The Kidney Foundation of Canada

KFOC CANN-NET Meeting and Planning Grant


Meeting and Planning Grant Application

Meeting and Planning Grant Policies

Policy on Indirect Costs of Research

DEADLINE: November 1, 2014 @ 23:59 pm EST CLOSED

Competition Meeting and Planning Grant
Application Deadline 2014-11-01, 23:59 pm Eastern Time
Anticipated Notice of Decision 2015-01-31
Funding Start Date 2015-04-01

General Information

Funding organizations

Canadian Kidney Knowledge Translation and Generation Network (CANN-NET)

The mandate of CANN-NET includes improving the care and outcomes of patients with kidney disease by:

  • Identifying knowledge gaps in kidney disease that can be addressed through randomized trials
  • Facilitating the conduct of new clinical trials in kidney disease through a collaborative network of Nephrology researchers

The Kidney Foundation of Canada

Kidney health, and improved lives for all people affected by kidney disease.

The Kidney Foundation of Canada is the national volunteer organization committed to reducing the burden of kidney disease through:

  • Funding and stimulating innovative research;
  • Providing education and support;
  • Promoting access to high quality healthcare; and
  • Increasing public awareness and commitment to advancing kidney health and organ donation.


CANN-NET and KFOC define a meeting as face-to-face encounters needed to solidify a collaboration addressing specific health questions or problems and where the meeting will enable the research to move forward substantially. A workshop is defined as a meeting of a limited number of persons, individually invited to address specific questions or problems for the purpose of reaching consensus on recommendations leading to an improved focus on research issues.


The purpose of the Meetings and Planning grant program is to provide financial support for meetings that will enable the conduct of prospective research (i.e., randomized controlled trials or prospective cohort studies) that:

  • directly inform patient care
  • are consistent with the mandate of the KFOC, and that
  • address research priorities described in either of the following documents:

Where possible and appropriate, involving patients and/or caregivers in planning meetings or activities is encouraged. Where not appropriate please justify.

Activities eligible for funding include, but are not limited to, the following examples:

  • Meetings of researchers, knowledge-users, patients/caregivers and/or partners where the main objective is to  develop specific research questions/protocols and facilitate collaboration that will result in a prospective study (i.e. prospective cohort or randomized controlled trial) that will inform patient care consistent with the themes noted above
  • Consultations of researchers, knowledge-users, and/or patients/caregivers where the main activity is to facilitate the development of a national or international research collaborative or network to conduct a prospective study (i.e., prospective cohort or randomized controlled trial).

Note: this funding opportunity is not intended to support primary research such as pilot studies, surveys or analyses of existing observational data. Any activity that may be perceived as such should be justified (e.g. surveying individuals for the purpose of the meeting).


The following eligibility criteria apply to the KFOC-CANN-NET Meeting and Planning grant:

  • The (Nominated) Principal Applicant must be a Canadian citizen or a permanent resident (e.g. a person who has been granted admission to Canada as an immigrant) who is an independent researcher.
  • Co-Applicants may be an independent researcher, a research associate, a trainee or a foreign researcher
  • Both Nominated Principal Applicant and Principal Applicants hold an appointment, usually an employment relationship, with an eligible Canadian institution
  • The business office of the Nominated Principal Applicants institution will administer the funds
  • Activities or meetings/workshop starting or taking place before the funding start date are not eligible to apply to this funding opportunity

A Nominated Principal Applicant or Principal Applicant may not hold more than one (1) Meeting Planning Grant per year from The Kidney Foundation, but may hold both a KFOC operating grant and a meeting grant.

Value of Grant

The grant application may not exceed the amount of $15,000 CAN per year
A maximum of 3 grants will be awarded.

These funds are allocated to assist in defraying the cost of the workshop or meeting.

Allowable costs

The following expenditures are eligible for support from:

  • Costs associated with planning, publication, translation and/or dissemination;
  • Fees or honoraria for the preparation of background document (e.g. environmental scan)
  • Travel and accommodation for participants
  • Meeting rooms and associated meeting costs (e.g. audio-visual equipment, videoconference)
  • Hospitality costs (non-alcoholic refreshments or meals)

The following expenditures are not eligible for support through a Meeting and Planning grant:

  • Stipend/salary for Nominated Principal Applicant, Principal Applicant or Co-Applicants
  • Stipend/salary for research trainees or technical assistants (other than the above mentioned purposes)
  • Purchase or maintenance of equipment
  • Operating costs of research projects
  • Indirect costs

*    Please note that meetings held to coincide with the 2015 Canadian Society of Nephrology Annual General Meeting may request an in-kind meeting room from the Canadian Society of Nephrology (contact Wim Wolfs for details on eligibility and inclusions).

Duration and Tenure

Funding is for a one-year period from April 1 to March 30 of the following year.

The Kidney Foundation and CANN-NET reserve the right to determine a shorter duration of award regardless of the initial request.

Application submission deadline

The mandatory deadline for full application is November 1, 2014 @ 23:59 pm EST.

If the deadline falls during a weekend or on holiday, the deadline will be the next working day.

Applications RECEIVED AFTER THE DEADLINE will be considered late.

The KFOC reserves the right to decline late applications.

Incomplete / Unacceptable Applications

All applicants are strongly advised to carefully read and follow the instructions and requirements outlined in the Meeting and Planning Grant Policies and the Meeting and Planning Grant Checklist page of the application form.

In order to maintain the principle of fairness to all applicants, policies must be adhered to in the preparation of the Meeting and Planning Grant application. Non-adherence to the Policies and Checklist will lead to rejection (without appeal) of the application. Requiring adherence to the policies has the advantage of being unambiguous for applicants, easy enforceable by staff and/or review panels, and fair and equitable for all applicants.

Closing of Award

When the activities supported by an award are complete, or if for any reason the activities cannot be continued, the award will be closed. Any remaining funds are frozen, and cannot be reallocated to other uses. The institution will prepare the financial accounting and returning outstanding funds to the KFOC.

Temporary Absence

Recipients wishing to take a temporary leave, e.g. parental leave, sabbatical, must inform The Kidney Foundation. If they wish funding to continue, details on how the research will continue in their absence must be supplied. The Kidney Foundation reserves the right to discontinue funding in such instances. Transfer of the grant from one person to another in the same institution is not permitted unless written authorization is received from The Kidney Foundation.

Non-Employee Status

The granting of an award is deemed to establish neither an employer-employee nor a partnership between the grantor and grantee.

Privacy Information

Providing your date of birth, language and gender on the application form or CV form is optional. However, this information will ensure accurate identification of applicants and will assist KFOC with statistical analysis. This information will NOT be transmitted to any entity external to the KFOC.

Public Information

Successful applicants need to aware that the title of their application, names of principal and co-applicants, institution, and the lay summary will be used without notification and put into the public domain, e.g. web and news releases. Applicants are cautioned not to disclose any information that could endanger a proprietary position in these sections.

Ethical Requirements

By signing and submitting applications to The Kidney Foundation of Canada, applicants undertake the responsibility to ensure any activity will be acceptable to the institution on ethical grounds and comply with Tri-Council Policy Statements: Ethical Conduct for Research Involving Humans.

Indirect Costs

The Kidney Foundation of Canada supports only direct costs of research. The definition of indirect costs of research for the purposes of the policy is costs that cannot be directly associated with a particular research program or award, including but not limited to costs associated with the operation and maintenance of facilities (from laboratories to libraries); the management of the research process (from grant management to commercialization); and regulation and safety compliance (including human ethics, animal care and environmental assessment). 

Assessment of Application

The relevance of applications will be determined prior to peer review. For this process, the KFOC and CANN-NET will have access to the project titles, and the brief description of the proposed activity sections. Applications deemed not relevant to the initiative will be withdrawn from the competition and will not proceed to peer review.

A KFOC review committee will evaluate the full applications. The review committee will be comprised of KFOC and CANN-NET staff, and external experts.

The review committee will review the applications on merit in the context of the objectives and priorities outlined in the Meeting and Planning grant funding opportunity.

Evaluation criteria

The following set of evaluation criteria will be employed to assess applications:

Activity objectives:

  • Clarity of the stated objectives and defined scope
  • Likely impact of the anticipated outcomes

Knowledge exchange and/or Dissemination:

  • Inclusion of relevant stakeholders (research community, decision-makers, health care providers, etc.) and sectors (private, public, charities)
  • Potential to catalyze new initiatives, develop new inter- and multi-disciplinary collaborations among researchers and/or users of research
  • Clearly defined dissemination plans for activity outcomes


  • Perceived ability of applicant(s) or coordinating group(s) to meet objectives of Funding Opportunity
  • Appropriate budget and justification for amount requested


Award recipients must acknowledge the support of The Kidney Foundation of Canada and CANN-NET in all scientific communications, reports and press releases related to their award. 

To facilitate the implementation of the KFOC’s program for knowledge transfer and exchange, we request that the KFOC be notified in advance of the publication date of any major publications arising from research funded by the KFOC.

It is important that The Kidney Foundation and CANN-NET receive a report on the outcomes of the workshop or meeting as well as electronic copies of each publication derived from the funded research and citing the support of The Kidney Foundation and CANN-NET as these become available as well as press releases related to the award. This information is used not only to evaluate the effectiveness of our research programs, but also as an important tool for the peer review process.

Notification of Award

Successful applicants will be notified by an official letter before January 31, 2015, setting forth the amount and duration.  A copy of this letter will be forwarded to the Dean or the institutional administrative officer, and comptroller named on the application.

The Kidney Foundation expects that all those who receive support will willingly accept invitations to discuss their research with lay members of The Kidney Foundation.

Unsuccessful applicants will be notified by an official letter.  It should be recognized that The Kidney Foundation and CANN-NET have a limited amount of funds and, although applications may have merit, there may not be sufficient funds to award all such applications.

Administration of Funds

Funds for all grants are to be administered through the business officer of the university or institution concerned, whose name and address must be submitted by all applicants.
The Kidney Foundation will make one payment in April of the granting year, payable in trust to the designated financial officer of the sponsoring institution.

Research Integrity Policy

Institutions receiving funds must have appropriate policies in place for investigating allegations of misconduct as outlined in “A Tri-Council Policy Statement:  Integrity in Research and Scholarship”   as published by the Canadian Institutes of Health Research (CIHR). Any questions concerning scientific integrity or scholarly conduct that arise during the course of the evaluation of an application will be referred back to the parent institution for that body to proceed with an enquiry. The Kidney Foundation is to be informed of the outcome of such investigations.

As a condition of funding, all KFOC grant and award recipients agree to comply with the Principles and Responsibilities set out in that policy

Email Submission of Applications

Applications must be submitted on the prescribed current forms, which are available at The Kidney Foundation of Canada Web site (

The applicant must submit a PDF copy of the full application (including all signatures and addenda) by email to no later than November 1 by 23:59 pm EST.

The “Subject” line of the email should contain the following information. Last name, First name KFOC-MPG2015 (e.g. Smith, John KFOC-MPG2015)

Please note the PDF file attachments should be inserted within the application where appropriate.

In addition, the applicant is required to place bookmarks in the PDF for the following sections:
    Lay Summary
    Summary of Meeting Proposal
    Meeting Proposal

  • Font sizes must not be smaller than 12 point. 'Times New Roman' or 'Times' 12 point must be used. No other font will be permitted. The use of condensed font and/or condensed character spacing is prohibited and will be returned to the applicant.
  • Single-spaced with no condensed spacing. A minimum margin of 2 cm (3/4 inch) around the page is mandatory.
  • Use only letter size (21.25 X 27.5 cm / 8.5” X 11”) white paper for all attachments. Presentation in columns is acceptable.
  • If numerous abbreviations are used, please provide an explanatory table. It is preferable to avoid abbreviations.
  • Applications must be submitted by November 1 @ 23:59 pm EST.
  • The meeting proposal should stand alone (i.e., it should contain all the information required to support your plan and should contain a complete description of your meeting). For the purpose of peer review, the meeting proposal should not depend on information such as appendices that are not included in the page limit of the meeting proposal.
  • Legends should be succinct and should not contain detailed information pertaining to methods.
  • Appendices may include references, tables, charts, figures, photographs, questionnaires and consent forms.
  • Up to three (3) papers, relevant to the application, may be included as appendices. For articles submitted but not yet printed, letters of acknowledgment of receipt or acceptance from the publishers must be attached.
  • Any manuscript, paper, etc. included with an application, but not yet published must be accompanied by documentation from the journal verifying whether it has been submitted, accepted for publication or is in press.

Contact Information

For information regarding research programs, please contact:

Elisabeth Fowler
Director, National Research Program
Telephone: (514) 369–4806, ext. 225
Fax: (514) 369–2472

For further information on application submissions, please contact:

Christine Marquis
Coordinator, Research Grants and Awards
Telephone: (514) 369–4806, ext. 232
Fax: (514) 369–2472