, in-kind contributions, 
defined as non-cash eligible budget items, which can be given a cash value, may 
be considered as co-funding if: 

. the value can be reasonably determined and supported by documentation from 
the supplier; and 
. the expenditure represents an item that would otherwise have to be acquired 
with cash. However, this excludes the cost of pre-existing facilities or 
equipment (i.e., budgets cannot include the opportunity cost of space or 
equipment). 


iv. The value of existing IP transferred to a project is NOT considered eligible co-
funding unless it is a contribution by a supplier of IP (e.g., a software license that 
would otherwise have to be acquired from a third party supplier). Such items must 
be supported by appropriate documentation from the supplier’s head office. 

v. Suppliers’ discounts are not considered eligible co-funding. 

 

vi. Funding to support the indirect costs of a project (including overhead) are not 
eligible. Co-funding must be used to support eligible costs, which are defined as 
reasonable costs for items that directly support the objectives of Genome Canada 
approved projects. 

 

7.2.2 Documentation Required to Support Co-funding 

 

Full applications must include complete documentation to support proposed co-funding. 
This may be in the form of a letter of commitment or an agreement defining the terms 
and conditions of proposed co-funding. In addition, the project must provide a 
description of how the co-funding will directly support the objectives of the Genome 
Canada project. In general, co-funders must explicitly acknowledge the use of funds to 
co-fund the Genome Canada projects. 

 

The following provides specific examples of documentation required, depending upon 
the co-funding source, or type: 

 

. From a funding agency, a copy of the full application, project summary, detailed 
budget and notice of award (if applicable). Documentation must clearly 
demonstrate that funding is being used for eligible costs included in the budget of 
the Genome Canada approved project. 


 

. From a provincial government, confirmation that the province will provide co-
funding, the amount anticipated and: 
o a description of past commitments to Genome Canada projects, with dates 
and amounts contributed; 





o a list of the projects in the competition that the government will support, 
including the project tracking number, the name of the researcher, the title of 
the project, and the amount of the request from the government; 
o a description of the process that will take place once Genome Canada 
announces awards, including timelines for decisions and, if appropriate, 
confirmation that the government will accept Genome Canada's review 
process; and 
o a letter signed by a high-ranking provincial government official with 
appropriate authority. 




 

. Other organizations, including industry, charities, and philanthropic organizations: 
o Documentation and supporting information, which clearly demonstrates the 
organization’s level and terms of commitment to the project. Appropriate 
documentation could include but is not limited to a Board Resolution, and/or, 
a letter from the organization’s CEO, legal counsel or Corporate Secretary. 
o Appropriate and reasonable documentation supporting the organization’s 
financial viability and its ability to deliver on the co-funding. Depending on 
the organization and the level of funding being committed, documentation 
could include: 
. a full set of the organization’s most recent audited financial statements, 
including the Auditor’s Report, a Balance Sheet, Income Statement, 
Statement of Cash Flows and Notes to the Financial Statements; 
. in the case where the audited statements are more than three months 
old, a full set of the organization’s financial statements (prepared within 
three months prior to the application) including a Balance Sheet, Income 
Statement, Statement of Cash Flows and Notes to the Financial 
Statements. 
. any other information or documentation (e.g., press releases announcing 
significant new financing, cash flow projections, etc.) which provides 
credible support to the organization’s financial viability and ability to fulfill 
its co-funding commitments. 












 

. In-kind contributions should include a clear rationale and calculation of how 
the value of the contribution was determined (including documentation to 
support all assumptions, price lists, quotes from suppliers, letters supporting 
same, etc.). All in-kind contributions must be auditable by outside experts 
and clear explanations are required if there are any discrepancies between 
the value outlined in the co-funding document and the budget. Examples of 
supporting documentation to support non-cash co-funding include: 




 

. Equipment & Software 
. Letter by senior official from vendor that shows the price that the 
customer would typically have paid for the equipment or 
software (net of typical discounts including institutional 
discounts which are not eligible as co-funding) 
. For custom-made or used equipment, a third party valuation will 
normally be required 









. For previously developed custom-made software or IP, only new 
costs are eligible. 








 

. Samples & Other Biological Resources 
. If samples are typically available at no cost then there is no cost 
of acquiring such samples and as a result no value can be 
deemed to be co-funding 
. If samples are typically sold, then any proposed contribution 
would require the same documentation as equipment and 
software. 








 

8 ADMINISTRATION 

 

8.1 Project Readiness 

Leader(s) of approved projects must meet through formally submitted documentation, all 
relevant conditions that may be specified in the Notification of Award (NOA) received from 
Genome Canada and be in a position to receive Genome Canada funding no later than three 
months after the effective date of the NOA. Genome Canada reserves the right to withdraw 
funding for any approved project that is not ready to receive funding at that time. 

 

8.2 Conditions for Release of Genome Canada Funds 

Before funds can be disbursed, several conditions for funding must be satisfied and are 
detailed below. 

 

 

1. A letter signed by the CEO of the Genome Centre confirming to Genome 
Canada that: all agreements have been signed between the Genome Centre, 
Genome Canada, the lead organization, the researchers and the co-funding 
partners; all other conditions for release of funds have been met; and funds will 
flow to the project upon receipt of funds from Genome Canada. The agreements 
must clearly demonstrate agreement among the relevant parties, on all 
significant issues including but not limited to, the nature of financial 
contributions, IP ownership and management, data release, the 
commercialization process, project management, ethics and biohazard 
certification, the role of the SAB, the funding term, a termination policy, financial 
and administrative policies, and quarterly reporting of expenses and co-funding 
status, etc. The agreements must be in compliance with the agreement 
between Genome Canada and the lead Genome Centre. 
2. A revised budget must be submitted for each project. The budget must address 
all recommendations of the review panel and any reductions to the budget as 
approved by the Genome Canada Board. Consideration must also be given to 
the following issues: 
a) Changes in the Cost of Services. Given that the cost of services may 
have changed since the project was submitted for review, projects must 
provide an updated statement of work (SOW) from service providers, 
including those funded through Genome Canada, which reflects the 







current cost of services. The current cost estimates should be used in 
the revised budget and the budget reduced accordingly. 
b) Re-examination of general & administrative costs. Projects must ensure 
they include required costs, such as costs associated with the project’s 
Science Advisory Board (travel, honoraria etc.), as well as travel costs for 
the project team to attend Interim Review and other Genome Canada 
related activities and remain within the 5% limit. 






 

3. Revised Objectives and Milestones. Where significant budget adjustments were 
made as a result of removal or modification of scientific activities, applicants 
must submit revised objectives, milestones and a Gantt chart. 


 

4. Secured co-funding (received or firmly committed) amounting to a minimum of 
75% of the co-funding for eligible costs and a well-developed and feasible plan 
for securing the remaining 25% of co-funding. 


 

5. Acknowledgement that appropriate certification for proposals performing 
research involving human subjects, human stem cells, animals, biohazards, 
radioactive materials or possible effects on the environment is in place. 
Certification must be obtained specifically for the research approved for funding 
by Genome Canada. In order to release funds to an organization, Genome 
Canada will accept a letter from the appropriate officials at the organization 
confirming that: 


 

i. the organization will ensure that all relevant certifications are obtained in 
accordance with applicable laws, regulations, standards and guidelines, 
including but not limited to, the most current versions of the following: Tri-
Council Policy Statement: Ethical Conduct for Research Involving Humans 
(TCPS); CIHR Guidelines for Human Pluripotent Stem Cell Research; 
Canadian Council of Animal Care (CCAC) guidelines and policies; 
Canadian Environmental Assessment Act; Public Health Agency of 
Canada’s Laboratory Biosafety Guidelines; and Canadian Food Inspection 
Agency Containment Standards for Veterinary Facilities; 
ii. the organization will not flow funds to an investigator until all relevant 
certifications are obtained for the research to be undertaken; and, 
iii. the organization will provide Genome Canada with copies of certifications, 
upon request. 






 

6. A Science Advisory Board (SAB) membership and implementation plan that 
complies with Genome Canada’s SAB Terms of Reference and is approved by 
Genome Canada. 


 

7. The project must have a Data Release and Resource Sharing plan approved by 
Genome Canada. The project must remain current with internationally accepted 
standards for data release and resource sharing. 


 

8. A publication policy which includes a commitment to comply with Genome 
Canada’s policy on Access to Research Publications. 



 

9. A commitment to acknowledge the contribution of the Government of Canada 
through Genome Canada and the lead Genome Centre, as well as all other 
relevant funders, in research publications, as well as all communications 
including press releases, posters and oral presentations. In addition, visual 
presentations such as seminars and websites must include the Genome 
Canada logo in compliance with Genome Canada’s Brand Standards Guide. 


 

10. Meet specific conditions or recommendations of the International Review 
Committee as detailed in the Notice of Award. 


 

11. Meet other conditions established by Genome Canada. 


 

 

8.3 Management of Funding 

i. The agreement between Genome Canada and the Genome Centre will 
reference financial commitments from other persons as well as other financial 
requirements. 
ii. As the needs and circumstances of each Centre, the researchers and partner 
organizations may differ, the contracts between these partners will be 
negotiated individually and need not be identical, but should apply the same 
general principles defined in the agreement between Genome Canada and the 
Genome Centres. Genome Canada’s share of the funding for approved 
projects will flow from Genome Canada to the Centres. The Genome Centres 
will manage (e.g., disburse, monitor and report on) the funds for the project. 
iii. If co-funding is secured by way of a binding agreement, and funds can be 
shown to be available to meet the co-funder’s obligations, Genome Canada’s 
contributions can be adjusted to accommodate the timing of the expected 
receipt of funds from co-funding partners. However, where co-funding sources 
are not secured, Genome Canada’s contribution will be based on 50% of the 
approved quarterly budget up to the maximum amount approved by the Board. 
iv. Genome Canada provides funding up to the approved quarterly contribution, a 
quarter “in advance”, subject to receipt of quarterly reports of expenditures 
(from both Genome Canada and co-funding sources), including actuals to the 
previous quarter, estimates for the current quarter, and forecasts for the quarter 
of the advance. Subsequent quarterly advances may be adjusted to account 
for any unused funding. 
v. The financial status of co-funding must be reported on a quarterly basis. 


 

8.4 Accountability, Reporting and Performance Measurement 

Funded projects must submit to their lead Genome Centre on a quarterly basis, information 
and data as prescribed by the Centre in terms of timing, format and content, which will allow 
for the on-going assessment and monitoring of their performance. It is the responsibility of the 
lead research institution to ensure that the project leader(s) participate in this process. Funded 
projects must also agree to participate in and provide information for any evaluation-type 


activities that may be undertaken from time to time by Genome Canada or the Genome 
Centre, for up to five years subsequent to the end date of the project. 

 

8.5 Mangement of Changes to Genome Canada Funded Projects 

 

Over the term of a Genome Canada funded project, some adjustments can be expected to the 
initially approved project, because of required changes to the scientific, managerial or financial 
conditions of funding initially approved by Genome Canada. In order to manage these 
adjustments, funded Projects must follow the principles as outlined in Genome Canada’s 
“Guidelines for the Management of Changes to Genome Canada Funded Projects”. 

Genome Canada expects that all co-funding expenditures (domestic and international) be 
reported on a quarterly basis. 

 

 

8.6 Final Reports 

Within three (3) months of the completion of the projects, each project will be required to 
submit to its Genome Centre a final report that includes a description of the accomplishments 
of the project relative to the approved objectives as well as a detailed financial report in a 
format as determined by Genome Canada. A percentage of the final payment will be withheld 
pending approval of the Final Report.