Form to Request a Research Permit from Royal Botanical Gardens

About our On-Line Form and our Processes for Issuing Permits for Research at Royal Botanical Gardens (Canada)

This form collects the information we need to assess your proposed research project for safety, security, and Indigenous cultural concerns. This includes ensuring the safety of all researchers, visitors, an the public, securing the priceless natural and cultural heritage of our properties, and confirming that Indigenous communities interested in these lands have been consulted prior to project initiation.

Applying for a research permit does not guarantee it will be issued. We may refuse a request if the proposed project is deemed to pose unacceptable risks to safety or security of people, wildlife, plant populations, or other features or resources. Please note that we also may require at least four weeks to process any request.

We do not generally vet research on the basis of academic merit, although Royal Botanical Gardens does reserve the right to refuse to a permit for activities it deems to be frivolous.

We are always updating our processes to help make the experiences of visiting researchers productive and pleasant. It is important to note that most of the 2,150 acres owned by Royal Botanical Gardens constitute protected nature sanctuaries, including in some areas regulated habitat of endangered species, areas undergoing active ecological restoration, and registered archaeological sites. Access to any RBG property for research purposes requires written permission of our CEO. We manage a trail system throughout these properties for the enjoyment of the public. We discourage any activities taking place off-trail, both to protect natural species and habitats and also because accessing off-trail areas present risks to safety.

If you encounter any hazardous conditions, or see any human activities that appear to represent risks to safety, or to natural or cultural heritage, please notify Dr. David Galbraith, Head of Science at RBG, immediately by sending a message to: dgalbraith@rbg.ca

Please plan ahead and allow a minimum of four weeks between submission of your complete request and the anticipated start date for your project. This is to allow our staff to consider all aspects of your project carefully, and to get back to you with any questions we may have. Once submitted, the departments involved in the proposed project will review the proposal, and if accepted, the proposal will be submitted to our CEO for final approval.

Royal Botanical Gardens acknowledges the long history of First Nations and Metis People in the Province of Ontario, and pays respects to the Six Nations of the Grand River, and the Mississaugas of the Credit First Nation, the holder of the treaty with the Crown for the lands RBG owns and stewards. These lands are the traditional territories of the Haudenosaunee, Anishinaabe, and Huron Wendat Nations, and historically were occupied by the Neutral Nation.

Please note that additional information also follows below the "form submission" part of this web page.

Items starred in red are required to complete the form.

This form has not been optimized for use on a hand-held device.
Project Title:*
Preferred Title (Ms., Mrs., Mr., Dr., etc.)
Your First Name*
Your Last or Family Name*
Your Home Institution*
Your Department
Your preferred E-mail address*
Street or Mailing Address

Street Address

Street Address Line 2

CityProvince

Postal CodeCountry
Office Phone Number*

Country CodeArea CodePhone Number
Office Phone Extension, if applicable
Cell Phone Number Valid during On-Site Activities*

Area CodePhone Number
Are you human? Enter the message as it's shown to show us!*
Proposed Project Start Date:*

MonthDayYear
Research permits normally expire after 12 months. If desired, permits of up to four field seasons can be issued. An annual progress report is required after each field season.
Proposed Project End Date:*

MonthDayYear
Please give us a short and specific statement of the purpose and nature of your proposed study:
Please list institution(s) or organization(s) that are funding the study:
Royal Botanical Gardens respects the long history of Indigenous peoples in our area, and that cultural materials and associations reflecting their traditional uses of the land survive in many places. Prior to approval, projects that have the potential to disturb the subsoil and thus any cultural materials (such as archaeology projects) must be brought to the attention of the appropriate Indigenous communities to seek their Free, Prior and Informed Consent. It is the responsibility of the researcher to ensure this consultation has taken place. Please confirm that this consultation has taken place and provide details as to who has been consulted. If this is not required, please state this in the space below. This is a required field.*
Please upload the following documents as applicable to your project.
Please upload a short description (1-5 pages is fine) of your proposed project, written for comprehension by the general public:*

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Please send us a short written description of your project and its expected results that could be used in an RBG Blog or Social Media post. Ideally, no more than 300 words, written in plain language, for public information. If possible, please send us at least one photograph we can use as well. As RBG is a public institution it is important that we inform our visitors about what is happening on-site.*

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In order to protect sensitive areas, RBG needs specific information about where your proposed work will take place. A permit does not provide access to all areas at RBG. You can help us by uploading a spreadsheet with GPS coordinates or Google Earth placemarker .KMZ file(s) that clearly show the location(s) of your proposed work. One placemarker is required for each instance of a piece of equipment to be left unattended on-site, or for any proposed excavation or other sampling. Depending on the locations selected, we may get back to you before your work starts to propose alternative locations to protect sensitive sites. Equipment that is found out of place or unmarked will be removed by staff. This is a required field.*

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If your study involves handling live vertebrate animals, a copy of your institution's approved animal handling/animal care protocol.

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If your study involves any interaction with humans for the purpose of research, a copy of your institutions' approved human subject research protocol.

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If your study involves any interaction with listed at-risk species please upload a copy of your approved Provincial SAR permit specific to the species involved.

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Proof of liability insurance coverage provided by your home institution or organization. If you are not sure, please contact us to find out if we have a copy of your institution's insurance coverage on file.*

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If the study involves archaeology, please submit the PIF for the project.

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A list of all individuals who would be participating in your study at RBG.*

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Please print, sign, and scan the attached PDF file "Hold Harmless Agreement" and attache a signed copy below.
Attache the signed Hold Harmless agreement here please. *

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Any other document(s) you would like us to have on file regarding your project.

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Do you want to request parking passes for paid RBG parking lots at RBG for your researchers?
A limited number of complementary passes can be prepared for approved projects. Requests must be filed at least one month before projects begin to give us sufficient time to prepare the passes, which are lot-specific and good only for the state duration of your project. Please indicate the number of passes your party will need.
General locations where your study will take place.

Please check all that apply. This does not replace the requested georeference information requested above.
RBG Nature Sanctuaries

Cootes Paradise: North Shore Terrestrial AreasCootes Paradise: South Shore Terrestrial AreasCootes Paradise: Aquatic AreasPrincess PointCarrolls BayRock Chapel or Berry TractGrindstone Creek Marsh or Hendrie Valley
RBG Gardens

Rock GardenHendrie Park GardensLaking GardenArboretumBurlington Heights PropertiesMediterranean Garden (conservatory)
RBG Centre

RBG Print Collections (Books, Serials)RBG Corporate ArchivesCentre for Canadian Historical Horticultural Studies (CCHHS)RBG Herbarium (HAM)
Does your study require any of the following? Check all that apply, please. Note that our staff may contact you for clarification or additional details for any of these items prior to approval.

Use of a boat or canoe on RBG propertyUse of a motorized vehicle on RBG propertyApplication of any foreign substance on to soil, water, plants or animals for any purposeErection of any structures or deposit of any devices of any kind that will be in place for any time without researcher supervision. Any equipment to be left on site, even temporarily, must be approved by RBG and must be identified in some way to allow our staff to verify its identity. Undeclared or unidentified equipment will be removed without notice.Collection of any specimens of plants or animals, including any tissues, living or deadHandling of any living animal, including for measurements, tissue collection or taggingLeaving any permanent mark, tag, transponder or other device on any animal (including fish or insects)Leaving of any permanent structure/deposit/device on RBG property as a result of the researchCollection of soil, rock or other specimens of inanimate materialArchaeological excavationAny other kind of excavationOther
If you are planning to use a drone aircraft of any type over RBG property, please attach a copy of your valid Transport Canada Special Flight Operations Certificate (SFOC). It is a regulation of Transport Canada that if you use a drone (or UAV) for work or research, you must have an SFOC. Because of the proximity of the McMaster University hospital helipad to Cootes Paradise Marsh, regulations may precludes any use of a drone in certain areas without a Special Flight Operations Certificate.

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If you will be requesting resources from Royal Botanical Gardens, please indicate what you may need. Please note that a request is not a guarantee that any of this is available. Our staff may contact you for clarification or additional details for any of these items prior to approval.

Staff Time of any kindOffice Space at RBG CentreLab Space at RBG CentreRBG Equipment of any kindPreserved (herbarium) plant specimensLiving plant specimens, seeds or other material
Any Other Resources Needed:
Upon Permit approval, the applicant agrees to:
- Abide by any restrictions or conditions detailed on the permit, including limiting access to specific areas identified for your project.
- Abide, for archaeological work, by “Conserving a Future for our Past” (1998, Ontario Archaeological Society Inc.)
- File a final report on the study within a reasonable time period following completion of the research project (ideally, less than one year), and also send RBG a copy of all publications derived from the study. Failure to provide a followup report may disqualify you from making future requests.
- Understand that Royal Botanical Gardens assumes no liability for any injury, loss of property or damage to any individual or group involved in the project
By submitting this form, you confirm that the information you have provided is a fair and accurate representation of the research activities you propose to carry out on RBG property.

Submitting a proposal does not guarantee that a permit will be issued.
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