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Research Portal Information for Scholarships Liaison Officers at Institutions

Overview

The Research Portal provides a single point of entry for applicants, reviewers, committee members, institutions and partners. The Research Portal is used to manage application and review processes, acceptance of awards, notification of results and reporting.  

The Research Portal allows Scholarships Liaison Officers (SLOs) to access, browse, approve and process applications. Each institution designates a “Master SLO” who is responsible for assigning privileges in the Research Portal to other SLOs at their institution depending on their role.

Registration Process for Master SLOs

Each institution must have a designated Master SLO. To register a Master SLO, follow these steps:

  • If you do not have a Research Portal account, you must first Create your Account.
  • If there is a staffing change at the institution, the agencies must be informed and a new account must be created in the Research Portal.
  • Print, complete and sign the Registration Form for the Research Portal, Tri-Agency Awards Extranet and Financial and Award Report. The registration form requires the approval and signature of your institution’s Dean of Graduate Studies. If the Dean of Graduate Studies is also the Master SLO at the institution, their administrative superior must approve and sign the registration form.
  • Email a scanned copy of the completed and signed registration form to harmonization@cgs-besc.gc.ca. There is no need to mail or fax the original signed form.

The agencies will grant you the role of Master SLO once your account is created and the registration form has been received. There can only be one Master SLO at your institution.

Instructions for SLOs

Introduction

The Institution Portal within the Research Portal is a secure electronic workspace for SLOs at eligible Canadian institutions. It allows these individuals to do the following in their role as institutional representatives:

  • view, print or save applications as a PDF;
  • manage the allocation process;
  • view the results of the offers of awards;
  • view the notice of awards as a PDF.

Roles and Access Privileges

The Institution Portal provides the following three roles:

Roles Access Privileges
Master SLO

Note: This is the only role that will be assigned by the agency.
  • view, print or save applications as a PDF
  • set application status (i.e., Offered, Alternate, Not Offered, Ineligible, Deferred, Withdrawn)
  • delete or assign SLO and SLO Assistant roles to other individuals
  • access the Research Portal, Tri-Agency Awards Extranet and Financial and Award Report, request award payments and provide award status updates, start dates, interruptions, leave of absence, deferments and terminations
SLO
  • view, print or save applications as a PDF
  • set application status (i.e., Offered, Alternate, Not offered, Ineligible, Deferred, Withdrawn)
SLO Assistant
  • view, print or save applications as a PDF

Research Portal Welcome

Log in to the Research Portal using your email address and password. Two tabs will appear: (1) Applicant and (2) Institution (SLO). From the Institution (SLO) tab, you can view the list of applications that are currently submitted to your institution.


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The Institution (SLO) Portal page is divided into three sections:

  1. Allocations
  2. Application Status Summary
  3. Application Status

Note: The first time you access the Institution (SLO) Portal, you will be required to agree to the terms and conditions for the SLO before being permitted to view the applications. Refer to the Signatures section.


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Allocations

The Allocations section is divided into two types: (1) Allocations by agency and (2) Allocations remaining.

“Allocations by agency” represents the number of offers that institutions may award on behalf of each agency for the selected funding cycle.

“Allocations remaining” represents the balance of allocations as offers are made to successful applicants on behalf of each agency. As an offer is made, the total for the appropriate agency will decrease by one allocation. If there are no scholarships remaining, the total for each agency will be “0”. Institutions must not inform applicants that they are being offered an award before April 1. In mid-March, the agencies will inform the institutions when they can begin entering the results information into the Research Portal. Application status changes must be made by April 1, at which time applicants will be able to view their results in the Research Portal. When offers are made, applicants will have 21 days to accept or decline the offer. If an offer is declined, the “Allocations remaining” for the specific agency will increase by one. This will allow the institution to make an offer to the next applicant on the Alternate list from the same agency. This process can be repeated until there are no allocations remaining, but before January 31 of the following year.

Should any offers of award be declined after January 31, institutions will no longer be able to make subsequent offers; therefore, institutions should encourage applicants to accept or decline the offers promptly using the Research Portal. The status of offers not accepted within 21 days will automatically be set to Declined in the Research Portal. This change in status is irreversible. Institutions should closely monitor their outstanding offers to ensure that a response is submitted before the 21-day deadline. If an offer of award is accepted, the system will automatically set all other offers and Alternate statuses to Declined.

Application Status Summary

In the Application Status Summary section, you will see application status sorted by agency. There are nine possible status labels:

Received by Administrator: The completed application has been successfully submitted to the institution by the applicant.

Offered: An offer has been made to the applicant by the institution.

Alternate: The application has been deemed meritorious in the institution’s competition; however, due to its ranking, falls below the allocation cut-off. The applicant is therefore on the alternate list. Should an award become available due to a decline, an applicant on the alternate list may receive an offer.

Not Offered: The application has been deemed non-meritorious in the institution’s competition. Subsequent offers may not be made to the applicant.

Ineligible: The application has been deemed ineligible based on the eligibility criteria outlined in the funding opportunity description.

Accepted: The offer has been accepted by the applicant.

Declined: (a) an offer from the institution has been declined by the applicant; or (b) an offer from a different institution has been accepted by the applicant; therefore all other pending offers are automatically set to Declined; or (c) an offer has not been accepted within 21 days from the date of offer.

Note: This status can only be selected by the applicant or generated automatically by the Research Portal.

Deferred: Before commencing an award, the applicant may defer an award for up to three years, for a maximum of one year at a time. Conditions apply; see Tri-Agency Research Training Award Holder’s Guide for details.

Acceptance Withdrawn: The acceptance of the offer has been withdrawn at the applicant’s request.

Note: It is imperative to assign the accurate status for all applications. For instance, all meritorious and eligible applicants who rank below the allocation cut-off should be assigned the status of Alternate. Only non-meritorious applications should be assigned a status of Not Offered. In the case of a termination of award, the status must remain at Accepted. In addition, the unused portion of the terminated award must not be offered to the next candidate on the alternate list.

Application Status

In the Application Status section, the list of applications will automatically default to the current funding cycle. To view applications from a previous funding cycle, select the desired year from the Funding Cycle drop-down menu and the page will refresh itself. The applications can be filtered or sorted by (a) family name; (b) first name; (c) application title; (d) last updated; (e) status; (f) department; and (g) agency. To sort, just click on one of the column headings mentioned above.

To filter, enter a value in the blank field under the relevant column heading and select the filter type by clicking . You can filter more than one column at a time. For example, to view all NSERC applications with an Offered status:

  • Under Agency, type NSERC and select the filter type (e.g., Contains). All applications will appear in the list.
  • Then under Status, type in Offered and select the filter type (e.g., Equal to) and all relevant applications will appear.

To clear filters, click , select “No filter” and the page will refresh itself.

Field of Research

SLOs at institutions may modify the applicants’ selections for Field of Research if they are deemed to be incorrect.

First-Class Average

To receive an award, applicants must have achieved a first-class average in each of the last two completed years of study (full-time equivalent). Institutions have the discretion to offer a CGS M award to applicants who have not obtained a first-class average. This must be documented and reported to the agencies in the Financial and Award Report.

How to View an Application

To view submitted applications (status = Received by Administrator), click on the title of the application you wish to view. The Application Overview page will appear. On the Application Overview page, you can do the following:

  • Under Application, click View and a printer-friendly version of the application will appear. This view will not include the attachments.
  • Under Attachments, click View to view individual attachments as a PDF.
  • Under Attachments, click Export application and attachments to PDF to view the complete application, including the Reference Assessment Forms.
  • Under Canadian Common CVs Attached, click View and a PDF version of the applicant’s CGS M Canadian Common CV (CCV) will appear.
  • Under Canadian Common CVs Attached, click View – reviewer version and a PDF version of the applicant’s CGS M CCV will appear. Personal information (e.g., addresses, email addresses) has been removed from the CCV. This version must be used for evaluation purposes at the institution.
  • Under Invitations, click View and a printer-friendly version of the Reference Assessment Form will appear.
  • Confirm the field of research (i.e., health; natural sciences and/or engineering; social sciences and/or humanities). If necessary, modify accordingly using the drop-down list.


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Note: Email addresses associated with SLO Research Portal accounts should not be used for the purpose of submitting CGS M reference letters since this would prevent you from viewing that application in the SLO Portal.

How to Manage Applications

By mid-March, SLOs will be able to enter the results of the CGS M competition for their institution into the SLO Portal. Four buttons will appear: Offered, Alternate, Not Offered and Ineligible. It is the responsibility of the SLOs to “action” each application by clicking on one of the four buttons. SLOs will be prompted to confirm each selection. Institutions are accountable for the accuracy of competition results that they enter into the Research Portal. As a courtesy, once a status is set, the system will generate an email advising the applicant to check their application status. It is the responsibility of the applicant to periodically verify the Research Portal as of April 1 for results of the competition.

Official offers of awards can only be made using the Research Portal. Institutions must not release the results through any avenue before April 1.


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Status Offered

If the institutions wish to extend an offer to an applicant, the SLO must click the Offered button. Should offers be declined, institutions may make subsequent offers to persons on the Alternate list but only until January 31 of the following year. When an application is set to Offered, all other buttons will disappear. When an application is set to Alternate, the Offered and Ineligible buttons remain. When an applicant accepts a CGS M offer through the Research Portal, an award start date must be selected. The system will then generate a tri-agency Notice of Award (NOA) consisting of a letter of congratulations, award details and the terms and conditions of the award. The NOA will be available as a PDF and will become the recipient’s official record. It will also appear on the applicant’s Application Overview page as well as on the SLO Portal.



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The acceptance of an award is the only instance that will generate official documentation. Applications set to Alternate, Not Offered, Ineligible or Declined will not generate official documentation in the Research Portal.

An offer of award is considered official only once the applicant has been formally accepted into the program of study to which they have applied.

Status Deferred

If an applicant wishes to defer an award:

  • The SLO must click the Deferred button and select a new start date (this date can be changed as needed).
    • An applicant may defer an award for up to three years; however, deferrals must be made in one-year increments.
    • The status will remain at Deferred until March 15 of the following funding cycle, when the status will revert automatically to Accepted and the applicants will receive a system-generated email asking them to confirm with the institution whether they want to defer their award for an additional year.
      • If the applicant wishes to defer the award for an additional year, upon receipt of the required documentation, the SLO must then defer the award once again.
      • If the applicant does not wish to defer for an additional year, then the status will remain at Accepted.
    • The applicant must take up the award three years after the initial deferment (status = Accepted) or the SLO must withdraw the acceptance of offer (status = Acceptance Withdrawn).
  • When an award is deferred, the allocation associated with it can then be offered to the highest-ranked application on the alternate list from the same competition cycle.
  • The deferred award will count toward the allocation in the year in which it is taken up. The institution must ensure that it considers any deferred awards before making new offers in future competitions.
  • The Deferred button can be selected at any point during the academic year, which will impact the institutions’ allocations. SLOs should be vigilant in verifying that the statuses of their award holders are accurate.

Status Withdrawn

If an applicant wishes to withdraw an acceptance of offer, the SLO must click on Withdraw Acceptance. The status change (Withdrawn) will appear in the SLO Portal and in the Application Overview page. The status of Declined should not be used in this instance.

Status/Application Workflow

Status Status SLO/Institution Applicant/System Applicant
In progress Received by administrator Ineligible - -
In progress Received by administrator Offered Accepted -
In progress Received by administrator Offered Accepted Deferred [by SLO at the applicant’s request]
In progress Received by administrator Offered Accepted Withdrawn [by SLO at the applicant’s request]
In progress Received by administrator Offered Declined [by the applicant] -
In progress Received by administrator Offered Declined [by the system] No action taken by applicant within 21 day window
In progress Received by administrator Not offered - -
In progress Received by administrator Alternate Offered Accepted
In progress Received by administrator Alternate Offered Declined [by the applicant]
In progress Received by administrator Alternate Offered Declined [by the system; no action taken by applicant within 21 day window]
In progress Received by administrator Alternate Offered Accepted [by the applicant] and Deferred [by the SLO at the applicant’s request]
In progress Received by administrator Alternate Offered Accepted [by the applicant] and Withdrawn [by the SLO at the applicant’s request]
In progress Received by administrator Alternate Not offered -
In progress Received by administrator - - -

 

Download List of Applications in Excel Format

From the Institution Portal page, SLOs can download the application status summary table and the list of applicants in Excel format. The download will be based on the last filter or the last sort (e.g., status = Offered). To download, click on the following icon: .

How to Assign or Delete a Role

This task can be carried out only by the Master SLO. Before you begin, ensure that the individual to whom you intend to assign a role has a Research Portal account.

Assigning a Role

  • On the Institution Portal page, click Scholarships Liaison Officer in the top menu and then click on Role Assignment Authority and the page will appear.
  • Click Add user.
  • Enter the new SLO’s email address in the Email field.
    Note: This email address must be the same as that used by the individual to register with the Research Portal.
  • Select one of the following roles from the dropdown list.
    Note: SLO roles are not agency-specific. SLOs will see applications for all three agencies.
    • Scholarships Liaison Officer
    • Scholarships Liaison Officer (Assistant)
  • Click Add.
  • Repeat steps 2 to 5 to add other authorized SLOs at the institution.
Deleting a Role
  • From the Role Assignment Authority page, select the name of the SLO you want to remove from the list and click Delete. A confirmation message will appear.
  • Click OK to remove the individual from the list. The screen will refresh and the individual’s name will no longer appear on the list.

Protection and Disclosure of Personal Information

The agencies are subject to the Privacy Act and related policies that govern the ways in which personal information is collected, disclosed, retained and disposed of, in order to protect the privacy of individuals.

The Access to Information Act and Privacy Act (the Acts) provide specific and limited exemptions regarding the protection of personal information under the control of the agencies. Because research institutions are directly involved in the administration of applications and awards, officials and employees of these institutions are entrusted by the agencies with information that would generally not be disclosed to the public. This information must be managed by the institution in a secure manner, disclosed to employees on a strict “need-to-know” basis, and used only for the purposes for which it was collected. Institutional employees to whom such personal information is disclosed must be made aware of these requirements and obligations.

Given that some institutions are already subject to the provincial privacy laws, and their own confidentiality policies, the agencies do not expect that this will create any new or undue administrative burden.

Signatures

Before you, as an SLO, use the Research Portal to support the delivery of the CGS M Program, you must read and agree to the Terms and Conditions for the Scholarships Liaison Officer that appear in a pop-up window during the submission process. It is your responsibility to retain a copy of the agreed Terms and Conditions for your records.

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