Skip to content Skip to institutional links

Institutional links

Apply for Funding

Frequently Asked Questions

SSHRC's online application system

Registration and Logon
Creating a form or CV
Filling out a form or CV
Saving a form or CV
Printing a form or CV

PDF forms

Opening a PDF form
Filling out a PDF form

Help

Registration and Logon

1. What is the difference between a User ID number and a Council Identification Number (CID)?

CID and User ID numbers serve two different purposes. Your User ID number is a confidential identifier that is used only for logging on to the SSHRC online system. This number is assigned to you when you register online.

Your CID uniquely identifies you in SSHRC’s corporate database. It is a reference number used by SSHRC to quickly refer to your file. You should refer to it whenever you contact SSHRC by telephone or in writing. If you don't yet have a CID, leave that space blank in the form and SSHRC will assign a number to you when it receives your application.

2. How do I create my own password?

Your password must be at least 6 characters but no more than 10 characters in length. It may be alpha or numeric characters, but it is case sensitive (i.e., lower or upper case). We recommend that your password consist of both letters and numbers (but not special characters). You will no longer be required to change your password periodically. However, for your own protection, you are encouraged to change your password regularly.

3. How do I re-activate my User ID and password?

For security reasons, if you incorrectly input your User ID or password three times your account will be suspended. To re-activate your User ID and password, contact our helpdesk by telephone, (613) 995-4273, or by e-mail at webgrant@sshrc-crsh.gc.ca .

4. May I use my User ID and password for other purposes?

Your User ID and password are assigned to you when you register on one of SSHRC’s online systems (i.e., grants, fellowships, Research Data Centre, Indirect Costs) and must be used only for purposes of logging on to our system.

5. What if I forget or misplace my User ID and password?

In order to maintain a certain level of security, we suggest that you write down your User ID number and password and keep them in a safe place. If you forget or misplace your User ID number and password, do not re-register yourself. Instead, enter your User ID or e-mail, click on "Forgot my password?" and follow the instructions. The system will send your password to the e-mail address we have on file.

Creating a form or CV

6. How do I create a Curriculum Vitae (CV) or a form?

Once you have successfully logged on to the system, you will be transferred to the My Portfolio screen. A CV will be created for you automatically. Click on "Edit CV" to complete it. In addition, you may also create a blank form by clicking on "Create New Form". Once your form has been created, you may select "Edit" to access applications that are in-progress.

7. Can participants create multiple CVs?

Participants (applicant, co-applicants and collaborators) should complete or update their CVs in their own account. You can only create/maintain one CV per User ID in our system to ensure your record is kept up to date.
Applicants, however, can create multiple applications.

8. If I am applying to the CGS Master's Scholarships, CGS Doctoral Scholarships, SSHRC Doctoral Fellowships or SSHRC Postdoctoral Fellowships program, do I fill out a CV?

No. You must complete the SSHRC Web-based application form for the appropriate program and the required “Attachments”. The information that you would normally find in a CV has been incorporated into the application form and can be found under different screens (i.e., Addresses, Academic Background, Work Experience, Credentials, Research Contributions).

Filling out a form or CV

9. Can I use my browser's menu to navigate?

You can not use your browser’s tools (Back/Forward buttons and the Refresh/Reload Screen buttons) to navigate our online system. If you do use these buttons, you risk losing any unsaved information.

10. How do I know which fields are mandatory?

Mandatory text boxes are marked by boldfaced labels. The mandatory designation is to indicate the minimal requirements for your application to be reviewed. If you forget to complete any of the mandatory fields, you will be prompted to complete them when you use the Verify option for your CV or application in the My Portfolio screen.

11. Can I use "Copy and Paste" to fill in text boxes?

You have the option of typing the information directly into the space or pasting text from your own word processor.

12. Can I include special characters in my form?

You can only type regular text (upper and lower cases). The system will not accept underlined text, bold or italics, script or formulas, curved or slanted apostrophes, double quotation marks or long dashes (i.e., non ASCII characters). To eliminate the above non-ASCII characters, save the file in a "Text only" format.

13. I selected an entry using the "List..." button and I can't see the complete text. What do I do?

After selecting an entry using the List... button, the text will pop into the box. Due to field length limitations, you may not see the complete entry until you have saved the information on the screen and printed it. Click on the "Preview" button and print the PDF to make certain that the selection is correct.

14. What happens when I click on the "Verify" button?

When you click on the “Verify” button, the system ensures that all mandatory sections and fields on your application form or CV have been completed. The system will then generate a Verification Report which lists the information to be provided or corrected before your form is considered complete. Once your form has been verified, the word “Checked” will appear at the bottom right hand corner of the first page of your printed application form or CV.

15. Why do the words "PLEASE VERIFY" appear on the first page of my CV/application form?

If, when previewing your CV or any application form, the words "PLEASE VERIFY" appear on the first page, it means you have not yet successfully verified the data. If that occurs, go to your My Portfolio screen and click on the "Verify" button. The system will then generate a verification report which confirms your CV/application form is complete or lists the fields to be completed or corrected. Once you have completed or corrected the information, the "PLEASE VERIFY" will disappear from the Preview.

16. How do I change the language of my forms?

The language of your forms is determined when you select either French or English in the Correspondence field on the Registration screen. To change your form or CV's language after you have passed the Registration screen, you must click on "Français" in the top menu bar. This will enable you to toggle between English and French.

17. My form language is French. Why do the buttons say "OK" and "Cancel" and not "OK" and "Annuler" in my pop-up window?

Unfortunately, we have no control over the language of the buttons in the pop-up windows. The text in the title bar and on the buttons are determined by your browser (i.e., if you've downloaded the French version of Netscape, the text will appear in French; otherwise, the text will appear in English).

18. I have completed a French form and the characters look unusual. What do I do?

If you are typing French characters and they look unusual (using Windows), you should use the Roman-ISO character set.

Saving a form or CV

19. Is my data automatically saved when I change screens?

You will be prompted to save your data before you exit a screen or when you click on another screen. We recommend that you save your work periodically (i.e., every 10-15 minutes). For security purposes, your session will be terminated after 60 minutes from your last interaction with our system (e.g., Save, Preview, etc) and you will have to log-on to the system again. Note: Entering data or clicking on the List... button are not considered interactions.

Printing a form or CV

20. What do I check before I print my form?

To print and view the application form itself, you will need Adobe Reader. If you are not using a computer with network access or do not have Adobe Reader installed, you may download it (minimum 8.6 MB), free of charge at http://get.adobe.com/reader/ .

Note: We support Adobe Reader 5.x and better.

To install Adobe Reader 5.x or better, do the following:

Open Netscape or Internet Explorer.
Go to the Adobe site at: http://get.adobe.com/reader/ .
Go to the bottom of the page and click download Reader.
Go to the bottom of the page and you will see Step 1, Step 2 and Step 3.
Under Step 1, choose a Platform identical to your PCs platform (i.e., Windows 98, Windows 2000).
Under Step 2, enter your Name and E-mail address.
Under Step 3, click DOWNLOAD (this will take a few minutes)
A message will appear - "Thank you, you are now downloading Adobe Reader". The hourglass will tell you that the process has begun. If after several minutes you do not have response, then shut down the browser, open it and try again. Sometimes the server is busy.
After a short pause, a screen will pop up asking the following:
1. Run this program from current location OR
2. Save this program to disk
Select 1. and click OK.
A screen will now appear asking you the following:
"Do you want to install and run Adobe Reader Version 5.x or better"; click on the YES button.
Adobe Reader will now complete the unpack. A screen will pop up to begin the setup process. You must click on the Next button until the process is complete then click OK.
Close your browser.
Once the install is complete you will see an icon on your desktop called Adobe Reader 5.x or better.
Exit Adobe Reader.
Re-boot your computer.

21. How do I print my form?

To print your form or CV, you can either click on the "Preview" button located at the top or bottom of each screen or you can go back to the My Portfolio screen. Select the form or CV that you wish to print and click on the Preview button. This will launch your Adobe Reader and transfer the information that you have entered in the form. You may then print the application using the Print command in the File toolbar. To print on 8 1/2" x 11" paper, select the fit to page option in the printing window to be sure that the text prints within the page margins.

You may print your form at any time while you are still working on it. Once the application process is complete, you can verify that the required information has been entered by clicking on the "Verify" button on the My Portfolio screen. Once your form has been verified, the word “Checked” will appear at the bottom right hand corner on the first page of your printed application form or CV.

22. I'm having printer problems. What can I do?

Not all printers can easily print forms. If you can't print your form or only parts of the form are printing, save your application form (PDF file) on a diskette and print it using a high-capacity, high-speed printer at a local institution (library, university, etc.).

Note: If you get the Error 404 message while trying to print your form, wait 5 to 10 seconds and try again. Click on the Back button located on the tool bar of your browser, then click on the Preview button again.

23. When submitting my RDC application form electronically, how do I submit my curriculum vitae?

Once you have completed your RDC application form and verified it for completeness, all CVs (applicant and team members) will be electronically submitted along with your application form. To do so, you must click on the "Submit" button, which will appear on your Portfolio screen next to the "Preview/Print" button.

Opening a PDF form

24. I'm having problems opening my form-fillable PDF using Internet Explorer/Netscape or when I click on Preview, my screen is blank. What do I do?

We have identified a problem with Netscape and Internet Explorer. If you select "Preview" to print your application form and the browser gives the message, "Document done", but the screen remains blank, you should proceed as follows:

If you have Adobe Reader 5.x

Open Adobe Reader 5.x.
Select the Edit menu option.
Select Preferences.
Select General.
Select Options.
In the displayed window called Options, de-select (un-check) the Display PDF in Browser and then click on OK.
Exit Adobe Reader.
Re-boot your computer.

If you have Adobe Reader 6.x or Adobe Reader 7.x:

Open Adobe Reader 6.x or Adobe Reader 7.x.
Select the Edit menu option.
Select Preferences.
Select Internet from the left-hand column
In the displayed window called Web Browser Options, de-select (un-check) the Display PDF in Browser and then click on OK.
Exit Adobe Reader.
Re-boot your computer.

Filling out a PDF form

25. Can you give me some tips on how to fill out a form-fillable PDF?

We recommend that you compile your application information in a word processor document. Once completed, you can then copy and paste this information into the PDF application form. You can also print a blank copy of the form and complete a draft using a pen or pencil. When your draft is done, copy the information onto the form-fillable PDF using Adobe Reader. Then proofread it carefully. Your data will print only when you exit the field you've just completed. When you are certain there are no mistakes, print a copy and go to the next page.

26. Can I save my data using a form-fillable PDF?

Adobe Reader does not allow you to save a PDF document. You must purchase Adobe PDF Writer in order save a PDF.

27. I see plus signs (+) on my form-fillable PDF printout?

If you enter more data than the maximum characters allowable, you may have a + sign appearing at the end of the field. You can remove the data in that field and enter it again.

Help

28. Who should I contact if I need help?

We can help you more promptly if you leave a detailed message, including your name, area code, and telephone number; your question; and the program your enquiry relates to.

If you have problems with SSHRC’s online system, contact our helpdesk by telephone at (613) 995-4273 or by e-mail at webgrant@sshrc-crsh.gc.ca .

If you have specific questions regarding the program to which you are applying (e.g., eligibility requirements, attachments section of the form, etc.), contact the program officer responsible for your program.

29. When is support available?

Online help is available between 8 am and 5 pm (EST) five days a week.

During peak periods (e.g., normally 6 weeks prior to a major program deadline), online help will be available as follows:

Peak period extended hours
September 14-18, 2009	8 a.m. - 6 p.m
September 21-25, 2009	8 a.m. - 7 p.m
September 28 - November 6, 2009	8 a.m. - 8 p.m
November 09-20, 2009	8 a.m. - 6 p.m

30. When can I expect maintenance and upgrades to the system?

Maintenance and upgrades are scheduled to take place Monday to Friday between 9 pm and 10 pm and on Saturday between 8 am and noon, if necessary. Normally, the system will remain available during those times.