1. Why has SSHRC been moving to the Canadian Common CV?
The Canadian Common CV (CCV) allows applicants to maintain all their CV data in a single, centralized Canadian repository. It can be used to apply to a growing number of funding organizations across Canada (currently 22), including the three federal research funding agencies (SSHRC, the Natural Sciences and Engineering Research Council, and the Canadian Institutes of Health Research) and the Canada Foundation for Innovation.
The vision and objectives for the CCV are to:
- streamline procedures and lighten the load on the research community when applying for funding, on the principle that CV data is entered once and can be readily used in a manner that suits the requirements of any subscribing funding organization (each will have its own template sharing certain common fields);
- facilitate the collection of a common data set required by agencies; and
- create a public repository that will showcase Canadian researcher expertise.
2. Does the CCV apply to all SSHRC funding opportunities?
Not currently. SSHRC is phasing in its use of the CCV, starting with its Insight Development Grants. Other funding oportunities will be migrated to the CCV in the coming years.
We will advise you well in advance of other funding opportunities migrating to the CCV. In the meantime, applicants to other funding opportunities will continue to use the legacy SSHRC Web CV.
3. Why do I have two accounts—one for the Research Portal and another for the Canadian Common CV?
The Research Portal and the Canadian Common CV are two separate systems, each with its own portal. SSHRC is adopting the two systems concurrently, introducing the use of the CCV for each funding opportunity at the same time as that opportunity moves to the Research Portal.
The Research Portal is based on a proven software platform configured to SSHRC’s needs, and is administered in-house. The CCV is a web-based application that provides a single, common approach to gathering CV information required by a network of federal, provincial and not-for-profit research funding organizations, and facilitates applications by users to these participating agencies, including SSHRC.
Transition from the legacy SSHRC Web CV to the SSHRC CCV
4. How long does it take to complete the SSHRC CCV?
We encourage you to allow ample time to review the Instructions and begin entering your data in the SSHRC CCV, as it can be time-consuming to populate the fields the first time. There are many fields in the generic CCV that other participating agencies collect, but that SSHRC does not. You will save time by focusing on the SSHRC template, which only includes the fields required by SSHRC.
Use of the CCV will lighten the load on the research community in the long term. Once data is entered, it only needs to be updated, and can be re-used for future applications to SSHRC and/or other participating organizations.
5. Do I need to maintain and update both my SSHRC Web CV and my SSHRC CCV?
In the coming years, all SSHRC funding opportunities will come to use the SSHRC CCV. In the meantime, applicants applying to other SSHRC funding opportunities in addition to the Insight Development Grants will need to maintain and update both their SSHRC Web CV and their SSHRC CCV.
6. Does the SSHRC CCV capture all the data elements found in the SSHRC Web CV?
The SSHRC CCV is based on a generic CCV template. It closely reflects the elements found in the SSHRC Web CV. However, not all fields found in the SSHRC Web CV could be included in the SSHRC CCV.
Completing the SSHRC CCV
7. What should I do if my “Password Recovery” fails?
Contact us if you cannot recover your CCV password. Our business hours are Monday to Friday, 8:30 a.m. to 4:30 p.m. (Eastern).
8. How do I know which fields are mandatory in the SSHRC CCV?
Please refer to the tables in Step 3 of How to Use the Canadian Common CV (available on the SSHRC website) to determine which fields are mandatory for you.
You can also select the question mark (?) icon next to any section heading within the SSHRC CCV to view detailed requirements for that section.
9. Does the SSHRC CCV allow me to upload my publications as a PDF attachment?
No. For data integrity reasons, the SSHRC CCV requires that all information, including publications, be entered directly on screen rather than attached in PDF. This requirement will simplify future corrections and updating of publications, since all information entered into this structured database will be identifiable, searchable and usable. Entering information directly into the CCV by using separate fields makes it possible:
- for you to easily repurpose your data;
- to use the same data for different organizations using the CCV;
- for you to make changes to single fields as required, as opposed to an entire document;
- for organizations using the CCV to sort data uniformly for merit reviewers and staff; and
- to improve reporting and impact assessment processes.
10.Where should I indicate my research discipline?
Use the research specialization keywords to provide this information.
11. Why do I get an error when I include publications older than six years in my SSHRC CCV?
SSHRC only requires information about your contributions over the last six years. You must manually select and deselect the records to be included in your SSHRC CCV.
An online demo is available on the CCV website to guide you through selecting and deselecting records.
12. How do I upload my SSHRC CCV to my application?
You will need to upload your SSHRC CCV to your SSHRC application by entering the Research Portal. Please refer to the tables in Step 6 of How to Use the Canadian Common CV (available on the SSHRC website) to see how to attach your CCV to your application using your SSHRC CCV confirmation number.
13. Can I reuse my SSHRC CCV confirmation number for another application?
No. Each time you attach your SSHRC CCV to an application on the Research Portal, you will need to return to the CCV website and obtain a new confirmation number.
14. Can I verify my CCV information before submitting my application?
You can preview and print both your SSHRC CCV and your full application in PDF format via the Research Portal. After clicking “Preview” at the bottom of each page of your application within the Portal, you will see the printing options.
While your data may be reorganized to serve specific user needs (e.g., merit reviewers), the preview and print step will confirm for you exactly what information you are submitting to SSHRC.
15. How do I submit my application and SSHRC CCV?
Once your application has been verified within the Research Portal, you will have the option of submitting. Your uploaded SSHRC CCV will automatically be submitted along with your application and any other attachments.
16. How do I know if my application and SSHRC CCV were successfully submitted?
A list of the applications you have created is available within the “Applicant” tab in the Research Portal. A status is listed for each application, indicating its progress.
17. How do I know if my co-applicants and collaborators have submitted their SSHRC CCV?
You can check the progress status of any of your co-applicants and collaborators’ SSHRC CCV’s by visiting “Application Overview” within the Research Portal.
18. How do I download a PDF or .xml copy of my SSHRC CCV?
Go to the CCV website and click the “History” tab to download a PDF or .xml copy of your SSHRC CCV.
19. How do I obtain a copy of my SSHRC CCV without the “draft” watermark?
Go the CCV website and click the “History” tab to obtain a PDF copy of your SSHRC CCV without the “draft” watermark.
20. If I have an existing CCV, will my data be used to populate the SSHRC CCV?
Yes. If you have already prepared a CCV for another organization, simply log into your account and select the SSHRC template. Your existing data will populate the SSHRC CCV. Please note that you should carefully review the contents of your SSHRC CCV, since mandatory fields vary from one funding organization’s template to another.
21. Can data be migrated from my existing SSHRC Web CV to my SSHRC CCV?
No. SSHRC would have pursued this option if it had been feasible. Due to significant differences between the data models, however, migration of data from a SSHRC Web CV (which uses unstructured data) to the SSHRC CCV (which applies a very structured model to its data) would result in data integrity issues.
22. Can I import publication data from other sources?
Yes. Currently, the CCV has an interface with PubMed. We are also working to expand this functionality by linking to other citation tools and databases. You can send your suggestions to email@example.com if there is a particular source you would be interested in using for your SSHRC CCV.
23. Will my information be lost as a result of changes or upgrades to the CCV?
The CCV is continuously improving based on feedback received from the research community. Scheduled upgrades to the CCV will be communicated on a regular basis.
If it is expected that an upgrade could affect information already entered into the system, a data conversion strategy will be put in place to minimize the impact on users. To learn about previous and upcoming releases, consult Release Notes on the CCV website.
In the rare case where data may need to be re-entered into the CCV, you will be contacted directly regarding the impacts and next steps for updating your information.
Feedback and support
24. I need help completing the SSHRC CCV. Whom do I contact?
Follow the step-by-step How to Use the Canadian Commmon CV instructions (available on the SSHRC website) to complete and upload your SSHRC CCV. Your institution’s research administrator(s) can also provide useful tips.
If you need further help, contact us for support. Our business hours are Monday to Friday, 8:30 a.m. to 4:30 p.m. (Eastern).
25. How can I submit feedback on the SSHRC CCV?
Your feedback on the SSHRC CCV is important to us. Share your comments and suggestions by sending an email to firstname.lastname@example.org.