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Successful applicants will be required to enter into a formal, signed agreement between WorkSafeBC (the Workers' Compensation Board of B.C.), and the Recipient Agency. The following are some of the specific conditions of a WorkSafeBC research grant.
Research funds are awarded only upon the approval of the Board of Directors of WorkSafeBC. Research funding is at all times conditional upon, and subject to, availability of research funds.
The amount awarded constitutes the maximum payable for the project.
The Contribution and any part payment of the Contribution will be made to and administered through the Financial Officer of the university or institution concerned. Payments will normally be made in semi-annual installments. In the case of multi-year grants, the second and any subsequent years installments will only be paid after the receipt and approval of a Statement of Account for the previous year. If the Recipient Agency uses an external accountant, the Recipient Agency will ensure that its accountant is familiar with this agreement and follows through on the reporting requirements stated in Section 13.
Payment of accounts for the purposes specified in the grant are to be made by the Financial Officer of the Recipient Agency, upon authorization from the Applicant. The total disbursements must not exceed the total contribution, and any expenditures in excess of the award will not be assumed by WorkSafeBC nor reimbursed by WorkSafeBC to the university or institution concerned. Expenditures are to be made only for the purposes set forth in the terms of the grant, and any alternative use of funds requires prior written approval of WorkSafeBC. No funds shall be used to cover expenditures made prior to the start of the agreement or expenditures made after the end of the agreement.
From the outset, the Recipient Agency and the Applicant accept accountability for demonstrating good management practices in financial planning, expenditure control, and reporting. The Recipient Agency agrees to adhere to Generally Accepted Accounting Principles (GAAP). This management accountability may be verified though the annual audit reports prepared by the Recipient Agency's official auditors.
WorkSafeBC does not permit duplication or overlap of funding. If the Applicant receives funding for the same project from other sources, the Applicant must notify WorkSafeBC in writing within 30 days of receipt or notification of the other funding.
Separate accounting must be kept when more than one grant is awarded to an Applicant. Interchange of expenditures from one project to another is not permitted. If the project is terminated, any remaining funds must be returned to WorkSafeBC.
Expenditures incurred after the termination date will not be accepted for payment by WorkSafeBC. The Recipient Agency agrees to return any unexpended balances as at the termination date. WorkSafeBC must be notified by the Recipient Agency immediately when Projects are terminated prior to the end of the funding period. WorkSafeBC must be informed of the date of the termination, and no financial commitments must be entered into by the Applicant or approved by the Recipient Agency’s financial office after this date. A Statement of Account, signed by the Applicant and the Financial Officer, must be forwarded to WorkSafeBC within sixty (60) days of early termination of the grant.
Funds must be used exclusively for expenditures in the approved budget. Although the Applicant is expected to adhere to the approved budget, some flexibility can be incorporated within the general framework of the approved budget. However, reallocation from one budget category to others, which exceeds 20% of the annual allocation of the category from which funds were reallocated, requires prior written approval from WorkSafeBC. Carry-overs of the budget from one year to the next, which exceed 20% of the annual budget, also require WorkSafeBC's prior written approval.
Excluding the above provisions for carry-over of grant funds from one year to the next, all funds awarded to the Applicant must be expended prior to the scheduled end date of the Project. In specific circumstances, WorkSafeBC will consider a written request from the Applicant for a 'no-cost extension'. If approved, this will allow the remaining funds to be expended after the end date, but will not provide any additional funds. The Applicant must apply for a ‘no-cost extension’ no later than three (3) months before the scheduled end date.
Funds not spent or not accounted for in a Statement of Account must be returned promptly to WorkSafeBC. When unspent funds are returned to WorkSafeBC, the cheque must be accompanied by a signed Statement of Account indicating an unspent balance in the same amount as the refund.
In the event that payments made to the Recipient Agency under the Agreement exceed the amount due, any such excess shall be promptly repaid to WorkSafeBC.
Statement of account
Every six (6) months, Applicants are required to submit, for every grant, an interim reporting of expenditures to date. In addition, a final Statement of Account must be provided within sixty (60) days of the end of the Research Project.
The Applicant is required to submit Progress and Final Reports, in the format required by WorkSafeBC, for each project funded by WorkSafeBC. The progress report must report on research milestones and activities. The progress reports must be submitted to WorkSafeBC within ten (10) working days following the end of each six (6) month period of each year during the term of the Agreement. The Final Report is due no later than two (2) months after the end date of the Project.
Final reports are made freely available through the WorkSafeBC website. Research Services develops and publishes plain language summaries for each project, but does not edit final reports for content or style. Researchers are required to address the comments provided by the peer reviewers, and must submit their final reports in an appropriately organized format that has been edited for clarity, grammar, and spelling.
If the researcher does not intend to seek publication in a peer-reviewed journal, a copy of the final report may be posted on the WorkSafeBC website when it is received. The report will be linked to a plain language summary developed by Research Services and to the primary author’s contact information. If the researcher intends to seek publication in a peer-reviewed journal, Research Services will delay the release of the final report. If, however, the researcher has not submitted any articles to peer-reviewed journals within six (6) months of submitting the final report, Research Services may post the peer-reviewed final report on the WorkSafeBC website.
The Applicant must be prepared to work in collaboration with WorkSafeBC to provide timely reporting of research results, collaborate on the release of the results, and/or publish findings in both peer-reviewed, academic journals and non-academic publications. Applicants will also be required to complete a survey/questionnaire on knowledge transfer activities following completion of their project.
WorkSafeBC does not claim any ownership of intellectual property developed under WorkSafeBC research funding. Any intellectual property produced by the Recipient Agency or the Applicant in carrying out the obligations under the Agreement shall remain the property of the Recipient Agency and/or the Applicant, according to the policies of the Recipient Agency.
“Intellectual Property” is defined as raw data, reports, photographs, drawings, plans, specifications, CD-ROMS, computer software, systems, processes, surveys, calculations and other data, information and material collected, computed, drawn or produced, including computer print-outs.
Notwithstanding that ownership of any intellectual property produced by the Recipient Agency or the Applicant in carrying out the obligations under the Agreement remains the property of the Recipient Agency and/or the Applicant, the Recipient Agency and the Applicant agree that in the event that any intellectual property is developed, produced, or created as a result of the Project, and which is commercially exploited by the Recipient Agency or the Applicant or is sold or licensed to another party, the Recipient Agency and/or Applicant shall pay royalties to WorkSafeBC. The amount of such royalties shall be determined by agreement between the parties, bearing in mind the level of anticipated revenues which are to be derived from the exploitation or sale of the intellectual property, and that the sole funding for the Project was provided by WorkSafeBC. In the event that agreement as to the amount of royalties to be paid to WorkSafeBC cannot be achieved, the dispute shall be resolved pursuant to the provisions of the Commercial Arbitration Act of British Columbia.
In the event that according to the Recipient Agency’s policy, ownership of the intellectual property rests in whole or in part with a person or persons or entity other than the Recipient Agency and Applicant, the Recipient Agency and/or Applicant shall obtain the agreement of that person, persons or entity to the provision of royalties to WorkSafeBC as contemplated in the preceding paragraphs.
Title to all equipment purchased with funds made available by WorkSafeBC is vested in the Recipient Agency and it is the responsibility of that institution and the Applicant to ensure there is adequate and appropriate insurance coverage.
The Recipient Agency and/or the Applicant agree to duly and prominently acknowledge WorkSafeBC in any media releases, journal articles, publication, presentation or any other public mention. The Applicant agrees to notify WorkSafeBC at least seven (7) working days prior to the release of any media release, report, etc. by the Applicant and to notify WorkSafeBC when a journal article has been accepted for publication. To ensure a consistent message and/or acknowledgement for WorkSafeBC, the Applicant agrees to collaborate with WorkSafeBC’s Research Services and Communications Department during the preparation, and prior to the release of, any media release.
The Recipient Agency, the Applicant and WorkSafeBC shall safeguard Confidential Information in a manner that meets or exceeds the standards in applicable federal, provincial or territorial legislation.
WorkSafeBC is a public body subject to the Freedom of Information and Protection of Privacy Act ("FOIPPA"). Accordingly, records which are sent by the Recipient Agency and Applicant to WorkSafeBC in performance of this Agreement are subject to FOIPPA. The Recipient Agency, the Applicant and WorkSafeBC shall use all reasonable efforts to protect the Confidential Information, including protection from unauthorized access, modification, destruction, storage or disclosure. The Recipient Agency, the Applicant and WorkSafeBC shall ensure that Confidential Information is not disclosed to other parties via documentation or by other means, unless the subject individuals have consented or the institutions have authorized the disclosure. The Recipient Agency, the Applicant and WorkSafeBC shall use the Confidential Information only for the purposes specified in the Agreement.
The parties will attempt to resolve any dispute arising out of or relating to this Agreement first by way of informal discussions and failing that by using a professional mediator. Mediations will be convened with the mediator and senior representatives of the Parties present who will have authority to resolve the dispute. Either Party may in its sole discretion decline to proceed by way of mediation and instead immediately initiate judicial proceedings to resolve the matter in dispute.
The Agreement may be terminated by the consent of all parties giving thirty (30) days notice. If the Recipient Agency and/or the Applicant fails to perform any of the obligations under the Agreement as determined in the sole discretion of WorkSafeBC, WorkSafeBC may, by giving notice in writing to the Recipient Agency and the Applicant, immediately terminate in whole or in part the Agreement including its obligation to contribute to the funding of the Project.
Applicants must provide a detailed budget, with accompanying justification for all operating expenses. The budget must be consistent with the stated objectives and planned activities for the project. Applicants should consult the application guidelines as well as the Guidelines for Allowable Travel Expenses for a listing and description of allowable costs and activities. Indirect/overhead costs are not permissible.