Application Instructions—Race, Gender and Diversity Initiative
- Important links
- Am I eligible to apply?
- Accommodations and accessibility
- Collection and use of personal information
- Self-identification information
- Application deadline
- Using the Convergence Portal to prepare your application
- Participant eligibility (to be completed by project director)
- Completing the application
- Submitting the application
- Submitting an application as the research administrator
- Contact information
These instructions are intended to be used in conjunction with the Race, Gender and Diversity Initiative description, which includes the criteria that will be assessed by reviewers.
Your application must be received by 8:00 p.m. (eastern) on the deadline date (i.e., November 15, 2021).
Grant funds may be administered only by an eligible postsecondary institution or eligible not-for-profit organization. Refer to the funding opportunity description for details and contact email@example.com for questions about the process for obtaining institutional eligibility, which is distinct from the grant application.
If you are a project director from an eligible institution, select the name of the administering organization in the Affiliations step when creating an application. The research administrator at your institution is responsible for submitting your application. Refer to “Submitting an application as the research administrator” below for more details. As your institution may have earlier internal deadlines, check with your research administrator regarding deadlines. All team members, including project directors, co-directors and co-applicants, should inform their institution’s research administrator or representative of their involvement in an application.
If your institution does not currently have institutional eligibility to manage SSHRC funding, please have a representative contact Corporate Strategy and Performance as soon as possible to discuss the required steps. The deadline for the institutional eligibility application is the same as the deadline for the grant application (i.e., November 15, 2021).
To start the grant application in the Convergence Portal, you must have started the institutional eligibility process so that the organization can be added to the list and selected as the administering organization in the Affiliations step when creating the application. An institutional representative will need to be identified as the research administrator and will be responsible for forwarding your grant application to SSHRC by the deadline. The creation of a research administrator role for your organization in the Convergence Portal can take up to approximately five business days, and will involve the institutional representative completing required documentation and creating an account in the Convergence Portal; however, during this time you can continue to work on key sections of your grant application (e.g., attachments in the Supporting documents section as outlined below). Contact firstname.lastname@example.org for more information.
- Race, Gender and Diversity Initiative description, including information on co-director, co-applicant and collaborator eligibility
- Guide to Addressing Equity, Diversity and Inclusion Considerations in Partnership Grant Applications
- Salary Research Allowances policy
- Application deadline
- Institutional Eligibility—Guidelines and Requirements
- Regulations Governing Grant Applications
- Guidelines for Cash and In-Kind Contributions
- Guidelines for Effective Knowledge Mobilization
- Guidelines for Effective Research Training
- Guidelines for the Merit Review of Indigenous Research
- Definitions of terms used in the grant application process, including partner organization and formal partnership
- Tri-Agency Framework: Responsible Conduct of Research
- Research Data Archiving Policy
- Research Data Management Policy
- Tri-Agency Open Access Policy on Publications
- Tri-Agency Guide on Financial Administration
Am I eligible to apply?
Consult the Eligibility section of the funding opportunity description to ensure that you can participate in this grant program as a project director, co-director, co-applicant or collaborator.
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 SSHRC at email@example.com. 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:
- one-on-one phone or video appointments to clarify funding program information or the application process, or receive technical support;
- alternative formats of online materials to enable access using assistive technology; and
- submission of the application (in full or part) through alternate means or format (e.g., hard copy, voice recording, or data entry by SSHRC staff on the applicant’s behalf).
Collection and use of personal information
The information you provide in your application is collected under the authority of the Social Sciences and Humanities Research Council Act and stored in a series of SSHRC data banks described in Information about programs and information holdings. Details on the use and disclosure of this information are described on the Collection, Use and Disclosure of Personal Information SSHRC page, in the Convergence Portal, and below. The information is used in accordance with the Access to Information Act and the Privacy Act.
You are required to complete the self-identification form in order to apply for SSHRC funding; however, you may select “Prefer not to answer” for any or all questions. SSHRC appreciates your participation, which supports the granting agencies in monitoring the equity of their programs and strengthening equity, diversity and inclusion (EDI) in the research enterprise.
The self-identification information is collected as part of your user profile when you register in the Convergence Portal. It is not part of your application and is neither accessible to, nor shared with, external reviewers and/or selection committee members.
Your full application must be received at SSHRC by 8:00 p.m. (eastern) on November 15, 2021. The application will not be accessible to edit once it is submitted.
Using the Convergence Portal to prepare your application
You must complete the application using the Convergence Portal. The Convergence Portal is only supported on the latest versions of Google Chrome, Microsoft Edge, Apple Safari and Mozilla Firefox. The portal may appear to function in other browsers, but can malfunction: for example, the information entered may not be properly captured in the system, without your being aware. Use of an unsupported browser is strongly discouraged.
- Sign in to the Convergence Portal. If you currently have an account on the Research Portal, please use your existing credentials.
- Select Funding Opportunities.
- Select the Race, Gender and Diversity Initiative funding opportunity.
Participant eligibility (to be completed by project director)
Step 1—Applicant eligibility: Answer the series of questions confirming the eligibility of your position.
Note: One question will ask if you are a student or postdoctoral researcher, as this would make you ineligible to apply as the project director. However, if you have a primary affiliation with a not-for-profit organization and are enrolled part-time in a program of study, you can indicate “no” to this question.
Step 2—Affiliations: List all of your current affiliations and identify your primary affiliation. Select the organization that will administer the grant. If the name of the organization with which you are primarily affiliated is not in the list in Step 2, contact firstname.lastname@example.org.
Step 3—Equity, diversity and inclusion (EDI): Complete the self-identification form, as required in order to apply for SSHRC funding; however, you may select “Prefer not to answer” for any or all questions (see self-identification section above for more information).
Step 4—Fields of research: List your fields of research and indicate at least one as a primary area of research.
Step 5—Keywords: Provide a minimum of five keywords that best describe, overall, your areas of research.
Step 6—Summary: Review the content submitted and click Create Application.
Step 7—Terms and conditions: Accept the terms and conditions to begin the application process.
Step 8—Begin application: Complete all sections, including uploading your CV (up to six pages, PDF) based on the CV and Biographical Sketch Instructions in the CV Documents section as a download.
Completing the application
Before writing your proposal, consult the evaluation criteria in the funding opportunity description. Follow the instructions provided in the Convergence Portal to complete the application. The information required is outlined below.
The project director is responsible for completing all sections of the application, including verifying that all co-directors and co-applicants have finalized their profile and uploaded their CV document, and submitting it. Other team members (i.e., co-directors and co-applicants) must complete their own profile, as applicable. While they are able to see the other sections of the application, they do not have editing access. The co-director and co-applicant invitations must be finalized or removed by the project director in order to Finalize and Submit the application.
The project director is responsible for verifying the page lengths and proper formatting of any uploaded attachments. If an application contains one or more attachments that do not comply with the page limits or formatting standard, it may be withdrawn from the competition or pages may be removed.
Application title: Provide a short and descriptive title. It may be used for publication purposes. Limit the use of abbreviated forms (e.g., DNA, NATO, etc.) and avoid company or trade names.
Language of the application: Indicate the language in which the application will be submitted. The main body of your application should be written in either English or French, rather than in a mix of both official languages.
Invite the co-directors and co-applicants for this application. Those invited will receive an email, which will include the project director’s name and email address, and the project title, as well as a link to the Convergence Portal. Once they have selected Accept Invitation and completed their own eligibility profile, the co-directors’ and co-applicants’ names will be displayed in the Participants section of your application.
Co-directors are required to upload a CV (up to six pages, PDF), following the CV and Biographical Sketch Instructions provided in the CV Documents section as a download. Co-applicants, as outlined in the same instructions, may choose to upload the CV document or a brief, one-page biographical sketch.
Ensure that co-directors and co-applicants invited in this section are eligible for that role by consulting the Eligibility section of the funding opportunity description.
Note: Email addresses are not verified and bounce backs are not registered. We strongly recommend that you follow up directly with invited co-directors and co-applicants if an individual has not accepted your invitation in a timely manner. When accepting an invitation, individuals will be redirected to the Convergence Portal to log in (or create an account), to verify their eligibility, and to complete the participant content. If you currently have an account on the Research Portal, please use your existing credentials to log in.
This section lists all co-directors and co-applicants who have successfully joined the application. If an individual has not accepted your invitation, follow up with them to confirm they have received it. If an invited co-director or co-applicant is listed as Pending Eligibility, they have accepted your invitation, but not yet completed their eligibility profile. Their status will show as Complete when the required information has been finalized.
List the collaborators who will contribute to the research activities, but who will not have access to grant funds. Do not list co-directors or co-applicants in this section.
Any individual who will make a significant contribution to the project is eligible to be a collaborator. Consult the Eligibility section of the funding opportunity description.
List the partner organizations that have agreed to participate in the formal partnership. Include the contact information of each partner organization contact person. If the organization to which the applicant is affiliated wishes to participate as a partner organization, the project director must list it in this section.
Upload letters of support from each partner organization and include cash and in-kind contributions in the Supporting Documents section as outlined below.
Fields of research
List the fields of research that best describe this specific application according to the 2019 version of the Canadian Research and Development Classification (CRDC). You must provide at least one primary field of research, and you may list up to a maximum of five fields of research.
List a minimum of five keywords that best describe this specific application. You may list up to a maximum of 10 keywords.
Summary of proposal
Provide a clear summary of your proposal, indicating:
- the overall goal and objectives of the proposed partnership;
- the challenges or issues to be addressed and expected significance of the work; and
- the breadth of the partnership, and the meaningful engagement of the partner organizations involved, including how the partnership is community-led and community-based.
Enter the yearly amounts requested. Additional budget details are required in the Supporting Documents section (i.e., “Funds requested from SSHRC” and “Budget justification” attachments).
Certifications, licenses and permits
Complete this section by answering the questions as they relate to the proposed research project.
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—TCPS 2 (2018) and submit your proposal to your organization’s research ethics board.
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):
- any phase of the proposed research takes place on federal lands, other than lands under the administration and control of the Commissioner of Yukon, the Northwest Territories or Nunavut, as interpreted in section 2 of the IAA;Footnote *
- any phase of the proposed research takes place in a country other than Canada;Footnote *
- the grant funds permit a designated project (listed in the Physical Activities Regulations) to be carried out in whole or in part; or
- any phase of the proposed research depends on a designated project (listed in the Physical Activities Regulations) being led or carried out by an organization other than SSHRC.
If none of the above situations apply to your proposed research activities, you do not need to complete or submit the Impact Assessment Form in the Supporting Documents section.
List potential reviewers who, in your opinion, would be unlikely to provide an impartial review. While SSHRC cannot be bound by this information, it will be taken into consideration in the selection of reviewers. This information will be held in strictest confidence and will not be provided to members of the adjudication committee.
Instructions for attachments
Prepare the documents
- Prepare your attachments following the requirements below.
- Any acronyms and abbreviations must be explained.
- Pages must be 8 ½" x 11" (216 mm x 279 mm).
- Text must be single-spaced, with no more than six lines of type per inch.
- All text must be in black, using 11 pt. Arial font; condensed fonts will not be accepted.
- Margins must be set at a minimum of ¾" (1.87 cm).
- In multi-page attachments, pages must be numbered sequentially.
- The application identification number (i.e., 936-2021-xxxxx) must appear at the top of each page of the attachment.
- The name of the document must appear at the top (e.g., Research Proposal).
Convert the documents
All attachments must be converted to Portable Document Format (PDF) before they can be attached to the application. The conversion process varies with the operating system and word processing software you are using. If you have questions about converting your documents to PDF, contact your institution’s technical support staff.
If you do not have a PDF conversion program, you may download a free version of PrimoPDF. Macintosh users have a PDF conversion option in the Macintosh system "print" function.
Research proposal (maximum 15 pages total)
The following sections must be addressed in one document and uploaded following the instructions for attachments above. The page limits indicated for each section are suggestions, but the maximum limit of 15 pages is firm. The order of the sections must be followed, and the use of headings is highly encouraged. Use language that can be understood by a multidisciplinary review panel.
Goal and project description (8 pages)
Provide the following information in your description:
- Clearly justify your proposal in relation to the stated goal and objectives in the funding opportunity description, and outline the overall goal and specific objectives that the partnership will address during the lifespan of the grant. Demonstrate the relevance and significance of these objectives for all the participating partner organizations from the not-for-profit, public and private sector, including a description of how the partnership is community-led and community-based.
- Clearly justify the relevancy of the proposal to address issues of systemic racism and discrimination of underrepresented and disadvantaged groups, including but not limited to women; First Nations, Inuit and Métis Peoples; Black, Asian and other racialized peoples; people living with disabilities (both visible and invisible); LGBTQ2+ people; religious minorities; and others marginalized on the basis of their ethnicity and other identity factors.
- Describe the proposed project’s originality, significance and expected contribution to knowledge in the social sciences and/or humanities.
- Demonstrate the appropriateness of the theoretical and methodological approaches (including the co-creation of knowledge) that will be chosen to meet the stated objectives. Include a literature review. SSHRC encourages applicants to discuss, if applicable, how research data arising from the project will be managed, including collection, preservation and sharing.
- Include equity, diversity and inclusion (EDI) considerations in the research design (refer to SSHRC’s Guide to Addressing Equity, Diversity and Inclusion Considerations in Partnership Grant Applications, and in particular, the section EDI in research design).
- Outline the potential benefits and expected outcomes of the proposed partnership, including the potential for the project results to have influence and impact for partner organizations from the not-for-profit, public and private sector.
- Provide a timeline for the project with key milestones for meeting the objectives, including progress indicators.
Training and mentoring (1 page)
It is expected that students, emerging scholars (e.g., postdoctoral researchers and other scholars in similar situations) and/or other highly qualified personnel (e.g., practitioners, subject matter experts, Indigenous Elders) will meaningfully participate in the proposed initiatives. In this section, clearly describe the specific roles and responsibilities of students, emerging scholars and/or other highly qualified personnel, indicating the work they will be undertaking. Consult the Guidelines for Effective Research Training in preparing this section of the application. These guidelines will also be provided to reviewers.
- the nature and extent of training, mentoring and employability activities;
- the capacity of the project director and team members to provide the proposed training, mentoring and employability activities;
- the anticipated number of students, emerging scholars and/or other highly qualified personnel (where applicable, indicate the level of study—i.e., undergraduate, master’s or doctoral) to be trained and mentored;
- EDI considerations in the recruitment, training and mentoring plan for students, emerging scholars and other highly qualified personnel (refer to Appendix B of SSHRC’s Guide to Addressing Equity, Diversity and Inclusion Considerations in Partnership Grant Applications for examples of EDI in research practice);
- any career development opportunities, as well as the nature and level of specialized skills that the students, emerging scholars and/or other highly qualified personnel will develop as a result of their participation.
Knowledge mobilization plan (2 pages)
Include a plan to increase knowledge uptake by target audiences, and anticipated outputs, outcomes and/or impacts of social sciences and humanities knowledge among various appropriate audiences or participants (academic and/or non-academic), including:
- methodologies and approaches to engage appropriate target audiences or participants, including, as applicable, diverse groups of researchers, policy-makers, business leaders, community groups, educators, media, international audiences, practitioners, decision-makers and the general public;
- details about how EDI considerations will be addressed in the design of knowledge mobilization activities, as applicable (refer to SSHRC’s Guide to Addressing Equity, Diversity and Inclusion Considerations in Partnership Grant Applications, and in particular, the section EDI in research design);
- timeframes or a schedule for the intended knowledge mobilization activities; and
- justifications for how the above points fit within the project’s particular knowledge mobilization objectives.
Note: SSHRC encourages its funding recipients to disseminate research knowledge in both official languages, whenever feasible and/or appropriate.
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, e.g., open access publications, websites, publicly accessible databases and/or institutional repositories. To learn more, consult the Open Access overview.
Description of formal partnership (2 pages)
Define and fully describe the partnership, so committee members can clearly understand that your proposal is a genuine formal partnership. In this attachment, explain:
- why a partnership approach is appropriate for the proposed activities, and demonstrate, specifically, how such a partnership adds value beyond what could be achieved through other approaches;
- how the partner organizations will participate in the intellectual leadership of the partnership, and how the partnership will be community-led and community-based;
- the extent to which the partner organizations will participate in the partnership’s EDI plans, if applicable (refer to SSHRC’s Guide to Addressing Equity, Diversity and Inclusion Considerations in Partnership Grant Applications);
- the anticipated challenges in building the partnership, and how these will be addressed;
- how partner organizations will benefit from participating in the partnership; and
- how your application integrates the expertise of all partner organizations in the conduct of the activities.
Governance (1 page)
Define and fully describe your proposed partnership governance structure. You are strongly encouraged to include a diagram to illustrate the governance structure. In this section:
- explain the choice of management and governance arrangements, as well as of leadership, in the design and conduct of the research, research training, and/or research-related activities. If your proposed partnership uses a co-director governance approach in which a co-director (or co-directors, if justified) shares intellectual leadership with the project director, outline and justify the approach in relation to the proposed research and related activities. The project director and administering organization are accountable for coordinating the grant’s overall financial and administrative aspects;
- describe the nature of the co-directors’, co-applicants’, collaborators’ and partner organizations’ participation in the partnership’s governance structure;
- describe the equity, diversity and inclusion (EDI) plan for promoting a diverse team, inclusive working environment and equitable opportunities within the partnership (refer to Appendix B of SSHRC’s Guide to Addressing Equity, Diversity and Inclusion Considerations in Partnership Grants Applications for examples of EDI in research practice);
- describe the involvement of key partner organizations in the decision-making process, and explain the conditions, if any, under which they are participating;
- describe the involvement of the administering organization in supporting the partnership (e.g., infrastructure, cash and/or in-kind support, services, training);
- identify how issues will be resolved; and
- explain accountability and decision-making authority.
Note about the EDI plan: Applicants must identify concrete practices that will be employed to ensure that EDI is being intentionally and proactively considered in composing the team and recruiting team members. It is not sufficient to say that the team is already complete and/or diverse; applicants must clearly demonstrate that EDI was taken into consideration within the team composition and will continue to be if the composition of the team changes throughout the duration of the grant. Refer to SSHRC’s Guide to Addressing Equity, Diversity and Inclusion Considerations in Partnership Grants Applications and, in particular, the section EDI in research practice.
Description of team (1 page)
Explain the different types of expertise needed to ensure the partnership’s success. Describe the roles, responsibilities and contributions of the project director, co-directors, and key co-applicants and/or collaborators, as well as other key participants. Clearly indicate, where appropriate, whether they are from an academic or a non-academic sector (e.g., not-for-profit organization, philanthropic foundation, public or private sector organization), and how the activities and expertise of each member will support and enhance the proposed partnership.
Note about privacy and confidentiality: Applicants must protect the privacy and confidentiality of all team members and trainees. How an individual self-identifies is considered personal and confidential information. If a team member’s self-identification (e.g., gender, Indigenous identity, disability or racial background) is relevant to the research project, you may include that self-identity information in this section only with their consent. Otherwise, self-identification information about any team member should not appear in the application.
List of references or bibliography (maximum 10 pages)
List all references cited or works referred to in your proposal. SSHRC recognizes and allows the use of different referencing styles.
If you have included references by the project director, co-director(s), co-applicants or collaborators, indicate these in bold type.
Funds requested from SSHRC
Grants offered under the RGDI are valued at $450,000 over three years. The maximum funding is up to $80,000 in year one, up to $80,000 in year two and up to $290,000 in year three.
For each budget year, estimate the costs you are asking SSHRC to fund in the template provided for this section (upload as a PDF). Consult the Specific rules for the use of grant funds section of the funding opportunity description. All budget costs must conform to the rates and regulations of the project director’s institution or not-for-profit organization and take into account the Tri-Agency Financial Administration Guide’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 adjudicated 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.
SSHRC provides the following guidelines to committee members regarding the adjudication of the budget subcriteria of the overall Feasibility score:
- Committees may consider failing a project on the Feasibility criterion if they determine that 30% or more of the overall budget request is insufficiently justified and/or not appropriate to the proposed objectives or outcomes of the project.
- Committees will use the principle of minimum essential funding to guide their budget discussions.
- Committees may recommend minor budget reductions when they determine the request is inadequately justified and/or not appropriate as described above, and where they judge that savings could be achieved without jeopardizing the project objectives.
Enter amounts rounded to the nearest dollar without any spaces or commas (e.g., 2000). For blank entries, leave in the “0” value.
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.
You may request stipends for graduate students and postdoctoral researchers. Stipends must be justified in terms of the research, research training and/or research-related objectives. The work performed by stipend recipients should be an integral part of the project. Stipend rates are set by the institution concerned.
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-investigator 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-directors and/or 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 co-director and/or co-applicant, but is paid to the Canadian not-for-profit organization to offset the costs of replacing its employee.
For further information, please consult 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. Project directors must obtain the lowest possible travel fares.
Subsistence costs must be based on rates approved by the institution or organization that will administer the funds.
Note: An in-person or virtual knowledge mobilization forum will take place three years after the grants have been awarded to promote research findings with cross-sectoral stakeholders and knowledge users. The format of the forum has yet to be determined. Grant applicants must include travel costs for a one-day forum in Ottawa as part of the budget submitted with their applications. If the forum takes place virtually, the funds set aside for travel can be reallocated towards additional knowledge mobilization activities. Successful applicants will receive further details on the forum after the grants are awarded.
Professional or technical services
Consulting fees for professional and technical services are eligible expenditures only if the budget justification demonstrates that expert advice is needed.
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 organization 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 organization 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 these are not provided by the administering organization to their research personnel or by the employer.
Other expenses (specify)
Specify other research and/or related expenses not already included.
Budget justification (maximum 2 pages)
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. 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. 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 partners’ contributions will complement each other and benefit the objectives of the partnership.
Expenses to facilitate equitable, inclusive and accessible participation in the research should be considered and budgets should demonstrate a commitment to accessibility for a wide range of participants and collaborators who may face economic, childcare, travel-related or disability-related barriers to participation. Refer to your institution’s policies and the Statement on equity, diversity and inclusion and the use of grant funds in the Tri-agency Guide on Financial Administration. Refer to SSHRC’s Guide to Addressing Equity, Diversity and Inclusion Considerations in Partnership Grant Applications, and Appendix B for examples of EDI in research practice and questions to consider for EDI in research design.
Funds from other sources
Complete the template provided for this section (upload as a PDF). List all contributors (e.g., administering organization, partner organizations, individuals, not-for-profit organizations, philanthropic foundations and private sector organizations) that are providing cash and/or in-kind contributions for the proposal. Indicate whether or not these funds have been confirmed.
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 with the 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.
Letters of support from partner organizations (maximum 2 pages per partner)
The project director must upload a letter of support from each confirmed partner organization. The administering organization may also be a partner organization and provide a letter of support. Letters of support must be written on official letterhead and must include the following information:
- the relevance and significance of the project objectives for the partner organization;
- the exact nature of the involvement of the partner organization in the project, including the intellectual leadership and governance of the partnership, where appropriate;
- precise details on the financial and/or in-kind contributions to be provided by the partner organization; and
- the expected outcomes that the partner organization wishes to achieve.
List of potential partner organizations (maximum 2 pages)
Attach a list of the potential partner organizations you plan to engage during the lifetime of your grant. Include website links, if available. Additionally, indicate whether each partner listed has been invited to participate.
Impact assessment (Appendix A)
If you have selected “Yes” to at least one of the Impact Assessment questions in the Certifications, Licenses and Permits section, you must complete an Impact Assessment Form (Appendix A) and upload it as a Supporting Document. If none of these situations apply to your proposed research activities, an Impact Assessment Form (Appendix A) is not needed.
Submitting the application
Review your application to ensure that it is complete. Follow the prompts from the Finalize Application section to submit it.
After you accept the Terms and Conditions, the status of your submission will change to Received by Administrator. If you want to make any changes at this point, you may request that your research grants office (research administrator) return it to you. Once your research administrator has approved and submitted your application, the application status will be changed to Received by Agency. No further changes can be made. If the research administrator does not forward the application, it will expire.
Submitting an application as the research administrator
When you receive an application submitted by a project director at your institution, you will be asked to approve the application and submit it.
By forwarding the application, the research administrator, on behalf of the institution, certifies that:
- the applicant or project director:
- is affiliated with the institution or organization; and
- has the necessary time and facilities to carry out the activity;
- the postsecondary institution or the not-for-profit organization:
- is willing to administer any grant received according to SSHRC policies;
- agrees to take the necessary steps to ensure that machine-readable files or computer databases are preserved and accessible under conditions agreed to by the institution and the researcher;
- will release funds to the successful candidate once all necessary certification requirements and conditions have been met;
- will notify SSHRC of changes in the composition of the partnership; and
- has verified that the budgetary estimates are in accordance with its rates and policies.
If you have questions:
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