FAQ

SSHRC's New Standard Research Grants E-application Process

Application Process

What changes will be introduced to the SRG application process in 2009?
Is this change part of SSHRC’s Enterprise Award Management System (EAMS) project?
Will all SRG applicants be required to use this new process?
What is the benefit of this change for applicants, co-applicants and collaborators?
Will an existing SSHRC account still work?
Will applicants be able to attach the common CV?
Can I update my SSHRC CV after the competition deadline?
Can applicants forward their application directly to SSHRC?
What is an electronic attachment (upload)?
How do I create a PDF?

Research Administrator Process

What is a research administrator portfolio?
What features will be provided via the research administrator portfolio?
Will there be multiple roles for research administrators?
Will research administrators have access to the application form, CV and instructions?
Will there be a way to manage university-based deadlines to avoid last-minute submissions?
Can research administrators send comments to applicants when an application is "returned"?
Can applicants or research administrators change the status of an application to "withdrawn" (e.g., if a key co-applicant is unable to participate) after it has been submitted to the research administrator?
What happens if the research administrator inadvertently clicks on the "Forward to SSHRC" button for a specific application?
Will research administrators be able to see whether one of their researchers has been included as a co-applicant on an application from another institution?
Will research administrators receive any indication that an application is "in progress"? Can they view the application if it is "in progress"?
Research administrators are anticipating a "crush" of forwarded applications just prior to the deadline date. Will the SSHRC online system be able to manage a heavy load at this critical time?

Sign-off

Without actual signatures, how will the approval of the institution be assured in this process?
Will SSHRC continue to require sign-off of applications and CVs from applicants?
Will SSHRC continue to require sign-off of CVs from co-applicants and collaborators?

Help

Who should I contact if I need help?
When is support available?

Application Process

1.   What changes will be introduced to the SRG application process in 2009?

The Standard Research Grants application process will be completely online as of mid-July 2009. The previous process will remain in place, but with the added advantage of using electronic attachments (uploads) to the application and SSHRC CV, enabling electronic invitations to be sent to co-applicants and collaborators, and eliminating the need for handwritten signatures and multiple paper copies.

2.   Is this change part of SSHRC’s Enterprise Award Management System (EAMS) project?

No. EAMS is a separate initiative. The new electronic SRG application process will improve the current SRG application process letting researchers and research administrators use SSHRC’s online system.

3.   Will all SRG applicants be required to use this new process?

Yes. All applicants, co-applicants and collaborators must use the new SRG electronic submission process.

4.   What is the benefit of this change for applicants, co-applicants and collaborators?

Applicants will be able to use electronic attachments (uploads) for their application and SSHRC CV. They will also be able to electronically invite co-applicants and collaborators to participate in an application. Co-applicants and collaborators can, in turn, electronically attach their SSHRC CVs to the application. There are no longer any paper applications, CVs or signatures to collect.

5.   Will an existing SSHRC account still work?

Yes. All existing SSHRC online accounts remain valid. Applicants and research administrators will either be registering or logging on to the current SSHRC online system to create, view or submit an SRG application form.

6.   Will applicants be able to attach the common CV?

No. You must complete and attach the SSHRC web CV.

7.   Can I update my SSHRC CV after the competition deadline?

Once you attach your electronic SSHRC CV to an application, the system will take a snapshot of it for that competition. However, you can then access and update your SSHRC CV as required for other programs.

8.   Can applicants forward their application directly to SSHRC?

No. Applications must be forwarded to SSHRC by an authorized administrator (i.e., the research administrator) from an eligible institution. Once an applicant submits an application, the research administrator can view it as a PDF. If an application requires revision, the research administrator will return it to the applicant. If the application is complete and approved by the research administrator, the research administrator will forward it to SSHRC.

9.   What is an electronic attachment (upload)?

The revised SRG application form will no longer require paper attachments (e.g., summary of proposed research, detailed description, budget justification, etc.). The applicant must create a PDF version of each document and attach it to their electronic application. If the file the applicant is trying to attach does not meet the required specifications for page length and paper size, an error message will appear. There is no printing required, and applicants can view their application—including all uploads—at any time.

10.      How do I create a PDF?

Originally developed by Adobe Systems, PDF is a file format that preserves most of a source document’s attributes no matter which application, platform or hardware type was originally used to create the document. If you do not have a PDF conversion program, download a free version of PrimoPDF, or convert the document using the online system. Macintosh users already have a PDF conversion tool built into their system’s "Print" function.

Research Administrator Process

11.      What is a research administrator portfolio?

The research administrator portfolio is a secure electronic workspace provided by SSHRC for each institution. It is only accessible to those who have the institutional authority to review, return and/or forward applications to SSHRC.

12.      What features will be provided via the research administrator portfolio?

The portfolio will allow research administrators to view an up-to-date list of all applications that are in progress from their institution (however, neither the research administrator nor SSHRC will be able to view an application until it is submitted to them). Once an applicant submits an application, the research administrator can view it as a PDF. If an application requires revision, the research administrator will return it to the applicant. If the application is complete and approved by the research administrator, the research administrator will forward it to SSHRC.

13.      Will there be multiple roles for research administrators?

Yes. The system provides three roles for research administrators:

1. research administrator (master): this person can review and return applications to applicants, has institutional authority to approve and forward applications to SSHRC and can assign different research administrator roles to others at their institution (this is the only role that will be pre-assigned);
2. research administrator: this person can review and return applications to applicants and has institutional authority to approve and forward applications to SSHRC; and
3. research administrator (assistant): this person can review and return applications to applicants but has no institutional authority.

14.      Will research administrators have access to the application form, CV and instructions?

Yes. Through a single sign-on, the research administrator will register or log on to the SSHRC online system and choose one of two roles: (a) applicant or (b) research administrator (master), research administrator or research administrator (assistant). By selecting “applicant” the research administrator can create and view the application form or CV and view the instructions, allowing them to provide direct support to applicants.

15.      Will there be a way to manage university-based deadlines to avoid last-minute submissions?

No. For the SRG program only, applicants and research administrators will have until 8 p.m. eastern on the deadline date to forward their institution’s applications to SSHRC. The “Submit” button will thereafter disappear from the applicant’s portfolio for all SRG applications, and no further changes will be possible.

16.      Can research administrators send comments to applicants when an application is “returned”?

No. At this time the “return” feature does not include comments to applicants. However, the applicant will receive a system-generated email stating that his/her application has been returned and that he/she should check their email or should contact their research administrator for further details. The status of that application form will change from “Submitted” to “Returned” on the applicant’s portfolio.

17.      Can applicants or research administrators change the status of an application to “withdrawn” (e.g., if a key co-applicant is unable to participate) after it has been submitted to the research administrator?

This feature will not be included for the fall 2009 competition. However, should a research administrator receive a withdrawal request from an applicant, they may return the application to the applicant before the deadline.

18.      What happens if the research administrator inadvertently clicks on the “Forward to SSHRC” button for a specific application?

Since internal processing of the application begins the moment an application is forwarded to SSHRC, the research administrator must call the helpdesk and request that the status be reverted from “Forwarded” to “Submitted.” Once the status has been modified by the technical support team, it will change to “Submitted” on the research administrator’s portfolio.

19.      Will research administrators be able to see whether one of their researchers has been included as a co-applicant on an application from another institution?

This will not be possible for fall 2009, but will be considered as a possible feature for next year’s competition. However, once the deadline date has passed, SSHRC will provide a list of all applicants and co-applicants appearing on external applications to each institution.

20.      Will research administrators receive any indication that an application is “in progress”? Can they view the application if it is “in progress”?

Yes. The research administrator portfolio will show applications as soon as they are created. However, neither the research administrator nor SSHRC will be able to view an application until it is submitted to them.

21.      Research administrators are anticipating a “crush” of forwarded applications just prior to the deadline date. Will the SSHRC online system be able to manage a heavy load at this critical time?

The system currently manages the load of the application process; however, the technical team has anticipated additional load resulting from the attachment process and last-minute submissions. The infrastructure will be fortified and additional load testing will take place prior to implementation.

Sign-off

22.      Without actual signatures, how will the approval of the institution be assured in this process?

Institutional approval of applications to SSHRC remains mandatory and will be obtained through an electronic approval from the research administrator or his/her delegate. All applications must be approved and forwarded to SSHRC by the research administrator.

23.      Will SSHRC continue to require sign-off of applications and CVs from applicants?

No. The act of “submitting” an application to the research administrator constitutes an applicant’s electronic approval and replaces their handwritten signature.

24.      Will SSHRC continue to require sign-off of CVs from co-applicants and collaborators?

No. The act of “accepting” an applicant’s electronic invitation to participate in an application constitutes a co-applicant or collaborator’s electronic approval and replaces their handwritten signature.

Help

25.      Who should I contact if I need help?

If you have problems with SSHRC’s online system, please contact our helpdesk by telephone at 613-995-4273 or by email. We can help you more promptly if you leave a detailed message, including your name, area code and telephone number; your question; and the name of the program to which your enquiry is related.

If you have specific questions regarding the SRG program, please contact the Research and Dissemination Grants Division at 613-992-3145.

26.      When is support available?

Online help is available between 8 a.m. and 5 p.m. eastern five days a week. During the peak application period (e.g., normally six weeks prior to a major program deadline), online help will be available for extended hours as follows: