The four-steps below introduce the general process for Internal Review. If you have any questions, please feel free to contact us.
SPARC Internal Review (IR) Steps for Applicants
- Register for Internal Review
- Confirm reviewer match(es)
- Submit your grant materials
- Receive feedback
STEP 1: Register for Internal Review
Register for SPARC IR 6-8 weeks before your external deadline. In general, SPARC requires your contact details, competition details and a one-page research summary. For CIHR Open Operating Grant, email a completed version of the IR Application Form and a one-page research summary to christy.mctait@ubc.ca. For NSERC DG, email your Notice of Intent, Form 180 (which includes your one-page research summary), to nicole.bennett@ubc.ca. For SSHRC IG, email your Letter of Intent (which includes your one-page research summary) to sandra.ignagni@ubc.ca. The one-page summary will get you started on your grant application and help SPARC find suitable UBC reviewers.
Hint: Experience has shown that applicants who begin the IR process earlier, especially new researchers, are more likely to be successful.
STEP 2: Confirm reviewer match(es)
SPARC will source expert and suitable reviewers and obtain your approval before initiating contact. Please be available by email duing this period. If you have suggested or requested particular reviewers, they will be vetted for appropriateness (i.e., do they have relevant research and/or grant experience?). If you do not have any concerns as to who reviews your application, SPARC can expidite this process by continuing to seek a reviewer and only confirming with you when a match is made. The recommended IR timeline is communicated to reviewers upfront so they can reserve time in their schedules to conduct the reviews and provide timely feedback. If you would like to receive input from a non-UBC reviewer, please contact the individual directly to make separate arrangements.
Hint: While SPARC is sourcing reviewers, you should be working on your grant so it is as well-developed as possible before your IR submission deadline.
STEP 3: Submit your grant materials
Send SPARC a well-developed draft of your grant materials 4-5 weeks (or more) before the competition deadline to your SPARC IR contact. Include, at minimum, your research summary and full proposal in Word format. For guidance on which other sections to submit for review (i.e., budget justification, most significant contributions, etc.), please contact your Internal Review Officer. You may also include questions or requests for your reviewer(s). SPARC will provide introductions and facilitate the transfer of grant materials to your reviewer(s). Past copies of successful grants are available on the SPARC website for your reference. Also remember to check with your Faculty or Department Grant Facilitator to see what support they can provide.
Hint: Timely submission of materials means more time for reviewer(s) to conduct a thorough review, and for you to refine your application prior to external submission.
STEP 4: Receive feedback
Receive feedback from your reviewer(s) within two weeks of your submission. If the reviewer deadline is approaching and you haven't heard anything, please notify SPARC who will request a status update. Written feedback is confidential between SPARC, the reviewer, and the applicant, and intended to strengthen the quality and competitiveness of your application. Feedback can be provided in a variety of ways (i.e., track changes, summary report). SPARC highly recommends scheduling a follow-up meeting with the reviewer to address any outstanding issues, provide clarification of the critique, etc. It is up to you how to utilize the input, in conjunction with any feedback from other sources, such as Faculty or Department Grant Facilitators. For researchers in faculties with mandatory IR requirements, SPARC will provide a copy of any completed reviewer form(s) to your Faculty to confirm the requirement has been met.
Researchers must also be aware of UBC's internal approval processes and deadlines. Review UBC's signature policy on the Office of Research Services (ORS) website, as well as the Faculty Requirements, Obtaining a UBC Signature and Agency Requirements sections.
