Grants and Awards

AHFMR Polaris Award Guidelines

Table of Contents

1. Summary
2. Background and Objectives
3. Eligibility
4. Application and Selection Process
5. Allowable Costs
6. Additional Considerations
7. Communication Requirements
8. Terms and Conditions of Funding
9. Monitoring, Performance Measurement and Evaluation
10. Contact Information

1. Summary

   The Alberta Heritage Foundation for Medical Research (AHFMR) Polaris Award was established as a means to help Alberta universities recruit outstanding mid-career health researchers of exceptional international calibre to the province. Individuals supported via this program will be known as AHFMR Polaris Investigators. The goal of this Award is to accelerate research activity in key areas that are priorities for Albertans.

   AHFMR will provide up to $1 million per year per award for up to ten years. This funding is to be at least matched by the institution nominating the AHFMR Polaris Investigator. The institutional support can include funding provided from other partners including government, the private sector and non-profit agencies. It generally cannot include funding originating from standard grants and awards programs of research organizations such as CFI, CIHR, and NSERC. The first AHFMR Polaris Award will be made in 2008. It is anticipated that initially up to three awards will be available.

   The funds provided through the AHFMR Polaris Award are to be used to enhance the research activities of the AHFMR Polaris Investigator. Eligible costs will include, but not be limited to: offsetting the costs for the salary and benefits for the AHFMR Polaris Awardee; salary for key research staff (including other independent investigators recruited to Alberta, research assistants, administrators, and support staff); salary for research trainees; research operating costs; equipment costs; and support for relevant scientific core facilities.

   AHFMR Polaris Investigators will not be selected using a standard competitive peer review process. Instead, they will be chosen using a collaborative process involving AHFMR, the sponsoring institution, and any major partners as appropriate. Expert reviewers will still play a pivotal role in the selection process. The AHFMR assessment is intended to occur in a timely manner to minimize any unnecessary delays in the recruitment of AHFMR Polaris Awardees.

   The continuation of the AHFMR Polaris Award program beyond the first three awards will be at the discretion of the Foundation and will be dependent on factors such as the availability of funds, the evaluation of the program over its first few years, and other strategic priorities.

2. Background and Objectives

   Early in its history, AHFMR chose to invest in individual investigators as its main strategy for supporting health research in Alberta. A variety of funding programs with specific objectives have been developed to support this strategy and the Foundation continues to offer a broad portfolio of opportunities available on a competitive basis to individual investigators and investigators-in-training.

   As part of its current strategic direction, the AHFMR Board of Trustees will continue the support of individual investigators and investigators-in-training as the cornerstone of its investment in the Alberta health-research enterprise. In addition to this approach, the Trustees will now target some of the Foundation's resources to the strategic recruitment of outstanding researchers of the highest international calibre to Alberta. This will be done via the AHFMR Polaris Investigator Award, which will provide an investigator with up to $1 million per year for up to ten years in order to conduct their research program in Alberta. The $1 million per year represents the AHFMR contribution only; a minimum of $1 million per year will also be provided by the sponsoring university and other partners.

   The AHFMR Polaris Award is for recruitment only and therefore investigators currently residing in Alberta are not eligible for consideration. The Foundation recognizes that many outstanding researchers of international calibre currently reside in the province. However, such individuals have the opportunity to apply for Foundation support via one of its other programs such as AHFMR investigator awards or the newly established Interdisciplinary Team Grants Program.

   The primary purpose of the AHFMR Polaris Investigator Award is to increase the quality of the overall health-research enterprise in Alberta in defined areas of investigation via the recruitment to the province of outstanding investigators of international calibre. Polaris Investigators will be expected to help catalyze existing provincial strengths in a given area into a position of international stature or to build capacity and strength in a nascent area deemed to be of particular importance in Alberta and where there is a specific opportunity for impact within a reasonable period of time.

   Specific objectives of the AHFMR Polaris Investigator Award are to:

   1. increase the quality of the overall health-research enterprise in Alberta via the recruitment of an international calibre investigator to the province;

   2. increase the amount of high-quality research in areas of strategic importance to AHFMR, the host university, partners, and other stakeholders in Alberta;

   3. contribute to the overall scientific leadership in Alberta;

   4. provide superior research training and mentorship.

   The area of research pursued by an AHFMR Polaris Investigator should be relevant to one of a number of areas of special interest identified by the Foundation in collaboration with other stakeholders in Alberta. These areas are:

   • Maternal, fetal, and child health
   • Mental health, mental illness, and addictions
   • Health system sustainability
   • Modern lifestyles and health
   • Health issues in rural and remote environments
   • Health, genes, and the environment
   • Health and injury
   • Modern techniques and technologies (including IT) and health
   • Health and behaviour: disease prevention
   • Health and infectious diseases
   • Food and health

3. Eligibility

   AHFMR Polaris Investigators must meet a number of eligibility criteria. They must be:

   • mid-career investigators with outstanding records of accomplishments in health research. Investigators active in any one (or more) of the four pillars of health research (basic, clinical, health services research, population health) are eligible for consideration;

   • leaders who have histories of accomplishment in science and research demonstrated via executive positions in scientific societies, editorship of a prestigious journal, and invitations to speak at international conferences. They would be recognized as candidates for, or would have recently received, a major international recognition award;

   • nominated by the University of Alberta, the University of Calgary, or the University of Lethbridge. Nominations may also be considered for individuals to be based within an Alberta Regional or Provincial Health Authority, but it is anticipated that they will have academic appointments at one of the universities as well;

   • currently based outside Alberta and prepared to relocate to Alberta full-time for the duration of the AHFMR Polaris Award;

   • prepared to commit a majority of their time to research;

   An AHFMR Polaris Investigator would not normally be appointed to a major academic administrative position (e.g. department head/chair, associate/assistant dean, etc.) during the first five years of the award. Consultation with AHFMR will be required in order to decide on the appropriateness of a given administrative position during the second five-year term of the AHFMR Polaris award.

4. Application and Selection Process

   The Foundation has committed to funding a maximum of three AHFMR Polaris Investigator Awards. These awards may be provided to more than one Alberta university; it is not guaranteed that the University of Alberta, the University of Calgary, and the University of Lethbridge will each receive one Polaris Investigator award.

   AHFMR will establish a local advisory committee to deal with general issues relating to the AHFMR Polaris Award, including aspects of the selection process. This committee will include but not be limited to the AHFMR President & CEO, the AHFMR Vice President Programs, the Provost and Vice-President (Academic) from the University of Alberta and the University of Calgary, and the Vice-President (Research) from the University of Lethbridge.

   There is no application form and no set timelines for applying for an AHFMR Polaris Award. AHFMR Polaris Investigators will be selected using a collaborative approach involving AHFMR, the sponsoring academic institution, and potentially any major partners. The AHFMR assessment is intended to occur in a timely manner to minimize any unnecessary delays in the recruitment of AHFMR Polaris Awardees.

   Consultations regarding the selection of a specific AHFMR Polaris candidate are to originate from the university president or delegate only and not from the faculty level. All such communications are to be directed to the AHFMR Vice President Programs.

   There are five phases in the selection of an AHFMR Polaris Investigator as shown in Figure 1 at the end of these guidelines. These phases are as follows:

   • Phase I: the university will inform the Foundation of the various strategic considerations influencing the recruitment processes for an AHFMR Polaris Investigator Award candidate.

   • Phase II: the university will provide the name of a candidate(s) to the Foundation for its approval to move to the next phase. In this phase the university will also provide a plan for how it will approach the candidate.

   • Phase III: the university will provide the complete nomination package to AHFMR (see details below) together with an outline of how the Foundation might be involved in the final recruitment process. A university is generally permitted to have only one AHFMR Polaris Award nominee under consideration by the Foundation at one time although a short list of candidates may be submitted for assessment on a comparative basis.

   • Phase IV: the peer review process. AHFMR's senior advisory committees and/or ad hoc external reviewers will conduct this assessment;

   • Phase V: AHFMR, the university, and major partners will meet for the final funding decision for the Polaris nomination and will communicate the decision jointly to the candidate.

   The nomination package for an AHFMR Polaris Award will include:

   1. A covering letter from the university president including the following:

      1. the president's support for the nomination;

      2. details as to how the individual fits within the university's overall strategic priorities, the specific priorities of the environment to which he/she will be recruited (i.e. faculty/department/institute levels), and the areas of strategic research importance identified by the Foundation (as per section 2 of these guidelines);

      3. information detailing how the recruitment of the individual will provide transformative benefits to the university and to the province of Alberta;

      4. confirmation of the arrangements for additional direct funding support to be provided by the university and any other major partners;

      5. information on the nature and extent of the university's other forms of long-term commitment and contribution to the candidate's research activities (e.g. research space to be provided, anticipated teaching and administrative responsibilities, etc.).

      6. a commitment from the institution and the candidate for consistent and primary recognition of AHFMR throughout the span of the Award.

   2. An overview of the candidate's research plan for the first five years. This plan, which is to be no greater than ten pages in length, should include information on the following:

      1. specific research goals and objectives;

      2. a description of how the candidate's research program will:

         1. integrate with related projects currently underway in Alberta;
         2. continue collaborations that already exist with researchers in the province;
         3. lead to future collaborations; or
         4. help catalyze the development of new research activity (as linked to institutional strategic plans);

      3. plans for capacity building, including the potential recruitment of additional investigators to work in collaboration with the AHFMR Polaris Investigator;

      4. a broad description of how the funds for the award will be allocated (see "Allowable Costs" below).

   3. Attachments are to include the following:

      1. the candidate's full curriculum vitae;

      2. letters from relevant partners or other key stakeholders such as relevant deans and department heads/chairs, key decision-makers from government and other organizations, and important collaborators from Alberta and elsewhere. A signed letter of support is to be provided from any partner that is to commit direct financial support towards the award.

   The nomination must be marked "personal and confidential" and submitted to:

   Dr. Jacques Magnan
   Interim President & CEO
   AHFMR
   Suite 1500
   10104 – 103 Avenue
   Edmonton, Alberta
   T5J 4A7

   As outlined above, AHFMR will consult with external expert reviewers in order to assess the quality of AHFMR Polaris Award candidates. The final decision will be made by the AHFMR Board of Trustees. No set time-lines are in place for the consideration of candidates for an AHFMR Polaris Award but AHFMR will endeavour to expedite the process as much as possible.

5. Allowable Costs

   AHFMR will provide up to $1 million per year per award for a maximum of ten years. A minimum additional $1 million per year is to be provided by the sponsoring institution and other sources.

   A non-inclusive list of eligible costs and additional considerations is provided below.

   • Direct support for the AHFMR Polaris Investigator (offsetting salary and benefit costs).

   • The recruitment and support of additional independent investigators whose role is seen as pivotal to the success of the Polaris Investigator's research activities. Such individuals may apply for AHFMR Investigator Awards (assuming they meet all eligibility criteria).

   • Salaries of research assistants, coordinators, technicians, and other personnel who will enhance the AHFMR Polaris Investigator's research activities. A limited number of administrative support staff are also eligible;

   • Stipends for trainees directly supervised by the AHFMR Polaris Investigator (co-supervision is acceptable).

   • A training program directed by the AHFMR Polaris Investigator.

   • Research operating costs for the AHFMR Polaris Investigator's research program. He/she is expected to apply for additional sources of peer-reviewed research funds.

   • Funds can be used for research infrastructure including the purchase of equipment and maintenance contracts for common services and shared/core facilities. As outlined above, it is anticipated that the AHFMR Polaris Investigator will apply to other organizations for additional infrastructure funds to support his/her research activity;

   • Costs of data collection, database, and maintenance of information holdings.

   • Miscellaneous expenditures that will enhance the Polaris Investigator's research activities including networking and scientific collaboration and knowledge exchange/translation.

6. Additional Considerations

   Please note the additional general information regarding the AHFMR Polaris Investigator Award:

   • The AHFMR Polaris Investigator Awards will be for a maximum of ten years. Annual progress reports will be required with a more detailed report required in the fifth year. The Foundation reserves the right to cancel a Polaris Award for year six onwards if inadequate progress has been made or other major concerns arise. Request for cancellation of the Award may also originate from the sponsoring institution.

   • AHFMR Polaris Investigators are not eligible to apply for another AHFMR investigator award during the tenure of their AHFMR Polaris Investigator Awards. However, they are eligible to apply for other sources of support from the Foundation including support for their trainees, major equipment, conferences, etc. They will be permitted to apply for AHFMR Scientist awards at the end of the ten-year term of the AHFMR Polaris Investigator Award.

   • AHFMR Polaris Investigators are eligible to apply for other sources of direct personal support such as a research chair. However, prior Foundation approval must be sought in order to ensure that such support does not impede the terms and conditions of the AHFMR Polaris Award.

7. Communication Requirements

   Institutional sponsors and recipients of an AHFMR Polaris Investigator Award will be required to adhere to AHFMR acknowledgement requirements as a condition of receiving this award. The official award name is "AHFMR Polaris Investigator". In cases where there is another major funding partner a shared title may be considered, but AHFMR approval will be required of the final designation/title to be used.

   The official award name must be used in all communication and promotion relating to the AHFMR Polaris Award. AHFMR Polaris Investigators and their host institutions will be required to agree in writing to the proper use of the award name as well as the AHFMR (and applicable partners) logo(s) on appropriate communications materials such as brochures, letterhead, publications, and media materials. Recognition guidelines, including instructions on logo use, will be provided to successful applicants as part of the approval package. AHFMR Polaris Investigators are expected to acknowledge AHFMR support at any and all opportunities and to participate in any AHFMR communication activities as requested.

8. Terms and Conditions of Funding

   All conditions specified in AHFMR General Grants and Awards Policies shall apply to applications funded through this competition. Successful applicants will be informed of any special financial conditions prior to the release of funds or when they receive AHFMR's Notification of Award document.

9. Monitoring, Performance Measurement and Evaluation

   In recognition of AHFMR's stewardship of a public trust from the people of Alberta, AHFMR embeds performance monitoring and evaluation in all programs. This is an essential strategy to ensure that AHFMR is achieving its objectives, communicating its achievements to the people of Alberta, and improving its performance. Monitoring and evaluation of the AHFMR Polaris Award program is guided by an AHFMR framework to meet its accountability and information priorities.

   Award recipients are expected to:

   • submit annual reports detailing the progress and results achieved since the start of the Award. The report format and expected content will be provided at the start of the Award;

   • contribute to the assessment of AHFMR's programs, policies, and processes by participating in evaluation studies, surveys, workshops, and audits, and providing data or reports as required for the purpose of collecting information to assess progress and results;

   • encourage their associates, trainees, and administration to participate in the monitoring, review, and evaluation of AHFMR's programs, policies, and processes as requested.

10. Contact Information

    For further information on the AHFMR Polaris Award please contact:

    Dr. Jacques Magnan
    Interim President & CEO
    Alberta Heritage Foundation for Medical Research
    Phone: 780-423-5727
    Fax: 780-429-3509
    Email:

Figure 1. Recruitment and Selection Process for an AHFMR Polaris Investigator