The Department of Medicine Research Office facilitates signatures for various research-related forms, including:
- Research Project Information Form (RPIF)
- Contract Request Forms, Co-Applicant Signature Forms
- Student Supervisor Agreements
- Account Modification Authorizations
- Sponsor related Conflict of Interest forms
- Other research administration forms
Submit all signature requests to: dom.research@ubc.ca
We provide department approvals for all research requests and grant applications on behalf of:
- Dr. Anita Palepu, Head, Department of Medicine, UBC
- Dr. Najib Ayas, Associate Head, Research, Department of Medicine, UBC
Please note:
- Division Heads do not hold signing authority on behalf of the Department Head.
For requests related to VCH Department of Medicine or PHC Department of Medicine or Innovation UBC, please contact their respective offices directly.
Research Ethics and COI
- Department Head approvals for research ethics applications and UBC Conflict of Interest (COI) forms are managed through RISe.
- The Departmental deadline for ethics applications is 24 hours before the REB deadline.
- Refer to REB deadlines here: CREB Meeting Dates, PHCREB Meeting Dates
RPIF Signature Process: Grant, Trainee & Salary Award Applications
Step-by-Step Process:
| Prepare Your Documents | Approval by DoM Research Office | Approval by Dean’s Office | Approval by Office of Research Services (ORS) |
| ~2 weeks before application deadline, prepare the Required Documents: Complete RPIF Project Proposal (draft is acceptable to begin signature process) Budget Justification Grant Application Page (if Section E of RPIF indicates “Yes”) Additional documents may be required for Trainee and Salary Awards (see below). | Email complete package to: dom.research@ubc.ca Expected turnaround times: Research Grants: 2 business days Salary Awards: 6 business days After DoM approval, submit the application to the Dean’s Office. | Follow Faculty of Medicine Dean’s office timeline and submission guidelines. Expected turnaround times: Research Grants: 3 business days Salary Awards: 6 business days | Dean’s signature contact sends the application package to ORS for institutional approval. Expected turnaround times: 2 business days During busy grant periods (Sep – Nov and Jan – Mar): 2-5 business days. |
Important Notes
- Additional information around Application Procedures is outlined by the Faculty of Medicine.
- Check for Agency-specific procedures and deadlines (e.g. Tri-agency funding programs and Michael Smith Health Research BC).
- Refer to Office of Research Services (ORS) guidelines and deadlines.
- You may begin the signature process with a draft project proposal. Final proposal content can continue to be edited until submission (e.g., on ResearchNet).
Faculty Salary Awards
All salary award applications must be reviewed by:
- Department Head or Associate Head, Research
- HR to confirm eligibility
Required Documents include:
- Research Project Information Form
- FoM Request for Dean’s Approval of Salary Award Applications
- Division Head’s Letter of Support
- Any additional documents specified by the Agency
For Michael Smith Health Research BC applications:
On ApplyNet, enter Dr. Anita Palepu (medicine.head@ubc.ca) as your Department Head for Third Party Details and refer to Agency-Specific Procedures for additional guidelines.
Funding Guidance for Faculty Renewal & Academic Renewal Members
Faculty members appointed under the Faculty Renewal or Academic Renewal programs must follow the funding allocation options outlined in the November 2022 Faculty of Medicine Memo on Salary Awards. These requirements apply to all external salary awards, including honorifics, Research Chairs, CIHR, Michael Smith Health Research BC, VCHRI etc.
If you are unsure whether you fall under the Faculty Renewal or Academic Renewal program, please contact the mary.liu@ubc.ca.
Allocation Requirements for Salary-Based Awards
The memo outlines fixed proportions the award may be used towards an honorarium, research support or a combination of both. The remainder of the award must go towards offsetting the University’s portion of academic salary.
A copy of the memo is available here: MEMO FoM Faculty and Academic Renewal Funding Nov 2022
The Department will assist Faculty members with explanation of the options listed in the memo.
Need Help?
For questions or assistance, please contact the Department of Medicine Research Office:
Email: dom.research@ubc.ca