Faculty forms

View forms for:

• Human research ethics
• Finance
• Sabbaticals
• Rearch Option and Scholarly Activity (ROSA) program
• Major Grant Holders
• Faculty Publication Fund
• Undergraduate Research Excellence (URE) award nominations
• UFV Centres and Institutes
• Details for Request for Contract or Service Agreement 

Human research ethics forms

UFV transitioned to the online research management system ROMEO as of September 1, 2019. Please use ROMEO to apply for Human Research Ethics Board (HREB) approval. More information, FAQs, tutorials, and how to register can be found on the ROMEO info page.

TCPS2 CORE tutorial setup instructions

• TCPS2 CORE is an interactive training module focusing on the TCPS2 principles of human research ethics and research ethics review.
• The following people are required to complete online TCPS2 CORE training certification:
  • All UFV undergraduate and graduate students who conduct research involving human participants (as of August 01, 2016)
  • All team members on an HREB application (as of January 1, 2020)
  • Anyone sitting on the HREB or any delegated HREB review committee

‌Request for Ethical Review — Research Involving Indigenous People and Issues

• If your project involves conducting research with or about First Nations, Inuit, and Métis Peoples of Canada, please make sure to complete the tab in your HREB application in ROMEO.

UFV In Principle Form

• Please contact research.ethics@ufv.ca with questions or concerns.

Letter of Informed Consent Template

• Use this example of an informed consent form to guide you in writing your own to present to your research participants.

• Complete the "Request for Amendment" form in ROMEO to inform the Human Research Ethics Board (HREB) of any changes to your research project (e.g., changes to your participant recruitment process, end date, location of study, research instruments used, etc.).

A‌nnual report for multi-year research projects

• Research projects can only be given ethics approval for one year. If you informed the Human Research Ethics Board (HREB) that you are conducting a multi-year project by indicating that on your "Request for Ethical Review Form," please submit an annual report through ROMEO by the date of your HREB certificate expiry in order to be approved for another year.
• If an extension is needed, submit a request for amendment through ROMEO. 

• An adverse event is any undesirable experience or response (be it physical, emotional, psychological, or physiological) that is not expected or stated in a research project's informed consent form or original protocol. If a research participant experiences any injury or adverse event, the faculty investigator or supervisor must report it by completing an "Adverse Incident Event Form" through ROMEO.

Finance forms

Visit UFV Finance to view forms for advance requisitions, expense claims, cheque requisitions, deposit transfers, payroll timesheets, etc.

Request for contract form

• Use this MS Word fillable form if you hire students. A contract may only be used for one semester at a time. A new contract must be completed at the beginning of each semester if the student is employed for more than one semester.

Research overhead cost recovery waiver request form

• The University requires an overhead fee to be included in all applications and proposals for research contracts/projects prior to any commitment of university resources. See UFV's Policy 225 for more information.

Sabbatical forms

A sabbatical leave provides an extended time for faculty to engage in research or scholarly activity, upgrade professional skills, acquire new competencies or credentials, or engage in approved teaching and learning activities. All Type-B UFV faculty are eligible for sabbatical leave after seven (7) years of continuous service. Sabbatical applications are due November 15 each year in ROMEO.

‌Sabbatical handbook

• In-depth overview of sabbatical eligibility, conditions, types of leave, duration, etc.

Example sabbatical summaries

• To view examples of previous sabbatical summaries (1) log in to your MyUFV account, (2) click on the “Human Resources” tab on the left-hand side of the page, and (3) click on “Sabbatical Leave & Scholarly Activity.” You will be directed to a searchable database which includes summaries from sabbaticals and research option/scholarly activity applications for you to view, (select "Sabbatical" in the 'Leave Type' drop down menu).

 Preparing Your Sabbatical Application 2024 (PDF PowerPoint)

• This PowerPoint will guide you in writing the purpose, goals, design, and timeline sections of your application and what mistakes to avoid when writing your sabbatical application.

Sabbatical application form

• The sabbatical application form is located in ROMEO, UFV's online research administration platform. Log in to your ROMEO account to complete/submit your application by November 15.

• For sabbatical streams 1 to 4, please use the Sabbatical Application "A" Form. You can upload this document directly into the attachments tab in Romeo under the "Sabbatical Application Form - A".

• For sabbatical streams 5 to 8, please use the Sabbatical Application "B" Form. You can upload this document directly into the attachments tab in Romeo under the "Sabbatical Application Form - B".

‌Sabbatical leave final report

• Final reports are due two months after the end date of your sabbatical leave. Complete the Faculty Sabbatical Final Report Template, and email it to ROSA.Release@ufv.ca.

Sabbatical request for change form

• If the nature of your approved sabbatical changes during the course of your project, you must complete a Sabbatical request for change form‌, and submit it with all applicable documents to ROSA.Release@ufv.ca. 

‌Sabbatical deferral form

• Complete this form, and have it signed by your department head and dean, then email it to ROSA.Release@ufv.ca for review. 

ROSA forms

Research Option and Scholarly Activity (ROSA) provides permanent teaching faculty with the opportunity to apply for a one-section course reduction in teaching load for the purpose of completing a research or scholarly activity project which is too substantial to be completed as part of one's regular workload. ROSA applications must be submitted by October 31 each year.

‌ROSA Handbook

• Read the ROSA Handbook to determine which stream is right for you: Research Option (RO), Scholarly Activity (SA), or Scholarly Activity Grant (SAG). Review the  handbook for detailed information on eligibility, deadlines, how to prepare your application, evaluation criteria, etc.

ROSA Application Form

• Complete your ROSA Application Form and submit it to ROSA.Release@ufv.ca by Oct. 31 each year. For more information please visit the ROSA webpage.

Request changes to your approved ROSA application

ROSA Final Report Forms

All faculty who receive a ROSA release must submit a ROSA Final Report Form by September 15 the following academic year after the release was taken.

All faculty who receive an SA Grant must submit an SA Grant Final Report Form by September 15 the following academic year after the grant was awarded.

Final reports will be reviewed by the dean for your area, and the Director of Research Services and Industry Engagement.

Major Grant Holders

Major Grant Holder Application Form

• Major grant holders may be eligible to receive one teaching release if they are the Primary Investigator (PI) for a major grant from only NSERC, SSHRC, and CIHR grants. Co-principal investigators and co-applicants are not eligible. 
• PI's are required to fill out the Major Grant Holder Application Form each year that they hold the grant by October 31, for grants initially awarded between January 1 and May 31 please submit the form by May 31 in the first year of funding.
• Contact ROSA.Release@ufv.ca for more information.

Faculty Publication Fund Application Form

Faculty Publication Fund 

Faculty are eligible to submit for one open access publishing support application per academic year to receive up to a maximum of $1000 to cover open access publishing fees.

The Faculty Publication Fund Application Form must be approved prior to the author submitting the article for review.

Please complete the form and submit it to RGS@ufv.ca for review.

Undergraduate Research Excellence (URE) Awards

Each spring, UFV presents Undergraduate Research Excellence Awards to students who have conducted exceptional research as part of the UFV Work Study program, as research assistants, or for an outstanding project as part of a course. Award recipients are acknowledged at an evening dinner and awards ceremony.

UFV Departments/Schools are invited to submit nominations for their best research student beginning in Winter. Additional awards are available for the best Community Service Research, Indigenous Research, and Industry Engagement Research projects.

Please check eligibility criteria before submitting a nomination.

Go to URE Awards page

UFV Centres and Institutes

UFV Centres & Institutes Proposal Template

• Refer to this template if you wish to develop a proposal for a new centre or institute at UFV. Submit final packages to the Research Office at regs@ufv.ca.

Event request form for UFV Research Centres/Institutes

• Use this form to submit an event request for your Center or Institute.