How do I submit a grant application for Internal Peer Review?

This step-by-step guide has been created to help researchers and staff members navigate the submission of grant applications for internal peer review at St. Michael’s Hospital.

Complete a Document Tracking Form

Four weeks prior to deadline or earlier

Applicants are required to:

  1. Fill out a Document Tracking Form
  2. Submit the Document Tracking Form by email to IPR@smh.ca

Upon receipt of your email, the administrator will provide you with a GAP ID#.

Note: The GAP ID# should be quoted on all further communication with the Office of Research Administration related to the application. This number will become the financial record if the grant is awarded.

Submit your draft research protocol and budget

2-3 Weeks before Submission Date

Applicants are required to:

  1. Create a draft of the research protocol
  2. Create a draft copy of the budget. The following templates have been created to help you develop the budget for your grant application: (all documents below, except for one, link to files in Grants folder)
  1. Develop the budget justification
  2. Obtain letters of reference, if required. Note: Letters of reference should not be taken to Dr. Slutsky directly for signature. Please direct them through the Office of Research Administration, and we will obtain the appropriate signatures for you.
  3. Submit your complete application package to Marianna Betro (betrom@smh.ca).

Note: Please include your GAP ID# in the subject line of all communications with the Office of Research Administration, related to your grant application. Your GAP ID# was emailed to you by the Office of Research Administration when you submitted your document tracking sheet. This number will become the financial record if the grant is awarded.

  1. Email your complete application package to your peer reviewers.

There are different types of Reviewer Report Forms depending on the funding programs.  A correct form will be directly emailed to your peer reviewers from the Office of Research Administration.

  1. Generic Reviewer Report
  2. CIHR Foundation Scheme – Stage 1 Reviewer Report
  3. CIHR Foundation Scheme – Stage 2 Reviewer Report
  4. CIHR Project Grant Reviewer Report Form
  5. CFI John Evans Leadership Fund (JELF) Reviewer Report Form

Submit the reviewer reports

1- 2 Weeks before Submission

The Principal Applicant will have a face-to-face meeting with two peer reviewers to receive their feedback and comments. The Principal Applicant should submit the Reviewer Report Forms and track changes to IPR@smh.ca.

The Office of Research Administration will review your budget to check if:

  • all costs for project are covered
  • all costs for project are eligible
  • budget justification is the same as the numbers presented in budget
  • math is correct
  • research facility charge of 3% is added, if applicable
  • overhead is included, if applicable

Reminder: Please include your GAP ID# in the subject line of all communications with the Office of Research Administration, related to your grant application.

Submit your revised grant application

3 Days – 1 Week before Submission

  1. Please make any changes to your grant application, if recommended by the Office of Research Administration.
  2. Submit a revised copy to Marianna Betro (betrom@smh.ca). Reminder: Please include your GAP ID# in the subject line of all communications with the Office of Research Administration, related to your grant application.
  3. The Office of Research Administration will obtain St. Michael’s Hospital signatures. Signatures will not be obtained until both Reviewer Report Forms have been submitted, as indicated in Step 3.

Submit final grant application to agency

 2 Days before Submission

  1. The Principal Applicant, post-doctoral fellow, or graduate trainee will submit the grant application to the grant agency, once a final review has been completed by the Office of Research Administration and signatures have been obtained.
  2. If institutional submission is required, the Office of Research Administration will submit the grant application on behalf of St. Michael’s Hospital.