Montréal, November 20, 2017 – This bulletin is to clarify a number of points on FRQnet and detail some of the definitions set out in the Common General Rules. It is further to the research office managers' meeting on October 18 and the questions received by Fonds de recherche du Québec (FRQ) staff. In this respect, we would like to thank the members of the scientific community for their valuable collaboration in helping to enhance the new management tool.
The meeting made it possible to assess the current situation and review the key issues that have arisen since the launch of FRQnet and their solutions, including the availability of data lists specific to each institution and the functional improvements to the institutions portal.
Upgrades made to date:
- Enhancement of the multi-criteria search function with the addition of fields (last name, first name, user account)
- Additions in the results table (status, last updated)
- Option to export the results table to an Excel file (.xls)
- Availability of follow-up lists concerning individuals with access privileges and created and submitted application forms in Excel (.xls) format in the Institutional documents section
To ensure continuous improvement, analyses are currently underway to further enhance the institutions portal. We welcome your feedback (infoFRQnet@frq.gouv.qc.ca).
The concept of recognized institution
Research office managers expressed the need for further details on the institutions recognized by the FRQ to manage research funds. Indeed, only the recognized institutions listed on the Web sites of the three Fonds (Nature et technologies | Santé | Société et culture) may be granted access to the institutions portal to approve applications for funding and submit accounting documents (financial reports).
Under the Common General Rules of the FRQ, the principle of institutional recognition goes hand in hand with the eligibility of an application for funding (except applications for training awards and internships). On the application form, the applicant must select an employing institution: the institution with which he/she has entered into an employment contract. This institution will then be designated to approve the application and submit it to the Fonds through the institutions portal. It should be noted that associate university professor status does not constitute an employment relationship between an individual and an institution.
The FRQ have created a new managing institutions category: Québec government agencies with the mission to conduct research. However, for a researcher, being employed by this type of institution recognized by the FRQ is not enough to confer principal investigator status.
Finally, the only exception that should be further qualified pertains to the FRQS career awards programs (research scholars). For applicants to these programs, employment is not a criterion in itself: in compliance with the Regulation respecting the application of the Health Insurance Act (A-29, r-5, art. 54), the administration of a salary award may be ensured by an institution that is not necessarily the researcher's employer. For example, the funds may be received and managed by a CIUSSS (where the work is carried out) while the researcher is employed by a university, which must approve the application form in the institutions portal, according to program conditions.
To submit an application as a principal investigator or to receive funds directly or by interinstitution transfer, the researcher must hold one of the following statuses:
- University researcher
- University clinician researcher
- College researcher
Individuals who file an application must select the institution in which they are employed on the e-form. Note that associate professor status does not constitute an employment relationship. Applicants must then ensure that their employer is a managing institution recognized by the FRQ.
Before confirming an employment relationship and providing confirmation of an application it receives, the institution must ensure that it is recognized by the FRQ as a managing institution. It must then approve the researcher's application in FRQnet. In doing so, the institution confirms the employment relationship.
It is important to distinguish the recognized managing institution that manages the research funding and the location at which the research is conducted. For example, a researcher employed by a university (recognized institution) may carry out research in a health network institution that does not employ him/her. In this case, the applicant researcher must select his/her employing institution (university) and not the health network institution where the research is conducted—even if it appears in the list of institutions recognized by the FRQ—on the e-form.
The adjustments to the Common General Rules outlined here do not impact the business processes of the Registre des centres, groupes et instituts de recherche (FRQS) or the e-Regroupement application (FRQNT and FRQSC).
Financial reports: deadline to submit reports postponed to March 2, 2018
The deadline to submit the 2016–2017 financial reports to the FRQNT and FRQSC, which was initially December 4, 2017, has been postponed to March 2, 2018. The date was changed to provide time to plan and host training sessions for those who manage financial services in the institutions portal. These sessions are the opportunity to discuss the three Fonds' harmonized expenditures, the new information structures of the financial report and the recovery of historical expenditure in the old system. The FRQnet module to submit financial reports will be open to the institutions that must file 2016– 2017 reports in early 2018.
Invitations to the training sessions will be sent out before the holidays.
FRQ workshop at the ADARUQ symposium
Finally, the FRQ will be taking part in an information and discussion workshop on FRQnet at the 34e Colloque de l'ADARUQ (Association des administratrices et des administrateurs de recherche universitaire du Québec), which will be held from November 22 to 24, 2017, in Shawinigan. Topics will include the financial reports, institutions portal and FRQnet system.
Visit the webpage on Recognized institutions to manage funding (Nature et technologies | Santé | Société et culture) to become a recognized institution.
For technical questions on the Fonds de recherche e-portfolio:
For general technical questions (e.g. log in, password, etc.): firstname.lastname@example.org
For program questions, contact the program manager of the Fonds that oversees the program. The contact information is available on the Web sites of the Fonds.
For general comments on FRQnet, suggestions for improvements or the development of new video tutorials: infoFRQnet@frq.gouv.qc.ca
The FRQ encourage you to share this release with your colleagues and visit the FAQ page on the Web sites of the Fonds.
The complete list of video tutorials is also available on the FRQnet pages on the Web site of the FRQ (Nature et technologies | Santé | Société et culture).