Strategic Science Fund: Program guide

1.1 Goals and objectives

The Strategic Science Fund (SSF) aims to mobilize the expertise and resources of independent science and research not-for-profit organizations to enhance Canada's science, technology and innovation (ST&I) excellence. SSF investments will achieve results for Canadians by addressing critical needs, such as supporting Canada's knowledge economy, in areas or in ways that advance federal objectives. The SSF program is jointly administered by Innovation, Science and Economic Development Canada (ISED) and Health Canada, via a Program Management Committee and Steering Committee.

By supporting a diverse portfolio of organizations, the SSF will achieve the following objectives:

• Research: Increase the quality of internationally competitive leading-edge research in areas critical to health, economic, and social and well-being of Canadians;
• Talent: Develop, attract and retain world-class research and innovation talent in scientific areas that are aligned with Canada's priorities;
• Knowledge Mobilization: Accelerate the exchange of research results and the translation of this knowledge into action in Canada and abroad; and,
• Culture: Strengthen evidence-based decision-making, innovation skills development, and science culture.

1.2 Expected outcomes

Targeted funding to the eligible recipients of the SSF will contribute to achieving the following outcomes:

Immediate:

• Interdisciplinary and equity-focused research, training and learning is conducted;
• Increased collaboration among academia, research institutes, non-profit, private and public sector, and diverse international and community organizations;

Intermediate:

• Scientific knowledge is produced and disseminated to diverse end users;
• Scientific literacy and scientific skills are developed among diverse target populations;

Ultimate:

• Scientific research and innovation produce economic, societal and health benefits; and
• Skilled, diverse people fulfill industry and societal needs.

1.3 Application process

Regular SSF competitions will support organizations for 5-year funding cycles. They will use a 2-phase application process: letters of intent (LOIs) and full applications.

Letter of intent

The LOIs will be reviewed and assessed by the SSF Secretariat, with input from other governmental departments and agencies, as appropriate, to confirm the extent to which each LOI responds to the merit-review criteria. Based on assessments and advice at this stage, applicants will be invited to submit a full application. The SSF Program Management committee will review assessments and present advice to the SSF Steering Committee who will make the final decision on organizations to be invited to submit full applications.

Full application

The review and assessment of full applications will include:

• a technical review by at least 2 subject matter experts; and
• a multidisciplinary expert panel that will consider technical reviews and provide recommendations on a strategic portfolio of proposals to support.

The expert panel may be supported by sub-committees, tasked with evaluating priority cross-cutting elements such as Governance, Finance, Equity Diversity and Inclusion, Intellectual Property and Security.

Based on the advice of the expert panel and the SSF Program Management Committee, the SSF Steering Committee will make funding recommendations to the Minister of Innovation, Science and Industry and the Minister of Health.

1.4 Criteria

Applications from eligible applicants will be evaluated using a principles-based approach against the following criteria:

• Strategic value aligned with core federal responsibilities and priorities;
• Added value to federal science, technology and innovation investments;
• Presence at the national level;
• ST&I capacity, sound governance and operational efficiency;
• Critical role of federal funding; and
• Demonstrable impact.

More information about the elements considered within the criteria will be provided in the context of each funding opportunity.

2.1 Eligible recipients

Eligible recipients are not-for-profit organizations, which are incorporated in Canada, undertaking activities, as generally described in section 3.1.

2.2 Contribution agreement

Prior to receiving funds under the SSF, a successful applicant is required to enter into a contribution agreement with the appropriate authority (ISED or Health Canada).

Non-repayable contributions will be the minimum amount required, in the opinion of the Ministers of ISED and Health, to allow a successful applicant to proceed with its approved proposal.

2.3 Further distribution by recipients

In certain cases, the contribution agreement may allow the SSF recipient to further distribute funds to ultimate recipients using separate agreements, with the intent of furthering the Recipient's objectives. This further distribution is separate than the acquisition of goods and services by or for the Recipient (i.e. procurements).

Ultimate Recipients eligible for further distribution may include:

• Post-secondary institutions;
• Research hospitals;
• Not-for-profit organizations;
• Indigenous organizations and governments;
• Municipalities;
• Research networks;
• Public engagement networks;
• Companies that deliver public engagement activities; and
• Start-up companies (including those housed in Canadian post-secondary-linked incubators).

Where Ultimate Recipient awards can be considered low-value and low-risk, the SSF Recipient may further distribute funds to individuals through the use of separate agreements. Such individuals may include:

• Canadian and international students, post-doctoral fellows;
• Canadian researchers

Eligible Ultimate Recipients do not include federal departments, agencies or crown corporations of the Government of Canada.

2.4 Host agreement

Recipients may choose to be associated with a host organization. Host organizations could include Canadian post-secondary institutions and their affiliated institutions (e.g.: hospitals, research institutes and other not-for-profit organizations), or a private sector consortium.

Where the association to a host is being proposed, the strong support of the host's president/CEO, and vice-presidents will be critical for the effective operation of the SSF Recipient. The specific needs and expectations should be detailed within a formal agreement between the host and the SSF Recipient, a copy of which should be provided to the SSF Secretariat upon request. Guidelines for elements to consider within such agreements are available in Appendix B. Should the host institution also be a potential Ultimate Recipient of funds, refer to the guidelines in Appendix A for further elements to include.

2.5 Governance and management requirements for Recipients

Recipients should be governed by a Board of Directors with the breadth of expertise necessary to oversee the functions of SSF-funded activities. At least one third of the Board should be composed of independent members. The Chair should be independent (including from other Directors).

The Board of Directors should be responsible for:

• ensuring that the Recipient is managed according to the rules and regulations of governing a not-for-profit organization (activities specific to an incorporated Recipient, such as reports to the Canada Revenue Agency, are not under the purview of the SSF Program)
• developing strategy and ensuring that strategic goals have been translated into measurable objectives and benchmarks that can be monitored by the Board;
• hiring and setting the compensation of the President / CEO, as well as conducting their performance evaluation; and
• ensuring that the right policies, guidelines and training have been established to allow the organization to meet the highest standards of governance.

The Board should conduct annual self-evaluations to identify areas of possible improvement.

The President / CEO is responsible for building the overall team and managing day-to-day operations. This should include ensuring access to the specialized expertise required to support the SSF activities. For example:

For organizations that support research:

• Establishing an independent advisory structure to conduct peer-review of research proposals, and ensuring that all appropriate policies (e.g., conflict of interest, as detailed in 2.11.2) are appropriately established and followed;
• Recruiting a body of international, diverse and independent advisors to advise on the overarching research program;
• Putting structures and mechanisms in place to receive and respond to feedback from the community of key stakeholders (including those with lived experience).

For organizations that support knowledge mobilization and commercialization:

• Ensuring the presence of knowledge brokers with specific expertise in the creation of products and tools for specific groups of end-users and receptors;
• Hiring staff with specialized expertise in Knowledge Mobilization, IP or commercialization that will enable the creation of spin-off companies or products.

For organizations that support training and talent development:

• Creating an advisory structure of diverse trainees and experienced advisors to advise on the training program offerings.

They should also be responsible for ensuring their organization contributes to the broader Science, Technology & Innovation ecosystem, including participation in the SSF Community of Practice, whose goal is to improve coordination by strengthening the ecosystem of science and research organizations through promoting regular dialogue and a culture of system-level thinking.

2.6 Matched funds

Matched funds are new, incremental contributions (of cash or in-kind) to be spent on Eligible SSF Costs, which would not exist in the absence of an SSF award (see the definition in the glossary for further details). They do not include the leveraged funds (see definition), representing existing investments in the ST&I ecosystem.

• When reviewing full applications, the Expert Panel provided recommendations on an appropriate target ratio for matched funds (cash / in-kind contributions) for the proposed activities given the individual context considering factors such as:
  • the type of organization and the work it undertakes;
  • past experience with matched funding, and
  • individual context including whether the benefit of matched funding would outweigh the burden imposed upon the organization.
• Unless specified (e.g., for organizations who fund activities in areas where there is a limited base of potential co-contributors) by the Ministers, the Recipient will secure a minimum of matched funds from sources other than federal government to fund eligible activities.

It is recognized that in certain cases, historical matched funding ratios may have combined leveraged funds and matched funds, and in those cases would not be considered the established SSF matched funding ratio.

In the case where a material portion of matched funds are expected to come from donations, a specific fundraising strategy must be established and maintained, and the Recipient must have a plan detailing how they are positioned to meet their fundraising objectives.

The method for calculating the value of in-kind contributions must align with the guidelines outlined in Appendix C.

2.7 Reporting

Recipients will be required to provide an Annual Report and a Corporate Plan on an annual basis. In addition, Recipients will be required to provide Progress Reports. Progress Reports will include quarterly financial reporting, and may require additional requirements (on a quarterly, bi-annual or annual basis) that will be established using a risk-based approach. Requirements are outlined in Appendix D.

Recipients will implement a data collection and management strategy (see 2.11.5 Data Management) to enable the capture of necessary information, in accordance with templates and procedures provided by the SSF Secretariat. Recipients will be expected to report on project-level indicators to ensure the effective delivery of their proposed plans, as well as on program-level indicators linked to the SSF program outcomes.

The information reported by Recipients may be assessed by an external Monitoring Committee (see 4.3 Monitoring, Guidance and Support). In addition to reports submitted as part of the regular reporting cycle, the SSF Secretariat may also request supplementary information, data, and reporting on an ad-hoc basis to support oversight and due diligence in areas such as financial management, costs, funding and investments, and performance measurement.

2.8 Communications

The Recipient's activities, results and accomplishments should be conveyed to external audiences, including potential participants from all sectors, public policy makers, the media, and the public. Communications are subject to official language requirements (see section 2.11.6 Official Languages for details).

The Recipient will give prior notice of funding announcements to the SSF Secretariat so that the Minister or a designated representative has an opportunity to participate.

For the duration of the contribution agreement, the Recipient's communications activities and messages must acknowledge the contribution of the federal government to SSF-funded activities.

2.9 Requirements for certain types of research

Recipients must ensure compliance with the federal Framework for Responsible Conduct of Research, which includes requirements for certain types of research:

• Research involving human subjects shall meet the requirements of the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans.
  • In particular, the provisions of Chapter 9: Research Involving the First Nations, Inuit and Métis Peoples of Canada should be well understood by all individuals involved in a component of research involving Indigenous Peoples of Canada.
• Research requiring the use of animals shall be conducted in accordance with the policies and guidelines of the Canadian Council on Animal Care (CCAC) Guide to the Care and Use of Experimental Animals and hold a valid Certificate of Good Animal Practice.
• Research involving biohazards or infectious agents must adhere to the standards outlined in the latest edition of the Canadian Biosafety Standards and Guidelines prepared by the Public Health Agency of Canada.
• Research involving radioactive materials must comply with all Canadian Nuclear Safety Commission (CNSC) Acts and Regulations, including recommended procedures and safety precautions governing the use of such materials in Canada.
• Research activities having potential effects on the environment must adhere to the Impact Assessment Act (see Practitioner's Guide to the Impact Assessment Act for further details).
• Research involving controlled information must comply with all laws and regulations regarding Controlled Information, including but not limited to the Defence Production Act, Export Control Regulations, and the Controlled Goods Regulations before, during or after the tenure of the contribution. The Recipient will ensure that information reported to the SSF will not include information subject to restrictions or controls under the Export and Import Permits Act or its regulations, the Export Control Regulations or the Controlled Goods Regulations (see Controlled goods: Examining, possessing or transferring for details).
• Research performed in the Yukon, the Northwest Territories and Nunavut must be accompanied by the appropriate licences for all researchers. Research in the North should be governed by a set of ethical principles as described in the publications by the Association of Canadian Universities for Northern Studies titled Ethical Principles for the Conduct of Research in the North.

2.10 Open access and research data management

Where activities include research, Recipients must ensure compliance and alignment with the federal Open Access Policy on Publications and the Research Data Management policy. The Recipient should adopt Open Science principles that maximize the value of all research activities, including by making negative research findings accessible where possible.

2.11 Recipient policies, processes and/or training

The Recipient must develop policies, processes and/or training in the following areas:

3.1 Eligible activities

The Eligible activities are those that will contribute to attaining the objectives of the SSF Recipient. Eligible Recipients must clearly outline how their proposal's activities will meet the objectives and expected results of the SSF. Eligible activities specific to each recipient will be included in their respective Contribution Agreement, and may include:

• Research and the translation of research in critical areas of science and technology for the development of products and services, including treatments, technologies, interventions, as well as for informing public policy development and decision-making;
• Communication, dissemination and exchange of research results;
• Collaborative activities, including participation of Canadian researchers in international projects;
• Stakeholder engagement and efforts to convene the research community;
• Activities to support the creation, growth and retention of companies;
• Training and delivery of work integrated learning;
• Internships;
• Activities to attract, retain and develop highly qualified and industry-ready personnel;
• Development and delivery of science, technology, engineering and mathematics (STEM) learning activities;
• Public education and communications related to science;
• Fundraising efforts designed to generate awareness and interest in research activities and help to secure additional financial resources; and,
• Day-to-day operations as they relate to the fulfilment of the terms of the contribution agreements.

3.2 Eligible and ineligible costs

Eligible costs are those incurred by the Recipient and which, in the opinion of the respective Minister, are reasonable and required to carry out the eligible activities to which they relate.

In principle, eligible costs under the categories of Research, Mobilization of knowledge or technology transfer and Networking must be direct and incremental costs of advancing SSF-funded objectives. Costs indirectly advancing SSF-funded objectives would fall under the Operations category. For example:

• Salary costs for Highly Qualified Personnel to conduct research would typically fall under the scope of “Research”, if this research would directly advance an SSF-funded objective.
• Salary costs for an individual organizing a conference hosted by the Recipient would typically fall under the scope of “Networking”, if the delivery of the conference directly advances an SSF-funded objective.
• Salary costs related for Recipient staff conducting internal administrative functions would typically fall under “Operations”, as the SSF-funded objectives would not be directly advanced by this activity.

Without limiting the generality of the foregoing, the following costs are eligible:

Research includes expenses related to:

• Incremental research costs, including salaries^{Footnote *} of researchers and research staff, related costs of students, highly qualified personnel (HQP), trainees;
• Operations of core research facilities;
• Equipment (except for Major Research Equipment, as described under ineligible costs); scientific collections; costs of computer hardware or software (except where the scale of costs falls within the mandate of the Digital Research Alliance of Canada); information databases;
• Direct cost of knowledge creation;
• Professional and technical services;
• Material and supplies; and
• Research-related travel and accommodation costs.^{Footnote **}

Mobilization of knowledge or technology transfer includes expenses related to:

• Incremental knowledge mobilization and technology transfer costs, including salaries of staff, related costs of students, highly qualified personnel (HQP, trainees);
• Policy development;
• Tool development and evaluation; Intellectual property protection;
• Market study; and
• Prototype development.

Networking includes expenses related to:

• Incremental networking costs, including salaries of staff, related costs of students, highly qualified personnel (HQP, trainees);
• Seminars and workshops;
• Networking meetings;
• Conferences;^{Footnote **} and
• Communications.

Operations: The maximum amount of expenses related to operations is expected to be 15% of the total SSF Award, and Recipients will be encouraged to reduce this over time as efficiencies are established. In exceptional circumstances, the SSF Secretariat will consider on a case-by-case basis the need for Recipients to surpass this rate. Includes expenses related to:

• Administrative salaries,^{Footnote *} benefits (e.g., workplace safety insurance, pension benefits, medical, vision and dental care benefits, parental leave – the costs of the benefits package should be in the average market range), non-discretionary severance, and management fees;
• Goods and services of contractual personnel;^{Footnote *}
• Consulting and/or technical services (including translation);^{Footnote *}
• Office supplies/services;
• Hospitality;^{Footnote **}
• Insurance (e.g., liability);
• Staff travel and accommodation;^{Footnote **}
• Rent and utilities;
• Audits; and
• Honorarium^{Footnote ***}.

Other: Any other expenses. Use of this category requires additional justification through reporting to the SSF. Includes expenses related to:

• Support for overhead costs (indirect costs) of Ultimate Recipients to which funds have been redistributed for projects. This type of expense is eligible provided that the rate is established considering the scale of the project (i.e., not using a general flat-rate charge which does not consider context) and does not generally surpass 15% of project costs. Funding from the SSF is not part of the calculation for the Research Support Fund.
• Minor renovations. These refer to limited-scale improvements or modifications to a facility or space that are typically aimed at improving functionality and safety. The absence of the renovation would significantly impede the recipient’s ability to achieve its SSF approved objectives. Minor renovations must directly contribute to one of the recipients' SSF funded objectives and must not impede the achievement of other SSF approved objectives. Anything outside the scope of minor renovations would fall under the major renovation category and would be ineligible.

Ineligible costs include the following:

• Costs associated with the construction of, or major renovation to building and structures;
• Flat-rate charges for overhead costs (indirect costs);
• The purchase or lease of land;
• Alcoholic refreshments;
• Hospitality costs for meetings only attended by Recipient staff;
• The acquisition of major research equipment (with a net federal cost above $250,000). In exceptional circumstances, the SSF Secretariat will consider on a case-by-case basis the need for Recipients to surpass this amount, provided that there is a clear rationale explaining how the cost would not be considered major research equipment in the area of activities;
• Costs associated with the lobbying of federal officials or public office holders (including by hiring outside firms or consultants);
• Any costs that cannot be deemed reasonable, as described below:

Determination of reasonable costs: A cost is reasonable if the nature and amount do not exceed what would be incurred by an ordinary prudent person in the conduct of regular business. In determining the reasonableness of particular cost, consideration will be given to

• Whether the cost is of a type generally recognized as normal and necessary for the conduct of the Recipient's business or performance of activities;
• The restraints and requirements of such factors as generally accepted sound business practices, arm's length bargaining, federal, provincial and local laws and regulations and Agreement terms;
• The action that prudent persons would take in the circumstances, considering their responsibilities to their constituents, their employees, the Government and public at large;
• Significant deviations from the established practices of the Recipient which may unjustifiably increase the Eligible Costs;
• The specifications, delivery schedule and quality requirements of activities as they affect costs; and
• Eligible Costs claimed must reflect actual costs incurred by the Recipient and not include any allocation for profit (i.e., mark-up) or any allocation of general and administrative expenses.

4.1 Amount and payments

Funding delivered through the SSF will be provided in the form of non-repayable contributions. The contribution amount is the amount of assistance that, in the opinion of the Ministers, is the minimum level of support required by the Eligible Recipient to ensure the attainment of the stated SSF program objectives and expected results. Payments will be made in the form of either advance payments or reimbursements of eligible costs, which will be subject to a risk assessment of the funding and to the Recipient's annual cash flow requirements to be provided to the respective Minister by the Recipient as part of its reporting outlined in Appendix D.

Payments will be reconciled with cash flow requirements.

• Upon approval by the SSF Secretariat, the Recipient may carry-over SSF funds advanced that are unexpended (unspent) and uncommitted up to a maximum of 10% of that fiscal year's allocation to the next fiscal year (and not beyond the Project Completion date of the Contribution Agreement).
• In addition to the above, for recipients further distributing funds to Ultimate Recipients, an additional carry-over of advanced funds unexpended (unspent) but committed to specific ultimate recipients may be allowed on a case-by-case basis upon approval by the SSF Secretariat, provided that these funds have been unexpended for reasons of good fiscal management (e.g. the Ultimate Recipient has not yet demonstrated adequate cashflow needs).

Any excess from advance payments may be deducted from further payments and/or may be considered an overpayment which would require a repayment of the excess amount.

Investments of SSF funds prior to their use and disbursement is restricted to the activities outlined in Appendix E.

At any time, Recipients may be requested to provide satisfactory evidence to demonstrate that eligible costs claimed have been incurred.

Provisions on requirements for document retention will be detailed in contribution agreements.

4.2 Stacking provisions

Total Canadian government assistance to the eligible activities is not to exceed 100% of eligible costs. The assessment of required funding levels will take into consideration the total Canadian government assistance (federal, provincial, territorial, and municipal) towards the eligible costs supported by the contribution. For contributions that support research activities that take place within industry and primarily benefit an industrial partner, the maximum amount of total Canadian government assistance is 75% of the total eligible costs.

Recipients may choose to involve federal or other public organizations in the execution of their plans (e.g., as part of funded projects). Seeking other funding to expand the scale or scope of activities to further the objectives of the contribution agreement is encouraged.

All Recipients will be required to inform the Ministers on a continuous basis of any other government (federal, provincial, territorial, municipal) financial assistance they have requested and/or received.

4.3 Monitoring, guidance and support

4.4 Use and protection of information

Confidential information submitted as part of the review process or administration of the SSF will only be used by the federal government for the purpose for which it was collected, namely: reviewing applications, administering the SSF Program (including program evaluations, required by the Treasury Board Secretariat's Policy on Results), and monitoring Recipients, or otherwise as required by law.

Applicants and Recipients must mark any commercially confidential information as such and may also wish to become familiar with the terms of the Access to Information Act and the Privacy Act.

Any qualified third parties reviewing applications (e.g., expert reviewers) will be required to sign Non-Disclosure and Conflict of Interest Agreements and are required to uphold the confidentiality of privileged information accessed in the assessment of applications, including trade secrets, proprietary business information or information that is commercial or financial.

4.5 Official languages

The SSF's call for proposals and its related funding decisions will be announced to the public in both official languages in accordance with the Official Languages Act. Other products and services related to the SSF, including website and reference material, templates, and assistance to Recipients, will also be available in both official languages.

The federal departments will be responsible for assessing the extent to which each resulting contribution agreement from the SSF's decisions falls under specific parts of the Official Languages Act and whether it should include the standard required language clauses.

4.6 Lobbying Act

Recipients must comply with the Lobbying Act throughout the application process and the life of any SSF-funded project. Prior to communicating about an application, please review the provisions of the Act. For more information on lobbying and the Lobbying Act, consult the Office of the Commissioner of Lobbying of Canada.

SSF Program Definitions

"Collaborators" are individuals who contribute to the delivery of activities. "International Collaborators" are individuals contributing from outside of Canada.

"Companies Enhanced" means companies that recorded a growth in revenue and/or science & technology related jobs attributable to SSF activities

"Conflict of interest" means a situation where, to the detriment or potential detriment of the Recipient, an individual (including Recipient contractors, advisors, partners, directors, officers, employees, agents and volunteers) is, or may be, in a position to use knowledge, authority, or influence for personal or family gain (financial or other) or to benefit others. It includes a situation where anyone associated with the Recipient owns or has an interest in an organization that is carrying out work related to the Project.

• The following examples, although not comprehensive, illustrate situations that may lead to a conflict of interest:
• an individual being employed in any capacity by another employer, including self-employment. Situations that may require management in this context could include any conversations/decisions linked to the other employer.
• holding an office that puts the individual in a position to affect decisions, such as manager with executive powers, within a company, or member of a board of directors.
• owning equity or other financial participation in a corporation (including stock options and shares) – individuals should abstain from activity in which they would have inside advantage (e.g. purchase of shares) based on information they are privy to through the SSF Recipient.
• accepting gifts (other than some minor hospitality) or special favours from organizations with which the Recipient does business influencing the purchase of equipment or materials from a company in which an individual has a financial or other interest.

"Digital Knowledge Platforms" are internet-based services where knowledge can be disseminated among various communities. Includes, but is not limited to: Social media platforms, online repositories, discussion forums.

"Early Career Researcher" (ECR) is a researcher within five years of the date of their first independent research-related appointment. Given that career progress for an ECR is particularly vulnerable to normal life circumstances, the eligibility window may be adjusted as follows:

• eligible leaves (e.g., maternity, parental, medical, family medical, bereavement) will extend ECR status (i.e., will not be counted towards the maximum) and credited as twice the amount of time taken;
• no adjustments are provided for professional leaves (e.g., training, sabbatical, administrative).

No adjustments are provided for time spent on non-research related duties or for the pursuit of non-research related career activities.

"End Users" are individuals who use a particular product (including a knowledge product) or service. They can be, but are not limited to, a practitioner, policymaker, educator, decision-maker, health care administrator, community leader, or an individual in a charity, patient group, private sector organization, or media outlet.

"Equity" is about fairness. It is about deliberate efforts to ensure processes for allocating resources and decision-making are fair and do not discriminate on the basis of personal characteristics. Equity is a summative concept that is the outcome of deliberate efforts to create more diverse and inclusive approaches to organizational practices and to program delivery, including research. Equity results in parity of outcomes for members of under-represented groups or for those who face discrimination.

"Diversity" is about representation. It brings a focus to the representation of groups that have traditionally been under-represented and have faced systemic discrimination in spheres as varied as employment, participation in clinical research, or in attracting research funding. Diversity is a dynamic concept. Some individuals may identify in ways that do not change over time. For others, the ways in which they identify may evolve over time. For example, sexual identity may change over time.

"Equity Deserving Groups" means women, racialized persons (including Black Canadians), persons living with disabilities (including invisible and episodic disabilities), Canadians who identify as 2SLGBTQI+, and First Nations, Inuit and Métis peoples as founding peoples of Canada who are under-represented in positions of economic influence and leadership.

"Fair Market Value" means the price that would be agreed to in an open and unrestricted market between knowledgeable and willing parties dealing at arm's length, who are fully informed and not under any compulsion to transact.

"Highly Qualified Personnel" includes specialized staff, research staff, technicians, interns involved in research and other projects and trainees (undergraduate and graduate students, postdoctoral fellows, research associates, research assistants, researchers

"Honorarium" refers to monetary payments made on a one-time or non-routine basis to an individual as a "thank you" for a service for which fees are not traditionally paid (i.e., speeches, lectures, seminars, etc. by a guest lecturer/speaker). Honorariums should not be used if a service contract exists or would be more appropriate and are not an entitlement, as there is no expectation of payment or gift in exchange for the service rendered.

"Hospitality" consists of the provision of meals, beverages or refreshments in events which are necessary for the effective conduct of SSF recipient activities.

"Host Organization" means the (host name), that provides services (e.g., infrastructure, staff, administrative services, etc.) to the Recipient.

"Inclusion" is about belonging. It is socially constructed. It brings into focus the climate or culture that fosters belonging in workplaces or when participating in activities or programs. Belonging cannot be mandated; it is experienced. While diversity is measured more objectively, inclusion relies on qualitative metrics.

"Independent Member" means a member of the Board of Directors that does not directly benefit from the Recipient's activities and has no material relationship with Ultimate Recipients that could, either directly or indirectly, in practice or appearance, impair that individual's ability to act in the Recipient's best interests. For the purposes of this definition, "material relationship" means any of the following relationships: (a) a director, officer or employee of an organization funded by the Program or occupying any such position within the last three years that is receiving or that has received at any time payments from the Recipient for services; (b) a director, officer, employee, partner of an organization doing business with the Recipient; (c) a current or former director, officer, employee, or partner of, or having been, a partner, executive, officer or employee of an organization that has performed audit services for the Recipient within the last three years; or (d) an immediate family member of a person in (a) through (c).

"Interdisciplinary Research" means research that involves the interaction among two or more different disciplines and occurs at the interface between disciplines.

"Intellectual Property" means all inventions, whether patented or patentable, all proprietary technical information, whether constituting trade secrets, and all copyrightable works, industrial designs, integrated circuit topographies, and trademarks, whether registered or registrable.

"Intellectual Property Rights" means all rights recognized by law in or to Intellectual Property, including but not limited to Intellectual Property rights protected through legislation. These shall include patents, copyrights, industrial design rights, integrated circuit topography rights, rights in trademarks and trade names, all rights in applications and registrations for any of the foregoing, and all rights in trade secrets and confidential information.

"Background Intellectual Property" means any pre-existing Intellectual Property that is developed prior to, or independent of, the project but is necessary to carry out the funded project.

"Foreground Intellectual Property" means any Intellectual Property conceived, produced, developed or reduced to practice in carrying out the project by the Recipient.

"International Collaborators" means an individual, organization, or entity that engages in cooperative efforts or partnerships across national borders to achieve common goals, solve problems, conduct research, or advance mutual interests. International collaboration often involves sharing resources, expertise, and knowledge among participants from different countries or regions.

"Knowledge Mobilization" means the reciprocal and complementary flow and uptake of research knowledge between researchers, knowledge brokers and knowledge users—both within and beyond academia—in such a way that may benefit users and create positive impacts within Canada and/or internationally.

"Knowledge Mobilization Project" means a project with the primary goal of Knowledge Mobilization (see definition)

"Learning Event " means an event that facilitates the acquisition or enhancement of science-focused knowledge, skills, behaviours, or attitudes. Broadly covers any educational event/activity/instance that exposes learners to knowledge.

"Leveraged Funds" means existing investments in the ST&I ecosystem being leveraged to further the objectives of the SSF Recipient. Includes cash or in-kind from federally funded entities (e.g., CFI, organizations primarily funded by the federal government) and from federal departments and agencies.

Examples of leveraged funds:

• Existing NSERC, SSHRC or CIHR projects with work that will be complimentary to the SSF activities.
• The rental value of CFI-funded equipment that is essential to the delivery of SSF activities.
• Projects funded in collaboration with other SSF-supported Recipients.

"Matched Funds" means new, incremental contributions (of cash or in-kind) for Eligible SSF Costs, which would not exist in the absence of an SSF award (i.e. that can be directly attributed to SSF funding). Eligible sources include non-federal partners or revenues (including donations). Ineligible to be considered matched funds:

• Leveraged Funds (see definition)
• funding from federally funded entities (e.g., CFI, Digital Research Alliance of Canada, SSF Recipients, and organizations primarily funded by the federal government) and from federal departments and agencies.
• funding already used to meet a matching requirement for a federal program.

Examples of matched funds:

• Private-sector contributions earmarked to advance specific SSF-funded activities
• Provincial awards to support the advancement of SSF-funded activities or research projects in that province

"National and International Forums" means events where individuals from a broad national or international geography confer around specific topics. Includes but is not limited to conferences, symposiums, and presentations that reach more than an immediate local audience.

"New Partnership" means a partnership that  did not exist in previous fiscal years that is created as a direct result of SSF funding.

"Partner" means an organization that helps the SSF-funded organization carry out its mandate. Includes, but is not limited to Ultimate Recipients of SSF Funds (see definition), and entities involved in the delivery of programs or projects.

An analysis of partner risk must be conducted for partners to be considered eligible. See the program guide for more detail.

“Partnership” means an active partnership in the current fiscal year, including new partnerships and partnerships maintained as a direct result of SSF funding.

"Partner Funding", depending on the nature, can be considered either:

• Leveraged Funds (see definition)
• Matched Funds (see definition)

"Products" means any physical or digital items created to serve an individual's needs. This includes commercial products (e.g., goods offered for sale) and non-commercial products such as knowledge products (e.g., information brochures on specific topics).

"Projects" means the combination of all types of SSF-funded projects (including research projects, knowledge mobilization projects, types of training opportunities, types of learning opportunities, and other projects)

"Research Project" means a focused investigation aimed at exploring, understanding, or discovering new information or solutions within a specific area of study. The ultimate goal of a research project is to contribute new knowledge, insights, or solutions to the field of study and to disseminate findings.

"R&D Collaborations" means partnerships between business, government, not-for-profits and/or academics on research and development and commercialization opportunities.

"Sectors" means distinct categories or divisions within society or the economy, each characterized by its own unique set of organizations, activities, and goals (e.g. academia, private sector, NGO).

"Seminars and workshops" are structured educational events designed to facilitate learning and discussion on specific topics or skills.

"Services" means useful work that does not produce a tangible commodity.

"Spin-Off Company" means a company created when the division of a company or organization becomes an independent business or when a group of employees leaves an existing entity to form an independent business. A spin-off company generally takes assets, intellectual property, technology and/or existing products from the "parent organization."

"Training" means a structured event/instance of ‘learning while doing’ that develops or enhances the professional skills of research and innovation talent. It is intentionally designed to impart specific skills or knowledge to individuals in a science-focused setting. The most common instances of training anticipated in SSF are via internships and HQP* involved in a research project.

“Travel” means the movement of an authorized individual for purposes linked to operational activities, engagement with key stakeholders, supporting sound governance, training, or other reasons.

"Ultimate Recipient" means a [person, entity, business, SME] approved for funding by the Recipient

The SSF Recipient further distributes funds to Ultimate Recipients through the use of separate agreements, described in section 2.3.

"Uptake and use" means the process by which individuals or entities acquire and employ a particular product, service, technology, or concept for their intended purposes or benefits. It encompasses the adoption, implementation, and utilization of the entity in question, often indicating the degree to which it has been integrated into routine practices or behaviors.

"Youth Direct Interactions" means in-person reach such as through community-based outreach activities, participation in action projects and use of online resources.

"Youth Indirect Interactions" means engagement achieved through teachers participating in professional learning and teachers accessing online resources.