How it Works

A. Program Overview

The Ontario-Jiangsu Industrial Research and Development Program (OJIRDP) supports joint industrial R&D projects focusing on the development of products or processes that will lead to commercialization in global markets.  A partnership of the Jiangsu Science and Technology Department (JSTD) and the Ontario Ministry of Economic Development, Job Creation and Trade (MEDJCT), OJIRDP supports projects leading to commercial success and socio-economic benefits for both jurisdictions.

Successful Ontario applicants may receive a maximum of $150,000 CAD per project ($125,000 CAD direct costs and $25,000 CAD indirect cost for academic applicants   and $150,000 CAD direct costs for company applicants) from OCE under the OJIRDP program, to fund the Ontario portion of the project.

OCE anticipates that four projects will be funded through the 2018 Call for Proposals.

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B. Program Objectives

  • To support bilateral industrial and technology collaborations that will drive technology development and commercialization in the global marketplace by leveraging industrial and technical capabilities across Ontario and Jiangsu
  • To develop and enhance cooperation in the field of industrial and technology innovations, to improve competitiveness and to further economic and business collaboration between Ontario and Jiangsu

Priority Fields

The current call for proposals will accept project applications focusing on the following technology sectors:
  • Information and Communication Technology (ICT)
  • Life Sciences

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C. How Funding Works

Ontario and Jiangsu will conduct parallel application processes. Ontario-based applicants must apply directly to Ontario Centres of Excellence (OCE). Jiangsu-based applicants must apply directly to Jiangsu Science and Technology Department (JSTD).

Project Duration

Project terms must be between one and three years and are non-renewable.

Grant Amount

OCE will support up to 50 per cent of the total eligible direct research costs, to a maximum of $125,000 CAD per project (for academic applicants) or $150,000 CAD per project (for company applicants) for the Ontario portion of the project. JSTD will support up to 50 per cent of the total eligible direct research costs, to a maximum of ¥1 million RMB per project, for the Jiangsu portion of the project.

Contributions by OCE and JSTD must be matched at least 1:1 in cash and/or in-kind by applicants/partners in Ontario and Jiangsu, respectively; i.e. to receive the maximum grant amount, the Ontario applicant/partner(s) must provide at least $125,000 CAD (for academic applicants) or $150,000 CAD (for company applicants) in cash and/or in-kind, and the Jiangsu applicant and/or partner(s) must also provide at least ¥1 million RMB in cash and/or in cash and/or in-kind. Letters of support from each organization providing cash and/or in-kind contributions must be included along with the application, confirming both the amount of matching funding and the intended use of the contributions.

Ontario Portion (OCE) Jiangsu Portion (JSTD)
Max. Investment ($) for direct cost per project Academic applicant: $125,000 CAD
Industry applicant: $150,000 CAD
¥1 million RMB
Matching (minimum)

Academic applicant: $125,000 CAD cash and/or in-kind

Industry applicant: $150,000 CAD cash and/or in-kind
All applicant: ¥1 million RMB cash and/or in-kind
Overhead

Academic applicant only: $25,000 CAD

0%

Flow of Funds

  • Funds will be disbursed in tranches, based on successful progress reporting:

    • For academic applicants with projects under 18 months in duration: OCE will release an initial payment of 45 per cent of the OCE contribution when the Agreement has been executed. A subsequent interim payment (45 per cent of the OCE contribution) will be released upon receipt of interim progress and financial reports.
    • For academic applicants with projects 18 months or longer in duration: OCE will release an initial payment of 30 per cent of the OCE contribution when the Agreement has been executed. Subsequent interim payments (two tranches, each 30 per cent of the OCE contribution) will be released upon receipt of interim progress and interim financial reports.  
    • For company applicants regardless of project duration, upon successful execution of the Funding Agreement, 25 per cent of funds will be released directly to the company. The remaining funding will be released to the company on a claims and reimbursement model for eligible expenses. Claims can be made when submitting interim report(s), and the final report, required at the end of the project.
  • For Ontario applicants from post-secondary institutions only: Institutional overhead is not an eligible OJIRDP direct project expense and should not be included on either the OCE or industry-funded portions of the OCE application budget. The overhead that is to be attributed as part of the OCE contribution will be calculated directly by OCE and paid annually to Ontario post-secondary institutions, at a rate of 20 per cent x direct costs of OCE-funded research. For example, a post-secondary institution can include up to $125,000 CAD direct project costs in the application (excluding overhead) and will separately receive up to $25,000 in overhead over the course of the project. Overhead on the industry-funded portion of the project (if applicable) should not be included in the OCE project budget and should be discussed with your institution’s research administration office at the time of application to ensure it is correctly accounted for.
  • For all projects, a holdback of 10 per cent will be released upon project completion and receipt of the following: final progress and financial reports, outcomes and attestation from the institution regarding the use of funds.

Matching Contributions

Matching contributions can consist of both cash and in-kind contributions from any non-government source. Cash contributions are funds from contributing partner(s) paid to and expended by the lead applicant. In-kind contributions are non-cash resources or expenses incurred by partner(s) for direct purpose of the project, and are to be listed as part of a project’s overall budget. All cash and in-kind contributions must also comply with criteria listed in the Eligible Expenses Guidelines. Applicants must be able to verify the value of in-kind contributions with independent, third-party valuations.

In-kind contributions must:

  • Be essential to the implementation of the project
  • Represent an item or service that would otherwise have to be acquired with cash
  • Be priced at the lesser of fair market value or the actual cost to the donor

In-kind contributions can include:

  • Equipment or related warranties
  • Materials and expendable supplies
  • Software and databases/datasets
  • Use of space or facilities
  • Salaries (including benefits) of professional, technical, analytical, or project-specific administrative personnel donated by the private sector partners
  • Access to unique databases or high performance computing services
  • Travel (costs may be limited), including per diems paid to  private sector partner employees or contractors, for essential, time-limited off-site work related to the project

Ineligible in-kind contributions include:

  • Donations in the form of goodwill
  • Services that are usually performed for free
  • Salaries and benefits of staff not directly related to the project
  • Salaries and benefits of personnel who usually act as volunteers
  • Overhead costs incurred by private sector partners contributing personnel time
  • Standard discounts – academic or otherwise
  • Equity in an emerging private sector company
  • Wages and benefits of faculty at post-secondary institution
  • Grants from government sources
  • Research chair grants

For more information on eligible and ineligible expenses please refer to the OJIRDP Eligible Expenses Guidelines.

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D. Eligibility

Eligible Applicants

Funding is open on a competitive basis. Lead applicants should be:

In Ontario: An R&D performing company incorporated in Ontario or a publicly-funded post-secondary institution (university, college or research hospital) accredited in Ontario. Post-secondary institutions are strongly encouraged to have contributing industry partners, and vice versa companies may have post-secondary institutions as contributing partners if applicable.

In Jiangsu: An R&D-performing Jiangsu-registered company operating in Jiangsu. Academic/research entities are eligible to participate in the project as sub-contractors only.

Criteria

  • At least one science and technology (S&T) company from Jiangsu and one S&T organization from Ontario must cooperate in the research and development of a new product or a new process.
  • The project may involve more than one company/organization from each side. The applicant must have an arms-length relationship with the project partner(s) (including Jiangsu applicant and partner(s)) as defined on NSERC’s website (refer to the section Conflict of Interest Guidelines for Partner Organizations)
  • The proposed product/process should have a clearly identified R&D focus and be highly innovative with significant commercial potential. The joint industrial R&D project should aim at the development of products/processes leading to commercialization in global markets. Networking and exploratory activities will not be supported under this program.
  • Intellectual Property (IP) arising from the project will be managed by the project participants as OCE does not claim or manage IP rights. The project applicants and partner(s) should agree in advance of application submission on the IP rights and on the commercialization strategy of the product or process. A letter of intent (“LOI”) signed by all applicants and partners (including Ontario and Jiangsu applicants and partners) detailing intellectual property rights and commercialization strategy for the product or process must be included when submitting both the Express of Interest (EOI) and a full application. The LOI submitted at full application will form an integral part of the OCE Funding Agreement (Schedule D) to be executed by OCE and the Ontario Applicant if the project is funded. A fully signed IP Sharing Agreement or Collaborative Research Agreement will be required as part of activation requirements if the application is approved.
  • The project should demonstrate the contribution of the participants from both jurisdictions.
  • The project must provide mutual benefit for applicants from both jurisdictions.
  • Applicants must undertake the responsibility to ensure any experimentation will be acceptable on ethical and safety grounds and maintain the highest standards of research integrity.

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E. Evaluation and Assessment

Review Procedure

OJRDIP is a discretionary, non-entitlement program with limited funding. All eligible projects are assessed on their merit and undergo a review process against program objectives and other criteria.

Applicants must first submit  Expression of Interest (EOI) to both OCE and JSTD, which will be evaluated for eligibility and alignment of the project with program criteria and objectives. The same EOI must be submitted to OCE and JSTD, including the same applicant’s/partner(s)’ names and project title. The top-ranking EOIs will be invited to submit a full application to the program.

Full applications will be assessed in a three-step process:

  1. All Ontario applications will be evaluated by OCE for completeness, compliance with program criteria and eligibility. JSTD will independently review applications from the Jiangsu applicants.
  2. Applications that meet all program criteria and eligibility requirements will then be evaluated by independent subject matter experts who will assess the applications' merit.
  3. Based on the first two steps, the Ontario-Jiangsu Working Group on Science and Technology will make a joint decision on successful projects to receive funding.

Evaluation Criteria​

Applications will be evaluated on several criteria, which include but are not limited to:

  • Collaboration foundation and capability
  • Rationale for collaborating with Jiangsu
  • Feasibility of R&D plan implementation
  • Clarity of commercialization plan
  • Clarity and appropriateness of project plan and budget
  • Clarity of plan for results sharing and intellectual property protection
  • Potential benefits for Ontario and Jiangsu
  • Overall quality and completeness of the application

Ontario Ministry of Economic Development, Job Creation and Trade (MEDJCT) and JSTD reserve the right to select project proposals that are mutually agreed upon. The final decision will be communicated through email to the Lead Applicant(s) identified in the application.

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F. Funding Agreement and Project Reporting

Applicant’s Agreement

If selected to receive a grant under OJIRDP, Ontario applicants, and partner(s) if applicable, must enter into an agreement with OCE within 60 days of receipt of notification letter.

A sample of the OCE Funding Agreement can be downloaded for your reference. Please do not fill out this form; a copy of the agreement will be generated through our online management system and sent to you upon approval of your project. The letter of intent (“LOI”) signed by all applicants and partners (including Ontario and Jiangsu applicants and partners) detailing intellectual property rights and commercialization strategy for the product or process submitted with the full application will be incorporated as Schedule D (Intellectual Property Term Sheet) in the OCE Funding Agreement to be executed by OCE and the Applicant if the project is funded. The signed OCE funding agreement and fully signed IP Sharing Agreement or Collaborative Research Agreement agreed upon by all parties (applicant, institution and Project Contributor(s) (industry partner(s), including Jiangsu applicant and partners) must be submitted prior to project activation. Please note disbursement of OCE funds is also conditional upon execution of an agreement between JSTD and the Jiangsu applicant.

Project Change Requests

The applicant must contact the Program Manager as soon as possible at time of occurrence for any material change in the project, including but not limited to: changes related to the project’s principal investigator, the industry partner, scope of work or eligible costs.

For any variances to the OCE budget of $5,000 or greater, or extensions to the project end date, the applicant must complete a Project Change Request form prior to the project end date, using the Project Administration tab in their AccessOCE project file. If an extension to complete the project is required, the Applicant must request it prior to the scheduled project completion date, using the Project Administration tab in their AccessOCE project file. A maximum extension of six months will be allowable.

The following project reports will be required:

Reporting

Interim Progress Reports

  • For projects between 12 and 18 months in duration, one interim report (including progress and financials) will be required at the half-way point of the project duration. The Applicant will receive notification and a link from OCE’s AccessOCE system to submit the report. The report must be approved by OCE for release of the second funding tranche.
  • For projects 18 months or longer in duration, two interim reports (including progress and financials) will be required at the one-third and two-thirds points of the project duration. The Applicant will receive notification and a link from OCE’s AccessOCE system to submit the reports. The reports must be approved by OCE for release of the second and third funding tranches.
  • Reports will be required from the Ontario applicant detailing:
    • The significant accomplishments and performance measures of the project
    • Achievement of milestones and deliverables as set out in the above project plan, and any deviations from the activities or budget specified in the application
    • Actual project expenditures and partner contributions
  • The Applicant will receive a notification and the reporting template 45 (forty-five) days prior to the due date
  • Funds will be dispersed by direct deposit based on a reconciliation of expenditures versus budget estimates, following the completion and positive review of the project report. Release of OCE funding will also be contingent on JSTD confirming successful progress of the Jiangsu component of the project.

Please Note: Applicant must retain all proof of purchases, receipts, and other relevant documentation relating to eligible expenses for the project duration in accordance with applicable Canada Revenue Agency or research requirements. 

Final Report

  • A Final Report from each of the Ontario applicant(s) and partner(s) if applicable will be required at the end of the project detailing:
    • The significant accomplishments and performance measures of the project including innovation, economic, and commercialization metrics
    • Achievement of milestones and deliverables as set out in the above project plan, and any deviations from the activities or budget specified in the application
    • Actual project expenditures and partner contributions
  • The Applicant and partner(s) will receive a notification and the reporting template forty-five (45) days prior to the due date.
  • On the scheduled project completion date, the Applicant and Client will receive notification and a link to complete a Final Project Report (including progress, financials and metrics) from OCE’s AccessOCE system. Both the Applicant and Client reports must be received and approved by OCE within 30 days of project completion.
  • When the Applicant and Client final reports have been approved, the lead applicant will be required to complete an attestation of the use of funds to close the project.

All required final reports by applicants and partners must be submitted within 30 days of project completion in order for release of the holdback, and to maintain good financial standing with OCE. Release of OCE holdback will also be contingent on JSTD confirming successful completion of the Jiangsu component of the project.

Project Metrics

  • The Ontario Applicant and partner(s) if applicable will be required to complete an annual metrics survey each April, for the part of the project that has been completed since the previous March 31. This annual report is mandatory for OCE to fulfil its contract with its funding ministries. Required metrics reports from all partners must be submitted in order to maintain good financial standing with OCE.

Retrospective Project Reports

  • At one, two, and three years after project completion, the Applicant and/or Partner(s) will be sent a link to complete a retrospective survey on an annual basis to collect data on commercial outcomes from the project. This information is required by OCE for assessment of program impact and continuous improvement..

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G. Timelines

Application Timelines

Activity

Date

Launch of call for Expressions of Interest (EOI)

September 27, 2018

Expression of Interest (EOI) Initiation November 5, 2018

Expression of Interest (EOI) Submission Deadline to OCE for Ontario applicant and to JSTD for Jiangsu applicant

November 13, 2018 (2pm ET for Ontario applicants)

Invitation for full application

December 2018

Full Application submission deadline to OCE for Ontario applicant and to JSTD for Jiangsu applicant

February 2019

Notification of results

May 2019

Contracting and first disbursement of funds July 2019


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H. How to Apply

For a project to be considered for funding under OJIRDP, the lead Ontario applicant must apply directly to OCE, and the Jiangsu applicant must apply directly to JSTD. The same proposal must be submitted to OCE and JSTD, including the same applicant’s/partner(s)’ names and project title. Funding is conditional on both applicants receiving funding approval from their respective organizations. Please read all instructions available in the Download section below to ensure your application is completed correctly. EOIs or applications that are not completed correctly may result in rejection.

Preparing the Expression of Interest (EOI)

  • To begin the EOI submission process (EOI initiation), please complete a client intake form. An OCE Business Development Manager (BD) will contact you to discuss the opportunity and assist you with developing your EOI. Your OCE BD will also maintain oversight responsibility for the OCE components of any approved project.
  • Expressions of Interest (EOI) must be initiated at least one week before the submission deadline. Application may be refused if the EOI is not initiated on time.
  • EOIs must be submitted by both Ontario applicant and Jiangsu applicant before the EOI submission deadline. Ontario applicant must submit the EOI through OCE’s online AccessOCE system.  Jiangsu applicant will submit the EOI through Jiangsu Center of International Technology Transfer Jiangsu ‘s (JITT’s) online system. The same EOI must be submitted to OCE and JSTD, including the same applicant’s/partner(s)’ names and project title. Late and/or incomplete EOIs will not be accepted. A letter of intent (“LOI”) signed by all applicants and partners (including Ontario and Jiangsu applicants and partner(s)) detailing intellectual property rights and commercialization strategy for the product or process must be included in the Supporting Documents section when the EOI is submitted. Download instructions to complete the EOI.
  • A sample of the EOI template is available.

Preparing the Full Application

  • Only applicants invited to submit full applications will be provided access to complete the application on OCE’s online AccessOCE system. The same application must be submitted to OCE and JSTD, including the same applicant’s/partner(s)’ names and project title. A sample of the application template is availableDownload instructions to complete the application.
  • Prior to submission of the full application, Ontario applicants MUST first request their OCE Business Development Manager (BD) to provide an endorsement of the application for eligibility and suitability. Once the endorsement is provided, the applicant or BD will then be able to submit the application. Please allow at least one week for the BD endorsement step to be completed prior to the submission deadline.
  • All full applications must be accompanied by a letter of intent (“LOI”) signed by all applicants and partners (including Ontario and Jiangsu applicants and partners) detailing intellectual property rights and commercialization strategy for the product or process at time of submission. The LOI will be incorporated as Schedule D (Intellectual Property Term Sheet) in the OCE Funding Agreement to be executed by OCE and the Applicant if the project is funded. The signed OCE funding agreement and fully signed IP Sharing Agreement or Collaborative Research Agreement agreed upon by all parties (applicant, institution and Project Contributor(s)/)industry partner(s), including Jiangsu applicant and partners) must be submitted prior to project activation. Applicants are strongly advised to begin negotiation of the terms of the IP Sharing Agreement immediately after submission of an EOI in order to meet the Application deadline.
  • The Jiangsu applicant will be also required to submit the National Application Form in accordance with JSTD regulations, through an online system upon further notice by JSTD. All completed Ontario applications must be received by OCE no later than the application deadline. Late and/or incomplete applications will not be accepted.

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I. FAQ

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K. Contact

Applicants needing additional information or clarification regarding the Ontario- Jiangsu 2018 Call for Proposals may contact:

Ontario Jiangsu

Angela Fong
Program Manager
Ontario Centres of Excellence

T: 416.861.1092 x 9-1071
E-mail: angela.fong@oce-ontario.org

General inquiries for online application system or technical support:

Application Support Team

416.861.1092 x9-2400
application-support@oce.zendesk.com

Li Liu
Technical Manager
Jiangsu Center of International Technology Transfer
Jiangsu S&T Exchange Center with Foreign Countries

T: +86-25-85485874
E-mail: liliu999@hotmail.com

Ren Xiaohui
Program Coordinator
Jiangsu Science and Technology Department (JSTD)

T: +86-25-57711715
E-mail: renxh@jstd.gov.cn

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