A Guide to the CCV and Research Portal for NSERC Discovery Grant Applicants May 2014 – Iwona Pawlina Table of Contents Introduction ........................................................................................................ 2 Getting Started: Registering and Logging in ........................................................ 2 Creating your CCV................................................................................................ 4 Basic navigation ............................................................................................... 4 Useful tips before you begin ............................................................................. 5 Start your CCV .................................................................................................. 7 Working with “Funding CCV” ............................................................................ 8 Useful Tips – based on questions from workshop participants.......................... 8 Identification .....................................................................................................8 Education ..........................................................................................................9 Recognitions ......................................................................................................9 User profile .......................................................................................................9 Employment ......................................................................................................9 Research Funding History .................................................................................. 10 Activities ......................................................................................................... 11 Membership .................................................................................................... 12 Contributions ................................................................................................... 13 Finalize your CCV ............................................................................................ 15 Preview CCV .................................................................................................... 15 To obtain a copy of NSERC CCV ......................................................................... 15 Submit your CCV ............................................................................................. 16 Other Information from NSERC on Specific Sections ....................................... 16 Instructions on specific sections ......................................................................... 16 How was CV data migrated from Old to New CCV? ............................................... 19 Research Portal Discovery Grant NOI Instructions ............................................ 20 1 Introduction NSERC recently launched its new Research Portal and is now using the Common CV (CCV) in some competitions. Canadian Please note, the Common CV and Research Portal are two separate systems and require unique user name and password. A Canadian Common CV (CCV) is required for your NSERC Discovery Grant (DG) NOI (Deadline August 1, 2014) and Full Application (Deadline Nov. 1, 2014). The Research Portal manages applications and peer review processes, acceptance of awards, notification of results and reporting. IMPORTANT NOTE: These instructions were correct as of the workshop date in May 2014. Please check the NSERC and Research Portal websites for the most up to date information and instructions! Canadian Common CV – FAQs: http://www.nserc-crsng.gc.ca/ResearchPortalPortailDeRecherche/FAQ-FAQ/CCV-CVC_eng.asp Contact Information: For information contact Iwona Pawlina, Natural Sciences and Engineering Grant Assist Program, [email protected] (780) 248-1379 For assistance with technical questions: [email protected] or 613-995-4273 For assistance with content questions: [email protected] or 613-995-2694 Getting Started: Registering and Logging in • If you have an old CCV: If you had a previous account on the old CCV application you can still use this username and password. In this case you need to verify all of your data to see what information has migrated across from the old application and correct any missing or incorrectly formatted information. You will need to update your password reminder questions and answers and may be requested to change your password. (See page 19 for more information on Old vs. New CCV) 2 • If you are a new user, you need to register before you will be able to login Locate the CCV website “Home Page”: https://ccv-cvc.ca/indexresearcher-eng.frm “Home Page” vertical menu contains links to some useful reference information. If you are a new user of the CCV it is worth spending a few minutes exploring the information provided here. The “Documentation” menu, for example, gives you access to a list of the Research Classification system used by the CCV and also the Section Sorting Rules used. Note: you will be able to access the Research Classification system from the inside of the CCV environment. (See page 9 “User Profile” for tips) A successful login takes you to the “Welcome Page”. 3 Application menu content Welcome – return to the Welcome page CV – access the CV, modify data and submit to a funding organization History – view past CV submissions Consent – manage consents on the use of this application, data sharing with funding organizations and transfer of CV data to a Canadian public directory of researchers Transfer – import and export the CV is an XML format, meant for manual data transfer between third party systems and the CCV PIN – manage PINs or System Accounts required by some funding organizations prior to submitting a CV to them. PIN is not required for NSERC applications. Account – manage personal information in the CCV account Creating your CCV Basic navigation Click on for more information. To add entry – click the “Add” button. A red cross indicates errors in that section or a required section that is empty or incomplete. CCVs containing errors cannot be submitted to the funding agency. Click on to correct your entry. A green checkmark indicates a completed section OR information has not been entered into an optional section. IMPORTANT NOTE: a section may have a green checkmark even though it contains 0 entries. This indicates an optional section. You need to thoroughly check each section to make sure you have entered all the information you want to be included in your CCV. To enter information into a section click on the pencil To delete an entry - click on the trash can . . 4 An asterisk (*) indicates a mandatory field/section. A checkmark in the “submit?” column next to a field indicates that this information will be included in the CCV that you are currently working on. Click on “Done” when you finished working on an entry Useful tips before you begin • In sections where a year limitation is imposed, i.e., four or six years (e.g. research contributions, funding), the system will calculate the number of years from the date you submit your CCV to the end date of the activity. The “End Date” field is therefore mandatory in those sections – enter the anticipated end date should the activity still be on-going. The system will return error message with allowable “end date”. You may also click on to show the applicable “start date” • Activities or contributions exceeding the four- or six-year limit will not be accepted. • The fields “Organization” or “other Organization” is mandatory and you must complete one of them. • Begin with “Organization”. Start typing the name (e.g. University of Alberta). If the name is in the database it will populate the remaining fields (Organization Type, Country, Subdivision). • If your Organization is not in the database, entering “Organization” field will not work. Use “Other Organization” field. • Some entries marked with (*) (publications, activities, collaborations etc.) require specific dates (year and month). If you do not have this information provide a reasonable estimate, e.g. pick April if collaboration started in spring or the article was published in the spring. If you have absolutely no idea, pick January. • Throughout the CCV you will encounter dropdown menus with pre-determined lists. Select the item that you consider the best fit. • Obtaining consent from individuals supervised (http://www.nserccrsng.gc.ca/researchportal-portailderecherche/instructions-instructions/ccvcvc_eng.asp) To comply with federal Privacy Act provisions governing the collection of personal information, applicants are asked to obtain consent from individuals they have supervised 5 before providing personal data about them to NSERC. In seeking this consent, the NSERC applicant must inform these individuals which data will be supplied and assure them that information will be used solely by NSERC and only for the purpose of assessing the applicant’s contribution to training of highly qualified personnel. To avoid the need to seek consent several times for multiple applications, applicants only need to seek consent from an individual supervised once for a six-year period. The Consent to Provide Limited Personal Information about Highly Qualified Personnel (HQP) to NSERC form must be obtained from these individuals and retained by the applicant. If the trainee provides consent by e-mail, the message must include confirmation that he or she has read and agrees to the text of the consent form. If consent cannot be obtained, applicants are asked to withhold names or other information that would identify those supervised. You may enter “Unknown” in those cases and provide the type of training and status, number of years supervised or cosupervised, a general description of the project or thesis and a general indication of the individual’s present position, if known. • If you started working on your CCV and exited the CCV site, all your information will be automatically stored so you can come back to it later. • If you have an error free CCV and you clicked on “Submit” button, this CCV will not be shared with funders until you will give permission (“Consent”). You will be asked for permission before the information is shared. • You can create as many CCVs as you need with a content tailored to the needs of your funding application. Each error free CCV you “submit” will have a unique confirmation number that you will need to upload your CCV on the Research Portal. • Latest update from NSERC 28 April 2014 A new software version has been released with the following enhancements: o o o o Users can now pick the funding organization and template on the same page. Funding organizations can now limit the number of publications that they receive. If a user exceeds this limit, an error message is displayed on the main grid. Users can select/deselect all records for submission with a single mouse click. The PIN label has been renamed to PIN/System Account throughout the application to cater to users who use system accounts instead of PINs to validate their account with a funding organization. 6 Start your CCV Select “CV” and then “Funding” from the application menu bar. The Funding CV is for entering data specifically required by a funding organization and/or competition. Selecting the Generic CV is NOT recommended, completing the Generic CV involves entering more information than required by NSERC. Enter “Funding Sources” and “CV Type” from the drop down lists and click on “Load” 7 Working with “Funding CCV” • This page lists the “Sections” that are included in the CCV for the funding organization selected. • In addition to “Sections”, this table shows you where you have entries and how many were selected to be included in your current CCV as well as the date and time of last update. • Reminder: green checkmark may indicate a section that is optional. Make sure you review this section before submitting your CCV so important information, you would want to include in your CV, is not omitted. • Click on to generate a PDF preview of your CCV. This PDF will have a “draft” watermark on it and is not for submission to the funding organization. Note: after you click on “Submit” a final and error free CCV, you will have an opportunity to generate pdf without watermark. Useful Tips – based on questions from workshop participants Identification You can edit the information in the Welcome Page/Account. If you click on “Account” while working on your CCV sections, you will be taken out of the Funding CV-List of sections 8 area. To get back, you will need to follow the steps included in the “Start your CCV Section” above. Perhaps consider revising this part at the end of your session. Education The completion date of your doctorate is the date of your defence not convocation. Recognitions Prize /Award: e.g. Best paper prize, ASTech Award Distinction: e.g. Killam Fellowship, McCalla Professorship, Program Chair at an international conference (you were asked to serve in this role) User profile Click on “Section” e.g. “Research Discipline”. Click on “Add”. If needed, Click on for more information about the field and to access a complete list of Research disciplines, Areas of research and Fields of application. Start typing in the designated fields and the fields will self populate. Employment Academic Work Experience Note that the “position type” is not mandatory information. However, if these apply to you: Adjunct, Term, Visiting, Sessional, Consultation, you can recorded here. Below is an example of an entry for a faculty member. For more instructions and information to complete this section see Table on p. 16. 9 Non-academic Work Experience Reminder: if you are not able to enter information under “Organization” use “Other Organization”. Research Funding History Click on for explanation on what is expected in this section. 10 Funding title: enter the name of the project Activities Supervisory Activity If you mentored a student or a PDF but you were not a Supervisor or Co-supervisor of this individual, you can record your contribution as “Academic Advisor”. Under "present position" indicate, if possible, where the student, PDF or Research Associate currently works. Perhaps he/she is an Associate Professor at another University. This is an opportunity to show your contribution to training of HQPs. Note the format of student’s name: click on by “Student name” to guide you Information about obtaining consent from individual supervised in “Useful things to know before you begin’ in this guide (page 5). Administrative Activities/Editorial Activities Here you can record your editorial activities for journals, reports or book (publication type). Check the help menu for options. 11 Administrative Activities/Event administration Event type includes: Course, Association, Club, Conference, Seminar and Workshop. Only last 6 years will be accepted Membership How to report your membership on the student’s advisory committee? You can enter information about this activity under Membership/Committee Memberships 12 Here is another example: Contribution s Presentations How to report a presentation that was delivered by your student and you were a co-presenter/co-author? This information is not collected in the CCV directly. Currently, under Presentations there is no such option. However, to make sure that peer reviewers have all the required information to assess excellence (e.g., most significant contributions to research, clarification on contributions to the training of highly-qualified personnel, and details on these contributions), you will 13 have the opportunity to elaborate on these elements within the Grant application form on Research Portal. Publications If you have publications listed in PubMed use the PubMed Articles section, enter PubMed ID and click on “Retrieve” as this allows for automatic population of fields. (Other databases are not connected at this time but NSERC is working on it). If you are required to provide specific date (year, month) and you do not have the information - Provide a reasonable estimate, e.g. pick April if article was published in the spring. Publications - How to identify student author Use the following information (accessed by clicking the next to the “Authors” on the Journal Articles section) to guide your publication list data entry. Only publications from the last six years are included in your NSERC CCV. The six years are calculated from the day you submit your CCV. 14 If you received an error message because of this restriction - Deselect the records older than 6 years (see Submit?) or Delete them permanently. The “Submit?” allows you to control what will be included in the NSERC CCV you are working on. The error mark will be removed if you deselect entry that contained an error. You can use the same approach in other sections. Finalize your CCV Preview CCV– generate a PDF preview of your CCV by selecting the “Preview” button. This PDF will have a “draft” watermark on it and is not for submission to the funding organization. To obtain a copy of NSERC CCV without the "draft" watermark - After submitting your NSERC CCV, go to the "History" tab to obtain a PDF copy (without the “draft” watermark). 15 Submit your CCV– select the “Submit” button to start the submission process. The submit option cannot be selected until your CCV is free from errors. Selecting “Submit” does not send your CCV to funding agency. Once your “submission” is successful a confirmation message and confirmation number will be provided. You will need this confirmation number to upload your CCV on the Research Portal. CCV and Research Portal are two separate systems. Note: You CAN update your CCV between the NOI and full application stages – remember to upload the new CCV with the full application! Other Information from NSERC on Specific Sections Instructions on specific sections (http://www.nserc-crsng.gc.ca/researchportal-portailderecherche/instructionsinstructions/ccv-cvc_eng.asp) In the NSERC CCV, click the for information on what needs to be provided in a section or field. Additional details on some of the requested information can be found below. 16 Section Name Information Requested Personal Information (Mandatory) Identification, Language Skills, Address, Telephone, E-mail Note: Peer reviewers will have access to your Family Name, Middle Name and First Name but no other personal information. Education (Mandatory) Degrees and Diplomas Recognitions Prizes and Awards User Profile (Mandatory) Research Specialization Keywords, Research Disciplines, Areas of Research, Fields of Application Notes: For Research Disciplines, Areas of Research and Fields of Application, select the descriptor closest to your research. Use Research Specialization Keywords to provide additional descriptors. The data in the User Profile will be used to assign applications to committees, members and external reviewers, and for statistical purposes; they are not shared with peer reviewers. Employment (Mandatory) • Academic Work Experience, Non-Academic Work Experience, Affiliations, Leaves of Absence and Impact on Research Enter your current and past academic work experience. Academic Work Experience If you currently hold an adjunct professor, professor emeritus or part-time position, or an appointment that is not a tenure or tenure-track, indicate in the Work Description field the nature of your 1) research, 2) teaching, 3) training, 4) administrative and 5) other activities. Indicate the time typically spent on location at the postsecondary institution on each of these activities (e.g., 1 day every week, 2 weeks every 4 months). • Enter your current and past non-academic work experience. Non-Academic Work Experience If you currently hold a non-academic position, outline in the Work Description field the nature of your research program and other activities at your other place of employment. Also describe the relationship between your research program at this organization and the proposed research. Refer to the institution’s involvement in research and development, if possible. • Leaves of Describe how the leave of absence or delay affected research activities and/or Absence and Impact on dissemination of research results. Research Research Funding History List all sources of support (including NSERC grants and university start-up funds) held as an applicant or a co-applicant, i.e., • • • support held in the past four (4) years but now completed; support currently held; and support applied for. 17 Section Name Information Requested Notes: • • Activities Amounts should be reported in Canadian dollars (CDN$). Funding Reference Numbers will not be seen by peer reviewers. Supervisory Activities, Administrative Activities, Advisory Activities, Knowledge and Technology Translation Activities, International Collaboration Activities Describe your various activities over the last six (6) years. Do not include students supervised as part of an undergraduate course. Under the field Present Position, in the subsection Student/Postdoctoral Supervision of the Supervisory Activities, include the name of the organization and its location. “Students” in this section refers to students ranging from undergraduate theses and summer projects to the postdoctoral level, and includes research associates. Under Knowledge and Technology Translation Activities, list those related to practical application. Refer to Intellectual Property, below, for patent, licensing, disclosure, registered copyright and trademark contributions. Memberships Committee and Other Memberships Contributions (Mandatory) Describe your contributions to research over the last six (6) years. Notes: • • • This section is mandatory; however, you are NOT required to complete all categories. Use an asterisk to identify students who are co-authors on the contributions listed. Any delays in research activities and/or dissemination of research results should be described under the Section Employment (Leaves of Absence and Impact on Research). Consult the Policy and Guidelines on the Assessment of Contributions to Research and Training, the Guidelines for the Preparation and Review of Applications in Engineering and the Applied Sciences and the Guidelines for the Preparation and Review of Applications in Interdisciplinary Research for additional information. • • Presentations Interviews and Media Relations Non-published presentations at various conferences and events. Broadcast Interviews, Text Interviews 18 Section Name • • Information Requested Publications Journal Articles, Journal Issues, Books, Book Chapters, Reports, Manuals, Conference Publications Intellectual Property Patents, Licenses, Disclosures, Registered Copyrights, Trademarks Note NSERC requires additional information to assess the researcher and contributions to the training of highly qualified personnel. In the Research Portal, as part of your funding application, you will be asked to provide: • • • your most significant contributions to research and/or to practical applications; additional details on the contributions listed in your CCV; and clarification on your contributions to the training of highly qualified personnel. How was CV data migrated from Old to New CCV? The table below summarizes how the CV data was migrated. Note that data from attachments included in the old CCV were not migrated and have to be manually entered. To see all the sections in the new CCV you need to view the Generic CV. Old CCV Sections New CCV Sections Identification Personal Information/Identification Identification (affiliations) Employment/Affiliations Identification (research centres) User Profile/Research Centres Contact Information (addresses) Personal Information/Address Contact Information (telephones, fax) Personal Information/Telephone Contact Information (email) Personal Information/Email Contact Information (website) Personal Information/Website Language Skills Personal Information/Language Skills Academic Background Education/Degrees Distinctions/Awards/Credentials (distinction) Recognitions Distinctions/Awards/Credentials (credential) Education/Credentials 19 Distinctions/Awards/Credentials (research award) Research Funding History/Funding Sources Work Experience (academic organizations) Employment/Academic Work Experience Work Experience (non-academic organizations) Employment/Non-Academic Work Experience Work Experience (primary affiliation) Employment/Affiliations Expertise User Profile Expertise (publications or works) Contributions/Publications/(and in one of the subsection based on the type of publication) Funding Research Funding History Supervisory Experience (students) Activities/Supervisory Activities/Student Supervision Supervisory Experience (staff) Activities/Supervisory Activities/Staff Supervision Contributions-summary Not migrated Contribution-details Attachments not migrated Research Portal Discovery Grant NOI Instructions Developed by Amanda Ryder Locate the Research Portal either through the NSERC website (http://www.nserccrsng.gc.ca/ResearchPortal-PortailDeRecherche/Index_eng.asp) or directly at this link: https://portal-portail.nserc-crsng.gc.ca/s/login.aspx. If this is your first time using the Research Portal you will need to create an account. Note: If you experienced a problem creating a login in Research Portal using Explorer try switching to Chrome 20 The submission of an NOI is mandatory for the Discovery Grant program. The deadline for the NOI is August 1st, 2014. The completed NOI and Common CV must be submitted via the Research Portal. Research Portal is currently open to receive DG NOI Research Portal will be open to received DG applications in August 2014 NSERC will use the NOI to assign applications to an evaluation group. This assignment cannot be changed between the NOI and the full application. The list of potential reviewers provided at the NOI stage will also remain the same for the full application. NOTE: NSERC applications submitted via the Research Portal no longer require use of the NSERC PIN. 21 Logging on to the Research Portal takes you to the “Home” page. Return to this page by selecting “Home” from any other page in the Research Portal. Select “Create Application” to begin your application. A list of available applications will appear. Select the opportunity you are applying to and click the “Create” button. 22 Select the “Open” button to begin working on the application. From the “Application Overview” page select the “Edit” button to continue working on your application. 23 The yellow triangle containing an exclamation mark under the status column indicates that this item is not complete and cannot be submitted. Click on the “Show Table of Contents” tab on the right hand side of the screen to see a list of the sections required for the application. 24 Click on one of the sections in the Table of Contents to go straight to the input screen for that section. All listed sections are required but you can work through them in any order. 25 Select “Save and next” to save your work and move to the next section of the application. Select “Save and validate” to save your work and check that information is entered in all the required fields. Omissions appear in a red box at the top of the screen. Place your mouse arrow over the blue circle containing a question mark clarification on the information required. to receive A green box will show at the top of the screen when all required information is entered and “Save and validate” is selected. Preview your application by selecting “Preview” near the bottom of the page. Once all required sections are validated the status indicators on the “Application Overview” page will all be green circles containing a checkmark . 26 Before you can submit your application you need to upload your Canadian Common CV. Please note: you need the CCV Confirmation Number located under HISTORY on the CCV site to upload your CCV here. IMPORTANT NOTE Once you have submitted your application you can no longer change the CCV file that was included with your application. You can submit your application once all required sections are complete and a valid 27 Technical assistance - To access technical support please click on “Help” at the bottom of the page. Reporting a page – every page in the Research Portal has this option (near the bottom of the page) This gives you the option to provide feedback on issues and ideas regarding content on the page. Links to instructions for completing the Discovery Grant NOI and Full Application forms: NOI: http://www.nserc-crsng.gc.ca/ResearchPortal-PortailDeRecherche/InstructionsInstructions/DG_NOI-AI_SD_eng.asp Full Application: http://www.nserc-crsng.gc.ca/ResearchPortalPortailDeRecherche/Instructions-Instructions/DG-SD_eng.asp 28 Note: this table was produced for the 2013 competition. The 2014 information will be available in August 29
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