Before you apply for funding, you can connect with
Proposals and Awards for support with review and guidance on your application and budget. This includes obtaining institutional signatures, letters of support, and statements of matching funding. For clinical trials research, additional feedback may be provided by
Clinical Trials.
If you are conducting research with Bruyère Health clinical units or residences (long-term care, assisted living, etc.), consult with them in advance to confirm that the study is feasible and supported. Written confirmation (e.g. Impact Form) will be required by the
Research Ethics Board to proceed, even if the board of record is not the Bruyère Health REB.
Notify
Contracts when funding is approved. In collaboration with the research team, they will review, negotiate, and finalize the contract. All contracts must be finalized before research activities can begin.
Contracts will notify
Finance that new funding has been received. Finance will set up a new cost centre (financial account) and notify the research team when it is opened. Research teams must provide Finance
documentation to authorize additional signatories or viewers to financial records. Research teams submit all transactions for processing directly to the Finance team.
Each study is unique and has its own requirements, from building additional team capacity to submitting an ethics application. At each stage, the Office of Research Services supports:
Hiring team members and updating existing payroll allocations
Contact
Human Resources to initiate recruitment, onboarding, and orientation of all new employees, stipend students, unpaid students, and volunteers.
You can provide Human Resources with:
- job postings for any position that is longer than 6 months
- a New Recruit Form and candidate’s CV for employee positions that are less than 6 months
- a New Recruit Form and candidate’s CV for stipend students, unpaid students, and volunteers
For existing employees whose payroll charges should be moved to a new cost centre, contact Human Resources to request this update.
Registering a clinical trial
If your study is a clinical trial (
see definition), registration in a public database is required and will be reviewed by
Clinical Trials. Register the study on ClinicalTrials.gov or contact Clinical Trials if using another registry.
Requesting access to health records
Submitting a research ethics application
All submissions, including full board, expedited, administrative, exemption applications, and registrations must be submitted through
Cayuse. If the Bruyère Health REB is not the board of record, you are still required to submit your study via Cayuse to determine if administrative review or registration is required. For studies where recruitment or study activities will occur at Bruyère Health sites, an Impact Form is required.
Procuring equipment and supplies
Establishing additional study-related contracts
The
Contracts team supports any additional study contracts required, such as data sharing and fund transfer. Templates for Data Sharing, Fund Transfer, Consultant, Stipend, and other contracts and amendments are available on the
BHRI Resource Hub.
Study recruitment
Research teams are welcome to post study recruitment through Bruyère Health channels, including the website, social media, newsletters, InfoNet, and onsite.
Bruyère Health is a bilingual organization and requires content through official channels to be available in English and French. If you are only recruiting in a single language, you can indicate in the eligibility criteria which language participants should expect the study to be conducted in. Recruitment poster templates
are available. Guidance on developing recruitment materials or ads is available through
Communications.
Submit your recruitment and REB approval or amendment to
bhri@bruyere.org for posting where needed.
Regular financial and research reports are often expected by funders. Contact
Finance for financial reporting, invoices, and external finance reporting. Research teams are responsible for completing and submitting research reports that do not involve financials to the funder.
Ready to share your research with the public?
Communications can help craft, share, and amplify your findings through web content, media pitching, social media, and more.
Any contract that requires extension can be made through
Contracts.
Congratulations! When your study is complete, please ensure the closure of cost centre(s), HR costs, study reports, and chart access and records.
- Ensure all spending has ceased and contact Finance to close the cost centre.
- Inform Human Resources of employee termination or changes to payroll cost centre.
- Submit study closure report in Cayuse’s Human Ethics module.
- Submit end of study notice to chartaccess@bruyere.org and a record of charts accessed to Health Records (healthrecords@bruyere.org). Note the timeline for destruction of records (if applicable) and identify who will complete this step.
- Ensure data and related metadata, as well as other study files that require retention, are saved appropriately so that they can be easily retrieved as required in future.