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University Research Services
University Research Services

Queen’s NSERC CCV FAQ

Last updated May 18, 2017

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Login issues | Import of Publications | CCV form questions | How to attach/upload CCV | Where do I put…

Most answers given below are taken from emailed replies by NSERC staff.

Our general advice from Queen's URS would be to fill out the CCV such that the resulting PDF makes intuitive sense to the people who will review it, which includes the committee members and the external reviewers. Especially the external reviewers may know nothing about how the CCV is supposed to be filled out, so make it easy to interpret for everybody. If you need to add explanations or highlight something, just squeeze that into one of the text fields.

  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 and 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, Web of Science or IEEE Xplore?
    A: Please refer to the following file that shows how to do this step by step. [Please email vmk@queensu.ca in case some instructions in that file don’t work anymore – the exporting websites keep changing their interfaces]

    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. You can also import all of them, and later deselect the ones you don't want to include in the PDF output for your Discovery Grant. This is especially useful if you need different CCV versions for different granting agencies. 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. There is also a nice "Demo" that shows how the import works.

    Q: I receive an error message when I try to import a bibtex file
    A: There is probably a minor error in one of the entries, e.g., if a field in one of the bibliography items is empty it will break the import. Try exporting from a different database, or open the .bib file in a text editor and remove empty fields, or email your file to webapp@nserc-crsng.gc.ca and ask them if they can tell what the problem is.  

    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.
    You need to select "Funding" instead of "Generic" when you click on the "CV" menu tab after logging into the CCV website. Choose NSERC as the funding agency, then wait until "NSERC_Researcher" shows up (the only choice under NSERC) and select that.

    The Queen's URS step-by-step CCV instructions contain lots of screenshots and a lot of detail on how to use the CCV interface.

    Q: What am I supposed to put into the various sections of the CCV?
    A: The NSERC CCV instructions, give short explanations of what is supposed to go where. You can also click on the  buttons to find explanations right in the form.

    Q: What's the exact cut-off date for the 6 year window?
    A:
    For the fall 2017 round, you can include anything for which the date (or the end date) is after January 1, 2011.

    Q: Do I need to delete items that fall out of the 6 year window?

    A: No, don't delete them - you may need a different CCV version later for a different granting agency that may have different rules. To remove an item from the PDF output without deleting it from the system, you simply uncheck the check box in the "Submit" column:
    Image showing what box to click to preform the action.
    Q: Will the contributions in the CCV be numbered this year so that we can refer to them in our proposal?
    A: In past years, NSERC has changed back and forth between numbering and not numbering the publications and presentations  in the CCV. As of May 31, 2016, they appear to be numbered in this year's version of the CCV. However, please note that the numbering starts with the most recent publication and presentation. That means that if you add more presentations or publications in October, let's say, then all the numbers will shift and if you used them to reference your publications in your application, then you will have to update up all those references. Some people have come up with their own numbering system, e.g., J2014a, (J for Journal publication etc.) and you can tag the entries in the CCV by simply adding those tags into one of the text fields at the beginning of the entry, e.g., before the name of the first author, or at the beginning of the title of the contribution.

    Q: Journal publications from the same year are listed in random order in the CCV this makes it so difficult to cross-check with my existing CV. Is there any way to influence the order in which the journal articles are listed within the same year?
    A: Unfortunately, there isn't.

  3. 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). Some people prefer to list research chairs under research funding, that's fine as well.

     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, 2011. How can I enter these types of honors?
    A:
    This is in keeping with NSERC's 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 2011 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
    URS comment in addition to the official NSERC line stated above: some committee members consider it a significant indication of a person's stature in the field if the applicant is an (elected) fellow of a prestigious scientific association, so it really is a good idea to mention it in one of the sections in the application form even if you became a fellow before 2011, e.g., in Additional information on Contributions.

    3.4 User Profile

    3.5 Employment

    3.6 Research Funding History
    Q: Does "Portion of Funding Received" mean "my share of the grant" or "the share of the grant that was paid out by the agency so far"?
    A:
    As per the NSERC instructions updated in May 2017, it means "the amount allocated to you personally". Note that is says "amount", so express your share of the grant in $, not in per cent.

  4. 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 (PDF, 105 KB). 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 “Principal 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 “Principal Supervisor” if you were the sole supervisor for that research or “co-supervisor” if supervision was shared.
    -The  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?
    First a clarification of the type of "4th year projects":

    - Supervision of Honor’s or Bachelor’s theses should be included in the CCV, and the supervision of undergraduate summer research projects (especially if funded by NSERC USRAs) should be included in the CCV as well.

    - Certain departments require so-called 4th year design or capstone projects, for which groups of students work on a project under the guidance of a professor in which the students have to design a solution to a certain task or challenge. Work on these projects is often accompanied by lectures (by a different instructor) on how to write reports, give presentations, etc. and the students get course credits for this capstone/design project. Some of these projects can be very similar to summer research projects in the type of supervision they receive from the supervising professor, and some lead to publications or garner awards.

    In the 2017 updates of NSERC's CCV instructions, it now asks applicants explicitly not to include supervision of capstone projects. You can still explain your supervision of capstone projects in the Past Contributions to HQP Training section in the full application, especially in cases where the students won awards, published or patented the results.

  5. 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:
    In the past, applicants could list scientific journal reviews in Editorial activities (Under Activities>Administrative Activities). However, in the updated CCV instructions 2017, NSERC states explicitly: "Do not include other assessment and review activities such as journal reviews and external reviews of research funding applications in the CCV. You may describe these activities in the application as part of the Additional Information on Contributions section, if relevant."

    “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: 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 dates as best as they can.  

    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.
    Queen's URS note: I have heard from at least one Evaluation Group member that he/she didn't find listings for university committee memberships particularly useful for assessing a person's "excellence of researcher".

    Q: Should I list membership in thesis committees?
    A: No.

    3.9 Contributions
    Q: In 2013, the 6 year window was determined based on the date of submission of the CCV. Is that still the case?
    A:
    No, this year's applicants can list all contributions from January 1, 2011 onward.  

  6. 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:
    As per the 2017 CCV instructions: The presentations section should contain "Presentations that you have given at conferences and events." as long as you "Do not duplicate information listed under Conference Publications."

    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 from NSERC: Only include the presentations made by the applicant him or herself. Do not include presentations given by highly qualified personnel (highlight these HQP achievements in the application instead, not in your CCV).

    Q: In the presentations section, who should be listed in the “co-presenter” fields? If there were several co-authors should we indicate who gave the presentation?
    A: See the NSERC instructions to the previous question: apparently you should only list presentations given by yourself.
    If you were a co-author but did not give the actual presentation, then list the contribution under Publications instead (assuming it was also published).
     

    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? How about if I collaborate with former students after they graduate and are not supervised by me any more?

    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). If the research was done after the student has left your supervision, then you should not mark the student with an * as a co-author anymore.

    Additional note from Vera: Some reviewers, especially external ones, may not know that the asterisk is supposed to be used to indicate student co-authors in the CCV. Since the asterisk is also commonly used to indicate other things (e.g., who is the corresponding author of a journal article), it is a good idea to include a sentence in the "Additional Information on Contributions" section in the full proposal to state explicitly that this is what the asterisk means in the CCV list of publications.

    3.10 Intellectual Property

     

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



    4.1 Submit 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 there is a mismatch between the names and emails in the CCV and the NSERC Portal Profile, then the upload will fail. Make sure to check that emails listed in the Account section of the CCV matches the ones used on the Portal. There is also an Email section under "Personal Information" in the CCV. On the NSERC Portal, you can change your email address if you click on Profile (left upper corner, under "Research Portal").
    • If the errors persist, contact the On-line Services Helpdesk.

     

    Q: For my application, can I make some changes to the CCV that I submitted with my NOI?

    A:
    You can upload a revised CCV to your application at any time before the Submission deadline date. See the next item for how to link an updated CCV to the application. You can also upload a different CCV to your full application - most applicants will have additional papers accepted, students accepted or graduated between August 1 and November 1.

    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: once you have copied the new CCV confirmation number, go back to the NSERC Portal, log in, navigate to your NOI or application for which you want to update the CCV, go to the Canadian Common CV upload section, and click on the delete button to unlink the outdated version:
    screen shot of CCV delete button
    Then click on "Add New Canadian Common CV" and paste in the confirmation number of your updated CCV. Click Upload.

    Q: How do I attach the CV of my collaborators?
    A:
    Only the applicant’s CCV is required (and allowed) for an Individual Discovery Grant application. Collaborators do not submit anything. SAP-Project grant applications and RTI applications are usually team applications, and for those, the lead applicant can invite co-applicants to the proposal, and the co-applicants (but not the collaborators) can upload their CCV.

  8. 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

    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.

    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, but doesn't have to be mentioned, it is not very relevant to the evaluation of your excellence as researcher. Note that space in that section will be limited.

    Department heads usually list their position as a separate entry in the employment section, since that is a different type of appointment.

    supervision of 4th year projects

    See detailed discussion above.

     

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

    A “Principal 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 “Principal Supervisor” if you were the sole supervisor for that research or “co-supervisor” if supervision was shared.

    -The 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, 2011

    If the honor is ongoing (but starts before the 2011 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 of the applicant

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