Pilot Grant Program Guidelines
Introduction
Prostate cancer incidences have been rapidly rising. Factors such as aging population, increased life expectancies, and increased incidence, lead scientists to believe that prostate cancer is escalating into a major health issue. Today, it is expected that 1 in 6 Canadian men will be diagnosed with the disease in their lifetime and experts believe that this number will rise to 1 in 4 within the next decade. Government support for prostate cancer research to date has been inadequate compared to other categories of cancer.
Pilot Grant Program Objectives
The objective of the Prostate Cancer Canada’s (PCC) (rebranded in May 2009 from Prostate Cancer Research Foundation of Canada) pilot grant program is to support new and innovative pilot research initiatives that have scientific merit, particularly including those from new investigators. The primary purpose of this research funding is to provide support for operating expenses. It is the expectation that grants awarded by PCC will be used asleverage to attain longer duration peer-reviewed grants for ongoing studies from larger funding agencies e.g. NCIC, CIHR, NIH, US Army DOD or NSERC. The PCC’ pilot grant program’s focus is on biological and clinical research projects and will not fund research into the psycho-social aspects of the disease.
Mission
The Prostate Cancer Canada (PCC)’s vision is to be a global leader in the fight against prostate cancer, earning the enthusiasm and support of Canadians through integrity, compassion and innovation.
Vision
Prostate Cancer Canada raises funds for the development of programs related to awareness, public education, advocacy, support of those affected, and research into the prevention, detection, treatment and cure of prostate cancer.
Key Messages
Prostate Cancer Canada is the only national foundation dedicated to the elimination of this disease through research, education, support and awareness.
The threat of prostate cancer for men is far greater than is commonly known. During his lifetime, 1 in 6 men will be diagnosed with the disease, and this is expected to rise to 1 in 4 within a decade.
We believe that to win this battle, a focused national approach in the fight against prostate cancer is needed.
In areas such as support, prevention and early detection, we will involve men, women and young people, making them all more aware of the impact of this disease.
Our logo is a symbol of hope – that we know we will achieve the goal of eliminating prostate cancer, and a symbol of unity – that we can only achieve this when working together.
Funding Scope
Funding available for the Pilot Grant Program is determined annually by the Board of Directors in light of available funds and other mission related activities including overall research initiatives.
Eligibility
Prior work in the area of prostate cancer is not a prerequisite. Basic science, clinical, and translational research will be considered for funding.
Basic science project proposals must be Prostate Cancer specific/exclusive in nature. Applicants must be affiliated with an Institution – University, teaching hospital, cancer care institution, etc. from within Canada. Applications from for-profit organizations are not eligible.
Only the very best research proposals will be funded. To receive a PCC research grant, a scientist must prove that his or her research:
New Investigators
The PCC encourages new investigators (i.e. individuals with 3 or fewer years or service as an independent scientist) to apply for research grant funding. The review committee will give special consideration to grants from new investigators each year to ensure capacity development in prostate cancer research.
PCC grants are not renewable, as PCC does not view itself as a source of long-term funding. Rather the PCC funds pilot projects that will allow the project, and/or the investigator, to develop to the point where they can be funded ultimately by larger and long-term funding agencies such as CIHR, NCIC, US Department of Defense and other provincial agencies.
2009-10 Competition Timelines
Competition opens on PCC Website February 1, 2010
Competition closes March 31, 2010
Peer Review June 16, 2010
Notification June 30, 2010
Grant start date July 2, 2010
Language of Applications
The PCC will accept applications in English only.
Principal Investigator
The Principal Investigator is the key contact with the Foundation.
Only one application per principal investigator is allowed.
Co-Investigator
Co-investigators must be affiliated with an eligible host or Co-investigator Institution. They are not required to be located in Canada. Students, fellows or technicians may not be designated as co-investigators.
Host Institution
Eligible host institutions are Universities, hospitals, research institutes or other qualified not-for-profit organizations. Host Institutions must be legal entities having charitable registration number. These institutions will be accountable for both the performance of the approved project and appropriate expenditure of funds, and assume the legal obligations.
Detailed Project Proposal
The Foundation expects applicants to prepare competitive funding proposals that meet program criteria, are clear and complete in all respects and free of error. The same meticulous attention to detail that is required for preparation of a scientific paper for publication should guide applicant in the preparation of their proposal to the Foundation.
Detailed project proposal will include the following:
Strive for an account suitable for a press release aimed at a lay audience. It should include a statement of the hypothesis, approach to the investigation, statement of the clinical benefits anticipated (prevention, screen & diagnosis, treatment), project’s rationale and research objectives in everyday language. Please also address realistically what you expect could be the potential impact of this research on the burden of prostate cancer. Clinical grants should specifically state what benefits the patients can expect in the short & long term. In short, it should not be a precis of the scientific summary.
Eligible expenditure may include: salary and fringe benefits, stipend for trainees, laboratory material and supplies.
Ineligible expenditure include: Institutional overhead, organizational levies, travel and other indirect costs
The PCC encourages interdisciplinary collaboration. Proposed research projects that include scientific work done by collaborators who are not co-investigators must include a letter of agreement to collaborate. Letters of collaboration can be uploaded as an attachment under the “additional info” section of the online application.
The Proposed Research Description should be in narrative form and no longer than five single-spaced type-written pages in length (2500 words). If it is a clinical project, please state how this grant specifically tackles a clinical problem in Prostate Cancer. Two additional pages of supporting attachments for relevant figures or other related data are acceptable as part of the Research Proposal. An attachment of up to two pages of relevant references can be uploaded in the “Publications” section of the application form. Publications and current funding information is required for the Principal Investigator only.
Review Process
The PCC is committed to funding the highest quality science, based on excellence, with demonstrated relevance and impact on the prostate cancer. The Panel/Committee, following internationally accepted review practices, will recommend grants for funding to the PCC Board of Directors. PCC Board of Directors will approve the recommended grants in consideration of available funds and research priorities of the Foundation.
Each grant application undergoes a series of checks and reviews before a final decision is reached. The first check is to ensure that the application is complete and has conformed rigorously to all pertinent guidelines. The PCC reserves the right to triage grants prior to peer review by the Pilot Grant Panel of Scientific and Medical Advisory Committee if they do not conform to the program guidelines, as set out in this document.
PCC review process ensures that its review and decisions are fair and objective. All panel members declare conflict of interest with the Principal Investigators and Co-Investigators. Reviewers are only assigned to review proposals for which they have no conflict of interest. Reviewers with a conflict of interest with a particular proposal is not included in the decision making process and will not see any review related materials or participate in discussions.
Board members, who participate on the panel/committees, will not participate in discussion or decision related to the grant application/competition.
Applications that meet all criteria receive primary and secondary reviews by the members of Pilot Grant Panel of Scientific and Medical Advisory Committee. Only those applications that achieve an average “fundable” score of 3.0 and above by primary and secondary reviews are considered for thorough evaluation by the Pilot Grant Panel. The PCC reminds applicants that its research grant program is highly competitive and a score of 3.0 or higher does not guarantee that an application will be funded.
Both successful and unsuccessful applicants will receive a brief written review of their research project along with the notification of competition results by first week of July by mail. Decisions of the Panel and the PCC Board regarding grant funding are final and are not subject to review.
The criteria that the Panel will use to assess grant applications relates to the following general areas:
Review Panel
The PCC’s Pilot Grant Panel is a sub-committee of the Scientific and Medical Advisory Committee. The Panel is comprised of some of Canada’s most highly respected Radiation Oncologists, Uro-oncologists, Medical Oncologists, Basic Scientists, Imaging, Pathology and Laboratory Medicine specialists etc. as listed on our website.
Lay Member on the Review Panel
PCC believes that participation of lay members on grant panels is advantageous because it demonstrates objectivity, integrity and accountability of the review process that ensures available research funds are put to the best use, help advocacy for research; provides increased transparency for the panel review process; promotes better communication between the scientific and non-scientific community; clarifies how many good proposals cannot be funded simply because of lack of sufficient research funds; and provides a better appreciation of consumer perspective of the process.
Term and Amount of the Grant
Applicants may request grant funding for a period of up to two (2) years, at a maximum value of $60,000 per year and $120,000 for two years.
Start Date
The start date for new research grants is normally July 1. Exceptions/delay in start date should be reported to the PCC immediately.
Conditions of Grants
Grants are awarded only upon the approval of the PCC Board of Directors. It should be noted that the PCC has a limited amount of funds and, although applications may have been assessed as having scientific merit, there may not be sufficient funds to award all such applications. All grants are, at all times, conditional upon, and subject to, availability of funds. In addition, the PCC reserves the right to terminate, at any time and without cause, any grant or award.
Competition Results
All successful applicants will receive notification by email by June 30, 2010. Competition results will be posted on the PCC Web site (prostatecancer.ca) in the first week of July, 2010. An applicant may occasionally be forced to decline an award (for personal or professional reasons or because of other and preferred funding for the same work). Should this occur we request that the applicant notify the PCC of his/her intent to decline within one week of hearing from the PCC. This will permit the PCC to award the funding to the next highly ranked applicant.
End of Grant/Early Termination of a Grant
The Host Institution is expected to return any unexpected or unencumbered balances as at the termination date. In the case of grants that are discontinued for any reason (e.g., early termination), the PCC must be notified immediately.
However, in circumstances where more than 18 months (for one year projects) and 36 months for (two year projects) are required to complete the work, grantees will be required to apply for a no-cost extension. This will allow the remaining funds to be spent after the grant end date, but will not provide any additional funds. Consideration for a no-cost extension will be given where work remains to be completed combined with persuasive justification or where a grantee has taken an extended leave of absence during the term of the award. The request should include the following information:
an explanation for the delay,
a brief description of the work remaining with an estimate of the time required to complete the work, and
a projected figure for the unexpended balance at the termination date.
Use of Funds
A third-party Financial Officer at the host research institution must administer grant funds for successful projects.
Permitted uses of funds awarded include salary support, supplies, reagents etc. Non-permitted uses of funds include institutional overheads, organizational levies, cost of fixed assets, travel and other indirect costs.
Any unused funds at the end of the project must be refunded to the PCC.
Release of Grants
The first installment (50% of the year-one portion) of the grant funding is released with the notices to successful applicants (this will generally be on July 1, 2010). A cheque issued in the name of the host institution in trust for the investigator is sent to the Financial Officer at the host institution. Payment of the second installment (50% of the year-one portion) of grant will be released 6 months after the grant start date (this will generally be on January 1, 2011). Release of year two funds (if applicable) will occur twelve months after this i.e.July, 2011 and is contingent on satisfactory reporting as outlined under “Mid-term and final report” paragraph below.
Return of Grant Funds
Temporary Absences and Relocations
If a grantee, for any reason, is unable to continue the research program for which he or she has received support, the grantee or the Department Head must immediately notify the PCC.
Recipients wishing to take sabbatical leave must inform the PCC. If they wish funding to continue, details on how the research will continue in their absence must be supplied. The PCC reserves the right to discontinue funding in such instances. Transfer of the grant from one person to another in the same institution is not permitted unless written authorization is received from the PCC.
Grants are made for research at the university or institution specified in the initial application or renewal. If a grantee transfers to another institution, the grant terminates, but an application may be made to the PCC to have the unspent portion allocated for use at the new institution. Such an application must be supported by a letter of approval from the Department Head of the institution where the research is to be continued.
Mid-term and Final Report
Investigators will file an interim report due no later than six months or no later than nine months (January 2011 for six-month interval or April 2011 for 9- month interval) and a final report due August, 2011 (12 month period) or January 2012 (for 18 months). For two year grants, Investigators will file an interim report due no later than twelve months or no later than eighteen months (July 2011 for twelve-month interval or January 2012 for eighteen-month interval) and a final report due July, 2012 (24 month period) or July 2013 (for 36 months). Our ability to report back to the public about progress made in prostate cancer research has a direct impact on our ability to raise funds for research in the future. In order to assist our funders, all grant recipients are required to complete a mid-term and final report. The forms can be found on our website at www.prostatecancer.ca.
Reporting on Citations and Related Funding
It is understood that from time to time results of research funded by the PCC will be published in scholarly journals. The PCC urges grant recipients to provide notification of publication and literature citations related to the published reports of their work. The PCC also urges grantees to provide notification of any other funding their team has received for supplementary work based upon work originally funded by the PCC. As much as possible, the PCC wishes to hear about work being done by other teams that may be inspired by or related to the work funded by the PCC. This information will be tremendously useful in supporting increased fundraising for research.
Communications Host institution is required to publicize the award from the PCC.
Announcement of any successful application and publicizing notice of receipt of a research grant relating to the approved project should be shared with the PCC. All written or presentation reference to projects funded by the PCC should include acknowledgement of the support provided by the PCC and copies of all publications should be provided to the PCC in advance of the publication date wherever possible.
The project title and the lay summary of successful research projects in an individual’s application will be used by the PCC without notification and will be disseminated in the public domain.
PCC will also appreciate your assistance in highlighting your research findings for the media and the public. We request that you provide the copies of important preprints and reprints to PCC’s Marketing & Communications, and to involve them in any media interactions that result from your funded research activities.
Participation in Foundation Events
Research grantees may be asked to participate in cheque presentations, funding announcements, photo opportunities and media interviews. They may also be asked to assist in preparing written materials for the PCC Web site.
Disclosure of Overlapping Funding/Commercial Interests/Conflict of Interest
Principal Investigator and co-investigators will clearly declare any overlapping funding issues as the PCC funding is specifically for unique and distinct project components of the proposal/application that are not otherwise funded. Applicants are asked to list all Principal Investigator’s current and pending funding applications with a brief abstract and degree of overlap with the current application.
The Foundation will not provide funds to individuals who receive support directly from tobacco manufacturers or from the Council for Tobacco Research or from the Smokeless Tobacco Council.
Ethics and Risk Management
The successful applicant and/or his/her host institution will be responsible for research ethics and its protocols.
The successful applicant and/or his/her host institution will be responsible for any and all risk and liability related to the funded project and shall take all necessary measures to avoid any losses or damages to the PCC, its successors, assigns, directors, officers and employees.
Copyright/Patent/Intellectual Property
In the event that an application funded by the PCC leads to the development of commercial intellectual property, the grantee will be guided by the policies of his/her institution. The PCC does not retain or claim any ownership of IP developed in whole or in part, through the use of funds awarded.
In consideration of the above waiver, we expect grantees’ cooperation in realizing appropriate recognition for the PCC through media releases issued by the host institution. We also expect grantees’ cooperation in publicizing the PCC’s contribution to their research.
PIPEDA Research proposals and attachments are held in strict confidence by the PCC. Information provided in application for a grant is distributed to peer reviewers and staff to facilitate a fair review and to administer the grant program. Lay summaries of funded research proposals are published on our Web site, Annual Report, media releases, newslettersand stakeholder communications with the name of principal investigator and the host institution.
Names of funded investigators and host institutions are included on CRA website as part of our, financial return submission.
Accountability
The PCC staff and volunteer committees ensure a high degree of integrity, accountability and responsibility and require assurances of the same from all researchers and their host institutions.
Research Project Evaluations/Measuring Research Investments
As a fund raising organization, measuring/evaluating research investment is critical to attracting new funds. The PCC sees this as a tool that can empower you as the researcher and help to understand the impact of the research grant to the Foundation. In particular the PCC is interested in:
Future funding will also be determined, in part, by compliance with reporting on outcome measures. The following set of generic key performance indicators have been developed to take stock of what has been learned and measure the outcomes of grants awarded in basic, translational and clinical areas.
Number and details of peer reviewed publications
Number of citations
Number of presentations at national or international conferences
Number and details of patent applications
Details of if and how PCC funding assisted in leveraging new funding from federal, private sector, in kind, or international funders
Details of partnerships/collaborations facilitated by PCC funding
Brief descriptions of progress in the following format:
Provided data justifying initiation of a larger clinical study (e.g. phase I phase II/III clinical trial)
Assisted in development of new treatments/therapies for prostate cancer
Answered a novel question/provided further understanding of prostate cancer
Generated novel hypotheses
Assisted in the development of treatment guidelines
Success stories of interest
Discussion of results/reviews in lay format (TV/Print/Online)
A productivity report will be required of awardees within three months of the completion of their grant.
Application Process
All applications must be submitted using PCC’s online grant management tool on prostatecancer.ca, which will be available on February 1, 2010.
Refer to Frequently Asked Questions for filling the online application forms.
Applications must be received no later than 5 p.m. in each time zone on March 31, 2010.
A system-generated email acknowledging receipt of your application will be sent. If you do not receive this by 5th April, 2010, please call the PCC at 416-441-2131 ext.226 or e-mail nalini.sen@prostatecancer.ca and we will manually verify receipt of your application.
The PCC has implemented a zero-tolerance policy for late and incomplete applications. Failure to adhere to the guidelines and regulations will result in the rejection of an application without receiving review by the panel.Incomplete proposals, proposals that exceed length guidelines or proposals not conforming to the above-stipulated format will not be considered.
Applicants must read the 2010 application guidelines.
The cover page with signatures should be printed, completed by obtaining signatures of Principal Investigator, Co-Investigators, Senior Faculty/Division Officer, Financial Officer/Administrator and faxed separately to 416-441-2325 or sent electronically in PDF format to Nalini Sen at nalini.sen@prostatecancer.ca within the submission deadline of March 31,2010.
You must immediately notify the PCC of any contact information changes on the application, especially mailing address, email address, name of host institution, financial officer name and address.
Withdrawal of applications:
Applicants may withdraw an application at any time by emailing nalini.sen@prostatecancer.ca .