Canadian Common CV – Frequently Asked Questions

Background

1. Why did NSERC move to the Canadian Common CV (CCV)?
2. Does the CCV apply to all NSERC programs?
3. Why do I have two accounts, one for the Research Portal and another for the CCV?

Transition from Form 100 to the NSERC CCV

4. How long does it take to complete the NSERC CCV?
5. Does the NSERC CCV capture all the data elements found in the NSERC Personal Data Form (Form 100)?

Completing the NSERC CCV

6. What should I do if "Password Recovery" fails?
7. How do I know which fields are mandatory in the NSERC CCV?
8. Does the NSERC CCV allow me to upload my publications as a PDF attachment?
9. What should I do if the CCV research codes do not reflect my discipline or research area?
10. Why do I get an error when I include publications older than six years in my NSERC CCV?
11. Can I modify my NSERC CCV .xml file before uploading it to my application?
12. Can I verify my information before submitting my application?
13. How do I upload my NSERC CCV to my application?
14. How do I submit my application and NSERC CCV?
15. How do I know if my application and NSERC CCV were successfully submitted?
16. How do I know if my co-applicant(s) submitted their NSERC CCV?
17. How do I download a PDF or .xml copy of my NSERC CCV?
18. How do I obtain a copy of my NSERC CCV without the "draft" watermark?

Data migration

18. If I have an existing CCV, will my data be used to populate the NSERC CCV?
19. Can data be migrated from my existing NSERC Personal Data Form (Form 100) to the NSERC CCV?
20. Can I import publication data from other sources?
21. Will my information be lost as a result of changes or upgrades to the CCV?

Feedback and support

22. Who do I contact if I need help completing the NSERC CCV?
23. How can I submit feedback on the NSERC CCV?

Background

1. Why did NSERC move to the Canadian Common CV (CCV)?

The Canadian Common CV (CCV) allows you to maintain CV data in a single, centralized Canadian repository. It can be used to apply to a growing number of funding organizations across Canada, including the Tri-Agencies and the Canada Foundation for Innovation.

The vision and objectives for the CCV are to:

• streamline procedures and lighten the load on the research community when applying for funding, on the principle that CV data is entered once and can be readily utilized in a manner that suits the requirements of any subscribing funding organization (each will have its own template sharing certain common fields);
• facilitate the collection of a common data set required by agencies; and
• create a public repository which will showcase Canadian researcher expertise.

2. Does the CCV apply to all NSERC programs?

Not currently. NSERC phased in the CCV starting with Discovery Grants, Research Tools and Instruments and all the program elements for the Subatomic Physics Grants suite.

We will advise you well in advance of other programs migrating to the CCV. In the meantime, applicants to other programs will continue to use the NSERC Personal Data Form (Form 100).

3. Why do I have two accounts, one for the Research Portal and another for the CCV?

NSERC’s Research Portal and the CCV are two separate systems, each with its own portal, which NSERC is adopting concurrently. The Research Portal is based on a proven software platform configured to NSERC’s needs, and is administered in-house.

The CCV is a web-based application that provides a single, common approach to gathering CV information required by a network of federal, provincial and not-for-profit research funding organizations, and which facilitates application by users to participating agencies, including NSERC.

Transition from Form 100 to the NSERC CCV

4. How long does it take to complete the NSERC CCV?

We encourage you to allow ample time to review the Instructions and begin entering your data in the NSERC CCV as it can be time consuming to populate the fields the first time. As indicated in the Instructions, focus on entering your activities and contributions over the last six years.

There are many fields in the generic CCV that other participating agencies collect, but that NSERC does not. You will save time by focusing on the NSERC template, which only includes the fields required by NSERC.

The CCV will lighten the load on the research community in the long term. Once data is entered, only updating is required, and it can be re-used for future applications to NSERC and/or other participating organizations.

5. Does the NSERC CCV capture all the data elements found in the NSERC Personal Data Form (Form 100)?

The NSERC CCV is based on the generic CCV template. It closely reflects the elements found in the NSERC Personal Data Form (Form 100). However, not all fields in the NSERC Personal Data Form could be included in the NSERC CCV.

• Significant Contributions: To ensure 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 have the opportunity to elaborate on these elements within the program application form.

Completing the NSERC CCV

6. What should I do if "Password Recovery" fails?

Contact us if you cannot recover your CCV password. Our business hours are Monday to Friday, 8:30 a.m. to 4:30 p.m. (EST).

7. How do I know which fields are mandatory in the NSERC CCV?

Mandatory fields are marked with an asterisk. Follow the step-by-step Instructions for completing the NSERC CCV.

You can also select the “Question Mark (?)” icon next to a section heading within the NSERC CCV to view detailed requirements, or refer to the Specific Instructions from NSERC pdf document located on the “Funding CV – List of Sections” page.

8. Does the NSERC CCV allow me to upload my publications as a PDF attachment?

No. For data integrity reasons, the NSERC CCV requires that all information, including publications, be entered directly rather than as an attached PDF. This simplifies future corrections and updating of publications, as information is identifiable, searchable and usable in a structured database. Entering information directly using separate fields will:

• enable you to easily repurpose your data;
• enable the use of data across organizations using the CCV;
• allow you to make changes to single fields as required, as opposed to an entire document;
• facilitate uniform sorting of data for peer reviewers and NSERC staff; and
• allow improved reporting and impact assessment.

9. What should I do if the CCV research codes do not reflect my discipline or research area?

We recognize the CCV research codes are somewhat minimal to describe the natural sciences and engineering fields. Select those that best fit your expertise and use the research specialization keywords to further augment your profile. This information is not used for the selection of the selection committee.  

The emphasis will be on the NSERC research subject codes and area of application codes selected in your program application through the Research Portal.

If you have feedback or suggestions on the CCV research codes, send an e-mail to webapp@nserc-crsng.gc.ca. Your input will help us ensure the values are representative of NSERC’s community. 

10. Why do I get an error when I include publications older than six years in my NSERC CCV?

As indicated in the Instructions, NSERC requires your contributions over the last six years. You must manually select and de-select the records to be included in your NSERC CCV.

11. Can I modify my NSERC CCV .xml file before uploading it to my application?

Do not attempt to modify the .xml file once it has been saved to your computer. Any changes at this stage may result in data corruption and/or difficulty uploading the file to your application.

Follow the step-by-step Instructions for completing the NSERC CCV and uploading it to your application via the Research Portal.

12. Can I verify my information before submitting my application?

You can preview both your NSERC CCV and program application via the Research Portal. While your data may be reorganized to serve specific needs (e.g., peer reviewers), this step confirms exactly what information you are submitting to NSERC.

13. How do I upload my NSERC CCV to my application?

Follow the step-by-step Instructions for completing the NSERC CCV and uploading it to your application via the Research Portal.

14. How do I submit my application and NSERC CCV?

Once your application is verified in the Research Portal, you will have the option to submit. Your uploaded NSERC CCV will automatically be transmitted along with your application.

15. How do I know if my application and NSERC CCV were successfully submitted?

A list of your created applications is available within the “Applicant” tab within the Research Portal. The status will indicate the progress for each application.

16. How do I know if my co-applicant(s) submitted their NSERC CCV?

The status of your co-applicant(s)’ progress with the NSERC CCV is available in the “application overview” section within the Research Portal.

17. How do I download a PDF or .xml copy of my NSERC CCV?

As indicated in the Instructions, go to the "History" tab after submitting your NSERC CCV to download a PDF or .xml copy.

18. How do I obtain a copy of my 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.

Data migration

19. If I have an existing CCV, will my data be used to populate the NSERC CCV?

Yes. If you have already prepared a CCV for another organization, simply log in to your account and select the NSERC template. Your existing data will populate the NSERC CCV, but should still be reviewed carefully since mandatory fields vary from one funding organization’s template to another.

20. Can data be migrated from my existing NSERC Personal Data Form (Form 100) to the NSERC CCV?

No. NSERC would have pursued this option if it had been feasible. Due to significant differences in data models, migration of data from Form 100 (unstructured) to the NSERC CCV (very structured) would result in data integrity issues.

21. Can I import publication data from other sources?

Yes. Currently, the CCV has an interface with PubMed.

We are working to expand on this functionality by linking to other citation tools and databases. Send your suggestions to webapp@nserc-crsng.gc.ca if there is a particular source you would be interested in using together with the NSERC CCV.

22. Will my information be lost as a result of changes or upgrades to the CCV?

The CCV is continuously improving based on feedback received from the research community. Scheduled upgrades to the CCV will be communicated on a regular basis.

If an upgrade is expected to affect information already entered in the system, a data conversion strategy is put in place to minimize the impact on users.

In rare cases where data needs to be re-entered in the CCV, you will be contacted directly regarding the impact and next steps for updating your information.

Feedback and support

23. Who do I contact if I need help completing the NSERC CCV?

Follow the step-by-step Instructions for completing the NSERC CCV. Your institution’s research administrator(s) can also provide useful tips.

Contact us for support. Our business hours are Monday to Friday, 8:30 a.m. to 4:30 p.m. (EST).

24. How can I submit feedback on the NSERC CCV?

Your feedback on the NSERC CCV is important to us. Share your comments and suggestions by sending an e-mail to webapp@nserc-crsng.gc.ca.