Tri-Council Harmonization: the Nuts and Bolts CAGS Annual Conference Montreal, November 4, 2013 Presented by Gordana Krcevinac, Director, Tri-Council CGS Harmonization Project

Agenda Why Harmonize? CGS Background Design Phase Engagement with Stakeholders Delivering the Harmonized CGS program Implementation Timelines Questions 2

Why Harmonize? 3

4 Ensure continued Tri-agency leadership within a changing context for research training and research-intensive careers Remove barriers to innovation Respond to community and student feedback Better use of Peer Review resources Eliminate administrative duplication Strengthen tri-agency collaboration

CGS Background 5

2003 CGS is introduced by the Federal government $105M/year to support Canada’s best and brightest graduate students to study in Canada 2,000 Master’s and 2,000 Doctoral Scholarships awarded across Tri- Agency 2007 Additional $27M investment 2,500 Master’s and 2,500 Doctoral Scholarships awarded across Tri- Agency CGS Canada Graduate Scholarships were renamed in recognition of outstanding researchers and entrepreneurs, Alexander Graham Bell (NSERC), Frederick Banting and Charles Best (CIHR) and Joseph-Armand Bombardier (SSRHC) 6

Previous CGS Master’s Competition Processes Agency University Agency University Agency 7

Current CGS Doctoral Competition Processes Agency University Agency University A A A 8

Harmonization Background 2008 Introduction of the Vanier doctoral scholarships (167/year ) 2010 Introduction of the Banting Postdoctoral Fellowships (70/year) 2012 Tri-Council Harmonization Project Team established 9

The Vanier-Banting Secretariat One application platform One application form Same adjudication criteria Shared websites Tri-Council Governance 10

CGS Distribution by Agency Canada Graduate Scholarships (CGS) Awards $17.5K (1 year) for Master’s (M) $35K (up to 3years) for Doctoral (D) Distribution of Awards by Agency SSHRC: M: 1300, D: 1300 NSERC: M: 800, D: 800 CIHR: M: 400, D: 400 Michael Smith – Foreign Study Supplement – Up to $6K, for six months to study abroad. Must hold a CGS. 11 SSHRC $22.3MSSHRC $45.5M NSERC $14M NSERC $28M 80 - NSERC SSHRC 45 - CIHR Number of awards available per year per council Master’s * Doctoral * CIHR $14MCIHR $7M *Total annual CGS expenditures by agency

Overall Direct Funding for Training 12 CIHR Total Direct funding for training (all levels: undergrad up to Postdoctoral) $55M NSERC Total Direct funding for training (all levels: undergrad up to postdoctoral) $116M SSHRC Total Direct funding for training (all levels: undergrad up to postdoctoral) $115M

Summary of Training / Talent Budgets * Does not include CIHR Strategic Awards 13 SSHRCNSERCCIHR CGS-M$22.8MCGS-M$14.0MCGS-M$7.0M CGS-D$45.5MCGS-D$28.0MCGS-D$14.0M CGS-Total$68.3MCGS-Total$42.0MCGS-Total$21.0M MSFSS$750.0KMSFSS$480.0KMSFSS$270.0K SSHRC-D$22.9MPGS-M$2.2MDFSA$1.1M PGS-D$28.2M PGS-Total$30.4M Vanier$8.3MVanier$8.3MVanier$8.3M Banting$3.2MBanting$3.2MBanting$3.2M Undergrad SRA$13.7M IPS-M$3.1M IPS-D$2.5M IPS-Total$5.6M PDF$11.6MPDF$12.3MPDF$21.0M Direct Total$115.0MDirect Total$116.0MDirect Total$54.8M CREATE (indirect)$19.8M STIHR (indirect)$15.6M Students supported indirectly through Grants (2500)$40M Students supported indirectly through Grants (18500) $282M Students supported indirectly through Grants ()$130.1M Grand Total$155MGrand Total $417.8MGrand Total$199.7M

Design Phase 14

Task of CGS Harmonization Project Team Critically examine the way the three agencies are delivering CGS M and D and similar programs Rethink some of the program fundamentals Evaluate the results from recent consultations carried out by the agencies Redesign Implement 15

Harmonization Project - Core Principles Integration Simplicity Quality of service Excellence Accountability 16

Design Objectives Simpler application and adjudication procedures and processes for graduate students and post-secondary institutions Greater cross-agency alignment of key funding opportunity characteristics, such as eligibility and selection criteria, and key deadline dates The opportunity for partnering Canadian post-secondary institutions to better use the scholarships as a tool for recruitment of top students New opportunities for both the institutions and the agencies to achieve administrative streamlining and efficiencies in a context of limited operating funds More effective use of peer review resources Cost savings, greater flexibility and removal of unnecessary barriers to work that spans the mandates of the agencies 17

Proposed Design Elements: CGS Master’s Eliminate agency level reviews Consolidate recruitment and award decision at the level of the institution Review Allocation formula Awards paid through grants to institutions NSERC would forego tenure abroad for its PGS awards 18

Incoming VS Outgoing Model Incoming = Students apply for a CGS scholarship through the university they wish to attend Outgoing = Students apply for a CGS scholarship through the university they are currently registered 19

Why an Incoming Model? Universities can use CGS as a recruitment tool Helps universities retain their top students Pursue strategic objectives aligned with institutional strengths Use the scholarships to support the development of new and innovative research programs of study Increased efficiency by eliminating the Direct Applicant category 20

Proposed Design Elements: CGS Doctoral The new model would apply to CGS and agency specific Doctoral awards and would include redefining: Single Window Application portal, CCV Common eligibility, review process and selection process Common policies, rules and regulations,practices Review of formula for quota calculation Post award 21

Application Portal Agencies have agreed to use the Research Portal as the single application portal. Resources have been allocated to create a common on-line platform 3 Components of the application: 1) CCV 2) Application information 3) Attachments 22

Michael Smith Foreign Study Supplements Integrate elements of the MSFSS into the CGS application to simplify and create efficiencies Devolve the process further to include eligibility review at the institution Introduce other adjustments to raise awareness about the program and increase demand 23

Engagement with Stakeholders 24

Engagement Activities Online discussion guide: 2000 visitors during consultation period feedback received from students, administrators, researchers, Deans Survey: responses from 69 SLOs and 52 institutions Face-to-face meetings: met with 26 representatives from stakeholder associations whose focus is on graduate education Advisory Committee: provided advice on design Presentations: at conferences and other gatherings Internal consultation: with tri-agency staff 25

Engagement Feedback Project seen as timely, has the potential to improve the system for all users Enthusiasm for the harmonization of CGS-single window model Support for national deadlines Support flexibility with subject matter eligibility Apprehension about incoming model and increase in work load for institutions Concerns about change to allocation formula and impacts on institutions 26

Delivering the Harmonized CGS program 27

Application Process Single application portal-Research Portal Adoption of the Canadian Common CV Single Application Form University Administrator Portal Harmonization of research training objectives, eligibility and selection criteria Adoption of national deadlines Harmonized program policies, rules & regulations, post-award, virtual merit review practices 28

Harmonized CGS Master’s Program Adoption of the incoming model Students can apply to up to 5 institutions Selection process will move from a two-stage to a one stage process Universities will manage the selection process and award scholarships-agency no longer conduct centralized national selection processes Delegation of subject matter eligibility screening to universities Universities will receive allocations of CGS awards, by agency. Calculation formula based on current average distribution of the number of awards held at each institution (location of tenure) over the past 3 years. Allocation in effect for 3 years. 29

Current Master’s Competition Processes 30 University Tri- Agency University Direct Applicants

Proposed Tri-Council Master’s Processes 31 Allocations Agency

Harmonized CGS Doctoral Program National competitions Single application portal-Research Portal Adoption of the Canadian Common CV Adoption of co-management model by all agencies (change to CIHR process) Quota of applications remain in 2013 Formula for calculating quotas to be reviewed National deadlines Virtual selection process 32

33 CGS D CIHR DRA/DFSA NSERC PGS D SSHRC D

Award Allocations 2,500 Canada Graduate Scholarships-Master’s (CGS M) awards available each year CIHR- 400 awards, NSERC- 800 awards, SSHRC-1300 awards These allocations have been determined for the 2014–2016 competitions Formula for calculating awards allocations is based on the average distribution of the number of CGS M awards held at each university (location of tenure of awards) for recent competition years Universities must award the scholarships according to their CGS M allocations by year and by agency – Allocations are not transferable to a subsequent year nor to awards for another agency – Allocations will not change over the three years Agencies will work over the fall months on developing process for awarding allocations to newcomers Agencies will review the formula for calculating award allocations 34

Administrative Changes Removal of structural barriers at the agencies level re subject matter eligibility Streamline post award by working directly with universities Streamline award payments to institutions Streamline reporting requirements Adopt a nimble tri-agency programs governing structure 35

Roles and Responsibilities Agencies: Deliver the CGS program; Provide Universities with a framework of policies and guidelines that govern the CGS program; Provide Universities with allocations of CGS M awards; Provide Universities with harmonized tools to manage the selection process and the awards for CGS M Program, including: A common Web-based application portal (the Research Portal); Guidelines for the selection and administration of the awards at the Universities; The Terms and Conditions of the Awards to provide to successful candidates; Provide distinct Agency reports to the Canadian Parliament on the use of CGS funds and outcomes related to the program; Reserve the right to interpret and enforce the policies and guidelines governing the CGS M Program set out in their published materials. 36

Roles and Responsibilities Universities: Administer the selection process to award the CGS M; Abide by the policies and guidelines that govern the CGS M Program; Agree to the roles and responsibilities described in this document; Inform applicants of results; Manage and administering the awards; Use the Agencies’ tools in support of the delivery of the CGS M Program; Report to the Agencies on the use of CGS M funds and outcomes related to the program, by each Agency’s mandate area; Comply with the Agreement (Agreement on the Administration of Agency Grants and Awards by Research Institutions) including the Framework (Tri-Agency Framework: Responsible Conduct of Research).Agreement on the Administration of Agency Grants and Awards by Research InstitutionsTri-Agency Framework: Responsible Conduct of Research 37

Announcement of Results/Offers Administrator Portal April 1 st : Single deadline for announcing results/posting offers Nimble process Available year round 38

Reporting/Monitoring/Post-Award Harmonization work continues : Award Holder’s Guide Policies (Parental leave, etc…) Financial Administration/Reporting Allocations/Quotas Review MS-FSS CGS Doctoral harmonization SLO working group/ 39

Tri-agency Web Page 40

Research Portal picture 41

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Implementation Timelines 45

Proposed Timelines Launch Tri- Council Harmonizati on Project (DONE) Confirm CGS M Design (DONE) Implement changes to CGS M program (DONE) Confirm Design Harmonized CGS Program Review Allocation/Quota Formulae Complete CGS Evaluation Complete Vanier Evaluation CIHR developing training/career strategy Implement changes to CGS Doctoral program 46

Important Deadlines Mid-September: Research Portal Open Early November: SLO Research Portal Open December 1 st :Deadline for submitting CGS M applications April 1 st :Competition Results are announced 47

Questions? 48

Thank you! Please contact the CGS Harmonization Team if you have any questions or feedback: 49