COVID-19 Update

COVID-19: Impact on SSHRC programs, experts database and perspectives from our community.


Application Instructions—Partnership Engage Grants

For the purposes of these instructions, “applicant” and “project director” refer to individual applicants and the person acting on behalf of an institutional applicant.

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Documents to read before applying


Helpful tips

Write your proposal in clear, plain language. Use nontechnical terms that can be understood by a range of audiences with varied areas of expertise.

SSHRC advocates for the practices listed below when applicable in your application. In addition, costs related to these activities are eligible:

  • responsible research data management strategies;
  • open access publishing activities;
  • dissemination in both official languages;
  • promotion and support of official language minority communities; and
  • effective research training.

If you experience technical difficulties, contact the helpdesk as early as possible in the application process. The helpdesk has a higher volume of requests during peak periods (i.e., September 1 to December 1) and on deadline days.


Application process

Accommodations and accessibility

If you need help completing online application forms due to circumstances arising from a disability, contact your institution (scholarship liaison officer, research grant office or other applicant support office) as early in the application process as possible to investigate available supports. If your institution cannot provide help, or needs SSHRC to collaborate on a solution, contact accommodations-adaptation@sshrc-crsh.gc.ca. You can also contact SSHRC if you have questions or are seeking specific adaptation arrangements. You do not need to share your medical or sensitive personal information, and, to protect your privacy, should avoid doing so.

Frequently requested accommodations include, but are not limited to:

Applicant or project director responsibilities

By clicking “Submit,” the applicant or project director certifies that all information is accurate.

They are also responsible for:

Research or financial administrator responsibilities     

By clicking "Forward" (Forward to SSHRC), the research administrator or designated financial administrator (institutional approval) certifies that:

Electronic submission process and acknowledgement of receipt of applications

Applicants must allow enough time for their institution’s internal approval process, as specified by the relevant authorities. SSHRC will acknowledge receipt of your electronic application form and will assign you an application number. Cite this number in all correspondence with us.

Applications remain available for download via the SSHRC online system for 30 days after the deadline, after which they are deleted.

Draft applications not accessed during a period of 12 months will be deleted.

Attaching a document

Many modules in your application will require you to attach a PDF file. You must follow the specified requirements for margins and font size, or your application will be deemed ineligible. An error message will appear if the file you are trying to attach does not meet the required specifications for page length and file size. Once you have attached the electronic file, we recommend you click “View attached file” to ensure you have the proper file and that it is not corrupted.

Identification (mandatory)

Application title

Provide a short, descriptive title for your proposal in nontechnical terms. Restrict use of acronyms (e.g., UN, NATO). Use uppercase for only the first word of the title, proper nouns and acronyms.

Type of partnership

Indicate whether this is a new or existing partnership. A new partnership is one that was developed for the purposes of submitting an application to this funding opportunity.

Joint initiatives

See the funding search tool for a complete list of joint initiatives that may be relevant to your application.

If you want your project to be considered for one of these initiatives, select it in the drop-down list in the “Joint or special initiative” field in the Identification module.

Research-creation proposals

Before you select “Yes,” refer to the definition of research-creation for more information and examples of fields involving research-creation.

If you select “Yes,” see Research contributions and relevant experience and the Guidelines for Research-Creation Support Materials for instructions about creative outputs and support material.

Does your proposal involve Indigenous research, as defined by SSHRC?

Select “Yes” if you wish to signal to the merit review committee that your application should be reviewed in the context of SSHRC’s definition of Indigenous research and its Guidelines for the Merit Review of Indigenous Research.


Applicant (project director)

Names and initials

This information has automatically been transferred from your account. To change your family name or first name, you must contact webgrant@sshrc-crsh.gc.ca. To change your initials, you must return to the “My Account” section of your portfolio to update the information.

Organization

The organization name has automatically been transferred from the “current position” screen of your CV. To have a different affiliation on record for this application, click “List…” and make the necessary selection.

Administering organization (individual grants) or lead organization (institutional grants)

Only an eligible Canadian institution or organization can administer grant funds. Institutions interested in administering SSHRC individual or institutional grants must meet the institutional eligibility requirements for the administration of grants and awards for the three federal research granting agencies, which is independent of this application process.


Activity details / research activities (mandatory)

Ethics

State whether or not your proposal involves human beings as research subjects. If it does, select “Yes” and consult the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans and submit your proposal to your organization’s research ethics board.

Impact assessment

The Impact Assessment Form (Appendix A) must be completed and submitted with grant applications ONLY if at least one of the following situations applies to your research or research-related activities, as per the Impact Assessment Act, 2019 (IAA):

The first two points apply only to designated projects / physical activities listed in the Physical Activities Regulations (e.g., projects that involve physical work / alterations to the land or environment). If none of these situations apply to your research or research-related activities, Appendix A is not needed.

For more information, see SSHRC’s Guidelines on Impact Assessment.

Keywords

List keywords, separated by semicolons, that best describe your proposal.

Disciplines, areas of research, temporal periods, geographical regions and countries

Indicate and rank each entry relevant to your proposal, with Entry 1 as the most relevant and the last entry the least relevant.

Partnership approaches

Partnership arrangements are defined by the nature of the activity/activities to be carried out. Select one or more possible formal partnership approaches in the drop-down menu. If your approach is not listed, select “Other” from the list and type your approach in the box provided.

Approaches available within the Partnership Engage Grants can include, but are not limited to, the following:

Participants

The categories of “co-applicant” and “collaborator” accord with financial regulations outlined in the Tri-Agency Guide on Financial Administration, so project directors are encouraged to discuss roles and involvement in the team at the outset and to be clear about whether participants will have access to research funds prior to inviting them in a particular role.

Participant invitation process:

It is the responsibility of each invited person to complete, verify and submit their Accept Invitation form.

Your application will not be “Verified Successfully” if all participants you invited have not successfully completed and verified their invitation.

Status Definition

Invitation not yet accepted

Participant has not accepted the invitation.

OR
If the participant deleted the system-generated invitation email by error, as the applicant you can click “Resend email,” and the same invitation will be sent again.

OR

If the participant has declined the invitation, you must remove the person from the application by clicking “Clear entry.”

Invitation accepted but not yet verified

Co-applicant has accepted the invitation and a copy of their CV was attached to their “Accept Invitation Form” on creation. The “Accept Invitation Form” is incomplete. Click “View CV” to preview the co-applicant’s CV and form.

OR

Collaborator has accepted the invitation and the “Accept Invitation Form” was created. Click “View form” to preview the collaborator’s form.

Invitation accepted and verified

Co-applicant’s “Accept Invitation Form” has been completed and verified. Click “View CV” to preview the co-applicant’s CV and form.

OR

Collaborator’s “Accept Invitation Form” has been completed and verified. Click “View Form” to preview the collaborator’s form.

SSHRC CV

Co-applicants must do the following:

Research contributions and relevant experience attachment

In addition to meeting the CV requirements above, co-applicants must also provide PDF attachments describing their research contributions and relevant experience. Co-applicants affiliated with a non-academic organization are not required to submit research contributions, but must include relevant experience.

A copy of the co-applicant’s CV will be attached to the Accept Invitation form on creation. As the applicant or project director, you will then be able to view each co-applicant’s CV as applicable. See Research contributions and relevant experience for details. Co-applicants may choose to devote more space to certain sections depending on the nature of their past contributions and experience (e.g., non-academic participants may choose to have a larger Relevant Experience section).


Invited partner organizations (mandatory)

Partner organization invitation process:

It is your responsibility as the project director to ensure that the invited person verifies and completes the form before the application deadline.

Your application will not be “Verified Successfully” if all the contacts you have invited have not successfully completed and verified their invitation.

Status Definition

Invitation not yet accepted

Partner organization contact has not accepted the invitation.

OR

If the partner organization contact deleted the system-generated email by error, as the applicant, you can click “Resend email,” and the same invitation will be sent again.

Invitation refused

Partner organization contact was unable to complete the form.

Invitation accepted but not yet verified

“Partner Organization Form” has been created but is incomplete. Click “View” to preview the form.

Form completed

“Partner Organization Form” has been verified and completed. The form will be attached electronically to your application once it has been submitted to SSHRC.

It is the responsibility of the invited partner organization contact to complete, verify and submit their “Accept Invitation Form,” including their Letter of Engagement. The letter should be written on official letterhead and include the following:

By submitting, the partner organization is acknowledging that it has read and agrees in principle with the objective(s) of the proposal.


Summary of proposal (mandatory)

Maximum one page

Provide a clear summary of your proposal indicating:


Open access and data management

Grant holders must follow the Tri-Agency Open Access Policy on Publications. To the extent possible, and in keeping with this policy and SSHRC’s endorsement of open access forms of knowledge dissemination, grant holders should make their research results openly available, through, for example, open access publications, websites, publicly accessible databases and/or institutional repositories. To learn more, see Open Access overview.


List of references or bibliography (mandatory)

Maximum five pages

Lists all references cited or works referred to in your proposal. SSHRC recognizes and allows the use of different referencing styles.


Expected outcomes (mandatory)

The project’s expected outcomes are essential for the merit review of the proposal and are part of the Challenge evaluation criterion. Elaborate on the potential benefits and/or outcomes of your proposed project. You will be able to share how your outcomes have evolved in follow-up achievement reports.

Outcomes

Research and related outcomes include enhanced curriculum and teaching material, enriched public discourse, improved public policies, enhanced business strategies and increased innovations in every sector of society, as well as graduate supervision opportunities. Research outcomes, which are facilitated by the effective mobilization of knowledge, then permeate daily life in the form of new thinking and behaviour that lead to improvements in our economic, social, cultural and intellectual well-being.

For “Scholarly benefits,” “Social benefits” and “Audiences,” indicate and rank selections in order of importance. If the information is not listed, select “Other” from the list and type the information in the box provided.

Expected outcomes summary

Describe the potential long-term benefits and outcomes (e.g., evolution, effects, potential learning and implications) that could emerge from the proposed project as a result of knowledge mobilization activities.


Goal and project description (mandatory)

Maximum five pages

Before writing your proposal, consult the evaluation criteria in the funding opportunity description. In your description, provide the following information:

Contingency plans related to the potential impact of the COVID-19 pandemic on your research project may be described in this section, if appropriate. This is not mandatory, but it may assist the merit review committee in assessing the feasibility of your proposal if your research plans are significantly disrupted, e.g., if international travel is not possible.

Mitacs Accelerate internships

If you selected “Mitacs Accelerate internships” as a “Joint or special initiative” under Identification, provide summary information about the proposed internship(s), such as the objectives, expected deliverables, benefits to interns, percentage of time to be spent onsite with the partner organization and planned activities.

This funding opportunity’s recipients are eligible for a streamlined application process for Mitacs Accelerate internships. Interested grant holders must submit a completed Mitacs Accelerate application form to Mitacs after SSHRC competition results have been announced. To access the Accelerate application form, contact a Mitacs business development representative.

Mitacs internships cannot be the only mechanism for training included in a research project, and must be co-funded by partner contributions separate from the partner funding contributions made toward the SSHRC grant.


Research-creation support material

Maximum one page

If in the Identification screen you have self-identified yours as a research-creation project, you can include a website link to provide samples of work that best illustrate the qualifications of the team and/or the nature of the proposed research-creation.

When including a website link, follow these instructions:

Note: SSHRC reserves the right to remove this section from the application if it does not relate to research-creation. SSHRC assumes no responsibility in cases where links provided are broken or the server is unavailable during the merit review period. Reasonable efforts will be made to view or listen to support material; however, due to technical challenges, SSHRC cannot guarantee the samples will be accessed. Consider that reviewers will have very limited time per application to view, read or listen to samples of work. Only links provided in the support material attachment will be used by merit reviewers.

See SSHRC’s Guidelines for Research-Creation Support Materials for more information.


Funds requested from SSHRC (mandatory)

Estimate the costs you are asking SSHRC to fund. All budget costs must conform to the rates and regulations of the applicant’s or project director’s institution and take into account the Tri-Agency Guide on Financial Administration’s principles governing the appropriate use of funds. All costs must be justified in terms of the needs of the project, including costs for organizing and integrating team activities and for communicating results to audiences, stakeholders and the public. The budget will be reviewed according to the appropriateness of the requested budget, and to the justification of other planned resources (e.g., time, human and financial), including cash and in-kind support already or to be secured from partner organizations.

Note: SSHRC provides the following guidelines to committee members regarding the merit review of the budget subcriteria of the overall feasibility score.

Enter amounts rounded to the nearest dollar without any spaces or commas (e.g., 2000). For blank entries, leave in the “0” value.

Personnel costs

For each of the categories below, enter the number of students and non-students you plan to hire, whether as salaried employees or as recipients of stipends.

Student and non-student salaries and benefits

For each applicable category, enter the number of students and non-students to be hired. Specify the total amount to be paid. When students are paid by wage, the amounts should follow the institution's collective agreement or policy.

Other—Salary research allowances

Salary research allowances are an eligible expense. These stipends cover up to 50% of the cost of temporarily replacing an employee from a Canadian not-for-profit organization who will be devoting their time as a co-applicant on a SSHRC-funded research project. The request for a salary research allowance must be justified in the proposal.

Salary research allowances can be used only by not-for-profit organizations that have co-applicants listed on their Notice of Award. Researchers holding an academic position at a postsecondary institution and government employees are not eligible for salary research allowances.

Note that a salary research allowance is not a salary for the project director or co-applicant, but is paid to the Canadian not-for-profit organization to offset the costs of replacing its employee.

For further information, see SSHRC’s Salary Research Allowances policy.

Travel and subsistence costs

Enter, by budget year, the total amounts requested for travel abroad and within Canada for both the research team and student personnel.

Travel and subsistence costs must be based on rates approved by the institution or organization that will administer the funds.

Other expenses

Professional or technical services

Consulting fees for professional and technical services are eligible expenditures if the budget justification demonstrates expert advice is needed.

Supplies

You may include other supply items (e.g., software, stationery, postage and telephone calls) only if they directly relate to the research and are not provided by the administering institution to their research personnel or by the employer.

Non-disposable equipment—computer hardware

Purchase or rental of computers and associated hardware is allowable only if these are not provided by the administering institution to their research personnel or by the employer.

Other non-disposable equipment

Purchase or rental of equipment (e.g., audio or video equipment) is allowable only if it is not provided by the administering institution to their research personnel or by the employer.

Other expenses

Specify other research and/or related expenses not already included.


Budget justification (mandatory)

Maximum one page

Using the categories listed on the Funds requested from SSHRC page, explain how you will use the funds in each budget category to achieve the project objectives. For example, under the Student and non-student salaries and benefits categories, explain why these people need to be hired to meet the project’s objectives. Applicants are reminded of SSHRC’s mandate to provide training opportunities for students, emerging scholars and other highly qualified personnel, as applicable. Budget costs for research assistants, associates or project support personnel who are not students must be fully justified in terms of the needs of the project. Justify any funds that appear in the category “Other.”

Ensure that your budget requests match the level of funding that is essential to complete the proposed activities. Note that the adjudication committee may deem your application less competitive if it finds that you are requesting non-essential funding.

In reviewing the funding you have requested, committee members take into account the quality of your overall financial planning, your justification of the proposed expenditures, and the institutional and partner organization funding that you have secured. It is also important to indicate how the budget requested from SSHRC and the partner’s contributions will complement each other and benefit the objectives of the partnership.


Funds from other sources

List all contributors (e.g., host institution or organization, individuals, not-for-profit organizations, philanthropic foundations and private sector organizations), apart from confirmed partners, that are providing cash and/or in-kind contributions for the proposal. Indicate whether or not these funds have been confirmed.

If a funding source is not listed, select "Other" using the "List..." button. Type in the source name and amount and identify the contribution type.

If you have received more than one contribution of the same type from a single funding source (i.e., cash or in-kind) and same confirmation status, you must combine these into one entry (e.g., two confirmed $20,000 cash contributions from a university become one confirmed $40,000 cash contribution). Enter amounts rounded off to the nearest dollar―in Canadian currency―without spaces or commas (e.g., 40000). For blank entries, leave in the “0” value.

When you save the data, five new blank entry lines will be added to the screen to allow you to enter additional funding entries, if necessary.


Total project cost

Each partner organization will complete a “Contributions from Partner Organization” page (i.e., budget) indicating whether each budget item has been confirmed. When all Contributions from Partner Organization pages have been submitted, the amounts from each budget item will be automatically totalled. After the data are saved, the system will automatically display these totals in a PDF version of this page of the application form.

A. Total of all partner organizations’ contributions
The system will total the values entered for “Cash” and “In-kind.”

B. Total funds from other sources
Once you complete the “Funds from other sources” screen and save the data, the system will display the totals on line B.

C. Total funds requested from SSHRC
For each year, the amounts from “Student salaries and benefits / Stipends” to “Other expenses (specify)” will be automatically totalled. After the data are saved, the system will automatically display the totals on line C.

Total cost of project (A + B + C)
The system will automatically add lines A, B and C.


Impact assessment—Appendix A

If you have selected “Yes” to at least one of the questions in the Impact Assessment section on the Activity Details screen, you must complete an Impact Assessment Form (Appendix A) and upload it to the Impact Assessment page.


Exclusion of potential reviewers (if applicable)

Maximum one page

List potential reviewers who, in your opinion, would be unlikely to provide an impartial review. Provide a justification for excluding potential reviewers (e.g., experts with whom you or members of your research team have had serious disputes). While SSHRC cannot be bound by this information, it will take it into consideration in the selection of reviewers.

This information will not be provided to external reviewers or members of the merit review committee. Any exclusion should be renewed with any subsequent applications, if still relevant.


Research contributions and relevant experience (mandatory)

Maximum five pages

Project directors must attach Research contributions and relevant experience. You have five pages in total to address the sections below, as applicable. You may choose to devote more space to certain sections depending on the nature of your past contributions and experience. The attachment should be presented in this order, as applicable:

  1. Relevant research contributions over the last six years
  2. Other research contributions
  3. Most significant career research contributions
  4. Career interruptions and special circumstances
  5. Contributions to training
  6. Relevant experience

1. Relevant research contributions over the last six years

Outline your research contributions within six years of the application deadline. In the case of those candidates claiming career interruptions (see 4. below), you may include publications drawn from your most recent periods of research activity to an overall total of six years.

Provide details, as appropriate, about the contributions you listed, as follows.

Group your contributions by category in the following order, as applicable, listing your most recent contributions first.

Refereed contributions

Examples include books (where applicable, subdivide according to those that are single-authored, co-authored and edited works), monographs, book chapters, articles in scholarly refereed journals and conference proceedings.

A “refereed work” involves its assessment:

Other refereed contributions

Examples include papers presented at scholarly meetings or conferences and articles in professional or trade journals.

Non-refereed contributions

Examples include book reviews, published reviews of work, research reports, policy papers and public lectures.

Forthcoming contributions

Indicate one of the following statuses: “submitted,” “revised and submitted,” “accepted” or “in press.” Provide the name of the journal or book publisher and the number of pages. Do not list contributions not yet submitted.

Creative outputs

Examples of creative outputs may include exhibitions, performances, publications, presentations, and film, video and audio recordings.

List your most recent and significant achievements grouped by category. Creative outputs will be evaluated according to established disciplinary standards and creative and/or artistic merit.

If applicable, you may include a website link. SSHRC cannot guarantee that links will be accessed.

2. Other research contributions

Describe any other contributions to research and the advancement of knowledge within the last six years, including your research contributions to non-academic audiences (e.g., public, policy-makers, private sector and not-for-profit organizations).

3. Most significant career research contributions

List and rank up to five of your most significant contributions over your entire career. The six-year rule does not apply to this section. Therefore, contributions listed here may differ from those listed in other sections of your CV. Explain briefly the significance of the contributions listed.

4. Career interruptions and special circumstances

Career interruptions occur when researchers are taken away from their research work for an extended period of time for health, administrative, family or other reasons, or reasons related to the COVID-19 pandemic. In these cases, as explained in the Relevant research contributions over the last six years section, explain the interruption(s) and ask that an overall total of six years of research activity be considered by the merit review committee.

Special circumstances involve slowdowns in research productivity created by health (and/or disability-related), administrative, family, cultural or community responsibilities, socio-economic context, COVID-19 or other reasons (i.e., the researcher was not completely taken away from research work). Applicants from small institutions may indicate their teaching load in this section if the change in workload impacted their research output.

Indigenous applicants can use the “Special circumstances” section of their application form to describe special circumstances that may have had an impact on their academic or career paths.

SSHRC asks its merit review committees to consider career interruptions and special circumstances that may have affected candidates’ record of research achievements. In doing so, merit review committee members will be able to more accurately estimate the productivity of each researcher, independent of any career interruptions or special circumstances in the last six years. Previous productivity is one element that may predict the success of the proposed research project.

All information provided to SSHRC is subject to the Privacy Act. The information included in this section of your application will be shared with both external assessors and merit review committee members for consideration as part of their application. For more information, see merit review. All SSHRC merit reviewers are subject to the Tri-Agency Conflict of Interest and Confidentiality Policy, and are prohibited from sharing this information outside of the merit review process.

5. Contributions to training

Provide the following information on students you have helped train within the last six years.

6. Relevant experience

In the Relevant experience section, non-academic and academic project directors can describe their previous experience relevant to the topic and objectives they are investigating in the application, including their experience in engaging in and/or leading formal partnerships and collaborative research. Justify how this experience will aid you in the proposed activity.

Examples of relevant experience include: working within or with communities and/or organizations (e.g., not-for-profit, public and private sector organizations), non-academic career information, or voluntary work. Include:


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