Gifts & Donations in Research Projects
Faculty and researchers may receive support for research projects through grants, research agreements or philanthropic gifts and donations. While these funding types may appear similar, each follows a different process and involves different university offices and compliance requirements.
These Q&As are for faculty and researchers and explain who to contact and what to do when a research project includes, or may include, a gift or donation. This includes situations where an external partner or donor proposes funding outside of a standard research grant.
Reviewing this guidance helps ensure gifts and donations are managed appropriately, in compliance with university policies and CRA requirements, while protecting donor intent, the researcher and the university.
Definitions of key terms are provided below to support a shared understanding throughout the Q&As.
Gift: A voluntary transfer of money or other property, sometimes referred to as a philanthropic, charitable donation, irrevocably given to the University, without any expectation of benefit to the Donor or to a third party designated by the Donor. Sometimes a gift is referred to as a donation.
Research Grant: An award of funds to support a specific research project or program, with the primary goal of advancing knowledge. Typically, a research grant involves the competitive peer review process. This type of funding is distinct from a research agreement, as it does not usually come with a contractual obligation to produce a specific result for the funder. Further, payments of funding are not a gift.
Research Agreement: A legally binding agreement between the University and an external sponsor to perform specific research or other services for payment. A contract may give the sponsor more control over the research process, outcomes and intellectual property. The scope of work, deliverables and milestones are explicitly defined in a research contract.
Indirect Costs: Also known as Overhead; these are expenses that are incurred for all research projects but which may not be identified and charged directly to each research project. These expenses range from faculty salaries, technicians and administrative support, space/specialized laboratories, utilities, building maintenance and renovation, security, research accounting, payroll, research management and administration, animal care, human subject ethics, radiation and biosafety, licensing and accreditation of research facilities and technology transfer.
Q: Who do I contact if I am applying/receiving Research Grant funding?
A:Please contact the Grants Officer for your Faculty to facilitate the review and approval of any associated funding agreements and to confirm any compliance requirements. Your Grants Officer will liaise with Research Accounting regarding the opening of your research account. Connect with your Grants Officer or email research@ontariotechu.ca.
Q: Who do I contact if I have a partner who wishes to fund a project via a Research Agreement?
A:Please contact the Research Partnerships Officer for your Faculty for support. Your Research Partnerships Officer will work with you and the partner organization to finalize the scope of work and budget and coordinate with Research Legal Counsel and/or contracts officers on the review and negotiation of the Research Agreement. Once the Research Agreement is fully executed, your Research Partnerships Officer will ensure all compliance requirements are met before liaising with Research Accounting regarding the opening of your research account. Contact the Research Partnerships Officer for your faculty or email researchpartnerships@ontariotechu.ca.
Q: Who should I contact if a donor approaches me with interest in giving, and/or if I am interested in approaching a donor for a gift?
A: If you are contacted by a current or prospective donor, or wish to contact a current or prospective donor, please reach out to the Advancement Office as soon as possible. They will help guide next steps, coordinate discussions and provide support in developing a formal gift agreement if needed.
Q: Can I manage donations or create gift agreements directly with a donor?
A: No. All gift agreements and donations must be coordinated through the university’s Advancement team. Faculty and staff must work closely with Advancement to ensure that all gifts align with university policies, are properly documented and meet the expectations of both the donor and the institution. The Advancement team guides donor engagement, gift processing and recognition and ensures legal and ethical standards are met.
Q: Why is it important to involve the Advancement team?
A: The Advancement team ensures that every gift is handled with transparency, accountability and in compliance with CRA regulations and university procedures. They help protect both the donor’s intent and the university’s interests, while also ensuring donors receive appropriate tax receipts, recognition and stewardship. Including the Advancement team ensures that gifts are properly documented, recognized and aligned with donor intent.
Q: I’m discussing a research agreement with a partner, and they’ve indicated part of the funding will come in the form of a gift or donation. Who do I need to involve?
A: In addition to working with the Office of Research Services (ORS) on all research agreements, if the agreement involves a gift or donation, you must involve both Advancement and ORS. Advancement ensures the contribution is stewarded and receipted appropriately, while ORS manages the research agreement and compliance requirements.
Q: How do I start the process if my research agreement includes a gift or donation?
A: Contact your Research Partnerships Officer in the Office of Research Services (ORS) as your first step. ORS will coordinate with Advancement to ensure the agreement and gift components are handled together. You do not need to reach out to both separately as ORS will make the connection with Advancement on your behalf.
Q: What is ORS’ role if the funding includes a gift?
A: ORS ensures that the research agreement complies with university policies, protects the researcher and institutional interests and aligns with funding terms. When part of the funding is a gift, ORS works with Advancement to integrate both contractual and philanthropic requirements. ORS will liaise with Research Accounting on the opening of the research account.
Q: What happens if Advancement is not included in cases where a gift is received?
A: Without Advancement’s involvement, the university cannot legally or properly recognize the gift, issue tax receipts or ensure donor intent is respected. This could result in reputational and compliance risks for both the researcher and the university, including the inability to issue tax receipts or honour donor intent.