Research Administration Toolbox

RAN aims to provide the tools and resources to foster the professional development of McGill staff by improved understanding of the policies and processes involved in day-to-day research administration activities.

Cheat Sheets/Reports/Tutorials

Tool Description Published
Acronyms List List of commonly used acronyms used in research administration.  The file is in Excel format so that users can add to the list as required. 2013-02
Automatic Extensions Cheat Sheet List of automatic extensions as they apply to Tri-Agencies and provincial programs. 2013-02
Expense Eligibility Grid Quick reference of eligible and ineligible expenses on various sponsors.  As this is a live document, more sponsors will be added to this reference tool as time progresses. 2013-07
Expense Report Corrections Memo Memo used in the Desautels Faculty of Management to communicate necessary corrections to Expense Reports.  Presented at the March 2015 FST meeting. 2015-03
Fund Balances and Profiles WEB Report Comprehensive report used to view the available balance of all of the researcher's Funds and Grants on one report, along with posted transactions and commitments/encumbrances as of the specified year and month, and the profile information associated with the fund. Certain parts of the report has drilldown capabilities which will provide additional information and more in depth summarized expenses. 2013-12
Grant vs. Contract Checklist to help understand the differences between a research contract and a research grant. 2014-01
How to accept an Invitation in SSHRC Insight Grant Step-by-step guide, prepared by SSHRC, which explains the process to accept an invitation to participate on a SSHRC Insight Grant application.  Note that the acceptance process applies to all SSHRC funding opportunities using the "old" SSHRC application portal (all funding opportunities except Insight Development Grants). 2014-09
HR Staff Appointment Process Chart Chart details the steps to be followed in the administrative staff appointment process at McGill. 2014-09

*To receive training material on using InfoEd, contact info.osr [at]*

Keep It! Chuck It! Guidelines to help in assessing whether a document needs to be kept or whether it is considered transitory and can be destroyed. 2014-01
PI Departure Checklist Checklist of steps that need to be undertaken when a Principal Investigator resigns from the University. 2016-01
PI Eligibility - Managing Changes in Academic Status Case Studies & Answer Key In the August 13, 2015 RAN session, PI eligibility: managing changes in academic status was revisited.  Case studies were used to explore the impact of different types of changes in academic status on different funding sources.  This document includes 4 case studies with "answer" keys. 2016-01
Postdoctoral Classifications As of January 1, 2017, some McGill postdocs have dual status as both students and employees.  This Postdoctoral Classification Tool will aid in determining the postdoc's status. 2017-01
Recurring Findings - Expense Reports & POPS A list of recurring finding of non-compliant issues on Expense Reports and POPS observed by Monitoring & Compliance 2014-04
Reimbursement of Expenses Requirements Checklist - Tri-Agency Checklist of requirements to verify when processing a reimbursement of expenses claim charged to a Tri-Agency grant.  Explanations and examples/comments are provided with each requirement. 2015-12
Terms and Conditions Checklist Checklist of key governing terms and conditions that administrators need to take into consideration when managing research funding 2014-01
Transfer of Expenses Cheat sheet table indicating how to proceed when transferring expenses on research funds 2014-01

TAFAG - Eligible Expenses, Ineligible Expenses & Supporting Documents Required - 2016

A table summary of the eligible and ineligible expenses that can and cannot be charged to Tri-Agency grants, along with supporting documents required for each expense category, effective October 1, 2016


SSHRC Partnership Grants - Post-Award Resources

This section has been created at the request of SSHRC Partnership Grant holders as a repository for grant management resources and reporting templates.  The resources below are provided for reference purposes only.  SSHRC will provide the report templates to grant holders in advance of the due date.

Document Description
Acknowledging SSHRC Support Guidelines on how to acknowledge SSHRC support, including use of the SSHRC logo.
Annual Contribution Statement (Partner Contribution Form) Each partner organization must sign and submit the form to the Project Director confirming the contributions made in the previous year (year ending March 31st).
Collaboration Agreement Template This is an unfunded agreement that can be used to confirm roles and responsibilities of participants and organizations involved in the partnership.  Contact awards.osr [at] (OSR) for more details.
Form 300 Managed by RFMS.  This is an annual statement of account that must be submitted by June 30th each year reporting on the period ending March 31st.
Mid-term Report Template (To be added) Due at the mid-way point of the grant period.  Peer-review committee evaluates the progress, using the information provided in the milestone report and mid-term report, and makes recommendation to SSHRC on continuation of project.

Milestone Report Templates

  1. Table Report
  2. Narrative Report
Due 12 months after the start of the project and provides an update on the project progress since the Formal Application.
Tri-Agency Financial Administration Guide Central document that details key agency requirements governing the use of SSHRC funds.


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