麻豆AV

Email directoradmin.ihsp [at] mcgill.ca (Sonia Bichler)听with your request and include听amelie.quesnelvallee [at] mcgill.ca (Am茅lie Quesnel-Vall茅e) in cc.听听

Please include to mention 鈥淯rgent鈥� in the subject line if your message requires a response in less than 48 hours. We will do our best to accommodate your request in a timely manner.听听

/ancillary/services/computer听

Please check with aec3_finance.med [at] mcgill.ca (AEC#3 finance)听before ordering any computer-related supplies on your grants. Warning - order through third party sellers e.g. Amazon at your own risk. You may not be reimbursed. Do not put computers on a P-Card. Order through is.bookstore [at] mcgill.ca (Le James) or throughhelp.medit [at] mcgill.ca ( MedIT) (514-398-2001). Quotes will be provided in advance. A FOAPAL or personal credit card will be required and authorization will be verified.

As per policy Procedures for Travel and Other Expenses | Financial Services - 麻豆AV ( PR8.1 New Computers, Computer Components and Computer Accessories): 鈥減urchases of new computers, computer components and computer accessories from research grants (2F and 2M Fund Types), can be reimbursed via an expense report regardless of the dollar value.鈥�

New computers (Desktops/Laptops) and monitors purchased on non-research grants (non-2F/2M Fund Types)听will not be reimbursed. These purchases must be made via听听unless their dollar value is less than $250 (refer to the听IT Asset Policy).

Online room booking webform.

Please check the calendars carefully before submitting your request. If it is urgent, please reach out to either the AC, SAC or SAAC, who all have access to these calendars.

Please email the Administrative Coordinator with the date and time of your access. Please allow a reasonable amount of time for processing. If urgent and the AC is not available, please contact the Senior Administrative and Student Affairs Coordinator.

Please email the Administrative Coordinator with their name and dates of the visit and whether they are internal or external. Please allow a reasonable amount of time for processing. If urgent and the AC is not available, please contact the Senior Administrative and Student Affairs Coordinator.

/hr/self-service/front-desk-services/id-cards听

Please speak to your administrative staff members for in house supplies. Some items can be had immediately, whereas others will require ordering. Send all supply orders to the admincoord.ihsp [at] mcgill.ca (Administrative Coordinator)听and allow at least a few weeks to receive goods. If urgent and the AC is not available, speak to the Senior Administrative Coordinator or the Senior Administrative and Student Affairs Coordinator.

For all DEEP employees, a FOAPAL (or fund number) will have to be assigned in Minerva/Workday to allow you access to the printers using your 麻豆AV ID card. This is done through aec3_finance.med [at] mcgill.ca (AEC#3 finance).听

Please email printing.services [at] mcgill.ca (Printing Services)听and cc the听admincoord.ihsp [at] mcgill.ca (Administrative Coordinator)听to get a quote, including your print job and the deadline you need it by.

Please reach out to the Administrative Coordinator with the guest(s) name(s), the dates of their stay and fund you would like to charge. Please also include the reason of their visit. If urgent and the AC is not available, contact the Senior Administrative Coordinator or the Senior Administrative and Student Affairs Coordinator.

More information here.

Please email the 2001spaceodyssey.fmhs [at] mcgill.ca (SPGH Building Management Committee) with all relevant information about the issue.

Purolator: please email the Administrative Coordinator including address as well as fund to use.

/hr/employee-relations/policies-procedures/staff-dependent-tuition-waiver-policy-academic-and-admin-support-staff

/medhealthsci-academic/career-path/promotions听

/apo/academic-life-cycle/tenure-track-academic-staff-professors-and-librarians/sabbatic-leave听

/medhealthsci-academic/performance听

Please email all suggestions to the amelie.quesnelvallee [at] mcgill.ca (Chair) and putdirectoradmin.ihsp [at] mcgill.ca ( the Senior Administrative Coordinator)听in cc with all of the relevant information, links, and explanations as to how this 麻豆AV faculty member will be an active and contributing member of our team. We will then share the terms of reference of Associate members, which stipulate the process to follow to apply for this status. The application is processed through aec3-acadaffairs.med [at] mcgill.ca (AEC#3 Academic Affairs). Please see the terms of reference document here.听 Terms of reference

Send all relevant information in one email to directoradmin.ihsp [at] mcgill.ca (Sonia Bichler) including all content, photos, dates, and deadlines. During peak times the Envoke messages go out once weekly. Please send information at least a week in advance to ensure it goes out with the weekly Listserv or up on the website.听

Please email the studentadmin.ihsp [at] mcgill.ca (Student Affairs Administrator) with all relevant information and put the Sanaik.fortier [at] mcgill.ca (enior Administrative and Student Affairs Coordinator) in cc.

/financialservices/policies/guestspeaker听听

Please reach out to the admincoord.ihsp [at] mcgill.ca (Administrative Coordinator)听5 weeks before the scheduled lecture/seminar takes place. If the AC is not available, please contact the Senior Administrative and Student Affairs Coordinator.

Please ensure that remuneration is not discussed with the guest prior to verifying its feasibility. No retroactive payments will be processed.听 Remuneration Form

Please reach out to the anaik.fortier [at] mcgill.ca (Senior Administrative and Student Affairs Coordinator)听with any tentative event plans a minimum of 4 weeks prior to event if possible. Send all relevant information about speakers, dates, type of event, etc in one email. Last minute requests will be evaluated based on prior commitments.

Send all relevant information in one email to the directoradmin.ihsp [at] mcgill.ca (Senior Administrative Coordinator)听including all content, photos, dates, and deadlines, with the anaik.fortier [at] mcgill.ca (Senior Administrative and Student Affairs Coordinator) in cc. During peak times the Envoke messages go out once weekly. Please send information at least a week in advance to ensure it goes out with the weekly Listserv or up on the website.

Unfortunately, the DEEP administrative team no longer has the capacity to support the preparation and submission of trainees' expense.

Please consult this document for a step-by-step process.听 how_to_submit_an_expense_report.pdf

Procedures for travel and other expenses.

First we have to define what method of payment we can use: /procurement/files/procurement/procurement_decision_chart_april_2024.pdf听

MMP purchase:

If the vendor is in MMP, we can get a quote for the service/product and create a requisition.听

If the vendor is not in MMP we can try to have them added. Please allow at least a few weeks for processing.

Central Pcard purchase:

If the vendor is not in MMP but accepts CC payment and meets the criteria found here /financialservices/policies/pcard we can make a request with central.

Individual Pcard purchase:听听

If you are interested in applying for your own pcard听听

/financialservices/files/financialservices/15.0_pcard_regulation_july_11_2023_0.pdf听听听

Payment request form:听

/financialservices/gfm/payments/pmt-req听听

Out of pocket purchase:

Please verify before going out of pocket as the vendor may be in MMP and/or it may be a restricted purchase such as cloud service or computer purchase.

Guest Lecturer and Speaker Remuneration Policy (Honoraria):

/financialservices/policies/guestspeaker

Please reach out to the admincoord.ihsp [at] mcgill.ca (Administrative Coordinator)听5 weeks before the scheduled lecture/seminar takes place.

*Please verify that your selected fund has the budget for payment and is eligible for the type of purchase before proceeding with any purchase.*

Please email the admincoord.ihsp [at] mcgill.ca (Administrative Coordinator) with a spreadsheet indicating date of purchase, item purchased, cost, currency, and reason of purchase if applicable. Please also include your receipts and all relevant documentation. If it is urgent and the AC is not available, please try the SAC or the SAAC.

More information here.

If reimbursement is via expense report, please expect it to take between 6 and 8 weeks.听

If a large expense is expected or if you are inquiring on behalf of a trainee who is soon to travel, consider applying for an advance to cover some of the expenses. Advances are processed quickly. This advance must be offset with an expense report.

For travel meal reimbursements from grants, you must have both the itemized receipts and the receipt with proof of payment. If you are missing the proof of payment, a redacted credit card statement can be submitted. Failure to produce the itemized receipt will cause the item to be rejected (no exceptions or excuses are tolerated), but a per diem amount can be claimed instead (see table in more information link above). Absolutely no alcohol can be claimed from grants. If alcohol is purchased, please put it on a separate receipt and no reimbursement will be possible.

Boarding passes are necessary as proof of travel.

Please note: any attempt to claim an expense without the proper receipts and/or documentation will be rejected. There are some work-arounds or alternatives but please be informed prior to purchase. See above for more information on policies and procedures.

Please see the following documents provided by the AEC#3 Finance Team:

听 AEC#3 Expense Report Checklist

General Information

How to prepare an expense report

Travel expense reports

More information on this webpage.

Or email the aec3-finofficer.med [at] mcgill.ca (AEC#3 Finance Officer) with your questions.

Email the studentadmin.ihsp [at] mcgill.ca (Student Affairs Administrator)听with the following details:听

• First and last name of the student听

• Student ID number听

• Fund number to charge for the stipend听

• Stipend amount听

• Details about dispersal, if applicable. e.g. Should this be disbursed in one lump sum? Is this stipend meant to cover a specific semester or period of time?听

SAA will prepare the approval emails and process the stipend according to the details provided. If urgent and the SAA is unavailable, contact the anaik.fortier [at] mcgill.ca (Senior Administrative and Student Affairs Coordinator).

Please have your student reach out directly or provide their info to the admincoord.ihsp [at] mcgill.ca (Administrative Coordinator).

Please reach out to the anaik.fortier [at] mcgill.ca (Senior Administrative and Student Affairs Coordinator).听More information here *Include RA hire docs* .

DEEP Faculty members take priority. All other requests will be reviewed on a case-by-case basis and will depend on prior commitments.

We help administer and review the grant. Please see related FAQs below.

We do NOT prepare or compile CVs or the Canadian common CV. This is prepared by the research applicant themselves.

A minimum of 2 months prior to any OSR internal deadline. This will improve the chances of a successful grant application. All grant applications must be approved and sent to OSR prior to any Researcher (PI, co-PI or co-applicant) being away. It is essential for a cooperative and efficient application that all deadlines be respected, and material should be submitted with sufficient time for a comprehensive review. The researcher is responsible for their content deadlines, especially if they are expecting to be away during the grant application process. Late submissions risk being missed or rushed, which can negatively impact the outcome of the application and potentially damage collaborative relationships.

The DEEP Grants Administration office is open from 9.00 am 鈥� 5.00 pm Monday to Friday (with the exception of Summer Fridays). All requests and all grant material is handled within this time. We do not work during weekends or during a national holiday or vacations. We do not accept any work on a Friday afternoon to meet a deadline for the following Monday 9.00 am. For these reasons we encourage all researchers to plan well ahead of time for our expert services. Requests or emails sent after business hours will not be addressed on the same business day. It is the responsibility of the Researcher to provide all information with specific details for any requests in a timely manner.

A grant application takes a lot of time, effort and intricate information, and thus for a successful grant application we recommend at least 3-6 months. Please plan ahead and schedule Grants Administration services for a successful outcome.

Yes, we can help curate the research budget for the DEEP study at 麻豆AV. Please provide us with the specific budget items and the specific grant funding guidelines. Through weekly meetings we collaborate with the DEEP researcher for grant progress to ensure that we are all on the same level, and with respect to the funding agency guidelines. The onus is on the Principal Investigator to ensure that collaborating teams are responsible for their own budgets and the compiling.

Yes, we carry out a full and thorough review on finalized drafts with respect to the funding agency guidelines. Please plan ahead of time and schedule the review with us.

We require at least 7-10 days before the application deadline to review the research proposal and the budget. It is unacceptable to begin working on a full application in less than 10 business working days for the research proposal, budget, budget justification, institutional letters of support and letters of confirmation. Henceforth, please schedule our services 2-3 months ahead.

Yes. For larger scale grants we require a 6 month notification and a meeting with the PI and Co-PI to plan ahead for a successful outcome and strategic project management.

The onus is on the Researcher. However, under special circumstances, if the Researcher is away the Grants Administrator can schedule this after discussing with the Researcher and obtaining the correct login information for the funding agency. A request must be submitted to ihspgrants.med [at] mcgill.ca (DEEP Grants Administration).

We collaborate closely with OSR, thus if you have OSR-related questions please continue to contact them as we strongly encourage research teams to meet all OSR deadlines.

Please send documents for signing by the Chair to her amelie.quesnelvallee [at] mcgill.ca (email address) and put directoradmin.ihsp [at] mcgill.ca (Sonia Bichler)听in cc. Please be warned that last minute requests may get missed. From there it should go to the Associate Dean, Research - sylvain.baillet [at] mcgill.ca (Prof. Sylvain Baillet) with the riac.med [at] mcgill.ca (Research Officer)听in cc.

Please email theihspgrants.med [at] mcgill.ca ( Grants Administrator)听and please see Q: How much time do I need to prepare my grant application?

We do not offer data entry services. Please explore other entities in your research team.

Yes. We prepare the institutional letter of support. For this we require specific information from the Researcher for the grant call. Please contact the听ihspgrants.med [at] mcgill.ca (Grants Administrator).

Additionally, we require the following:

• Title of grant and funding agency
• Name and title role of Researcher at DEEP in the study; e.g. PI, Co-PI or Co-applicant
• Title of project
• A short synopsis of the research study
• To state who the Institutional LoS is from; i.e. Chair of DEEP or Head of School, as listed in the specific agency guidelines
• Specify what is required in the LoS; e.g. 20% teaching replacement.

Yes. We prepare the institutional letter of confirmation. Please specify your Faculty position and respective dates of joining DEEP, or the SPGH, and if your position has changed- the date it changed.

For example, I joined as an Assistant Professor in September 2018 at the SPGH and became an Associate Professor in September 2022 at DEEP.

Yes. We shall send out funding opportunities specifically related to your research. This will be based on our initial introductory grant research meeting. If your research interests shift please provide us with details, or if you have any grant guideline questions please contact the听ihspgrants.med [at] mcgill.ca (Grants Administrator).

The Grants Administrator focuses on grant applications in the Department of Equity, Ethics and Policy.

Kindly note that effective immediately, please use this email address for all AEC3 research
administration business: aec3-research.med [at] mcgill.ca. This replaces andrew.griffin [at] mcgill.ca.

Casual Research Assistants Hires:
4 weeks prior the desired start date
Any terminations: 4 weeks prior the desired end start date

Postdoctoral Researchers/Fellows/Scholars:
For Canadian candidates with degree in-hand, 4 weeks prior desired start date. Please note that candidates must have their PhD in-hand, or completed all the requirements, i.e. defended their thesis.

For International candidates, please contact aec3-research.med [at] mcgill.ca (Andrew Griffin), as soon as possible as work permit processing times are extremely long.

An important reminder that Casual Research Assistants cannot begin work until their contract has been finalized, and they should not be working beyond the end-date of their contract. If you wish to renew, please contact us 4 weeks before the end-date.

We fully expect that new Collective Agreements for Postdoctoral Researchers, Research Assistants and Research Associates will be signed over the summer months. This may result in changes to salary and working conditions. We will keep you posted on any developments.

Hiring of Guest lecturers/speakers:
A friendly reminder that all requests to hire new guest lecturers/speakers must be submitted to aec3-hirerequests.fmhs [at] mcgill.ca at least 4 weeks prior to the date of the event. The 鈥渘ew hire request form for guest lecturer/speaker鈥� template previously sent to all units is to be used when submitting your request. This is to ensure that such requests are reviewed and approved by our office prior to any commitment being made.

Should you have questions about the template form or process, kindly reach out to Laec3-acadaffairs.med [at] mcgill.ca (inda De Luca).

Academic Hires/Appointments:
As of January 1, 2023, retroactive hires of more than three (3) months will not be approved by the Central Academic Personnel Office. Hence, to avoid any decline in requests, it is important that all new academic hire requests be communicated to the AEC ahead of time by emailing aec3-acadaffairs.med [at] mcgill.ca (Linda De Luca). More details regarding this will follow.

General academic affairs inquiries:
All questions or requests related to academic affairs processes or regulations (i.e., for existing faculty members, new hires, renewals, etc...), please reach out to aec3-acadaffairs.med [at] mcgill.ca (Linda De Luca).

Travel Advances will be processed within 5 business days from receipt date.

Expense Reports will be processed within 6 to 8 weeks from receipt date.

Given the delay we are currently experiencing, we recommend you submitting your expense reports as soon as possible. Expense reports are processed on first come first served basis.

General financial affairs questions:
All questions or requests should be sent via email rather than Teams to your financial point person and team member will respond within 48 hours. Your point people are:
aec3-finofficer.med [at] mcgill.ca (Katherine Dao) (Finance Officer)
aec3_finance.med [at] mcgill.ca (Andreea Chidu) (Financial Administrator)
听TBD (Senior Accounts Administrator)

As mentioned above, for any financial planning for an event or research project, please contact Katherine Dao at least 3 weeks in advance of the scheduled start date.

Research Assistants/Associates:
Please submit a request to aec3-hradmin.med [at] mcgill.ca (Selena Di Benedetto)听4 weeks prior to the desired start date. This is to ensure that the incumbent(s) are hired in the appropriate category and to ensure that they are remunerated in a timely manner.

Work Study Students: Please submit a request to aec3-hradmin.med [at] mcgill.ca 4 weeks prior to the desired start date.
1) This is to ensure that we can submit the request to participate in the Work Study Program.
2) Confirm the eligibility of student(s).
3) Post job on Workday and complete the hire process.