If you are applying for a new contract or if an external party has already provided a draft agreement, please follow the instructions below (Steps 1- 8) for submitting your contract request. Please note that a Researcher or their staff members must complete the following steps before a contract is reviewed, approved, and executed. If you have any questions or require any assistance regarding the steps below, please contact ResearchContracts@unityhealth.to.
STEP 1: Please download and complete the Document Tracking Sheet. Please note: if the external party is an institution, kindly put an institutional email address. Please do not use a Gmail, Yahoo, or Hotmail email address.
STEP 2: Download and complete the appropriate Addendum for your specific contract. If you are unsure which form to complete or you need a report detailing all the contracts under your PI, please contact email@example.com.
STEP 3: For Service Provider Agreements, or Data/Material transfer agreements with outgoing funds, please complete an Activity Approval for Service Provider. Submit this form to your Principal Investigator’s respective Research Finance Analyst (RFA). If you’re not sure whether a Service Provider Agreement is needed, please complete the SPA Checklist and follow steps outlined on the Research Finance page.
If the total payment for a service provider that Unity Health will be paying, exceeds $24,999.99, procurement must be involved because we are a public institution and follow the Broader Public Sector Accountability Act, 2010. See the procurement policy on the intranet.
You must contact Procurement Services before a Service Provider contract can be executed if you will pay out more than $24,999 in the life of the contractual relationship.
If this is not applicable, please move directly to step 4.
STEP 4: For Outgoing Sub-Award or Sub-Grant Agreements (transfer of funds from Unity Health Toronto to an external site), kindly complete an Activity Approval for Outgoing Sub-Grants Form to your Principal Investigator’s respective Research Finance Analyst (RFA). If this not applicable, please move directly to the next step. Note: If you do not know who your RFA is, please click here to find a link to this information on the Research Finance page. Alternatively, you may contact firstname.lastname@example.org for information or help.
STEP 5: Obtain a draft agreement from the external party (if applicable), in MS Word format. If this not applicable, please move directly to the next step.
STEP 6: Compile electronic version of all documents into a submission package including:
STEP 7: Email your package electronically to email@example.com. Please provide the following in your email:
Note: If you are requesting an expedited contract review, please provide a detailed reason(s) for the urgent review and indicate any important deadlines that indicate this contract should be expedited (such as a deadline to submit for funding).
STEP 8: Once received, the Research Contracts Clerk will process your documents, designate a specific contract ID number for future reference (e.g. 22-XXXX), and assign a Research Contracts Analyst or Research Contracts Specialist. Remember, prior to starting your study you will need to secure institutional approvals from the Research Ethics Board and/or the Animal Care Committee. All research activity that includes the purchase of equipment or services shall follow the procurement process (Activity Approvals, Non-Competitive Approval Forms, etc.).
Timelines: Due to the ongoing pandemic and work from home our office has been experiencing high workload volumes. We do our best to have contracts assigned within 5 business days but please note this can fluctuate due to demand. In order to ensure a smooth process with no delays, please ensure your contract in-take forms are completely filled out with all required documents attached in 1 email submission to firstname.lastname@example.org or delays can occur as we follow up and wait for additional documents.