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Queen's University
 

Queen’s NSERC CCV FAQ

Quick Links:

Login issues | Import of Publications | CCV form questions | Link CCV to NOI/App | Where do I put…

  1. Login

    Most login problems appear because applicants don’t realize that the old NSERC online system, the new NSERC portal, and the CCV site are all different websites, so they all require separate registrations. For persistent problems registering or logging in on the portal or the CCV site, please email NSERC’s tech support: webapp@nserc-crsng.gc.ca. Contacting them by email often gets a response within a few hours. Contacting them by email seems to work better than contacting them by phone.
  2. Import of Publication Records

    Q: How do I export bibtex files from databases such as Google Scholar, Scopus, Web of Science or IEEE Xplore?
    A: In order to export .bibtex files from various databases, you can follow the instructions on the following website:  http://info.digitalmeasures.com/bibtex  and click on “How to export….”
    On IEEE Xplore, you just search by author, select the relevant publications, and click on “Export Citations”. Copy-paste the text into Notepad, and when you save it, select “All Files” for “Save as type”, and give it a filename that ends in .bib. Please note that importing IEEEXplore bibtex files into the CCV doesn’t work at the moment [July 2014], they plan to have this fixed in the next release of the CCV.

    Q: How do I import bibtex files into my CCV?
    A: In order to import such a .bib file into your CCV, choose “Utilities” from the black menu at the top of the CCV webpage, select “Import Publications from File” and then upload the bibtex file that you exported from the publication databases, and select which publications to import, e.g, the ones that fall within the 6 year window. Also make sure to check if the publication type is correct after you use the import tool, it lets you select a publication type from a little drop-down menu for each publication after it’s imported them. Please also note that the import tool will not import the name of the conference for bibtex items of type “@inproceedings”. Apparently this is by design, and the CCV tech support does not plan to fix this, so you will have to manually enter the names of the conference for all your conference papers.

    Q: I receive an error message when I try to import an IEEE Xplore bibtex file
    A:CCV tech support has acknowledged this as a problem [July 2014] and promised to fix it in the next release (date tbd)

  3. Filling out the CCV Form

    Q: Do I really have to fill out all 98 Fields?
    A: Similar questions arise if people don’t select the NSERC version of the CCV form, the generic version is much longer. To get the shorter NSERC version, follow the NSERC instructions, especially step 2: http://www.nserc-crsng.gc.ca/ResearchPortal-PortailDeRecherche/Instructions-Instructions/ccv-cvc_eng.asp

    Q: What am I supposed to put into the various sections of the CCV?
    A: The NSERC CCV instructions http://www.nserc-crsng.gc.ca/ResearchPortal-PortailDeRecherche/Instructions-Instructions/ccv-cvc_eng.asp give short explanations of what is supposed to go where. You can also click on the  buttons to find explanations right in the form. Last year, Western published a handy overview sheet that contains the help text for the NSERC CCV: https://researchofficer.files.wordpress.com/2013/06/nserc_ccv_cs.pdf

    Questions for specific sections of the CCV:

    3.1 Personal Information


    3.1.1 Telephone
    Q: Do I really need to fill in the start and end date for my phone?
    A:
    That field doesn’t have an asterisk so it’s not mandatory. Specifying the start and end date can be useful if you can be reached under different phone numbers during specified periods of time, e.g., field work. However, it is not likely that anyone from NSERC would actually call you.

    3.2 Education

    3.3 Recognitions
    Q: Can you give some examples of what can go into this section?
    A:
    The official instructions say: “Recognitions are any acknowledgments, appreciations and monetary rewards that were obtained and which were not directly related to your research funding. “ Examples are: research chairs or research fellowships, best paper awards and other awards for your research (by professional societies, universities, foundations, the government); “Fellow of the XYZ Society” or something similar if it’s a research society in your field that elects fellows and if you received that honor in the last 6 years. Some people also list teaching awards. Some people list “Visiting Professor” at other universities (e.g., during their sabbatical).

     Q: In Recognitions, the CCV form won’t let me enter honors like being a fellow of a scientific association that became effective before January 1, 2008. How can I enter these types of honors?
    A:
    This is in keeping with our Reviewer guidelines, which indicate that Application Reviewers must limit their assessment to applicant information from the last six years. If the honor is ongoing (but starts before the 2008 cut off) and the applicant feels it is an important item to include in their application, they may choose to highlight in the full application in the “additional information on contributions” section. Note that space in that section will be limited.

    3.4 User Profile

    3.5 Employment

    3.6 Research Funding History

    3.7   Activities

    Q: Supervisory Activities section: Do I still need to obtain consent from students to list them, and if so, what form should I use? Is an email by the student sufficient?
    A:
    To obtain consent from students to list them in your CCV, you can use the old form 100:
    http://www.nserc-crsng.gc.ca/onlineservices-servicesenligne/pdf/F100D_e.pdf
    Each consent agreement is valid for 6 years. The form says the following about emailed consent:
    “If the trainee provides consent by e-mail, the response must include confirmation that they have read and agree to the text of the consent form.”

    Q: How should one enter supervision of summer research students where the applicant wasn’t supervising their B.Sc. work per se?
    A: A “Principle Supervisor” is the person who is directly supervising the student’s research in an official capacity. Since this it is a documented process that contributes to training undergraduate HQP, summer research students can be included.

    -You will use “Principle Supervisor” if you were the sole supervisor for that research or “co-supervisor” if supervision was shared.

    -The Study/Postdoctoral Level can be entered as “Bachelors”. In a few cases “Bachelors Honors” may apply instead.

    - We suggest you identify the “summer student” nature of the project in the “Thesis/Project Title” section as a qualifier at the end of the title (example: “Title Name – NSERC Summer Research Student”). If you want to expand on this type of training, you would be able to do so within the space available when completing the full application.

    Q: Should I enter my supervision of 4th year projects in the CCV, and if so, how?
    A:
    Fourth year projects cannot be incorporated in the “Supervisory Activities” since the Instructions say “Do not include students supervised as part of an undergraduate course” and the 4th year projects are normally listed on student’s undergraduate transcript. However, we acknowledge the value of the supervision of 4th year projects as at the undergraduate level. This is something that could be mentioned at the application stage, in the “additional information on contributions” section. Note that space in that section will be limited.

    Q: Is there any place to enter review activities for journals, external reviews for granting agencies etc. ? The CCV only appears to have a spot to enter reviewing activities for the reviews of institutions.
    A:
    Scientific journal reviews should go in Editorial activities (Under Activities>Administrative Activities). You are correct that, the “Organized Review Activities” section is only for review activities related to the assessment of an institution.

    External reviews for granting agencies are not part of the information that NSERC collects in the CCV. You may wish to highlight these types of activities in the full application in the “additional information on contributions” section. Note that space in that section will be limited.

    3.8 Memberships
    Q: How do I enter ongoing memberships? The form is insisting that an end date is mandatory.
    A:
    Just enter as end date a date far in the future, e.g. 01/01/2055 

    Q: I can’t remember the exact start and end date of memberships on technical program committees for conferences that happened several years ago. How should I enter these?

    A: If the applicant is unsure of the start and end dates of her membership on a technical program committee, then she should enter the closest dates possible.  

    Q: Under Committee Memberships: should one list service on committees of one’s department or faculty? How about positions such as “Graduate Admissions Officer” that aren’t really a membership in a committee?
    A: Service on committees of one’s department or faculty can be listed under Committee Memberships. Positions such as “Graduate Admissions Officer” which you mentioned are not really a membership in a committee could be mentioned in the full application in the “additional information on contributions” section. Note that space in that section will be limited.


    3.9 Contributions
    Q: Last year, the 6 year window was determined based on the date of submission of the CCV. Is that still the case?
    A:
    No, this year, all publications from January 1, 2008 onward can be listed. A few weeks ago, the CCV form incorrectly displayed an error message for papers from the first half of 2008, but this has now been fixed and conference papers as well as journal publications from January 1, 2008 onward are now being accepted by the form.

    Q: I have some conference publications that I presented at the conference and they were also published as papers in the proceedings. Should I enter them both as presentations and as conference publications?
    A:
    NSERC’s official reply was “Researchers are indeed encountering difficulties identifying where to enter the conference presentations and conference posters that were also published in the conference proceedings.  NSERC suggests avoiding duplication of entries and add the information where it has the most value and impact for the community.”

    Q: When I import conference publications, it doesn’t seem to import the name of the conference or the title of the proceedings – how can I get this to work?

    A: Tech support has informed me that they are not importing the “Conference Name” or “Published In” fields deliberately, so unfortunately, you will have to enter the conference name manually.

    Q: Under presentations, should I list presentations at conference for papers for which I was one of the co-authors, but for which I did not do the presentation personally?
    A: Only include the presentations made by the applicant except those presentations that were presented by their students. The applicant should then indicate in the Co-Presenters’ box that his or her student gave the presentation. “

    Q: In the presentations section, who should be listed in the “co-presenter” fields? If there were several co-authors should we indicate with an asterisk who gave the presentation?
    A: See the NSERC instructions to the previous question: apparently you should only list presentations given by yourself or by one of your students. If the presentation was given by one of your students, then list them in the co-presenter field. If the presentation was given by you, you can leave the field empty.

    Q: In the CCV we are supposed to use the asterisk to identify student authors. Only my students, or all student authors? How about PDF authors under my supervision?
    A: The asterisk should be used to identify HQP that were under the direct supervision of the applicant. It should not be used to identify all students listed on a publication, unless all the students listed were under the direct supervision of the applicant. This notation should be applied to all HQP under the applicant’s supervision (including post-doctoral fellows and laboratory technicians). 

    3.10 Intellectual Property

     

  4. Linking your CCV to your NOI or application on the Portal

    Please note that this is easier than last year: you only need to enter the confirmation number this year, you do not need to deal with exporting and importing .xml files anymore. Here is how it works:
    4.1 Submitting the CCV
    Once you have completed the NSERC CCV, click Submit.  A confirmation number will automatically be provided onscreen after you agree to the consent statement. Click History in the top menu bar to view your Submission History and preview your CCV in PDF format.

    4.2 Uploading the NSERC CCV to your application
    Go to the Research Portal.

    • On your Welcome Page, find the intended application. Click Open. This will take you to the Application Overview page.
    • Within the Canadian Common CV Uploaded section, click Attach. The Common CV Upload page will appear.
    • Enter your NSERC CCV confirmation number and click Upload.
    • A message will appear indicating that you have successfully uploaded your CCV.
    • Within the Uploaded Canadian Common CV section, Click on the CV File Title link to preview your CV.
    • If you are unable to preview your CCV or receive an error message, verify that you have the correct confirmation number.
    • If the errors persist, contact the On-line Services Helpdesk.

    4.3 How to link an updated CCV to your application (after having made changes)
    It’s important to understand that the confirmation number for your CCV only refers to the version of the CCV at the time your pressed “Submit” on the CCV site.
    If you make changes to your CCV, you have to press submit again, get a new confirmation number and enter that on the NSERC Portal:

    When you are ready to upload (Attach) the revised CCV to your application, you can delete the previous version of the CCV and upload your new one by entering your NSERC CCV confirmation number and selecting Upload.
    OR
    When you are ready to upload (Attach) the revised CCV to your application, you can overwrite the CCV confirmation number that appear in the box with the new CCV confirmation number and select Upload.

    Either one of these method will upload your revised CCV to your application.

  5. Where do I put….

     

    Information

    Should be entered here (official NSERC answers)

    software tool that the group developed (maybe one that is widely used) but that isn’t patented or licensed or published?

    The software tool can be included in “Knowledge and Technology Translation”, (under Activities in the CCV). 

    review activities for journals

    Scientific journal reviews should go into Editorial activities (In the CCV under Activities>Administrative Activities). 

    external reviews for granting agencies

    are not part of the information that NSERC collects in the CCV. You may wish to highlight these types of activities in the full application in the “additional information on contributions” section. Note that space in that section will be limited.

     

    positions such as “Graduate Admissions Officer”

    Could be mentioned in the full application in the “additional information on contributions” section. Note that space in that section will be limited.

     

    supervision of 4th year projects

    Fourth year projects cannot be incorporated in the “Supervisory Activities” in the CCV since the Instructions say “Do not include students supervised as part of an undergraduate course” and the 4th year projects are normally listed on student’s undergraduate transcript. However, we acknowledge the value of the supervision of 4th year projects as at the undergraduate level. This is something that could be mentioned at the application stage, in the “additional information on contributions” section. Note that space in that section will be limited.

     

    supervision of summer research students where the applicant wasn’t supervising their B.Sc. work per se

    A “Principle Supervisor” is the person who is directly supervising the student’s research in an official capacity. Since this it is a documented process that contributes to training undergraduate HQP, summer research students can be included.

    -You will use “Principle Supervisor” if you were the sole supervisor for that research or “co-supervisor” if supervision was shared.

    -The Study/Postdoctoral Level can be entered as “Bachelors”. In a few cases “Bachelors Honors” may apply instead.

    - We suggest you identify the “summer student” nature of the project in the “Thesis/Project Title” section as a qualifier at the end of the title (example: “Title Name – NSERC Summer Research Student”). If you want to expand on this type of training, you would be able to do so within the space available when completing the full application.

     

    honors like being a fellow of a scientific association that became effective before January 1, 2008

    If the honor is ongoing (but starts before the 2008 cut off) and the applicant feels it is an important item to include in their application, they may choose to highlight in the full application in the “additional information on contributions” section. Note that space in that section will be limited. 

     

    scholarships (e.g. Banting) and Doctoral Completion Awards 

    Scholarships and Awards would be best placed under the Prizes and Awards section of the Common CV.

     

     

     

     

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