Doctoral Research Awards – Application instructions

DORA: The agencies have signed the San Francisco Declaration on Research Assessment (DORA), a global initiative whose purpose is to support the development and promotion of best practices in the assessment of scholarly research. As a signatory of DORA, CIHR recognizes that research contributions are not limited to published journal articles but can include a broader range of contributions.

Before beginning

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.

IMPORTANT NOTE: Applications submitted in French are now allowed an additional half page for the research project summary and training expectations. This provision will ensure an equitable amount of space for research project summaries and training expectations written in either official language, as evidence demonstrates that documents written in French require approximately 20% more space than similar documents in English.

General application process

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

  • Applications must be prepared, finalized and submitted by applicants using ResearchNet.
  • Any information that is not required or exceeds the page/character limits will be removed from the application prior to peer review.
  • Applicants must preview all components of their application to ensure its completeness.
  • Applicants who wish to self-identify as an Indigenous applicant to their Canadian institution with a quota may do so by completing the Canada Graduate Scholarship Doctoral Awards (CGS D): Voluntary Self-Identification Form for Indigenous Applicants [ PDF (253 KB) ] and uploading it to their application.
  • CIHR cannot legally accept an application until the "Consent and Submit" task is completed on ResearchNet.
  • Applicants are not required to indicate their name, the project title, the section title (e.g., Research Project Summary) and the page number for each application section.
  • All attachments must be in PDF format and must adhere to the Acceptable Application Formats and PDF Attachments guidelines. CIHR reserves the right to withdraw your application if it does not meet these requirements. Note: failure to comply with these requirements can negatively impact the status and evaluation of your application in a competition.

For technical help, contact us Monday to Friday, 7:00 a.m. to 8:00 p.m. Eastern Time.

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

Applicants should consult the CIHR Doctoral Research Awards - Frequently Asked Questions. For information not addressed therein, email support-soutien@cihr-irsc.gc.ca.

Tasks required for completing a Doctoral Research Award application: Canada Graduate Scholarships Doctoral Award (CGS D) or Doctoral Foreign Study Award (DFSA)

  1. Complete the Common CV
  2. Complete the Doctoral Research Award ResearchNet application
    1. Identify Participants
    2. Identify Sponsors
    3. Enter Proposal Information
    4. Attach Other Application Materials
    5. Apply to Priority Announcements / Funding Pools (Optional)
    6. Print/Upload Signature Pages
    7. Preview
    8. Consent and Submit

A. Complete the Common CV

Nominated Principal Applicants must choose the CIHR Academic CV template. To produce a Common CV:

  1. Go to the Common CV website and "Login".
  2. Under "CV", select "Funding", then select "CIHR" and the appropriate CV type "CIHR Academic" from the dropdowns. Then click "Load".
  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 CCV 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 on the first page of the CCV PDF).
  7. Enter the recorded confirmation number under the "Identify Participants" section on ResearchNet.
  8. If changes are required to the CCV for a certain application after submission, applicants must repeat the steps above and record the new confirmation number.

Note: During peak periods, there can be a delay for the validation of the CCV confirmation number by ResearchNet. It is highly recommended that applicants enter their CCV confirmation number in their application well in advance of the competition deadline.

Important Common CV information required for completing a Doctoral Research Award application: Canada Graduate Scholarships Doctoral Award (CGS D) or Doctoral Foreign Study Award (DFSA)

In addition to the instructions in the CCV, here are additional instructions, specific to the submission of a Doctoral Research Award application, 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.

  1. Section entitled "Education", sub-section entitled "Degrees"

    • Every degree (Bachelor, Masters and Doctorate) 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: Applicants who have transferred to a doctoral program without completing their Master's studies and/or are pursuing a joint doctoral program should still record their studies as per below:

    • Record the Master's and/or any joint studies distinctively by indicating "In Progress" as the degree status.

    • Record the doctoral studies distinctively by indicating "In Progress" as the degree status and by responding "Yes" to the question "Transferred to PhD without completing Masters?"

  2. Section entitled "Recognitions"

    • Indicate any recognition received, including honors, distinctions, prizes, awards (competitive or not, monetary or not, declined … etc.) and citations.
      • In the Recognition Name field (limited to 250 characters, including spaces), enter from which channel the recognition was obtained (competitive process or not), and from which source (Federal, Provincial, Non-Profit organizations…etc.). If the recognition was declined, it should also be indicated.

  3. Section entitled "Employment"

    • Applicants must list any previous or current employment.
    • If there are none, leave this section blank.

  4. Section entitled "Research Funding History"

    • This list should only include research funding entries whereby the applicant was formally recorded as co-applicant, co-investigator, co-knowledge user, collaborator, decision maker, policy maker, principal applicant, principal investigator or principal knowledge user.
    • The information in this section should not duplicate information included elsewhere in the CCV (e.g. awards such as CGS Master's awards and CIHR Doctoral awards or any other type of federal or non-federal awards should be listed in Recognitions and not in this section).
    • If there are none, leave this section blank

Reviewers are instructed to assess productivity broadly by taking into consideration a range of contributions (not just publications) and impacts (e.g., influence on policy and practice, health outcomes, societal outcomes, and distinctions-based, meaningful and culturally safe health research). Reviewers are instructed not to use journal-based metrics, such as Journal Impact Factors, as a surrogate measure of the quality and impact of individual research publications. As stated in DORA, the "scientific content of a paper is much more important than publication metrics or the identity of the journal in which it was published".

In line with DORA, applicants can highlight a broad range of contributions and impacts. For further guidance consult the Applicant resource: How to highlight your research contributions and impacts.

  1. Section entitled "Activities"

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

    For the following section, if there are no entries to add, leave it blank. Do not repeat entries.

  2. 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.
    • Publications:
      • Only include publications that have been accepted or are in press. Do not include publications in preparation or submitted (unless available in a recognized scientific public archive (e.g. preprints)).
      • Thesis should be included under sub-section "Dissertations".
      • Only entries with dates within the past 5 years may be submitted.
    • 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.

B. Complete the Doctoral Research Award ResearchNet application

1. Identify participants

  1. Identify, at a minimum, a Nominated Principal Applicant and a Primary Supervisor. An additional supervisor may be identified. Consult the CIHR Application Administration Guide for more information.
    • If you are a Protected Person, under Citizenship select "Other" and specify your home country in the drop-down.
      • IMPORTANT: If you select "Other" and you are not a Protected Person, your application will be deemed ineligible and your application will be withdrawn.
  2. 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.
    • The Primary Supervisor (and Supervisor, if applicable):
      • CIHR PIN;
      • Contact information which will allow CIHR to communicate with the supervisor(s) if needed.

Note: you must have at least one Primary Supervisor listed for the task to be marked as complete.

Publications list

This section allows the applicant to include supplemental information for each entry made under the "Publications" section in their CCV, that is:

  • For each multi-authored publication, define their role in the publication and indicate their estimated percent contribution to the team effort.
  • Only include publications that have been accepted or are in press. Do not include publications in preparation or submitted, unless available in a recognized scientific public archive (e.g. preprints).
  • At your discretion and where relevant, outline the impact of specific factors (e.g., leave history, career stage, family responsibilities, pandemic impact or other circumstances) on your capacity to publish.
  • Only entries with dates within the past 5 years may be submitted.
  • Refer to the General Application Process section at top of this document for formatting instructions.
  • The document must be uploaded in PDF format (unprotected) and the total size cannot exceed 30 MB.
  • Maximum 2 pages are permitted.
Proof of citizenship or permanent residence

The applicant must attach their valid proof of Canadian Citizenship, Permanent Resident or Protected Person document. The document must be uploaded in PDF format (unprotected) and the total size cannot exceed 30 MB.

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;
  • Form IMM 5688;
  • Letter received indicating a positive decision from the Immigration and Refugee Board;
  • Verification of Status (VOS) document with positive Pre-Removal Risk Assessment (PRRA) decision from IRCC;
  • Temporary Resident Permit if you are a Protected Temporary Resident.

2. Identify sponsors

Applicants should refer their selected sponsors to the Information for Sponsors web page for useful tips.

This section collects information on the two 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 the applicant's potential for research. It is at the discretion of applicants to choose people they would like to seek an assessment from, keeping in mind that there is no opportunity within the application to provide a justification for their choices.

Applicants must enter the sponsors' names within their application, update the Assessment Required Deadline Date* (if applicable) and press on "Click and Send Sponsor Request". Sponsors will then receive two emails:

  • To notify them of a request to complete a sponsor assessment, and;

  • To provide sponsors with the link that they need to access in order to complete and submit the electronic form. The deadline for submission is indicated within the form.

    *Applicants can manage the deadline by which sponsors must submit their assessments. By default, the Sponsor Required Deadline in ResearchNet is set for two days before the application deadline. However, applicants can adjust this to any date prior to the application deadline.

    • The assessment form must be completed and submitted online prior to the Assessment Required Deadline Date and be written in English or French. Once an assessment is submitted, it will automatically be attached to the application.
    • 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. Only after all sponsors have submitted their assessments will this task be marked as complete in the ResearchNet Application Task List. Applicants do not have access to the content of the assessment submitted by sponsors. However, applicants may follow the status of the assessments submission directly under this section and are encouraged to follow up with the sponsors if the task is not completed shortly before the deadline.

3. Enter proposal information

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

Title

CIHR will identify the research project using the project title. For this reason, applicants cannot edit their title once the application is submitted.

Lay title

Provide a title for the project that is in a language clear to 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 the project in a way that is accessible to a lay audience. Indicate how the 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.

Primary location where research will be conducted

Indicate the institution that will administer the award funds. Consult the CIHR Application Administration Guide for more information.

Institution paid

Important: The institution paid field determines which organization will receive your application (Canadian institution with a quota OR CIHR). Failure to submit an application through the correct channel will result in an application being rejected.

In order to ensure that your application is submitted correctly, you must consult the How to Submit an Application to CIHR's Canada Graduate Scholarships Doctoral Program (CGS D) flowchart. Note: Canadian institutions referenced in the flowchart includes affiliate institutions. Affiliate institutions where the applicant is conducting research at the time of application will be considered the institution where the applicant is registered. Also, for more information about quotas, consult the Quotas for the CIHR Canada Graduate Scholarships Doctoral Awards (CGS D) Program.

After consulting the flowchart to determine if you are required to apply to an institution with a quota or directly to CIHR, refer to the following for what to put in the institution paid field:

  • For CGS D applicants:
    • To submit your application to a Canadian institution with a quota, select the institution from the drop down menu.
    • To submit your application directly to CIHR, manually type CIHR in the “Other” field.
  • For DFSA applicants: Manually type the name of the non-Canadian institution in the “Other” field to submit your application to CIHR.
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:

Will any phase of the proposed research take place on "federal lands" as defined under the Impact Assessment Act (IAA) which includes land owned by the Government of Canada, including reserves created under the Indian Act; or outside of Canada?

Answer either "Yes" or "No" as appropriate.

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 Indigenous Peoples?

Indicate if the application proposes research involving Indigenous Peoples. This information will be used for statistical purposes only.

Applicants, whose proposed research will involve Indigenous Peoples, consult Ethics of Health Research Involving First Nations, Inuit and Métis People.

Are sex (biological) and/or gender (socio-cultural) considerations taken into account in this study?

Indicate if sex (biological) and/or gender (socio-cultural) considerations are taken into account in this study. For guidelines to sex and gender based analysis, consult the CIHR website. Also describe how sex and/or gender considerations will be considered in your research design or are not applicable (limit of 2000 characters, including spaces).

Period of support requested

Indicate the period of support required. Note: Applicants should indicate the maximum of three (3) years.

Proposed start date

Indicate the date for which funding for the research project/program would begin (funding start date must be within proposed start dates specified under the "Conditions of Funding" of the selected doctoral funding opportunity although project/program may have already started).

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 duration of the graduate studies.

Summary of the research project is written by

Select all option(s) that applies.

Language in which proposal is written

Select the appropriate language.

Descriptors

Provide keywords that describe the 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 the proposal from the list provided.

Classification

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

Themes

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

Suggested Institutes

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

Attachments
Training expectations

Applicants are to:

  • Describe their professional, academic and extracurricular experiences/achievements and how it will contribute to their training success.
  • Describe how the training they expect to acquire will contribute to their professional development and career goals and to the research goals they hope to achieve.
  • Describe how their expected training strives to foster impacts within and beyond the research environment and will contribute to the Canadian research ecosystem during and beyond the tenure of the award.
  • Explain why they decided to obtain training at the proposed institution and what they expect to learn from the training experience.
  • If registered in a joint doctoral program (e.g. MD/PhD, DVM/PhD) or a clinically-oriented doctoral program, they must provide a description of how their program contains a significant research component.

In support of evidence demonstrating that documents written in French require approximately 20% more space than similar documents in English, training expectations fully written in French will be allowed an additional 0.5 page. This provision will ensure an equitable amount of space for training expectations written in either official language. The following page limits for the training expectations will therefore apply:

  • Maximum 2 pages for English applications and a maximum of 2.5 pages for French applications (Refer to the General Application Process section at top of this document for formatting instructions).

Note: For training expectations submitted in English, any pages over the 2-page limit will be removed with no further notification to the Nominated Principal Applicant.

Research project summary
  • Should clearly describe the applicant's role on the project.
  • 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.
  • Should be specific, focused, include feasible research question(s), objective(s) and provide a clear description of the proposed methodology.

In support of evidence demonstrating that documents written in French require approximately 20% more space than similar documents in English, research project summaries fully written in French will be allowed an additional 0.5 page. This provision will ensure an equitable amount of space for research project summaries written in either official language. The following page limits for the research project summary will therefore apply:

  • Maximum 1 page for English applications and a maximum of 1.5 pages for French applications, including references. (Refer to the General Application Process section at top of this document for formatting instructions).

Note: For research project summaries submitted in English, any pages over the 1-page limit will be removed with no further notification to the Nominated Principal Applicant.

4. Attach other application materials

Other
  1. Applicants must provide the Confirmation of Scientific Area Form as part of their application. Applicants must retrieve and print this form from the CIHR website under Index of Funding Related Forms. Once completed, the form must then be uploaded as a single PDF document (unprotected) not to exceed 30 MB under "Other" in the "Attach Other Application Materials" task. Detailed instructions on how to select the most appropriate scientific area are indicated on the form.
  2. For CGS D applicants only: Applicants who would like to self-identify as Indigenous to be considered beyond their institutions quota must complete the Canada Graduate Scholarship Doctoral Awards (CGS D): Voluntary Self-Identification Form for Indigenous Applicants [ PDF (253 KB) ]. Once completed, the form must then be uploaded as a single PDF document (unprotected) not to exceed 300 MB under "Other" in the "Attach Other Application Materials" task.
  3. For CGS D applicants only: Applicants who have not been affiliated with an institution with a quota within the calendar year of application must complete the Canada Graduate Scholarship Doctoral Awards (CGS D): Self-Declaration of No Institutional Affiliation with a Quota Form [ PDF (108 KB) ]. Once completed, the form must then be uploaded as a single PDF document (unprotected) not to exceed 300 MB under "Other" in the "Attach Other Application Materials" task.
  4. Special Circumstances document: Any personal circumstances (including when gender, race, diversity, ability, sexuality, health disparities, educational access, etc.) that have played a role in shaping your path can be explained. This will allow your context to be taken into consideration in the assessment of research productivity. Any information about interruptions to your academic career and choice of nominating institution can be included in the Special Circumstances document (e.g. administrative responsibilities, maternity/parental leave, childrearing, illness, cultural or community responsibilities, socio-economic context, trauma and loss, pandemic impact or health-related family responsibilities) or the Research Proposal (e.g. additional training taken outside of a degree-granting program, relevant work experience, co-ops and internships, etc.).
    • Include the start and end dates; the impact areas; and the reason(s) for or a brief explanation of the absence. Applicants may explain any gaps in the chronology of their experience. However, applicants are not required to justify circumstances when noting considerations related to personal identity considerations. Should an applicant choose to include this information, it will be reviewed by selection committee members.
    • Part-time studies must be outlined in this section. If you have been enrolled part-time during your PhD studies, specify which semesters. The information must be reflected in the transcripts.
    • If you are registered in a joint program (e.g., MD/PhD, MA/PhD), use the transcripts section of your application to provide a timeline of your undergraduate/graduate versus doctoral program studies, broken down by semester. This calculation must be consistent with the transcripts provided. For purposes of this calculation, the undergraduate/graduate portion will not count towards the number of months completed.

Note: These attachments are limited to one page each and no other type of documents will be considered by CIHR.

Official transcripts

Applicants are required to provide the following documents, which must be uploaded as a single PDF document (unprotected) not to exceed 30 MB under "Transcripts" in the "Attach Other Application Materials" task:

  1. Complete and print the Doctoral Studies Timelines form available from the CIHR website under Index of Funding Related Forms.
  2. Up-to-date official transcripts of the applicant's complete academic record (this includes all undergraduate and graduate studies, completed or ongoing). Instructions below must also be followed:
    • One copy of the legend (reverse of each transcript) must be included;
    • Transcript text must be horizontal. Original copies of any uploaded transcripts must be retained since they may be requested by CIHR for verification purposes at any point in the process.

Applicants must confirm directly with their institution the policy on official transcripts and whether or not unofficial transcripts will be accepted as part of their internal review process. For the agencies review process, applications submitted by institutions with unofficial transcripts will not be rejected.

Note 1: Up-to-date official transcripts are defined as transcripts issued by the Registrar's Office and dated or issued in the fall session of the year of the application (if currently registered) or after the last term completed (if not currently registered). Opening the envelope to scan the transcript will not render it unofficial for CIHR's purposes.

Note 2: Certified true copies of official transcripts from the institution are accepted. 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).

Note 3: Applicants who are or were registered at an institution that does not provide transcripts must submit, in lieu of a transcript, a letter bearing the official institution seal/stamp or a letter signed by the Dean of Graduate Studies confirming the applicant's program of study, the applicant's registration status, the date of initial registration, the degree obtained or sought and the fact that the institution does not provide transcripts.

5. 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.

They are listed on the CIHR website together with CIHR's other current funding opportunities. For requirements on individual Priority Announcements/Funding Pools, applicants must verify the "How to Apply" section of each of these 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 Announcements/Funding Pool, applicants must select the Priority Announcement/Funding Pool title from the list and the Relevant Research Area(s) addressed by the proposal, then press save. If a relevance form is required, a text box should appear.

6. Print/upload signature pages

Follow these 2-steps instructions:

  1. Refer to the How to Submit an Application to CIHR's Canada Graduate Scholarships Doctoral Program (CGS D) flowchart.

    Note: Affiliated institutions are considered equivalent to their Canadian institutions for the purpose of this flowchart.

  2. Complete the signature page, which is found on ResearchNet under this task.

    • Only supervisor(s) signatures are required. Printed names should always accompany signatures.
    • No institutional signatures are required on the pages at the time of application.
    • Scan and upload the signed signature pages, including the routing slip, as one PDF (unprotected and not exceeding 30 MB), in the Print/Upload Signature Pages task in ResearchNet prior to submitting the application.
    • The Research Office at the institution will electronically approve and forward the application to CIHR (applicable only for CGS D applications where Paid Institution has been selected from the drop-down).

7. Preview

Applicants must review all components of the application. If a section is incomplete, the missing information must be provided to successfully submit the application.

The applicant is responsible for ensuring that the information provided is complete and that it conforms to the application requirements. ResearchNet does not validate the content of the uploaded document(s).

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

8. Consent and Submit

It is highly recommended that applicants submit their application well ahead of the deadline. Applicants must:

  • Review the terms listed and respond to the questions regarding consent in order to submit their application.
  • Click Submit to send the application.

For applicants submitting a CGS D application, and have selected their Institution Paid from the drop-down:

If the applicant's institution is part of the eApproval process, their institution's research office may return the application to the applicant with comments or questions. Many institutions have internal deadlines that are well ahead of CIHR's deadline; as such applicants are to confirm the internal deadline with their institution.

If the applicant has successfully submitted their application, they will receive the following confirmation email(s):

  • When the Institution Paid receives the application from the applicant, and;
  • When the application has been submitted to CIHR by the Institution Paid.

For applicants submitting a CGS-D application and have manually entered CIHR as the Institution Paid in the field “Other”:

The applicant will receive one confirmation email once the application has been submitted to CIHR.

For applicants submitting a DFSA application and have manually entered their non-Canadian institution as the Institution Paid in the field "Other":

The applicant will receive one confirmation email once the application has been submitted to CIHR.

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