Engaging with industry and partners
You should contact the Partnerships, Intellectual Property and Security (PIPS) and Research Development teams at the early stages of your discussions with a potential research partner to assist with the discussions around a partnership. As principal investigator (PI), you should work with the potential partner to draft a research proposal or statement of work; this document should include a budget, timelines, deliverables and other relevant information regarding the proposed work.
The PIPS team will then assess the proposal, draft a research agreement, send it to the prospective partner and negotiate crucial contract terms, such as intellectual property rights, publication rights and insurance requirements.
Sponsored research agreements overview
Yes, students can engage in research activities under a Sponsored Research Agreement, supervised by the PI.
University policy mandates the full recovery of indirect costs associated with research activities, emphasizing the importance of recuperating the maximum allowable overhead for all research projects.
In some cases, it is possible for a Concordia PI and their co-PIs to claim an honorarium. Please consult sections 13-15 of Concordia’s Policy on Contract Research (VPRGS-1) before building your budget .
Engaging in partnership activities
Before engaging in any contractual activities, it is crucial to inform the PIPS team about your project.
Finding sponsors
Networking is the best way to identify sponsors for your research. We recommend engaging with associations and external committees that include members from academia, the public and private sectors. Sharing your research expertise and willingness to collaborate with these groups can open doors to potential funding opportunities. Also consider leveraging connections with former students, colleagues from other institutions, research centres and alumni.
Approaching contracting agencies
All interactions with contracting agencies should be conducted on behalf of Concordia. Contact the PIPS and Research Development teams early in the negotiation process so that we can provide guidance and support.The need for a research proposal can arise from several sources, including unsolicited contacts, direct negotiations with an external partner or from existing initiatives from our office. Please prepare your research proposal with the following three sections:
- Technical proposal
Include a detailed description of the intended work to help the agency assess the technical feasibility and potential usefulness of the results. - Statement of qualification
Outline the background and experience of the PI and co-PIs, especially in relation to the project. Attach updated CVs for each researcher, including subcontractors if applicable, and describe the university facilities or other in-kind commitments needed for the project. - Price proposal
Provide a detailed breakdown of projected expenses. It is advisable to mark up your budget by at least 10 per cent to accommodate unforeseen costs and propose a firm lump sum price whenever possible, allowing any surplus funds to be reinvested in your research or research-creation.
Building your price proposal
What is overhead?
During the course of a project, the university incurs costs which are not itemized but commonly include:
Maintenance cost for installations and equipment (heating, lighting, ventilation, air conditioning, cleaning, telephone).
Depreciation of university installations and equipment.
Administrative costs for central and departmental services.
Insurance costs.
These costs are often referred to as overhead or indirect costs.
Budgeting for overhead
When preparing a price proposal, you must ensure that the budget provides for the recovery of all direct costs and overhead associated with the execution of the project.
When sponsors do not accept overhead as part of a cost proposal or the rate is lower than those quoted below, you should incorporate overhead as part of the salary line items. In cases where a PI or co-PI wishes to claim an honorarium, the university requires that any shortfall in overhead be recovered from the honorarium.
Overhead rates by agreement type
Standard agreement
- Sponsor: Industry
- Overhead rate: 40% of total direct costs (TDC)
Federal government — Public Works and Government Services Canada (PWGSC)
- Sponsor: Federal Government
- Overhead rate: 65% of salaries & employee benefits + 2% of travel costs
Service agreement
- Sponsor: Any
- Overhead rate: 20% of TDC
Consulting agreement
- Sponsor: Any
- Overhead rate: 10% of TDC
Sub-grant, co-grant, negotiated grant, contribution agreement
- Sponsor: Any
- Overhead rate: 15% of TDC
Federal government research agreements issued by PWGSC require that overhead be stated as a separate line item independent of salaries.
Salaries and benefits
When salaries are included in your cost proposal, you must account for benefits. The rates quoted below are subject to change, therefore please consult with the research development team before finalizing your proposal.
Full-time employees (12 months or more)
- Fringe benefits rate: 32.08%
Part-time employees (12 months or less)
- Fringe benefits rate: 26.26%
Students
- Fringe benefits rate: 14.5%
Agreement and proposal precautions
Never sign any document without university approval, including confidentiality agreements or purchase orders.
Ensure your budget includes adequate provisions for employer benefits, GST, QST, and the correct overhead rate.
Clearly indicate any special intellectual property (IP) rights, particularly if a student will use the IP for their thesis.
Always use the official forms for internal approval of agreements and negotiated grants. This ensures compliance with university policies and safeguards all parties involved.