1 Programs for doctoral research grants 2018-2019 Competition APPLICATION GUIDELINES Fall 2017
Table of Contents Evaluation criteria.. 3 FRQSC/FRQNT application. 14 NSERC application 16 SSHRC application 18 Important Notes. 25 SSHRC Appendixes..... 27 NSERC Appendixes. 31 Other Competition important precisions. 34 2
Evaluation Criteria 3
Evaluation Criteria For evaluation criteria, refer to the granting agency presentation or visit the organizations' websites: SSHRC NSERC CIHR Vanier FRQSC FRQNT FRQS 4
Evaluation criteria FRQSC EXPERTISE 50 points/100 points Quality of academic record and recognition o Academic standing (20 points) o Scholarships, awards and distinctions (10 points) Relevant experience (academic or non-academic setting) 30 points 20 points Letters of recommendation (unrated) RESEARCH PROJECT 50 points/100 points Originality of the research problem and contribution to the advancement of knowledge Relevance of the theoretical and methodological approach and of the proposed time frame Bibliography (1 page) 25 points 25 points 5
Evaluation criteria FRQNT Excellence of Academic Record: 30 pts o Overall cumulative grades; o Progression and duration of studies; o Awards and distinctions. Research skills and relevant research experience: 40 pts o Justification of the application and research interests; o Candidate s experience, accomplishments and leadership skills; o Respondents letters of evaluation. Research project quality and scientific interest: 20 pts o Clarity of scientific objectives; o Relevance of methodology in regard to pursued goals; o Project s originality and contribution to the advancement of knowledge; o Adequation of the project to the research field of the supervisor. Social commitment, leadership and communication skills: 10 pts o Conferences and meetings organization; election to various positions; o Volunteering, mentoring, supervising experience, project management, etc.; o General presentation of the application. 6
FRSQ Evaluation criteria Research project: 30 pts o Clarity and conciseness of the research topic (6 pts) o Clarity and consistency between the hypothesis and objectives (6 pts) o Relevance of the methods and analysis (6 pts) o Feasibility (6 pts) o Originality of the project and contribution to the advancement of knowledge (6 pts) Skills and experience: 30 pts o Publications (15 pts) o Lectures and presentations (7 pts) o Research projects and research training programs (8 pts) Training environment: 15 pts o Justification of the applicant s choice (8 pts) o Quality of supervisor s publication record as it pertains to student training (7 pts) Academic record: 25 pts o Excellence of academic record : Grades, progress in the program (15 pts) o Awards, honors, distinctions (10 pts) 7
Evaluation criteria SSHRC School grades o Grade transcripts (with rating scale) o Awards, scholarships and mentions Research and studies programs o Potential contribution to the advancement of knowledge Professional and academic experience o Research assistantship and other relevant professional experiences o Articles published o Conference presentations Two written evaluations from referees Departmental appraisal NB : No weighting of criteria 8
NSERC Evaluation criteria Academic excellence (30%) o Academic records o Scholarships and support obtained o Duration of previous studies Research skills and potential (50%) o Quality of contributions to research and development o Importance, feasibility and merit of proposed research as well as justification of the academic institution chosen for the research project o Critical thinking, judgment, originality, initiative, autonomy, enthusiasm towards research o Determination and capacity de complete projects within reasonable deadline Communication skills, leadership and interpersonal skills (20%) o Capacity or potential talent to communicate scientific concepts in a clear and logical manner o Relevant professional and extracurricular interactions and collaborations 9
CIHR Evaluation criteria Achievements and Activities (35%) o Publication Activity (10%) o Other Research Activity (10%) o Academic Performance (15%) Characteristics and Abilities (40%) o Critical thinking, Independence, Perseverance, Originality, Organizational skills, Interest in discovery, Research Ability, Leadership The Research Training Environment (25%) o Training program for the candidate (10%) o Scientific activities (5%) o Research resources (5%) o Training record (5%) 10
Academic excellence Past academic results Progression of studies Awards and distinctions Research potential Evaluation criteria Vanier CGS (SSHRC and NSERC): Academic training and relevant work experience Contribution to research and development publications, patents, reports and posters Research proposal feasibility, merit and significance (the potential benefit to Canadians) Critical thinking, application of knowledge, judgment, originality, initiative, autonomy and enthusiasm for research Mobility: Students are instructed to include a strong and compelling justification as to why they have chosen the nominating institution to undertake their PhD, even more so if it is the same university as of their M. Sc. Leadership (potential and demonstrated ability): : important criterion Personal achievement Involvement in academic life Volunteerism / community outreach / civic engagement 11
Trudeau Foundation : Evaluation criteria Have a track record of academic achievements at the level of the highest standards of the world s most prestigious doctoral scholarship programs Possess exceptional skills that will enable the scholar to engage in lively exchange with other researchers Intend to work in an area related to one or more of the Foundation s four themes and have an expressed desire to contribute to public dialogue See some winners profile on the Foundation s website 12
The Application 13
FRQNT / FRQSC Complete and submit the online application with the Fonds de recherche du Québec s FRQ.net portal Quick access! - My file - File of candidate - Login or PIN - To choose a new form 14
FQRSC/ FQRNT FRQ.net All parts must be legible and certified. If documents are submitted in a language other than French or English, a certified official translation must accompany the original. Forms are access on the website. Applicants must update their account or create an account via FRQ.net. See the video tutorial online (French only). Save your data at the end of each session. It is possible to access your form as long as it has not been transmitted. Send the electronic application via the FRQ.net. FRQSC only : The recommendation letters must be filled out and submitted electronically from the referee s personal file on the Fonds website. All respondents must create an account (novelty). FRQNT : No recommendation letter required FRQSC: All other required documents must be transmitted as an attachment to the application e-form. FRQNT : Send all the other required documents via your online application (PDF documents) Important : Check that the word "Transmise" appears in your application file before the closing date and time of the competition. Do not wait until the last day because, at that point, the system inevitably slows down 15
FQRSC/ FQRNT Presentation standards With the exception of the documents attached in the "Autres documents" section, all files attached to the application must meet the following presentation standards: Pages must be 8½" x 11" (216 mm x 279 mm) and converted to PDF format. The file must not be password protected; Pages must be single-spaced with no more than 6 lines per inch; All text must be in 12 pt Times New Roman font for Microsoft Office or Open Office users, or 12 pt Nimbus Roman font for LaTeX users; Narrow fonts are not permitted; Margins must be set at a minimum of 1.9 cm (¾"); Identification of pages: Top right corner: candidate's last name and first name; Top left corner: TITLE OF THE ATTACHED DOCUMENT; Bottom centre: page numbers (1, 2,, 10); The maximum number of pages varies according to document type and is specified in the form. No additional pages will be transmitted to the evaluation committee. Forms may be completed in English or French. Candidates who submit the form in English must provide a French title for their project. 16
FRQSC Sending letters of appreciation in electronic form Enter your two respondents' e-mail in the Respondents section of your online form. An email is automatically sent to them, but send them a personal email before just to indicate your expectations and ask for their collaboration. Send them your application. Respondents need a PIN and password to log in to the system. If they do not already have a PIN at FRQSC, they must create an account or update their account. Once they have their PIN, your respondents can connect to the system. To complete the form, they need your application number so that their letters are linked to your application. Once completed, it is important to save the data and forward the form to the FRQSC. After sending the form, a note indicating the transmission date of the letter and the respondent s name will be available in your electronic file. Note: If you have any problems, please do not hesitate to contact us. 17
NSERC CGS and DS Online application process One application required for two competitions 1. Complete form 201 on the website (obtain a PIN) 2. Appendixes (free forms) must be appended to form 201. 3. The two recommendation letters (candidate s report) must be transmitted electronically. You must indicate the names of your evaluators on form 201. An email will be sent to them. They will then be able to complete their report. 4. Your transcripts must be submitted to NSERC with your application. It is your responsibility to ensure that your transcripts are complete and legible once uploaded by the designated person of the school. o In the section Grades transcripts - University, you must indicate Marie-France Courtemanche-Bell s name and email (marie-france.courtemanche-bell@hec.ca) as she is the designated person in charge. She will take care of appending your grades transcripts to your application. o Compulsory grades transcripts for studies in Canada and the USA. o Certified copy for studies outside of Canada and the USA (with rating system). 5. Create a single PDF file (PDF portfolio are NOT accepted) and email it to Marie-France Courtemanche-Bell. 6. Submit all transcripts of your university grades (hard copies) to Marie-France Courtemanche-Bell (room 5.461, Côte-Ste-Catherine Campus) Octobre 13, 2017 at the latest. 18
NSERC: Text sections Free format documents that must be added to Form 201 1. Summary of proposed research (1 page) 2. Justification for eligibility of proposed research, if required (1 page) 3. Contributions and statements (2 pages) o Part I : Contribution to research and development : submitted and published papers. o Part II : Main contributions to research and development : give details on three contributions of part I. o Part III : Applicant s statement (Research experiences; Relevant activities; Particular circumstances). 4. Table of content (see the appendixes at the end of the document) 19
SSHRC CGS and DS New: Only one step for the internal preselection One application is required for the two competitions 1. Complete pages 1 to 9 of the online form available on the website (obtain a PIN) ; validate, sign the form (electronical signature accepted) and print it in PDF. 2. Attach all your appendixes, university grade transcripts (with notation system), checklist and consent forms. 3. Do not include the Department Appreciation form. 4. Recommendation letters must be hand-delivered to the scholarship analyst in sealed envelopes and signed on the flap. 20
SSHRC CGS and DS New: Only one step for the internal preselection One application is required for the two competitions AFTERPART 5. Save everything as a single PDF document (PDF Portfolios are not accepted) 6. Name your document: First name Name_CRSH_PHD_2017 7. E-mail to analyst.bourses@hec.ca. 8. Give a printed copy of the application and the original transcripts to Marie-France Courtemanche-Bell (room CSC 5.461) before the deadline. NB: Depending on your eligibility, the condition of the HEC Montréal funding plan is respected if you apply during your period of study to PhD. 21
SSHRC: Text sections Appendix 1: Program of studies (2 pages) Appendix 2: Bibliography (5 pages) Appendix 3: Research Contributions (1 page) Appendix 4: Other information (1/2 page) Table of contents (see Appendixes section at the end of the document) 22
SSHRC: Hints and tips Message «Please verify» on the first page indicates that there is a problem with one section of the application form. Solution : Click on the icon «Verify page», which is available in «Portfolio». The system will display the problematic sections once you have corrected the sections, double check. Repeat until the system indicates a success message. 23
SSHRC: Application Verification report 24
SSHRC: Hints and tips Make sure you are using the appropriate form: o Doctoral Awards Program (not the subvention form) Make sure you sign and date the application on page 3 Print the form and the appendixes (one side only) 25
SSHRC: Hints and tips In the section Candidate s present status, indicate «Enrolled in a program at a Canadian university owning a quota. Do not include Appendix 2 (Departmental Appreciation) in the file. In the section Number of months completed in the Ph.D. program at the starting date of the grant (May): do not count the months done for the B.A. and the M.A. Start the Appendixes pagination as page 10 since it must follow after the electronic form pagination (1 to 9). Indicate your complete name on the right side of the heading on each page of your appendixes. Checklist (p. 17 of the form) : do not forget to include it in the file. Consent to disclosure of personal information form. 26
Important Notes 1. Exchange program grades transcripts o Provide grades transcript from the exchange university even if the courses have been credited. o Exchange via HEC Montréal : make the request at BAEI (Geneviève Benoit or Carmen Brodeur.) o Certified copies accepted. 2. Certification at the Student Service (fifth floor, Decelles Campus) or at the PhD Program Office o Bring original documents and copies of documents to be certified. 3. When submit a hard copy of an application, please submit all the required documents in an envelope with your complete name, your student ID, the name of the grant and of the agency) 4. Office hours (CSC 5.461): 9:00 a.m. to12:00 p.m. and 1:30 p.m. to 4:00 p.m. In case of an emergency, leave your documents to the PhD Program Office (CSC 5.447). 27
APPENDIXES 28
SSHRC: Appendix 1 (Program of study, 2 pages) If you are an MSc student, or if you begin your PhD this Fall: Explain where you are in your course of study. Describe your M.A. thesis ( ½ p max) Explain your choice of university and supervisor. Explain the courses you are enrolled in. Elaborate on the proposed dissertation subject (at least 1 page). o Problematic. o Conceptual basis and objectives. o Methodology. o Project contributions : very important section. Precise your calendar in regard of the period covered by the grant. If you are at the PhD level since more than a term: Explain your course of study, identify your learning, your supervisor and your progress to this day (short). Present your dissertation project (minimum 1,5 pages) o Problematic. o Conceptual basis and objectives. o Methodology. o Project contributions : very important section. Precise your calendar in regard of the period covered by the grant. 29
SSHRC: Appendix 2 (bibliography, 5 pages maximum) All the references used in your project description (Appendix 1) : section 1 Other relevant references : section 2 NB: References must be completed and presented in a professional fashion. Go and meet the librarians, they are there to help you out. 30
SSHRC: Appendix 3 (Research contribution) This is a space for adding publications and other contributions of your own : Refereed publications Other refereed contributions conference papers, etc. Other non-refereed contributions. 31
SSHRC: Appendix 4 (other information, 1 page) This section allows you to explain delays, if any, met during the course of your PhD NB : to be used cautiously. 32
NSERC: Summary of proposed research (1 page) Explain how your research project is linked with NSERC s mandate. Explain the future possibilities of the proposed research. Write your summary in a clear ordinary language, one page maximum including references. Do not repeat information provided in the section Dissertation completed or in progress. Give a brief description of the proposed research project during the period covered by the grant : objectives, experimental or theoretical approach, proposed methodology and procedures. In the case of dissertation prolongation, clearly indicate the differences between dissertation work and proposed research activities. 33
NSERC: Contributions and statements (2 pages) Contribution to research and development (Part I) One contribution per line starting with the most recent one. Only the papers submitted or published before the candidacy deadline for which you are a contributing author. Abide to presentation norms for the publication of papers. Indicate if the publications are the result, or not, of work done within a study program or as a relevant work experience. Main contributions to research and development (Part II) Choose 3 contributions among those cited in section 1 Comment on the importance of these works for your research field. For each contribution, briefly describe your role in the research, explain the reasons behind your choice of a journal and mention all collaborations with other researchers. 34
NSERC: Contributions and statements (2 pages) Candidate s statement (Part III) Research experience : Describe the scientific skills you have acquired via your research experience. Relevant activities : Describe the professional and extracurricular activities that exemplify your capacity to communicate, your interpersonal skills and your leadership. Specific circumstances : Indicate any special factor bearing on your achievements or your productivity; mention any special factors having caused delays in the diffusion of your results ; explain any interruption in the chronology of your experience. 35
Other competitions 36
Other competitions Vanier Canada Graduate Scholarships SSHRC and NSERC Preselection by university Quotas assigned to HEC Montréal for the 2016 to 2018 contests CRSH scholarships: one applicant by year + one floating applicant for three years CRSNG scholarships: one floating applicant for three years - already used in 2016 The complete application must be submitted on line at the welcoming university One common CV (CVC) must be completed on line One application form must be completed on line through RechercheNet The backup documents and the letters of recommendation must be attached to the online form (pay attention to the required presentation) HEC Montréal requests : You must submit your official academic transcripts of all your university studies (certified copies accepted for studies completed outside Canada and the U.S.) to Marie-France Courtemanche-Bell (office 5.461, Côte-Ste- Catherine Campus). Important note: For Vanier competition only one request can be sent per student per year. However, it is possible to submit simultaneously to the Vanier scholarships and to SSRHC or NSERC CGS/DS (two different applications) 37
Other competitions Vanier Canada Graduate Scholarships SSHRC and NSERC Preselection by university (continuation) The preselection decisions will be posted on RechercheNet HEC Montréal will prepare a nomination letter for the recommended applicants. The recommended applications will be sent to CRSH and to CRSNG by November 1, 2017 through RechercheNet. 38
Other competitions FRQNT and FRQSC Re-entering the research community scholarships (A2) Same deadline and process as for doctoral research grants (B2). People having obtained a bachelor s or master s degree since 5 years or more on the application deadline. If you are already enrolled in the PhD program, you are eligible only as of your first term (A17). Simultaneous applications for research reintegration scholarships and doctoral grants is not allowed (B2). FRQNT Thematic Scholarships Simultaneous applications to thematic grants AND doctoral grants (B2) OR research reintegration scholarships (A2) is allowed. Same deadline and process as for doctoral research grants (B2). 39
Other competitions Réal-Décoste Ouranos Scholarships Program Same process as that for doctoral research scholarships (B2) Research project must bear on a theme related to climate changes and their incidence (all specializations) Eligible through the whole course of the program Combined with NSERC and SSHRC doctoral scholarships Simultaneous applications to Réal-Décoste AND doctoral scholarships (B2) OR research reintegration (A2) is allowed. One must apply to each separately CIHR Canada Graduate Scholarships Doctoral Award (CGS-D) and Doctoral Foreign Study Award (DFSA) Online application The application must be signed by the PhD Program director (make an appointment with Marie-France Courtemanche-Bell) 40
Other competitions Trudeau Foundation Doctoral Scholarships Two step preselection by university Step 1 : Preselection by HEC Montréal Deadline: November 7, 2017 Quota : 1 applicant per year The application must be completed and submitted through the new portal available on the Foundation s website. It will be available in early October for the start of the contest. A nomination letter will be prepared by HEC Montréal for the recommended applicant. Step 2 : Preselection by Université de Montréal Deadline: December 4, 2017 Quota : 8 applicants per year for all combined faculties. HEC Montréal will submit to the Université de Montréal selection committee the recommended application through the Foundation internet portal. The recommended applications selected by Université de Montréal will be submitted to the Foundadtion through the portal by December 8, 2017. 41
Available Help FRQSC : boursesd-sc@frq.gouv.qc.ca FRQNT : bourses.nt@frq.gouv.qc.ca FRQS : christiane.jeannotte@frq.gouv.qc.ca SSHRC : bourses@sshrc-crsh.gc.ca NSERC : schol@nserc-crsng.gc.ca ou 613-996-0264 CIHR : BRD@irsc-cihr.gc.ca Vanier : vanier@irsc-cihr.gc.ca and myself, marie-france.courtemanche-bell@hec.ca! Examples of research projects are available at the circulation desk of the library, under course reserves : P9 42