Doctoral Research Awards – Application instructions

Before you begin

Applicants and their supervisor(s) must make sure they have the following:

Applicants and their supervisor(s) should each only have one ResearchNet account. If you have already accessed ResearchNet, do not register for a new account.

General Application Process

  1. Applications must be prepared, finalized and submitted by applicants using ResearchNet.

  2. Any other information that exceed the character limits, or is not required, will be removed from the application prior to peer review.

  3. Applicants must preview all components of their application to ensure its completeness.

  4. Applications must be submitted prior to the deadline posted on ResearchNet. CIHR cannot legally accept an application until "Consent and Submit" task is completed on ResearchNet.

  5. This document provides general instructions, but does not necessarily represent an exhaustive list of all information required to ensure completeness.

  6. If you are experiencing technical difficulties with your ResearchNet account, or if you have any questions or difficulties in completing the CIHR specific content on ResearchNet, contact us between 8:00 a.m. to 4:30 p.m. Eastern Time:

    support@cihr-irsc.gc.ca
    1-888-603-4178
    613-954-1968

    For more information about these application instructions, email DRA@cihr-irsc.gc.ca.

Tasks required for completing a Doctoral Research Award application

A. Complete the Common CV

CIHR Nominated Principal Applicants and their supervisor(s) must choose an Academic CV template. Common CVs (CCV) are required regardless of the citizenship of the applicant and supervisors. To produce a Common CV:

  1. Go to the Common CV website and "Login".
  2. Under "CV", select "Funding", then select CIHR from the dropdown and click "Next". Select the appropriate CV type (CIHR Academic) then click "Next".
  3. Enter all the relevant and necessary data and click on "Done". A validation will automatically be performed and errors, if any, will be displayed. The validation rules are specific to CIHR and the selected CV type.
  4. Review the CV data online via a preview of the PDF.
  5. When satisfied, click on "Submit".
  6. Record the confirmation number that is displayed with the status message (which can also be found under the "History" tab and at the top right corner of the CV PDF).
  7. Enter the recorded confirmation number under the "Identify Participants" task on ResearchNet.
  8. If changes are required to your Common CV for a certain application after its submission, applicants and/or their supervisor(s) must repeat the steps above and record the new confirmation number.

Note: During peak periods, there can be a delay between the time that you submit the CV and when ResearchNet is able to validate it. It is highly recommended that you submit your CV well in advance of the competition deadline.

Important Common CV information required for the Doctoral Research Award funding opportunity

In addition to the instructions in the CCV, here are additional instructions, specific to this funding opportunity, for sections that align with the adjudication criteria. It provides important information to reviewers for the adjudication of each application. Do not feel obligated to complete every CCV field. The numerous fields are simply meant to capture information from different fields of research and for various funding opportunities. The applicant can also provide additional CV information that could not be captured in the Common CV in the Complete Application task.

  1. Section entitled "Education", Sub-Section entitled "Degrees"

    • Every degree (Bachelor, Masters and PhD) must be recorded in the CCV whether they are complete or in progress. In addition, the following information must be entered in the applicant’s CCV for eligibility purposes:
      • Degree Type
      • Degree Name
      • Specialization
      • Organization
      • Degree Status
      • Degree Start Date (YYYY/MM)
      • Degree Received Date / Degree Expected Date (YYYY/MM) (if applicable)
      • Supervisor(s) (if applicable)

    Note: Candidates who have transferred to their PhD without completing their Master’s studies should still record their Master’s studies distinctively, using the following information:

    • Enter "In Progress" as the Degree Status.
    • To the question "Transferred to PhD without completing Masters?", respond "Yes".
  2. Section entitled "Recognitions"

    • Indicate any recognitions received, including honors, distinctions, prizes, awards and citations. For further details regarding recognitions, click on the "?" next to the Recognitions section title.
  3. Section entitled "Employment", Sub-Section entitled "Leaves of Absence and Impact on Research"

    • Describe any special considerations that have had an effect on your performance or productivity. Include any considerations that may have resulted in delays in disseminating your research results, such as health problems, family responsibilities, disabilities or other circumstances (for example, the time necessary to complete a monograph, file a patent, or commercialize an industrial process or product). Explain any gaps in the chronology of your experience.
    • If there are none, leave this section blank.
  4. Section entitled "Activities"

    • The activities and contributions defined in this section should include both academic and non-academic achievements, and their impacts;
    • Only entries with dates within the past 5 years may be submitted;
    • If there are none, leave this section blank.

    Note: The supervisor(s) should add to their CV activities that will best serve the applicant's application.

  5. Section entitled "Contributions"

    • Presentations:
      • Conference poster presentations should be listed under "Presentations". If the abstract was published in a conference journal, it should be listed under the sub-section entitled "Conference Publications" found under the "Publications" section;
      • Only entries with dates within the past 5 years may be submitted;
      • If there are none, leave this section blank.
    • Publications:
      • Applicants should list all publications with dates within the past 5 years;
      • If there are none, leave this section blank.
    • Intellectual Property:
      • This section should include details for patents and intellectual property rights for technology transfer, products and services. Do not include publications in this section. Descriptions might include the title, patents or intellectual property rights number and date, country(ies) of issue, the name of the inventors, as well as relevance or impact of the stated item;
      • No entry limits;
      • If there are none, leave this section blank.

    Note: The supervisor(s) should add to their CV contributions that will best serve the applicant's application.

B. Complete the Doctoral Research Award ResearchNet application

Task 1: Identify Participants

  1. Identify, at a minimum, a Nominated Principal Applicant and a Primary Supervisor. Consult the funding opportunity and the Individual Eligibility Requirements on the CIHR website for more information.
  2. It is the Nominated Principal Applicant's responsibility to obtain their supervisor(s)' Common CV Confirmation Number and enter it in this section.
  3. This section collects information on:
    • The Nominated Principal Applicant:
      • CIHR PIN;
      • CCV Confirmation Number;
      • Contact information which will serve CIHR to communicate with the applicant if needed;
      • Degrees Held.
    • The Primary Supervisor (and Supervisor, if applicable):
      • CIHR PIN;
      • CCV Confirmation Number;
      • Contact information which will allow CIHR to communicate with the supervisor(s) if needed.
Subtask: Attachments

All attachments must adhere to the guidelines for attachments on the Acceptable Application Formats and Attachments. Before preparing your proposal, please carefully review these instructions.

All documents must be in PDF format. The total size of the attached document(s) cannot exceed 30 MB.

Publications List

  • Maximum 2 pages are permitted. Any additional pages will be removed without being considered.
  • The applicant can provide additional CV information that could not be captured in the Common CV.
  • Applicants must, for each multi-authored publication relevant to this application, define their role in the publication and indicate their percent contribution to the team effort.
  • Candidates should, for multi-authored publications, underline the names of trainees whose work they supervised.
  • Applicants are invited to comment on environmental factors that affected their capacity to publish and to add any other contributions/activities that cannot be captured in the CCV.

Proof of Citizenship or Permanent Residence

The applicant must attach his/her proof of Canadian Citizenship or Permanent Resident document.

The following are the acceptable forms of proof:

  • Certificate of Canadian Citizenship;
  • Birth Certificate/ copy of an act issued by the proper provincial government authority;
  • Valid Passport;
  • Permanent Resident Card;
  • Form IMM 1000;
  • Form IMM 5292;
  • Valid Indian Status Card.

Task 2: Identify Sponsors

This task collects information on the three sponsors who will provide an assessment of the applicant. These assessments should come from people under whom the applicant has trained and/or who have had a good opportunity to assess their potential for research.

  • Candidates must enter the sponsors’ names within their application and press on "Click and Send Sponsor Request". Sponsors will then receive two emails:
    • The first email is to notify them of a request to complete a sponsor assessment.
    • The second email provides clear instructions and the deadline for submitting the form. The link they need to access in order to complete and submit the electronic form, is also included in this email.
  • The assessment form must be completed and submitted online by the sponsors 48 hours prior to the competition deadline and be written in either English or French. Once an assessment is submitted, it will automatically be attached to the application.
  • Applicants do not have access to the content of the assessment submitted by sponsors. However, applicants may follow the status of the assessment directly under this section. It is the applicant's responsibility to follow up with sponsors to ensure the assessments are submitted prior to the deadline date and therefore ensure the application completeness.

Task 3: Enter Degree Information

This task collects information on any Degrees, Qualifications, Certificates and/or Licenses in progress as well as Degrees for which support is being requested.

Indicate if there is a degree in progress. You must specify at least one degree for which support is being requested to complete this task.

Task 4: Enter Proposal Information

This section collects information related to the research project of applicants.

Title

Your Project Title is the way that CIHR identifies your research project. For this reason you cannot edit your Project Title after your application is submitted.

Lay Title

Provide a title for your project that is in a language clear to members of the general public. Lay titles are used by CIHR to inform the public and Parliament about the valuable research supported through public funds.

Lay Abstract

Describe your project in a way that is accessible to a lay audience. Be sure to indicate how your proposed research can improve personal health, the health of populations and/or the health delivery system. This information is used by CIHR to inform the public and Parliament about the valuable research supported through public funds.

Institution

Institution that will administer the funds for your project. Consult the Institutional Eligibility Requirements on the CIHR website for more information.

If the proposed research will be conducted in Canada, the application will be electronically directed to the Institution Paid for review and approval. This Institution Paid must be entered as early as possible in order to view the institutional deadline.

If the proposed research will be conducted outside of Canada, the award will be paid directly. As such, there is no "Institution Paid" and therefore, the name of the institution where the research will be located is to be entered as manual data in the field "Other".

Certification Requirements

If the application is selected for funding, the necessary certification requirements must be met in accordance with policies on ethical conduct of research. Relevant policies:

In order to carry out the proposed research in this application, is an exemption from Health Canada under Section 56 of the Controlled Drugs and Substances Act required?
Trainees are exempt and should answer "No".

Does this application propose research involving Aboriginal people?
Indicate if your application proposes research involving Aboriginal people. This information will be used for statistical purposes only. Any questions or comments may be sent to the Aboriginal Ethics Guidelines mailbox at aeg-lda@cihr-irsc.gc.ca. Applicants, whose proposed research will involve Aboriginal People, please consult Ethics of Health Research Involving First Nations, Inuit and Métis People.

Are sex (biological) considerations taken into account in this study?
Indicate if sex (biological) considerations are taken into account in this study. For a guide to sex and gender based analysis, please consult the CIHR website.

Are gender (socio-cultural) considerations taken into account in this study?
Indicate if gender (socio-cultural) considerations are taken into account in this study. For a guide to sex and gender based analysis, please consult the CIHR website.

If yes, please describe how sex and/or gender considerations will be considered in your research design (limit of 2000 characters).

If no, please explain why sex and/or gender are not applicable in your research design (limit of 2000 characters).

Percentage of Time Spent on Different Activities

Indicate the percentage of time to be spent on different activities. Applicants are expected to spend at least 75% of their time in the proposed research training (Research + Course work) throughout the tenure of their doctoral program.

Project Descriptors

Provide keywords to describe your research project, the techniques and the methodologies it will employ, as well as the areas of interest.

Areas of Research

Select the areas of research that best describe your proposal from the list provided.

Classification

Select the classifications that best describe your proposal from the list provided.

Themes

Select a primary theme classification. Indicate additional theme classifications only if the substance of the grant application significantly overlaps more than one theme. Consult the definition of the four CIHR Themes on the CIHR website for more information.

Note: the theme identified will be used to assign the application to the most appropriate Peer Review committee. For more information, please refer to the Doctoral Research Award Committee Mandate.

Suggested Institutes

Select a primary CIHR Institute whose research mandate is related to this application's research area(s) and objective(s). Additional Institutes should only be selected if the substance of this grant application significantly overlaps with the research mandate of more than one Institute.

Attachments

All attachments must adhere to the guidelines for attachments on the Acceptable Application Formats and Attachments.

Training Expectations
  • Describe how the training they expect to acquire will contribute to their productivity and to the research goals they hope to achieve.
  • Indicate why they decided upon the proposed training location and what they expect to learn from the training experience.
  • If you are registered in a joint doctoral program (e.g. MD/PhD, DVM/PhD) or a clinically-oriented doctoral program, provide a description of how the program contains a significant research component.
  • Maximum 7000 characters (2 pages).
Research Proposal Summary
  • The research project summary should be completed in collaboration with the proposed supervisor(s).
  • The research project summary should be written in general scientific language, which is an important skill to acquire for future success in the research environment as applications are being reviewed by multi-disciplinary committees.
  • Include the specific hypothesis of the research and describe the applicant's role on the project.
  • The research project summary is among the most important parts of the application. Make sure that it provides a concise account of the subject matter, an overview of each part of the research plan, specific project aims and the methodology. The summary should reflect the significance of the project.
  • Maximum 3500 characters (1 page), including references.

Task 5: Enter Space, Facilities and Personnel Support

This task describes the space, facilities and personnel support that is available to the candidate.

  • It should demonstrate the commitment of the proposed supervisor(s) and their institution to support the development of the applicant's research project (funding, facilities, equipment, etc.) and professional development.
  • Maximum 1750 characters (1/2 page).

Task 6: Attach Other Application Materials

Upload the following additional application materials, as listed below, with your application package. All documents must be in PDF format. The total size of the attached document(s) cannot exceed 30 MB.

Official Transcripts

Official transcripts of the candidate's complete academic record to date are required (this includes all undergraduate and graduate studies, and any studies that may be ongoing).

CIHR considers transcripts issued by the Registrar's Office to the student to be official transcripts. Opening the envelope to scan the transcript will not render it unofficial for CIHR's purposes. Transcripts printed from the candidate's personal university account are not considered to be official.

Certified true copies of official transcripts will only be accepted for studies undertaken at institutions outside of North America. A certified true copy is defined as a copy of the original document (or of the original translated document if official transcript is not in either English or French) that has been certified to be a true copy of the original document by a commissioner of oath such as a notary or lawyer. The copy must bear the original signature and stamp of the official authority.

The required official transcripts must be provided by scanning both sides of each page (ensuring that the transcript text is horizontal) and uploading them in order from least recent to most recent as a single .pdf document not to exceed 30 MB under "Transcripts" in the "Attach Other Application Materials" task. After scanning and uploading your transcript(s), please retain the original, paper copy since you may be asked to provide these to CIHR for verification purposes at any point in the process.

An official letter or a certificate of registration from the institution (Registrar's office or equivalent) is required in the following instances:

  • an official transcript is not available for a degree that is in progress or that has been completed;
  • an official transcript is not the most up-to-date version available (i.e. does not demonstrate that the candidate is currently enrolled as a student or has obtained the degree);
  • an official transcript does not display all of the sessions in which the candidate was enrolled in graduate studies (i.e. the candidate undertook graduate work in a certain session, but the session does not show up on the transcripts);
  • an official transcript does not indicate the time completed in the doctoral portion of a combined doctoral program of study.
Rx&D Partnerships

For applications in partnership with an Rx&D member company: a paragraph describing Relevance to the Translational Objectives of CIHR.

Task 7: Apply to Priority Announcements / Funding Pools (Optional)

Priority Announcements/Funding Pools on CIHR's core competitions offer additional sources of funding for highly rated applications that are relevant to specific CIHR research priority areas or mandates.

Priority Announcements/Funding Pools are listed on the CIHR website throughout the year together with CIHR's other current funding opportunities. For requirements on individual Priority Announcements/Funding Pools, verify the "How to Apply" section of each Priority Announcement/Funding Pool on the Funding Opportunities page. This section will indicate if relevance information is required at the application stage.

To apply for funding through a Priority Announcement/Funding Pool, select the Priority Announcement/Funding Pool title from the list and the Relevant Research Area(s) addressed by your proposal, then press save. If a relevance form is required, a text box should appear. Complete the text box and press save again.

Priority Announcements/Funding Pools for research related to an Institute's mandate are not listed here. Your application will automatically be entered into these competitions if you have selected the Institute as a primary (or, in some instances, secondary) Institute under "Suggested Institutes" on the Project Descriptors page.

Task 8: Print/Upload Signature Pages

If you are proposing research in Canada:

  1. Print the signature page PDF file which is found on ResearchNet.
  2. Verify the requirements for original signatures by consulting Required Signatures on Application Forms and Meaning of Signatures on Application Forms in the CIHR Grants and Awards Guide.
  3. Only Supervisor(s) Signatures are required. Printed names should always accompany signatures.
  4. No institutional signatures are required on the pages at the time of application.
  5. Scan and upload the signed signature pages, including the routing slip, as one PDF (not exceeding 30 MB), in the Print/Upload Signature Pages task in ResearchNet prior to submitting the application.
  6. All necessary signatures must be obtained and uploaded on ResearchNet prior to the Research Institution's (Institution Paid) deadline date.
  7. The Research Office will electronically approve and forward the application to CIHR, they are, in fact, confirming that all required signatures have been obtained.

If you are proposing research outside of Canada:

  1. Print the signature page PDF file which is found on ResearchNet.
  2. Verify the requirements for original signatures by consulting Required Signatures on Application Forms and Meaning of Signatures on Application Forms in the CIHR Grants and Awards Guide.
  3. Only Supervisor(s) Signatures are required. Printed names should always accompany signatures.
  4. No institutional signatures are required at the time of application.
  5. Scan and upload the signed signatures pages, including the routing slip, as one PDF (not exceeding 30 MB), in the Print/Upload Signature Pages section in ResearchNet prior to submitting the application.

Task 9: Preview

Review all components your application. If a task is incomplete, you must provide the missing information to successfully submit your application.

The applicant is responsible for ensuring that documents are uploaded within the appropriate sections of the application and that they are complete and conform to application requirements. ResearchNet does not validate the content of the uploaded document(s).

Note: Applicants cannot preview their Common CV information through ResearchNet. They must verify the information directly on the CCV portal.

Task 10: Consent and Submit

Applicants must review the terms listed and respond to the questions regarding consent in order to submit their application.

Applicants must click Submit to send the application.

It is highly recommended that applicants submit their application well ahead of the CIHR deadline. If your institution is part of eApproval, your research office may return the application to you with comments or questions. Many institutions have internal deadlines for receipt of applications ahead of the CIHR deadline, please confirm with your institution. If you (your institution) have performed this task correctly, you will be sent an confirmation email. No further confirmation is provided.