| 1. I have received a research agreement, but I am unsure what kind of agreement it is. Who can I ask? |
CFRI's Research Contract Coordinator will assist you in determining what kind of agreement it is (e.g. clinical trial agreement, collaborative research & development agreement, service agreement, etc), and at which site the agreement will be reviewed (e.g. Children’s & Women’s or UBC). Contact: |
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Annie Lam,
Research Contracts Coordinator
Phone: (604) 875-3175. |
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| 2. I have received a clinical trial agreement from an industry sponsor. What do I do? |
| Before any discussion is undertaken with the sponsor regarding budget and agreement, contact CFRI's Director of Finance who will review/cost your clinical trial budget and review and negotiate the terms of the agreement. It is imperative that the budget is reviewed before it is sent to the sponsor, as there are many costs that may not be included in the clinical trial budget. A copy of the protocol will also need to be provided to the Director of Finance. Contact: |
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Anita Chiu,
Director, Finance
Phone: (604) 875-2488 |
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| 3. Does my research study require ethics review? |
| Any research study involving human subjects in clinical procedures must be reviewed and approved by the UBC Research Ethics Board before commencement. |
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| 4. What is the current fee for ethics review? |
| The current Clinical Ethics Review fee is $3,000. This fee must accompany any Application for Clinical Ethics Review and should be requested upfront from the industry sponsor. |
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| 5. What is the Contracts Office fee? |
The CFRI Contracts office has a fee of $3,000 for industry-sponsored clinical trial agreement review. This fee covers the internal costs for agreement and budget review, project account set up and coordination/correspondence with the study team. This is non-refundable and due upon the execution of the clinical trials agreement. |
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| 6. When do I have to submit ethics review application and Children’s & Women’s hospital review application for approval? |
| Ethics review submission and hospital review submission should be undertaken at the same time as budget and contract negotiations to ensure there is no delay in starting the study. |
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| 7. Who are the parties to clinical trial agreements for industry-sponsored clinical trials? |
| The parties to a clinical trial agreement for industry-sponsored clinical trials are the sponsor, UBC, Children’s & Women’s and the principal investigator. |
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| 8. How do I open an account after the research agreement has been signed and the study has received ethics review and Children’s & Women’s hospital review approvals? |
| Contact the Research Contracts Coordinator with a copy of the approval certificates from UBC and Children’s & Women’s. Contact: |
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Annie Lam, Research Contracts Coordinator
Phone: (604) 875-3175. |
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| 9. I have been granted a contract. Where should the funds be administered – Children’s & Women’s or UBC? |
| Generally, it is preferred that research funds be held at the site where the majority of the research expenses will be incurred (e.g. major equipment purchases). |
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| 10. Is overhead required to be charged on all industry-sponsored clinical trials? |
| A minimum of 25% overhead charge will be made on all industry sponsored clinical trials. 40% of the overhead is returned to the principal investigator, and is to be spent in accordance with the Overhead Policy. |
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| 11. In addition to industry-sponsored clinical trials, is overhead charged on other types of research? |
| Yes. The Director of Finance will assist you in determining the appropriate overhead to be charged. Contact: |
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Anita Chiu,
Director, Finance
Phone: (604) 875-2488 |
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| 12. I have started my clinical trial. How do I go about paying invoices? |
Children's & Women's
Code original documents to the appropriate Cost Centre. Ensure invoices are signed by the Principal Investigator and/or designated authorized signer who has sufficient signing authority on Project/Grant. Forward approved invoices to: |
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Lainie Burgess, Finance Assistant
Phone: (604) 875-2000 ext. 6829 |
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| Read our CFRI Finance FAQs for answers to common questions about the submission of invoices and expense claim forms to CFRI (PHSA Funds 06 and 07). |
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UBC
Fill out a Q-requisition (available from the UBC Bookstore). Forward (with invoice attached) to: |
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Requisition Processing, Financial Services
University of British Columbia
302 - 2075 Wesbrook Mall
Vancouver, BC V6T 1Z1 |
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| Visit www.finance.ubc.ca to learn more. |
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| 13. How do I go about receiving monies from the sponsor for my clinical trial? |
| Your clinical trial coordinator or administrator should ensure that the sponsor is invoiced on a timely basis according to the payment schedule in the clinical trial agreement. Late payments should also be followed up on a timely basis. Please ensure that the cheque is payable to the correct payee as stated in the clinical trial agreement. This will ensure the cheque is coded correctly and deposited into the correct account in a timely manner. |
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| 14. I have received a cheque from the sponsor for my clinical trial. How do I go about depositing the monies? |
If the account is established at Children’s & Women’s:
Code the cheques to the Cost Centre established for the study at Children’s & Women’s. Attach it to a copy of the invoice previously sent to the sponsor. Forward to:
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Annie Lam, Research Contracts Coordinator
950 West 28th Avenue
Vancouver, BC V5Z 4H4 |
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If the account is established at UBC:
A Cash Receipt form (obtainable from UBC Bookstore) is to be filled and signed by the principal investigator. Forward to: |
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Office of Research Services
University of British Columbia
TEF III #102
6190 Agronomy Road
Vancouver, BC V6T 1Z3 |
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| 15. Will I receive financial reports on contract accounts established within the Child & Family Research Institute? |
If the account is established at Children’s & Women’s:
Period reports and operating statement are located in the Children’s & Women’s network (W:\Finance Reports). If you have any questions, contact: |
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Mike Gottenbos, Manager, Finance
Phone: (604) 875-3567 |
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If the account is established at UBC:
The monthly statement is mailed out by UBC Financial services. Call 604-822-2454 if you have any questions. |
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Last updated:
10/13/2009
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