Canadian Common CV and Research Portal Workshop (NSERC and SSHRC focus)

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1 Canadian Common CV and Research Portal Workshop (NSERC and SSHRC focus) July 24, 2014 Kelley Bromley-Brits, PhD Grants Facilitation Officer Faculty of Arts, MUN Slides available at Follow us on Facebook: facebook.com/munartsgrants and Twitter: twitter.com/munartsgrants July 24, 2014 Kelley Bromley-Brits 1

2 Overview Participant introductions Name and Department Why do you need a CCV? How much experience do you have with the CCV? Intro to the Canadian Common CV Step-by-step overview (CCV & Portal) Hands-on component July 24, 2014 Kelley Bromley-Brits 2

3 Sources of information CCV How-to guides SSHRC page: CCV videos: Information on the CCV / Research Portal SSHRC NSERC CIHR CCV learning library: CCV help: FAQ: July 24, 2014 Kelley Bromley-Brits 3

4 What is the Canadian Common CV? July 24, 2014 Kelley Bromley-Brits 4

5 Which agencies use the CCV? SSHRC Insight Development Grants (IDG) All programs by 2014 delayed; only IDG NSERC Discovery grants (individual and team) Subatomic Physics Suite Collaborative Research and Development Grants All programs by late 2015 CIHR Almost all competitions July 24, 2014 Kelley Bromley-Brits 5

6 Which agencies use the CCV? Other agencies Canada Council for the Arts NLCAHR (NL Centre for Applied Health Research) CFI (Canadian Foundation for Innovation) NCE (National Centers of Excellence) Alzheimer Society MS Society Canadian Diabetes Association Heart and Stroke Foundation Genome Canada And several others! July 24, 2014 Kelley Bromley-Brits 6

7 Why are agencies using the CCV? Allows researchers to have a single CV that they can use to apply to multiple agencies Streamlines procedures Makes it easier to apply for funding Ensures a common data set for all agencies Creates a public repository (Researchers Directory) You will be asked if you would like to submit your information when you complete your CV. July 24, 2014 Kelley Bromley-Brits 7

8 How do agencies use the CCV? Student/Postdoctoral Supervision Generic SSHRC NSERC CIHR Supervision Role x xx xx xx Supervision Start Date x xx xx Supervision End Date x x xx Student Name x xx x xx Student Institution x xx x Student Canadian Residency Status x Study / Postdoctoral Level x xx xx xx Student Degree Status x xx x xx Student Degree Start Date x xx Student Degree Received Date x x Student Degree Expected Date x x x Thesis/Project Title x xx Project Description x x Present Position x x x Student Country of Citizenship x Project Funding Sources x Student Recognitions x Other Supervisors x Research Disciplines x Areas of Research x Fields of Application x July 24, 2014 Kelley Bromley-Brits 8

9 Can I automatically transfer data from my existing SSHRC/NSERC CV? No The SSHRC/NSERC CV and CCV are different systems; CCV is a third party Risk of data corruption Consequence: need to maintain 2 CVs during transition Most significant contributions? SSHRC: Not available in CCV or main application in 2014; unknown for 2015 NSERC: Form 100 Main application CIHR: Can attach for now, but being phased out July 24, 2014 Kelley Bromley-Brits 9

10 Can I automatically transfer data Maybe from my old CCV? If you ve completed a CCV before June 19, 2012, some of your data will have migrated to the new system They say ~90% of data transferred, but seems like <20% in practice Best to check every field as well: some appear to have been switched or deleted July 24, 2014 Kelley Bromley-Brits 10

11 Time commitment Will depend on how many contributions/ activities you have to enter Free-form text must be picked apart and entered as structured data After the initial entry, only maintenance Agency limits determine amount of data to enter July 24, 2014 Kelley Bromley-Brits 11

12 SSHRC - IDG NSERC - DG Recognitions No limit Effective date later than Jan 1, 2008 Employment Most: No limit Most: No limit Research Funding History Max 8 records End date later than Jan 1, 2008 (better; previously last 4 years) Activities: Teaching; Supervisory; Administrative; Advisory; Assessment; Participation Activities: Community & Volunteer; Knowledge & Technology Translation; International Collaboration First taught or End date within last 6 years (n/a: advisory) End date within the last 6 years (n/a: KTT, international collaboration) End date within the last 6 years (n/a: teaching, participation) End date later than Jan 1, 2008 (n/a: community) Memberships n/a End date later than Jan 1, 2008 Contributions: Presentations; Interviews; Publications Contributions: Intellectual property 6 years; Not validation enforced 6 years Not validation enforced (Filing date not mandatory) End date later than Jan 1, 2008; Not validation enforced Filing date later than Jan 1, 2008 (Filing date not mandatory) July 24, 2014 Kelley Bromley-Brits 12

13 Time commitment Suggest that the first thing you do when you reach the application stage is invite coapplicants They must also use the CCV (even international) SSHRC/NSERC: You invite co-applicants through the Research Portal, and they attach their CCV themselves July 24, 2014 Kelley Bromley-Brits 13

14 Some issues Sorting data on the website does not always transfer to the CCV This is a known problem and everyone is in the same boat; when new sorting rules come out your old data will be sorted correctly Your CCV won t validate without a month in the publications section If no month is associated, CCV clears the year If it s a Spring/Summer issue, select the month it is usually released July 24, 2014 Kelley Bromley-Brits 14

15 Caution: The CCV server may not be available at certain times and/or during high loads. It is highly recommended that you finish your CV early in the application process. System Maintenance is: Daily - 7:30 am to 9:30 am NL time Sunday - 6:30 am to 10:30 am NL time The system may be unavailable during this time.

16 Research Portal July 24, 2014 Kelley Bromley-Brits 16

17 Step 1 Registering and Logging In To create a SSHRC CCV Go to: Select English or French. In the top menu bar, click Login.

18 If you are a new user, click Register.

19 Complete all mandatory fields (marked with an *) of the User Registration Personal Information page. Then click Next.

20 Complete all * fields Then click Submit. A CCV account has now been created for you.

21 To log in: If you already have a CCV account, enter your username and password. Then click Login.

22 Step 2 Selecting a Funding CV Once you have logged in, the Welcome page will appear. In the top menu bar, click CV. Select Funding.

23 From the Funding Source drop-down menu, select the Funding Agency. Then click Next.

24 From the CV Type drop-down menu, select the CV type. Then click Next. SSHRC has only one type: SSHRC NSERC has only one type: NSERC_Researcher

25 Step 3 Completing the Funding CV A list of sections will appear. Please review all sections to ensure that anything relevant to your application is included (note that not all fields are mandatory).

26 Step 4 Editing and Adding Entries Completing or updating sections Click the Edit icon ( a pencil) to edit a section If the section has multiple entries, a Submit? box will appear beside the entry. Check the box if you want that specific record to appear on your Funding CCV. Never delete items; another agency may ask for it. Just uncheck submit.

27 To create additional entries in a section, click Add. For some sections, you must select one entry as your Primary Record. Green checkmark ( ) can mean: All mandatory fields are competed (otherwise you ll see a red X: ); OR The section is not mandatory for the CV you re currently working on

28 Example of Editing and Adding Entries Completing or updating sections All mandatory fields are indicated with an *.

29 You must click Done in each section in order to save your information and to return to the list of sections. It is important to use the Done or Undo (cancel) buttons to navigate. Do not use your browser s navigation buttons.

30 Step 5 Submitting your CCV

31 If you want your name and CCV information to appear in the Researchers Directory, click Yes. If not, click No.

32 When you click Submit, your confirmation number will be provided onscreen. Submit doesn t submit to the agency; rather it just prepares your CCV for submission.

33 You can see all your submitted confirmation numbers by clicking History in the top menu bar. The Submission History page will appear. Note: Other agencies request the PDF or XML files. To access them, simply click the PDF icon ( ) or XML icon ( ) to download.

34 Step 6 Upload your CCV For SSHRC/NSERC: You must log into the Research Community Portal. This is a different website than the CCV. Saturdays: 9:00 am 11:00 am 2 nd Wednesday of each month: 7:30 pm 11:30 pm

35 SSHRC/NSERC Research Portal New users click Create account.

36 Create a Research Portal account Your Research Portal must match at least one in your CCV.

37 Sign in to the Research Portal

38 Start/Open an Application When you first log in you ll see any applications you ve started. Open an application, or click Create application.

39 Start/Open an Application When you first log in you ll see any applications you ve started. Open an application, or click Create application.

40 Application Overview: NSERC NOI There are 2 parts to the NOI. Click Edit or Attach to begin entering information. Clicking Module status will list all sections.

41 Application Overview: NSERC NOI You ll also see a countdown to the external deadline (this is not a countdown to the mandatory internal deadline).

42 Module Status Each section has its own screen/page; you can go to it directly by clicking the title. An icon will notify you if a section is incomplete.

43 Application Sections Within each section, you can Show/Hide the Table of Contents, and use it to navigate.

44 Application Sections When you finish a section, click Save and previous/next, or Save and validate. You can also go back to the application overview. Here, you ll see that the Table of Contents is hidden.

45 To attach the CCV Click Attach in the CCV section.

46 Enter your CCV confirmation number. Click Upload to link to your CCV. First and Family name must be identical in Research Portal and CCV. Research Portal account must be identical to one in your CCV.

47 A message will appear indicating that you have successfully uploaded your CCV. If you get an undefined error, try waiting a few minutes and uploading again. The CCV you ve attached is static. If you make changes on the CCV website, you must re-submit and obtain a new confirmation number.

48 You can preview your CCV in the Application Overview section by clicking View.

49 CCV Preview: Improved PDF format

50 Main Application Overview When you fill out the main application, the sections will be different from the NOI: Attachments can be added by clicking Edit or Upload. You can also invite any co-applicants.

51 Main Application Overview Additional sub-sections will also be added to the application section (SSHRC IDG shown here from 2014).

52 Hands-on component July 24, 2014 Kelley Bromley-Brits 52