Date and Instance of Approval:
2000-03-14
Executive Committee of the Board of Governors
Amendment:
2025-06-18
Responsible Service: Office of the Provost
1. OBJECTIVE
The purpose of this Policy is to establish the eligibility and termination criteria of soft-funded research bursaries granted by the University of Ottawa (“University”) to Students.
2. DEFINITION
For the purposes of this Policy and any procedure established pursuant to it, the following words or expressions shall have the corresponding meaning:
“Soft-funded research bursary” or “SFRB” means a research bursary paid to Students from funds other than the University's operating funds and administered by the University (known as “soft funds”). As a condition of receiving and maintaining the bursary, Students must perform research activities required to fulfill the requirements of the Student’s program of study.
“Student” has the same meaning as set out in the University’s Academic Regulations and meet the eligibility criteria set out in this Policy.
“Supervisor” is a faculty member that receives research grants from external sources and administered by the University (known as “soft funds”) and who is accountable for the use of these funds.
3. SCOPE
This Policy does not replace nor limit the provisions of any relevant collective agreements and does not take precedence over them.
4. PURPOSE OF A SOFT-FUNDED RESEARCH BURSARY (SFRB)
The purpose of a SFRB is to financially support Students enabling them to meet the requirements of their University academic program of study within a reasonable time limit. A SFRB allows Students to enhance their experience and knowledge in their chosen academic program of study while dedicating time to their academic activities in order to meet research-related program requirements. It is not intended to
substitute a salary or to compensate a Student to perform tasks such as correcting, proctoring, teaching assistance and research assistance unrelated to the Student’s thesis.
5. ELIGIBILITY
5.1 The Supervisor has the authority to award a SFRB to an eligible Student. The criteria for a Student to be eligible to receive and to maintain a SFRB throughout the award period, are that they must be an remain:
• admitted and enrolled as a full-time Student in a program of study at the University; and
• comply with the regulations and policies in effect at the University; and
• meet any requirements established by the external funding agency or other source of soft-funds funding the SFRB.
5.2 If the Supervisor, awards a SFRB to an eligible Student, the award offer must be in writing and include the amount and duration of the SFRB award period and any applicable conditions to the Student receiving the SFRB.
6. TERMINATION OF A SOFT-FUNDED RESEARCH BURSARY (SFRB)
The Supervisor has the authority to terminate a SFRB before the end of the SFRB award period specified in the written offer of the SFRB referred to in Section 5.2 in any of the following circumstances:
a. the Student has an unsatisfactory progress in their program of study, as determined in the periodic research progress report or other mechanisms;
b. the Student transfers to a different academic program at the University other than the one that was subject of the SFRB award;
c. the Student’s registration status changes to part-time;
d. the Student is on a leave of absence approved by their faculty;
e. the Supervisor ceases to supervise the Student;
f. the Student is withdrawn from or is no longer enrolled in their program of study;
g. the soft-funds awarded to the Supervisor are cancelled or are reduced by the external funding agency or the SFRB award criteria no longer meets the external agency's regulations;
h. the Student obtained an external or internal scholarship or other source of funding from the University that meets the objective of section 4 of this Policy;
i. the Student fails to comply with the regulations or policies of the University
j. the Student terminates the SFRB.
7. INTERPRETATION
The Vice-Provost, Graduate and Postdoctoral Studies is responsible for the periodic review of this Policy and for its interpretation.
8. APPROVAL AND AMENDMENTS
8.1 The Vice-Provost, Graduate and Postdoctoral Studies is responsible for recommending amendments to this Policy for approval by the Administration Committee.
8.2 Notwithstanding clause 8.1 of this Policy, the Secretary-General may amend this Policy without the need to submit such amendment to the Administration Committee if such amendment is required to:
a) update or correct the name or title of a position, unit, law, regulation, policy, procedure or authority; or
b) correct punctuation, grammar, typographical errors, revisions to format and other technical revisions, where appropriate, if the correction does not change the meaning of a provision or make such other corrections if it is patent both that an error has been made and what the correction should be; or
c) correct the form of expression of a provision in French or in English to be more compatible with its form of expression in the other language; or
d) Make consequential amendments to conform with or arising from another University by-law, resolution, policy or procedure.
8.3 The Vice-Provost, Graduate and Postdoctoral Studies may establish, amend, abrogate or make exception to procedures for purposes of the effective implementation of this Policy, provided that such procedures or exceptions are consistent with the provisions of this Policy.