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Office of Research Services (ORS)

Forms & resources

Search below for useful resources such as forms, guidelines and templates for human and animal ethics, compliance, regulatory approvals and research funding.

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  • Alternative animal holding / housing checklist: aquatic species

    A checklist for assessing animal housing for aquatic species

    Ethics - animals Animal housing and care Form

  • Alternative animal holding housing request

    Form to request alternative animal holding or housing.

    Alternative animal holding housing request
    77KB DOCX | Last updated Apr. 06, 2023
    Animal housing and care Ethics - animals Form

  • Alternative animal housing checklist - rodents

    Checklist when using alternative animal housing for rodents

    Alternative animal housing checklist - rodents
    27KB DOCX | Last updated Apr. 06, 2023
    Ethics - animals Form

  • Alternative housing notification template

    A template to advise of temporary housing for animals when being used in research

    Alternative housing notification template
    27KB DOCX | Last updated Mar. 22, 2023
    Ethics - animals Animal housing and care Template

  • Animal care notable event flowchart A

    Animal care notable event process flowchart A: assessment of administrative, minor or major impact.

    Animal care notable event flowchart A: guideline
    458KB PDF | Last updated Feb. 02, 2023
    Animal housing and care Ethics - animals Guideline

  • Animal care notable event flowchart B

    Animal care notable event process flowchart B: notable event - administrative event determination.

    Animal care notable event flowchart B: guideline
    105KB PDF | Last updated Feb. 02, 2023
    Ethics - animals Animal housing and care Guideline

  • Animal care notable event flowchart C

    Animal care notable event process flowchart C: notable event - minor impact determination.

    Animal care notable event flowchart C: guideline
    106KB PDF | Last updated Feb. 02, 2023
    Ethics - animals Animal housing and care Guideline

  • Animal care notable event flowchart D

    Animal care notable event process flowchart D: major impact assessment.

    Animal care notable event flowchart D: guideline
    106KB PDF | Last updated Feb. 02, 2023
    Ethics - animals Animal housing and care Guideline

  • Application for negotiated indirect cost rate

    Application for negotiated indirect cost rate.

    Negotiated indirect cost rate application
    320KB PDF | Last updated Mar. 07, 2023
    Indirect costs Application

  • application to use animals for research

    Application to use animals for research (AUP)

    AUP application to use animals for research
    2.01MB PDF | Last updated Apr. 02, 2025
    Ethics - animals Form

  • application to use animals for teaching

    Application to use animals for teaching (AUP)

    AUP application to use animals for teaching
    1.68MB PDF | Last updated Mar. 20, 2023
    Ethics - animals Form

  • Aquatic animal order form

    Order form for aquatic animal orders  (use for either commercial or non-commercial/wild-caught animals)

    aquatic animal order form
    73KB DOCX | Last updated Jul. 26, 2023
    Animal housing and care Form

  • AUP annual review form

    Annual review form for Animal Use Protocols (AUP)

    AUP annual review form
    1.87MB PDF | Last updated Mar. 20, 2023
    Ethics - animals Form

  • CFI-JELF application form

    Application form for CFI-JELF Internal proposal process 2023.

    CFI-JELF application form
    53KB DOCX | Last updated Aug. 24, 2023
    Institutional programs Form

  • CFI-JELF Dean approval form

    Dean approval form for CFI-JELF Internal application process 2023.

    CFI-JELF Dean approval form
    107KB DOCX | Last updated Aug. 24, 2023
    Institutional programs Form

  • CFI-JELF proposals

    Call for proposals and terms for the CFI-JELF Internal proposal process 2023.

    CFI-JELF proposals
    Last updated Aug. 24, 2023
    Institutional programs Form

  • Conducting research virtually with participants

    Advice on using video conference platforms and data storage for research.

    Compliance Ethics - human Guideline

  • Confidentiality agreement template

    Confidentiality agreement template for human research ethics

    Confidentiality agreement template
    14KB DOCX | Last updated May. 09, 2023
    Ethics - human Agreement

  • Confirmation of space & facilities for post-doctoral fellows

    Form to confirm space and facilities are available ahead of post-doctoral fellow appointment.

    Space facilities form
    143KB PDF | Last updated Jan. 17, 2023
    Post-docs Form

  • Controlled substance use record template

    A template form for controlled substance use.

    Controlled substance use record template
    136KB PDF | Last updated Feb. 02, 2023
    Animal housing and care Ethics - animals Form

  • Environmental enrichment options

    Environmental enrichment options for research with animals.

    Environmental enrichment options form
    314KB PDF | Last updated Mar. 22, 2023
    Ethics - animals Animal housing and care Form

  • Example human ethics anonymized application form

    Example form for the Human Research Ethics anonymized application form. Can be used to draft responses before completion in RAIS.

    Ethics - human Compliance Form

  • Example human ethics course-based application form

    Example form for the Human Research Ethics course-based application form. Can be used to draft responses before completion in RAIS.

    Ethics - human Compliance Form

  • Example human ethics standard application form

    Example form for the Human Research Ethics standard application form. Can be used to draft responses before completion in RAIS.

    Human Research Ethics standard application form example
    404KB DOC | Last updated Jan. 17, 2023
    Ethics - human Compliance Form

  • Expedited minor amendment form

    Form to request a minor amendment to an Animal Use Protocol (AUP)

    Expedited minor amendment form
    1.94MB PDF | Last updated Mar. 20, 2023
    Ethics - animals Form

  • External funding overview

    Overview of funding programs from CIHR, NSERC, SSHRC, NFRF, Health Research BC and Mitacs, including description, value and duration.

    External funding overview
    163KB PDF | Last updated Dec. 17, 2024
    Funding - external Guideline

  • Funding release request prior to animal ethical review

    Form to request the release of funding prior to completion of animal ethical review process.

    Funding release request form
    53KB DOCX | Last updated Jan. 17, 2023
    Compliance Funding - internal Ethics - animals Form

  • Funding release request prior to human ethics review

    Form to request the release of funding prior to completion of human ethics review process.

    Funding release request form
    177KB PDF | Last updated May. 21, 2025
    Funding - external Funding - internal Ethics - human Compliance Form

  • Grant writing resources

    The UVic Grant Writing website is a collection of guidelines, templates, checklists, co-applicant instructions and other resources to help with grant preparation. You'll find resources for SSHRC, CIHR, and NSERC programs, as well as general resources for budgets, EDI and others.

    UVic Grant Writing website
    Last updated Dec. 05, 2024
    Funding - external Template

  • Guidelines for course-based research

    These guidelines describe the activities and situations that are covered under a course-based research ethics application for research involving human participants.

    Guidelines for course-based research
    Last updated Apr. 04, 2023
    Ethics - human Guideline

  • Guidelines for ethics in dual-role research for teachers and other practitioners

    Additional guidelines to assist graduate students and their supervisors in the Faculty of Education and other applied or professional faculties to better understand some of the challenges of practitioner-researchers undertaking research in professional/classroom settings.

    Ethics - human Agreement

  • Guidelines for photographing animals

    Guidelines for photographing, filming, imaging and/or recording research or teaching animals.

    Guidelines for photographing animals
    Last updated Mar. 07, 2023
    Ethics - animals Animal housing and care Guideline

  • Guidelines for review of Research Centres

    Provides guidance to Research Centres for preparing the documentation required for their periodic reviews (normally every 5 years) and for the Reviewers who conduct the assessments.

    These guidelines should be used in combination with the following policies and procedures:
    • Establishment and Review of Research Centres Policy RH8300 (2200)
    • Duties and Responsibilities of Research Centre Directors Policy GV0715 (1069)
    • Procedures for the Establishment and Review of Research Centres

    Guidelines for review of Research Centres
    75KB PDF | Last updated Feb. 26, 2025
    Regulatory Compliance Guideline

  • Horizon Europe Funding Guide

    An overview of the Horizon Europe research and innovation program, Canada's association to Pillar II (Global Challenges), how to find funding opportunities and research partners.

    Horizon Europe Funding Guide
    946KB PDF | Last updated May. 21, 2024
    Funding - external Partnerships Guideline

  • HRE recruitment document guidelines

    Guidelines on the basic content requirement for recruitment documents (posters, invitation letters, ads, etc.)

    hre_recruitment-document-guidelines.pdf
    336KB PDF | Last updated Jul. 05, 2024
    Compliance Ethics - human Guideline

  • HRE recruitment materials guidelines

    Guidelines on basic content to be included in recruitment materials for human research ethics applications.

    hre_recruitment_document_guidelines.pdf
    336KB PDF | Last updated Jul. 05, 2024
    Ethics - human Guideline

  • Human research ethics FAQ

    FAQ on the application process for gaining Human Research Ethical approval.

    Human research ethics FAQ
    Last updated Jan. 17, 2023
    Ethics - human Compliance Guideline

  • Human research ethics standard application guidelines

    Detailed guidelines to complete the standard application for research involving human participants or human biological materials.

    Compliance Ethics - human Guideline

  • Human research participant consent form template

    Participant consent form template.

    Human research participant consent form template
    58KB DOC | Last updated Mar. 20, 2023
    Ethics - human Compliance Template

  • Instructions to Faculty Regarding Pedagogical Merit Review

    Instructions and form for faculty regarding pedagogical merit review of animal-based teaching or training.

    Pedagogical merit review instructions
    47KB DOCX | Last updated Mar. 16, 2023
    Ethics - animals Form

  • Instructions to faculty regarding peer review for scientific merit

    Instructions to faculty regarding peer review of animal related research proposals for scientific merit

    Ethics - animals Guideline

  • Internal guidelines for quality assessment of services & programs

    Guidelines for members of the University of Victoria who undertake activities that comprise quality assessment of services and programs.

    Ethics - human Compliance Guideline

  • Letter of Information for Implied Consent

    A template a letter to provide information on your study for participants.

    Letter of Information for Implied Consent
    44KB DOCX | Last updated Mar. 20, 2023
    Ethics - human Compliance Template

  • mammalian order form - commercial

    Order form for mammalian orders from commercial suppliers (e.g. Charles River, Jackson Labs, Taconic)

    mammalian order form - commercial
    77KB DOCX | Last updated Mar. 20, 2023
    Animal housing and care Form

  • mammalian order form - non-commercial

    Order form for mammalian orders from non-commercial suppliers or wild caught sources  (e.g. other universities/institutions or wild-caught species)

    mammalian order form - non-commercial
    79KB DOCX | Last updated Mar. 20, 2023
    Animal housing and care Form

  • Memorandums of Understanding for SSHRC Partnership and Partnership Development Grants

    Project Directors from UVic may wish to have participating Partner Organizations sign a Memorandum of Understanding (MOU) with UVic to help satisfy SSHRC’s requirement for Evidence of Formal Partnership.

    MOU process and templates
    Last updated Oct. 24, 2024
    Funding - external Agreement

  • Non binding term sheet - industry

    A term sheet template for researchers to confirm arrangements for a research project with their collaborators and partners.

    Non binding term sheet - industry
    228KB PDF | Last updated Apr. 05, 2023
    Partnerships Funding - external Agreement

  • Normal housing parameters

    Information on normal parameters for animal housing

    Normal housing parameters
    286KB PDF | Last updated Apr. 06, 2023
    Animal housing and care Guideline

  • Notification of change of principal investigator

    Form to notify a change in principle investigator for your study regarding human research ethics.

    This form is submitted with the Request for Amendment form.

    notification of change of principal investigator
    46KB DOCX | Last updated Apr. 03, 2023
    Ethics - human Form

  • Notification of change of principal investigator

    Form to notify a change in principle investigator for your study regarding animal research ethics.

    This form is submitted with the Expedited Amendment form for PDF applications, or RAIS for online applications. 

    ACC notification of change of principal investigator
    47KB DOCX | Last updated Jun. 26, 2023
    Ethics - animals Form

  • Offer

    Template for an offer letter for a research associate or assistant

    ors-letter-of-offer-template-research-associate.docx
    29KB DOCX | Last updated Oct. 31, 2023
    Funding - external Template

  • Offer Letter for Domestic Post-doctoral Fellows – Award Recipients

    A letter of offer template for PDFs eligible to work in Canada and who has secured funding from a Funding Agency which is external to the university and who is paid mainly from such funding. An Award Recipient PDF is not a university employee. They are members of the university community who work independently under the mentorship of one or more supervising Faculty Members at UVic.

    Post-docs Template

  • Offer Letter for International Post-doctoral Fellows – Award Recipients

    A letter of offer template for International PDFs who have secured funding from a Funding Agency which is external to the university and who is paid mainly from such funding. An Award Recipient PDF is not a university employee. They are members of the university community who work independently under the mentorship of one or more supervising Faculty Members at UVic.

    Post-docs Template

  • Offer Letter Template for Domestic Post-doctoral Fellows – Internal

    A letter of offer template for PDFs eligible to work in Canada, and whose salary is paid from funds held by a university Faculty Member or from the university’s financial resources, or a combination of the two. An Internal PDF is supervised by one or more Faculty Members, is an employee of the university, and holds an appointment as a PDF at the university.

    Post-docs Template

  • Offer Letter template for International Post-doctoral Fellows – Internal

    A letter of offer template for PDFs eligible to work in Canada, and whose salary is paid from funds held by a university Faculty Member or from the university’s financial resources, or a combination of the two. An Internal PDF is supervised by one or more Faculty Members, is an employee of the university, and holds an appointment as a PDF at the university.

    Post-docs Template

  • Participant consent form template - bullet-point format

    A template for a participant consent form in bullet-point format.

    Participant consent form template - bullet-point format
    45KB DOCX | Last updated Mar. 20, 2023
    Compliance Ethics - human Template

  • Pedagogical Merit Review Form – Instructors

    Form to review pedagogical merit of animal-based activities in research and teaching.

    Pedagogical Merit Review Form – Instructors
    45KB DOCX | Last updated Apr. 11, 2023
    Ethics - animals Form

  • Pharmaceuticals for use in laboratory animals

    A formulary of pharmaceuticals for use in laboratory animals

    Pharmaceuticals for use in laboratory animals
    42KB DOCX | Last updated Apr. 11, 2023
    Animal housing and care Guideline

  • Post-doc funding opportunities

    A list of funding opportunities for post-docs.

    Post-doc funding opportunities
    274KB PDF | Last updated Apr. 04, 2023
    Post-docs Funding - external Guideline

  • Pre-award signatories

    A list of signatories for use on funding applications in RAIS

    Pre-award signatories
    48KB XLSX | Last updated Mar. 22, 2023
    Funding - external Guideline

  • PREP harmonized studies signature form

    Signature form for Provincial Research Ethics Platform (PREP) harmonized studies.

    Compliance Regulatory Ethics - human Form

  • Principles for survival surgery of rodents

    Principles/guidelines for survival surgery of rodents.

    Principles for survival surgery of rodents
    551KB PDF | Last updated Feb. 02, 2023
    Ethics - animals Animal housing and care Policy

  • Procedures for alternative housing of research and teaching animals

    Animal care template for standard operating procedures (SOP)

    Compliance Animal housing and care Template

  • Procedures for alternative housing of research and teaching animals

    Guidelines on the expectations and procedures for alternative housing of research and teaching animals.

    Animal housing and care Ethics - animals Guideline

  • Project Participant Agreements FAQ

    FAQ for Project Participant Agreements - An agreement used when a research contract has been signed with another organization to ensure that each individual project participant understands the terms of the research contract and agrees to the terms.

    Project Participant Agreements FAQ
    297KB PDF | Last updated Mar. 23, 2023
    Partnerships Funding - external Guideline

  • RAIS guide - Add research team members

    RAIS guide for adding research team members to your application.

    Regulatory Ethics - human Guideline

  • RAIS guide - Creating & submitting a RASF

    RAIS user guide for submitting a Research Application Summary Form (RASF).

    RAIS guide - Creating & submitting a RASF
    1.62MB PDF | Last updated Jan. 17, 2023
    Funding - external Guideline

  • RAIS guide - Creating a research ethics application

    RAIS user guide for creating and submitting an online research ethics application within RAIS.

    RAIS guide - Creating a research ethics application
    820KB PDF | Last updated Jan. 17, 2023
    Regulatory Ethics - human Guideline

  • RAIS guide - Signatory checklist for submitting a RASF

    RAIS user guide checklist for signatories reviewing a Research Application Summary Form (RASF).

    RAIS guide - Signatory checklist for submitting a RASF
    180KB PDF | Last updated Jan. 17, 2023
    Funding - external Guideline

  • RAIS guide - Signing off on a research ethics application

    RAIS user guide for departmental signatories to sign off an online research ethics application for a researcher.

    Regulatory Ethics - human Guideline

  • RAIS guide - Start amendment to an approved application

    RAIS user guide for starting an amendment to an approved application.

    RAIS guide - Start amendment to an approved application
    567KB PDF | Last updated Jan. 17, 2023
    Regulatory Ethics - human Guideline

  • RAIS guide - Start an unanticipated event form for an approved application

    RAIS user guide for starting an unanticipated event form for an approved application.

    Ethics - human Regulatory Guideline

  • RAIS guide - Start annual renewal

    RAIS user guide for submitting an annual renewal for an approved application.

    RAIS guide - Start annual renewal
    426KB PDF | Last updated Jan. 17, 2023
    Regulatory Ethics - human Guideline

  • RAIS guide - Submit project completion for an approved application

    RAIS user guide for submitting a project completion report for an approved application.

    Regulatory Ethics - human Guideline

  • RAIS guide - Submitting required changes

    RAIS user guide for submitting required changes to your research ethics application and appendices.

    RAIS guide - Submitting required changes
    526KB PDF | Last updated Jan. 17, 2023
    Regulatory Ethics - human Guideline

  • RAIS guide - Submitting required changes to the amendment application & appendices

    RAIS user guide for submitting required changes to the amendment application and appendices.

    Ethics - human Regulatory Guideline

  • RAIS guide - Tips for faculty & supervisors

    RAIS user guide for faculty members and supervisors submitting a human research ethics application.

    Ethics - human Regulatory Guideline

  • Rates & other resources

    Find information on rates, examples and tips to help you complete your research funding application budget.

    Research application budgets
    Last updated Mar. 28, 2023
    Indirect costs Funding - external Guideline

  • Request for issue of a subgrant form

    A fillable form to request issue of a subgrant.

    Request for issue of a subgrant form
    195KB PDF | Last updated Jan. 17, 2023
    Funding - external Form

  • Request to use deception in the conduct of human research

    Form to request use of deception in your human research.

    Compliance Ethics - human Form

  • Research and creative project grants

    An overview of the Research/Creative Project Grants (RCPG) and the application process.

    Research and creative project grants
    181KB PDF | Last updated Feb. 14, 2024
    Funding - internal Guideline

  • Research Computing Services

    RCS experts can provide advice on all aspects of your grant related to research computing. This includes:

    • Assisting with research grant proposals.
    • Providing information about in-kind contributions for technology.
    • Reviewing your research design to ensure compatibility with software, methods, and computing and storage infrastructure.
    • Providing cost estimates for advanced research computing equipment and services.
    • Suggesting compute and storage resources to handle data from sensors, microscopes, and other lab equipment.
    Please plan a consultation with RCS early in your proposal process for full review and feedback.

    Research Computing Services
    Last updated May. 03, 2023
    Funding - external Guideline

  • Research grant in lieu of salary

    Application form to request to use a research grant in lieu of salary.

    Funding - internal Form

  • Rodent surgical record

    Rodent post-op surgical record form.

    Rodent surgical record form
    254KB PDF | Last updated Feb. 02, 2023
    Animal housing and care Ethics - animals Form

  • Rodent surgical record help file

    Rodent surgical record help file.

    Rodent surgical record help file
    336KB PDF | Last updated Feb. 02, 2023
    Animal housing and care Ethics - animals Guideline

  • Scholarly research & artistic performance travel grant application

    Application form for a scholarly research and artistic performance travel grant for UVic faculty members.

    Funding - internal Form

  • Scholarly research & artistic performance travel grant guidelines

    Guidelines for a scholarly research and artistic performance travel grant for UVic faculty members.

    Funding - internal Guideline

  • Significant financial interests (SFI) disclosure and consent form

    Significant Financial Interests (SFI) disclosure and consent form for research funded by the U.S. Public Health Service (PHS)

    fin-significant-fin-interest-disclosure-form.pdf
    271KB PDF | Last updated Oct. 18, 2023
    Funding - external Compliance Regulatory Form

  • Survival surgery of rodents checklist

    This checklist is to be used in conjunction with the Animal Care Committee’s Principles for Survival Surgery of Rodents to assess the appropriateness of spaces used for survival surgery of rodents.

    acs-rodent-surgery-recovery-checklist.docx
    58KB DOCX | Last updated Apr. 17, 2023
    Ethics - animals Animal housing and care Form

  • Transgenic infosheet

    Form to submit transgenic information. This form is a supplement to an Animal Use Protocol application.

    Transgenic infosheet
    75KB DOCX | Last updated Apr. 06, 2023
    Ethics - animals Form

  • Undergraduate student research award guidelines (URSA)

    An overview for departments of the Tri-agency Undergraduate Research Student Awards (URSA), and the UVic application process.

    Undergraduate Research Student Awards
    269KB PDF | Last updated Feb. 20, 2024
    Funding - external Guideline

  • UVic Board of Governors research policy RH8100

    This Board of Governors policy sets out the manner in which research is conducted, supported and communicated at UVic.

    Ethics - human Compliance Policy

  • UVic Express IP Agreement (Mitacs, etc...)

    Acknowledgement of UVic standard sponsored research terms (for Mitacs and other funding)

    Express IP agreement
    410KB PDF | Last updated Jun. 28, 2023
    Partnerships Compliance Funding - external Post-docs Agreement

  • UVic Human Research Ethics COVID-19 Bulletin #7

    Guidance for In-person Research with Human Participants in light of the COVID-19 pandemic.

    UVic Human Research Ethics COVID-19 Bulletin #7
    388KB PDF | Last updated Mar. 16, 2023
    Compliance Ethics - human Guideline

  • UVic indirect costs of research policy FM5400

    This policy sets out principles for making recoveries towards the indirect costs associated with externally funded research conducted at UVic.

    Indirect costs Policy

  • UVic information security policy IM7800

    When conducting research virtually, any platform that you use on UVic networks must comply with this policy, which will protect confidentiality and security.

    Ethics - human Compliance Policy

  • UVic post-doctoral fellows policy HR6310

    This policy outlines procedures for the appointment of UVic post-doctoral fellows.

    Post-docs Policy

  • UVic protection of privacy policy GV0235

    This policy articulates how the university complies with the privacy components of the Freedom of Information and Protection of Privacy Act (FIPPA).

    Compliance Ethics - human Policy

  • UVic research expense guide

    The UVic research expense guide lists eligible and ineligible research expenses based on the directives from the Tri-agency, Canada Revenue Agency and university policies.

    UVic research expense guide
    Last updated May. 21, 2024
    Funding - external Guideline

  • UVic research grants in lieu of salary policy RH8205

    Eligible faculty members and librarians can apply to receive a portion of their salary as a research grant in order to cover research expenses.

    Funding - internal Policy

  • UVic research involving humans policy RH8105

    This Board of Governors policy contains procedures for conducting human research at UVic.

    Compliance Ethics - human Policy

  • UVic signing authority policy FM5100

    This policy applies to all contracts, commitments or obligations to which the university is a party and to all funds administered by the university.

    UVic signing authority policy FM5100
    Last updated Jan. 23, 2024
    Funding - internal Funding - external Policy

  • UVic standard sponsored research terms

    Terms for the UVic express IP agreement (for Mitacs and other funding)

    UVic standard sponsored research terms
    277KB PDF | Last updated Jun. 28, 2023
    Partnerships Compliance Post-docs Funding - external Policy

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