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Social Sciences and Humanities Research Council of Canada Government of Canada
 
 

Application for a Grant
Partnership Grants—Letter of Intent
Instructions (Web)

Introduction

Before applying, project directors are strongly encouraged to read the Partnership Grants Letter of Intent funding opportunity description, the Insight, Connection and Talent program descriptions, the Institutional Eligibility—Guidelines and Requirements, and the Regulations Governing Grant Applications. For detailed information on eligible and ineligible expenses, you should also consult the Tri-Agency Financial Administration Guide.

We suggest that you print and consult this document and the Help with Online Forms for reference while you are completing your online grant application. You may also refer to this document by clicking "Instructions" at any time within a screen. This button will link you directly to the instructions for the screen you are completing.

Application Process and Deadline

Applications must be submitted by a postsecondary institution or a not-for-profit organization with a research mandate. Grant funds may only be administered by an eligible postsecondary institution or eligible not-for-profit organization.

For Partnership Grants, the applicant is the postsecondary institution or not-for-profit organization. The applicant must name an individual to act as the project director responsible for the overall leadership of the team or partnership. The project director prepares the application in collaboration with, and on behalf of, the formal partnership and all participants.

The project director, on behalf of the postsecondary institution or not-for-profit organization, must complete and verify the online Partnership Grants—Letter of Intent form and his/her SSHRC web-based curriculum vitae (CV). The complete application, including the electronic attachments (uploads), project director’s CV, and Accept Invitation forms (co-applicants, collaborators and partner organizations), can be viewed and printed, but must be submitted electronically to the institution's research administrator or not-for-profit organization’s financial administrator .

Note: SSHRC does not require CVs for co-applicants or collaborators at the Letter of Intent stage. Please refer to the Description of Team section for details on the information to be provided about team members.

Follow these steps:

  1. Complete all mandatory fields (boldfaced labels).
  2. Attach all mandatory electronic uploads (application).
  3. Ensure that all co-applicants, collaborators or invited partner organizations have submitted their "Accept Invitation Form."
  4. Verify and correct the data until the Verification Report indicates successful verification.
  5. Click "Submit" (Submit to Research Administrator) for institutional approval.

The postsecondary institution’s research administrator or not-for-profit organization’s financial administrator will review the application and, if approved, forward it to SSHRC. If changes are required, the research or financial administrator will send a message to the project director using the Message Centre function. The project director can access the Message Centre by clicking "Messages" in the top navigation bar of his/her Portfolio. Research administrators will be able to forward applications until 8 p.m. eastern, February 15, 2017. After 8 p.m., the "Submit" (Submit to Research Administrator) button will disappear from the project director's Portfolio, the "Forward" (Forward to SSHRC) button will disappear from the research administrator's Portfolio and no further changes and submissions will be possible.

Note: If a deadline falls on a weekend or a Canadian public holiday, the online application system will remain open until 8 p.m. (eastern time) on the next business day.

Most institutions or organizations have an internal deadline date that is earlier than SSHRC’s deadline date. Make sure you allow enough time to obtain feedback from your administrator before the application deadline.

Acknowledgement of Receipt of Applications

After SSHRC receives your completed application form, the data provided in your application and CV are transferred to SSHRC's corporate database. SSHRC will acknowledge receipt of your electronic application form, and will assign you an application number. Please cite this number in all correspondence with us.

Electronic Submission and Approval

Even though the electronic submission process includes appropriate controls and checks to ensure validation of the information by the institution or organizations’ administrators before it is submitted to SSHRC, note that project directors will have to follow the internal approval process in place at their institution or organization, as specified by the relevant authorities.

By clicking "Submit", the project director confirms that, on behalf of the applicant institution, he/she:

  • has read and understands the eligibility requirements of the funding opportunity;
  • has provided complete and accurate information in the funding application and related documents, and has represented himself/herself, and his/her research and accomplishments in a manner consistent with the norms of the relevant field;
  • has ensured that any team members and partner organizations listed in the application have agreed to be included therein;
  • is not currently ineligible to apply for or receive funding from the Natural Sciences and Engineering Research Council, SSHRC, or the Canadian Institutes of Health Research or any other research or research funding organization by reason of a breach of an ethical, integrity or financial policy or requirement, and that if at any time he/she becomes ineligible, he/she will advise his/her institution’s research grants office and SSHRC immediately in writing;
  • will inform SSHRC and his/her institution’s research grants office immediately of any change in the nature of the research that may have an impact on certification or approvals;
  • will inform SSHRC and his/her institution’s research grants office immediately in writing in the event of any change in eligibility status, and hereby authorizes the institution with which he/she is employed or affiliated to provide SSHRC with his/her personal information for the purpose of verifying eligibility to receive funds from SSHRC;
  • agrees that, if awarded funding, the project director will use this funding only for the purpose for which it was awarded and will comply with all relevant SSHRC requirements as set out in SSHRC’s respective policies, procedures and manuals;
  • has read, understands and agrees to comply with the policies of SSHRC, including the Tri-Agency Framework: Responsible Conduct of Research, both in the submission of the application and in carrying out the research funded by SSHRC;
  • is aware that, should he/she be found to have made a serious breach of agency policy, SSHRC, in accordance with the Tri-Agency Framework: Responsible Conduct of Research, may publicly disclose any information relevant to the breach that is in the public interest, including his/her name, the nature of the breach, the institution with which he/she was employed at the time of the breach, the institution where he / she is currently employed (if any), and the recourse imposed against him/her, and accepts this as a condition of applying for or receiving agency funding and consents to such a disclosure;
  • in instances where he/she is or has been at any time during the past 12 months a federal public servant, has complied with and will continue to respect the Values and Ethics Code for the Public Sector;
  • if from a non-eligible organization, has read, understands and agrees to the conditions and policies found in SSHRC’s Institutional Eligibility—Guidelines and Requirements, and has begun the institutional eligibility process;
  • understands that, for postsecondary institution applicants, research offices will, by way of SSHRC’s secure site, be informed of the competition results pertaining to their applicants;
  • understands that, for not-for-profit organization applicants, competition results will be communicated to the applicant by email; and
  • agrees to SSHRC's use of the one-page proposal summary for publicity purposes if a grant is awarded.

Privacy notice
The applicant (or project director, where applicable) also confirms that he/she understands that:

  • all personal information provided to SSHRC is used, disclosed and safeguarded in accordance with the Privacy Act, the Access to Information Act, and relevant Treasury Board policies.
  • personal information is collected pursuant to the Social Sciences and Humanities Research Council Act.
  • applications are provided to selection and merit review committees for adjudication, and, possibly, to third-party expert assessors for evaluation;
  • applications may be shared with other government organizations or public research funding bodies, if that organization will co-fund the application and has signed a memorandum of understanding with SSHRC;
  • information related to applications and awards will be shared with authorized officials at the applicant’s institution;
  • SSHRC may disseminate award holder names and summaries of successful research proposals for publicity purposes, or in response to an access to information request, without consent;
  • SSHRC will use personal information for the uses and consistent uses outlined on Info Source;
  • SSHRC will obtain consent prior to using or disclosing personal information in a manner not outlined above or on Info Source;
  • SSHRC uses personal information to identify prospective committee members and expert reviewers for applications;
  • personal information is used by SSHRC for program planning, evaluation, reviews, audits and statistics generation;
  • failure to provide personal information will result in an application being declared ineligible;
  • SSHRC does not regularly update personal information; it is the applicant’s (or project director’s, where applicable) or award holder’s responsibility to contact SSHRC’s ATIP Coordinator to correct or update personal information; and
  • applicants (or project directors, where applicable) and award holders have the right to file a complaint with the Office of the Privacy Commissioner regarding SSHRC’s handling of their personal information.

By clicking "Forward" (Forward to SSHRC), the research or financial administrator (institutional approval) certifies that:

the project director:

  • is affiliated with the institution or organization; and
  • has the necessary time and facilities to carry out the project; and

the applicant (postsecondary institution or not-for-profit organization)

  • is willing to administer any grant received according to SSHRC policies;
  • agrees to take the necessary steps to ensure that machine-readable files or computer databases are preserved and accessible under conditions agreed to by the institution and the researcher;
  • will notify SSHRC of any changes during the tenure of the grant, including changes in the composition of the partnership, such as the addition of new co-applicants, collaborators, partner organizations, etc.; and
  • has verified that the budgetary estimates are in accordance with its rates and policies.


Attaching a Document

Many modules in your application will require that you attach a document. The process for attaching a document is the same for all modules:

  1. Save or convert your document into one PDF file (.pdf extension).
  2. Click “Browse” to select the file from your computer.
  3. From the dialogue box, click on the appropriate file to highlight it, then click “Open” to select the file.
  4. Click “Attach” to attach a copy of the file to your application.
  5. When your PDF file has been successfully attached, the document name will appear, along with the “View attached file” and “Delete” buttons. Click “View attached file” to ensure that you have attached the correct document.
  6. If it is not the correct document, click “Delete” to start the process over again.
  7. If the specified requirements for page length and page size are exceeded, the error message “The file you are trying to attach contains [number] page(s)—a maximum of [number] page(s) is allowed” will appear, above the “File name” field.

You must follow the specified requirements for margins and font size (12-point Times New Roman) or your application will be rendered ineligible.


Identification

Where required, provide the information requested using the "List..." button. The Country list will appear. Select the country, the province or state (if applicable), then the organization. If the appropriate information is not listed, select "Other" from the list and type the information in the box provided.

Program name
Based on the objectives put forward in the Insight, Connection and Talent programs, indicate and rank, in descending order of relevance, the program(s) related to your proposal.

Please select the Talent program as an entry only if yours is primarily a partnered research training initiatives proposal. Talent can only be selected as entry #1. If selecting the Talent program, you must select the partnered research training initiatives as a partnership approach in the Activity Details section.

Application title
Provide a short, descriptive title for your proposal in non-technical terms. Restrict use of acronyms (e.g., UN, NATO, NAFTA). Use uppercase for only the first word of the title and for proper nouns and acronyms. Your application title will automatically be included in the Activity Details screen.

Type of partnership
Indicate whether this is a new or existing partnership. A new partnership is one that was developed for the purpose of submitting an application to this funding opportunity.

Joint or special initiative
If you want your project to be considered for any of the following initiatives, select the appropriate option from the drop-down list. Those selecting the Canada Foundation for Innovation initiative may also select up to one other initiative:

Note: By indicating that you want to be considered for any of the above initiatives, you agree to allow SSHRC to share your application information with the relevant partner organization. If you have selected any of these initiatives, follow the links provided to ensure your compliance with all related instructions or guidelines.

Research-creation proposals
SSHRC strongly suggests that, before you select “Yes,” you refer to the definition of research-creation for more information and examples of fields involving research-creation.

If you select "Yes", please also refer to Research Contributions and Guidelines for Research-Creation Support Materials for instructions regarding creative outputs and support material.

Does your proposal involve Aboriginal research, as defined by SSHRC?
Select “Yes” if you wish to signal to the adjudication committee that your application should be reviewed in the context of SSHRC’s definition of Aboriginal research and its Guidelines for the Merit Review of Aboriginal Research.

Project Director

Carefully review the Eligibility section of the Partnership Grants funding opportunity description before completing this module.

Enter complete information about the project director (the person responsible for the overall leadership of the team or partnership).

If you have an existing SSHRC CV and wish to indicate a different position from that already on record, use this section to enter a new organization and/or department/division.

Note: If the organization with which you are affiliated is not a SSHRC eligible institution, the organization must meet the requirements to administer grants and awards, as outlined in the Institutional Eligibility Requirements for the Administration of Grants and Awards, and must contact SSHRC at least five business days prior to the application deadline to begin the eligibility process. Unless you have contacted SSHRC to begin this process, your institution will not be added to the list of eligible institutions and you will not be able to complete your application.

Lead Organization (Applicant)

Enter complete information about the applicant (the institution or organization that will manage or administer the funds, and the contact person at the organization).

Address
You must complete the address section only if the department is not listed.

Names and Initials
If you use your second or third name as your given name, see the examples below for help in completing the initials box.

Example 1: A.J. Paul Moore
If you prefer to have your initials appear before your given name, you would enter:

Given Name

Initials

Family Name

A.J. Paul

 

Moore

SSHRC correspondence would address you as Mr. A.J. Paul Moore.

Example 2: Joanne Francine Mélanie Trudeau (normally addressed as Mélanie)
If you usually use your second or third name as your given name and do not want your initials appearing before your given name, you would enter:

Given Name

Initials

Family Name

Mélanie

J.F.

Trudeau

SSHRC correspondence would address you as Ms. Mélanie J.F. Trudeau.


Activity Details

Select appropriate entries under each section by clicking "List...". Duplicate entries are not permitted.

Ethics
State whether or not your proposal involves human beings as research subjects. If it does, select "Yes", consult the Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans and submit your proposal to your organization's research ethics board.

Partnership approaches
Partnership arrangements are defined by the nature of the activity/activities to be carried out. Select one or more possible formal partnership approaches from the drop-down menu. If your approach is not listed, type your approach in the box provided.

Approaches available within the Partnership Grants include, but are not limited, to the following, or a combination thereof:

Note: If you have selected the Talent program as a program name under Identification, you must select partnered research training initiatives as an approach.

Keywords
List keywords, separated by semicolons, that best describe your project.

Disciplines
Indicate and rank up to five disciplines relevant to your proposal, with Entry 1 the most relevant and Entry 5 the least relevant. If an applicable discipline is not listed, you may select an entry such as "Other (relevant discipline)" (e.g., Other Psychology, Other Anthropology, Other Sociology) from the list, and provide the information in the box provided.

Example:
Entry 1 Sociology
Entry 2 Other Psychology
Entry 3 Other Anthropology
Entry 4 Other Humanities
Entry 5 Other Archaeology

You may only choose "Other (relevant discipline)" once. For instance, you cannot choose "Other Psychology" in Entry 2 and choose it again in Entry 3.

Areas of Research
Indicate and rank up to three areas of research related to your proposal, with #1 the most important and #3 the least important.

Temporal Periods
If applicable, indicate up to two historical periods covered by your proposal.

Geographical Regions
If applicable, indicate and rank up to three geographical regions covered by or related to your proposal, with #1 the most important and #3 the least important.

Countries
If applicable, indicate and rank up to five countries covered by or related to your proposal, with #1 the most important and #5 the least important.


Organization Information (if applicable)—maximum two pages

When a not-for-profit organization is the lead organization and proposes to manage the funds, you must include the following information in an electronic document:

  • the mandate of the organization;
  • descriptions of the staff position(s) assigned to the proposed project and the qualifications of individuals in these positions;
  • an overview of the organization's outcomes and, if applicable, specific outcomes related to research;
  • discussion of research protocols, including the freedom to conduct research and publish findings;
  • proof of incorporation; and
  • the organization’s website address.


Host Organizational Involvement—maximum one page (mandatory)

Partnership Grants are institutional/organizational applications. You must attach a Letter of Support from your host institution/organization, written on official letterhead and signed by appropriate officials. While the host institution/organization does not need to confirm its contribution to the partnership at this stage, the letter should explain any plans for involvement by the host institution/organization in supporting the partnership (e.g., infrastructure, cash and/or in-kind support, services, training, etc.). In addition, the letter should provide an overview of the organization's research and related priorities/strategy, and of how the proposed partnership will advance those objectives.

Note: If applicable, contributions from departments within the host institution should be included in this Letter of Support.


Participants

There are two categories of individual participants for Partnership Grants:

Co-applicants may be individuals from any of the following:

  • Canadian: Postsecondary institutions; not-for-profit organizations; philanthropic foundations; think tanks; and municipal, territorial or provincial governments.
  • International: Postsecondary institutions

Select the role that each participant will play, by choosing "Co-applicant" or "Collaborator". Indicate if these participants are from the academic or non-academic community. Enter the family name and the email address of the participant. After the data are saved, the system will automatically display the data alphabetically by family name, along with the status of the invitation and a "Clear Entry" button for each participant. The system will also generate an email to each person, inviting them to participate in the application. It is the responsibility of each invited person to complete, verify and submit their Accept Invitation form.

If the participant has not accepted the invitation, the status will remain "Invitation not yet accepted".

If the participant deletes the system-generated email requesting his/her participation, the status will remain “Invitation not yet accepted”. The project director can click “Resend E-mail” to send the invitation again.

If the participant declines the invitation by deleting the Accept Invitation form from his/her portfolio, you will be notified by email and must remove the person from the application by clicking "Clear entry".

If the participant accepts the invitation, the status will change to "Invitation accepted" and the Accept Invitation form will be created. You will then be able to view each form. Note that participants do not complete SSHRC CVs at the Letter of Intent stage.

If you incorrectly type in a participant’s family name, you will receive the following error message: "Must be identical to family name above". The system will recognize the discrepancy only after the co-applicant or collaborator has accepted the invitation. In order for your application to be successfully verified, the participant’s family name must be identical to the family name found in our database.

Your application will not be "Verified Successfully" until each participant you invited has successfully completed and verified their invitation.

If you require additional information on the invitation process, consult the instructions under "Accepted Invitations" on the "Portfolio" screen.


Description of Team—maximum three pages

Explain the different types of expertise needed to ensure the success of the partnership. Describe the roles, responsibilities and contributions of the project director and key co-applicants and/or collaborators. Clearly indicate, where appropriate, whether they are from an academic or non-academic sector (e.g., not-for-profit organization, philanthropic foundation, public or private sector organization), and how the activities and expertise of each member will support and enhance the proposed partnership. Include details about whether the team member has worked collaboratively with the project director and/or other team members in the past.


Invited Partner Organizations

Prior to filling out this section, see SSHRC’s definitions of partner organization and formal partnership.

For each partner organization, list the family name and email address of the contact person. Partner organizations are required, for administrative purposes, to identify an individual who will act as a contact person. Once the data are saved, the system will display the information alphabetically by family name on this screen and by organization name on the PDF. It will also generate an email to each partner organization’s contact person, inviting him/her to confirm their organization's participation in the application.

If the partner organization contact accepts the invitation, the status will change to "Invitation accepted" and his/her form will be attached to the application form upon creation. You can then view the partner organization’s form by clicking "View Form."

If the partner organization contact does not accept the invitation, the status will remain "Invitation not yet accepted".

If the partner organization deletes the system-generated email requesting their participation, the project director can click "Resend Email" and the same invitation will be sent again.

If the partner organization declines the invitation (by deleting the Accept Invitation form from the Portfolio), you will be notified by email and you must remove the partner organization from the application by clicking "Clear entry."

For details on all modules to be submitted by each partner organization, consult the Invited Partner Organization Instructions.

It is the responsibility of each invited partner organization to complete, verify and submit their Accept Invitation form, including their Letter of Support. Each letter should be written on official letterhead, signed by appropriate officials, and, at a minimum, include the following:

  • a statement that the partner organization has read the proposal and agrees in principle with the objective(s) of the proposal;
  • a statement that the partner organization is willing to participate in the development of a formal application; and
  • the reason(s) for the partner organization’s involvement in the partnership.

Note: The letter of support may only be submitted via the online invitation process (see instructions below). Paper copies will not be accepted.


List of Potential Partner Organizations and Other Contributors—maximum two pages

Prior to filling out this section, see SSHRC’s updated definitions of partner organization and formal partnership, and the exclusions in the Guidelines for Cash and In-Kind Contributions.

You must attach an electronic copy of a list of potential partner organizations and other contributors you plan to engage during the lifetime of your grant. Include website links, if available.

The list should be divided into the following categories:

Potential partner organizations
Indicate whether each partner organization listed has been approached to participate.

Other contributors
Other contributors include organizations (e.g., philanthropic foundations, private sector organizations) or individuals who are not invited partners, but who are likely to provide cash and/or in-kind contributions during the lifetime of your grant.


Summary of Proposal

Provide a summary of your proposal written in clear, plain language. It should be written in non-technical terms and be clearly understood by a range of audiences with varied areas of expertise. Clearly indicate the following:

  • the challenges or issues to be addressed
  • the overall goal and objectives of the proposed partnership; and
  • the breadth of the partnership, and the meaningful engagement of the partner organizations involved.

Note: If your proposal is funded, this summary will be used for promotional purposes outside the research community to inform politicians, the media and members of the public who request information about research funded by SSHRC.

Type your text directly into the box, or cut and paste it from a document prepared using a word processor. You may enter only plain, unformatted text, not bold type, italics, script, underscoring, formulas or special characters. Your text must not exceed one (1) page on the PDF copy. Text that exceeds the capacity of the text box will not be displayed when printed. Click "Save" and then "Preview" to ensure your text will appear on the form.


Goal and Project Description—maximum eight pages

You must attach an electronic copy of your Project Goal and Description. Before writing your proposal, consult the evaluation criteria in the funding opportunity description. Write your proposal in clear, plain language. Avoid jargon, acronyms and highly technical terms. SSHRC encourages the use of tables, charts and diagrams, as they are often the most effective and efficient way to capture the proposed governance structure and co-ordination of formal partnerships and activities. Within your description, provide the following information:

  • Clearly justify your proposal within the stated program objectives (i.e., Insight and/or Connection; or Talent) and partnership approaches, and state the overall goal and specific objectives that the proposed partnership will set out for itself. Demonstrate the relevance and significance of these objectives for all the partner organizations that will be involved in the partnership.
  • Describe the originality, significance (social, economic, cultural, intellectual) and expected contribution to knowledge in the social sciences and/or humanities of the proposed research and/or research-related partnership activities.
  • Demonstrate the appropriateness of the theoretical and methodological approaches that will be chosen to meet the stated objectives. Include a literature review. SSHRC encourages applicants to, if applicable, discuss how research data arising from the project will be managed, including collection, preservation and sharing.
  • Address the appropriateness of the duration (four to seven years) chosen to achieve the objectives.
  • Describe the anticipated challenges in building the partnership.
  • Describe plans for governance arrangements, the involvement of partner organizations in the leadership of the partnership, and how partner organizations will benefit from their participation in the partnership.
  • Describe the involvement of the host institution in supporting the partnership (e.g., infrastructure, cash and/or in-kind support, services, training, etc.).
  • Describe the training and mentoring plans for students, emerging scholars and/or other highly qualified personnel.
  • Outline a preliminary plan for knowledge mobilization and dissemination activities that will engage appropriate audiences or participants within and/or beyond the research community.
  • Describe the potential influence and impacts of the project, as well as the potential for long-term viability and progress indicators.
  • In the case of partnered research training initiatives only, also:
    • describe the merit of the proposed initiative as detailed in SSHRC’s Guidelines for Partnered Research Training Initiatives;
    • include, in a table, information on the approximate number of students and/or postdoctoral researchers expected to participate on an annual basis; and
    • briefly indicate how the training of each group of trainees will be structured and managed.

In addition to the project goal and description, if you are submitting a request for support for a tool for research or related activities, consult SSHRC’s Guidelines for Support of Tools for Research and Related Activities. The Guidelines are intended to provide assistance to researchers submitting requests for support for tools distinct from a typical component of a research grant. If you find, after reviewing the Guidelines and consulting the Canada Foundation for Innovation website, that your tool request corresponds with SSHRC requirements, include the estimated costs of tools for research and related activities in part 2 of the Funds Requested from SSHRC section. Note that, should you be invited to the formal application stage, you will be required in your formal application to provide detailed justification for these expenses.


Research-Creation Support Material—maximum one page

If in Identification you have self-identified yours as a "research-creation" project, you must include a website link to provide samples of work that best illustrate the qualifications of the team and/or the nature of the proposed research-creation.

Reasonable efforts will be made to view or listen to support material; however, due to technical challenges, SSHRC cannot guarantee that the samples will be accessed. Please consider that reviewers will have very limited time per application to view, read or listen to samples of work. Note that only links provided in the support material attachment will be used by merit reviewers. Note that only links provided in the support material attachment will be used by merit reviewers.

If including a website link, please follow these instructions:

  • Provide the complete and exact URL and indicate the path to access the intended support material on the website.
  • Include a list of up to three works or excerpts of works to which you would like to direct the reviewers (e.g., images, audio, video, written material, etc.). Please provide titles, dates of creation/production, and a brief context for the works presented. Explain why you are including these items, and how they relate to your proposed project.
  • Ensure that the website and all links involved will be operational up to six months after the application deadline.
  • Specify the browser and version that should be used.

Note: SSHRC assumes no responsibility in cases where links provided are broken or the server is unavailable during the adjudication period.

See SSHRC’s Guidelines for Research-Creation Support Materials for more information.


Proposed Contributions Plan—maximum one page

Prior to filling out this section, see the exclusions in the Guidelines for Cash and In-Kind Contributions.

At the formal application stage, applicants must demonstrate that they will secure, over and above the budget requested from SSHRC, a minimum of 35 per cent in additional resources from sources other than SSHRC during the life of the grant (four to seven years). Applicants should use the Funds from Other Sources module to indicate specific contribution amounts. Successful Letter of Intent applicants will be required to begin confirming cash and/or in-kind contributions for inclusion in their formal application.

In an electronic attachment, detail your plans to secure cash and/or in-kind contributions. The plan must describe:

  • the confirmed or proposed contributions of the host institution/organization;
  • the confirmed or proposed contributions from partner organizations and/or other sources;
  • how you will seek and secure cash and/or in-kind support at the Letter of Intent stage and during the life of the grant (four to seven years); and
  • how the support will benefit the partnership.


List of References—maximum five pages

Attach an electronic copy of all bibliographic references cited in your proposal.

If you have included references by the project director, co-applicants or collaborators indicate these in bold font.


Funds Requested from SSHRC (mandatory)

Part 1: Development Funds

You may enter up to $20,000 as the amount requested to assist the research team to help in the preparation of the formal application. In the Budget Justification section, provide details and justification of the individual costs comprising this total.

Part 2: Estimates for Full Project

At the Letter of Intent stage, the figures provided need only be estimates of the amounts you anticipate requesting at the formal application stage should you be invited to submit a formal application. Partnership Grants are valued at a maximum of $500,000 per year over four to seven years, up to a total of $2.5 million.

For each budget year (four to seven years), estimate, as accurately as possible, the research, research training and/or research-related costs that you would ask SSHRC to fund through a Partnership Grant. All budget costs must conform to the rates and regulations of the applicant (the institution or organization that will manage or administer the funds), and must be fully justified in terms of the needs of the project, including costs for organizing and integrating team activities and for communicating results to audiences, stakeholders and the general public.

Note that, for Partnership Grants, researchers affiliated with foreign postsecondary institutions can be named as co-applicants, and thereby have access to all eligible research expenditures. The Tri-Agency Financial Administration Guide allows for data management and open access-related expenses. The guide should be consulted for information on all eligible and ineligible expenses.

Enter amounts rounded to the nearest dollar without any spaces or commas (e.g., 2000). For blank entries, leave in the "0" value. When entering an amount, highlight the "0" and type the dollar value in the box provided.

Personnel Costs

For each of the categories below, enter the number (#) of students and non-students you plan to hire, whether as salaried employees or as recipients of stipends.

Note: Amounts paid to students or postdoctoral researchers cannot be paid both in the form of a stipend and of a salary or wages during a given year. However, it is possible to choose a different form of payment in a subsequent year of the tenure of the grant.

Student and non-student salaries and benefits
For each applicable category, enter, for each budget year, the number (#) of students and non-students to be hired. Specify the total amounts.

Note: When students are paid by wage, the amounts should be determined in accordance with the university's collective agreement or policy. No SSHRC maximums apply when paying students by salary.

Student stipends
You may request stipends for graduate students and postdoctoral researchers. Stipends must be justified in terms of the research, research training and/or research-related objectives, as relevant. The work performed by stipend recipients should be an integral part of the project.

Other—Salary research allowance
Salary research allowances are an eligible expense. These stipends cover up to 50 per cent of the cost of temporarily replacing an employee from a Canadian not-for-profit organization who will be devoting his or her time as a project director or co-applicant on a SSHRC-funded research project. The request for salary research allowance must be justified in the proposal.

Salary research allowances can only be used by not-for-profit organizations that have project directors or co-applicants listed on their Notice of Award. Researchers holding an academic position at a postsecondary institution and government employees are not eligible for salary research allowances.

Note that a salary research allowance is not a salary for the project director or co-applicant, but is paid to the Canadian not-for-profit organization in order to offset the costs of replacing its employee.

For further information, please consult SSHRC’s Salary Research Allowances policy.

Travel and subsistence costs
Enter, by budget year, the total amounts requested for travel abroad and within Canada for both the research team and student personnel. Project directors must obtain the lowest possible travel fares. Car rental is an eligible expense only if it is essential to the research.

Subsistence costs must be based on rates approved by the institution or organization that will administer the funds.

Other Expenses

Professional/technical services
Consulting fees for professional and technical services are eligible expenditures only if it is demonstrated in the Budget Justification that expert advice is needed.

Supplies
You may include other supply items (e.g., software, stationery, postage, telephone calls) only if they relate directly to the research.

Non-disposable equipment—Computer hardware
Purchase or rental of computers and associated hardware is allowable only if these are not accessible through the postsecondary institution or employer.

Other non-disposable equipment
Purchase or rental of equipment (e.g., audio or video equipment) is allowable only if it is not accessible through the postsecondary institution or employer.

Other expenses
Specify other research and/or related expenses not already included.

Tools for research and related activities
For tools for research and related activities, select “Other expenses” and specify "Tools." You must combine all requested expenses related to tools (i.e., for software, equipment and professional and technical services) into this category. Consult SSHRC’s Guidelines for Support of Tools for Research and Related Activities for more information on social sciences and humanities tools.


Funds from Other Sources

Prior to filling out this section, see SSHRC’s definitions of partner organization and formal partnership, and the exclusions in the Guidelines for Cash and In-Kind Contributions.

List the host institution/organization and all partner organizations and other contributors (e.g., individuals, not-for-profit organizations, philanthropic foundations, private sector organizations) that are providing cash and/or in-kind contributions for the proposal. You must also indicate whether or not these funds have been confirmed. Where applicable, include:

  • the partner organizations' contributions (cash and/or in-kind); and
  • funds you have requested from other sources for activities related to this application.

If a funding source is not listed, select "Other/Unknown" using the "List ..." button. Type in the source name and amount and identify the contribution type.

If you have received, from a single funding source, more than one contribution of the same type (i.e., cash or in-kind) and a confirmation status, you must combine these contributions into one entry (e.g., two $20,000 confirmed cash contributions from a university become one confirmed $40,000 cash contribution). Enter amounts rounded to the nearest dollar without spaces or commas (e.g., 2000). For blank entries, leave the "0" value. When entering an amount, highlight the "0" in the box provided and type the dollar value.

Note: All contributions must be indicated in Canadian currency.

When you save the data, five new blank entry lines will be added to the screen to allow you to enter additional funding entries.


Budget Justification—maximum one page

You must attach an electronic copy of the budget justification for the $20,000 in development funds requested from SSHRC for preparation of the formal application. Please note that justification for the estimated costs of the full proposal is not required at this stage.


Suggested Reviewers

List up to three Canadian and/or foreign specialists whom SSHRC may ask to assess your application in the case that you are invited to submit a formal proposal.

Note that SSHRC reserves the right not to select a reviewer from the submitted list, and that the list will not be used in evaluating your Letter of Intent application.

Suggested reviewers cannot be:

  1. affiliated with your institution or that of any member of your research team (including co-applicants and collaborators);
  2. someone with whom you or any member of your research team has collaborated in the past (e.g., as a co-author or co-editor, or as a co-organizer of a conference or workshop);
  3. someone with whom you or any member of your team has a personal relationship;
  4. a previous thesis supervisor or anyone who has had a similar supervisory or mentoring relationship with you or a member of the research team over the course of your/their doctoral or postdoctoral studies.

Names and Initials
Enter the name and initials of the suggested reviewers.

Address
The address you provide must be complete and accurate, as SSHRC will use it to correspond with the reviewer. For countries other than Canada and the United States, select the "Other" address format and enter the city/municipality, province and postal code in the address lines.

Email
Provide the reviewer’s personal email address to ensure that SSHRC can consult with him or her promptly and easily.

Keywords
List keywords, separated by a semicolon, that best describe the reviewer's areas of research expertise.


Exclusion of Potential Reviewers—maximum one page

Project directors may also attach a one-page document naming potential reviewers who, in their opinion, would be unlikely to provide an impartial review. This document must provide a justification for excluding potential reviewers (e.g., experts with whom you or members of your research team have had serious disputes). While SSHRC cannot be bound by this information, it will take it into consideration in the selection of external reviewers at the formal application stage, should you be invited to submit a formal application.

This information will be held in strictest confidence and will not be provided to external reviewers or members of the adjudication committee. The information will be used only to help choose reviewers at the formal application stage. Any exclusion (if still relevant) should be renewed with any subsequent applications.


Research Contributions—maximum four pages (mandatory)

Project directors must attach an electronic copy of their Research Contributions. A maximum of four pages is permitted to cover the following sections, which must be presented in the following order:

  1. Relevant Research Contributions Over the Last Six Years
  2. Other Research Contributions
  3. Most Significant Career Research Contributions
  4. Career Interruptions and Special Circumstances
  5. Contributions to Training

1. Relevant Research Contributions Over the Last Six Years
Outline research contributions within the last six years. For an application deadline in February 2017 for example, include contributions from February 2011 onwards. In the case of those candidates claiming career interruptions (see 4. Career Interruptions and Special Circumstances below), you may include publications drawn from your most recent periods of research activity, to an overall total of six years.

Provide details, as appropriate, on the contributions you listed, as follows:

  • In the left margin, identify with an asterisk (*) research contributions that resulted from previous SSHRC support.
  • Specify your role in co-authored publications.
  • For published contributions, provide complete bibliographic notices as they appear in the original publication (including co-authors, title, publisher, journal, volume, date of publication, number of pages, etc.).
  • For publications in languages other than French or English, provide a translation of the title and the name of the publication.
  • For recent graduates, list theses.

Group your contributions by category in the following order, listing your most recent contributions first:

Refereed contributions
Examples include books (where applicable, subdivide according to those that are single-authored, co-authored and edited works), monographs, book chapters, articles in scholarly refereed journals, conference proceedings, etc.

When listing refereed works, be aware that a “refereed work” involves its assessment:

  • in its entirety—not merely an abstract or extract;
  • before publication; and
  • by appropriately independent, anonymous, qualified experts ("independent" in this context means at arm's length from the author).

Other refereed contributions
Examples include papers presented at scholarly meetings or conferences, articles in professional or trade journals, etc.

Non-refereed contributions
Examples include book reviews, published reviews of your work, research reports, policy papers, public lectures, etc. See SSHRC’s Guidelines for Effective Knowledge Mobilization for examples of other contributions.

Forthcoming contributions
Indicate one of the following statuses—"submitted", "revised and submitted", "accepted" or "in press". Provide the name of the journal or book publisher and the number of pages. Contributions not yet submitted should not be listed.

Creative outputs
List your most recent and significant achievements, grouping them by category. Creative outputs will be evaluated according to established disciplinary standards, as well as creative and/or artistic merit. Examples of creative outputs may include, for example, exhibitions, performances, publications, presentations, film, video, audio recordings, etc.

If applicable, you may include a website link. SSHRC cannot guarantee that links will be accessed.

2. Other Research Contributions
Describe any other contributions to research and the advancement of knowledge within the last six years, including your research contributions to non-academic audiences (e.g., general public, policy-makers, private sector or non-profit organizations, etc.). See SSHRC’s Guidelines for Effective Knowledge Mobilization for examples of other contributions.

3. Most Significant Career Research Contributions
List and rank up to five of your most significant contributions over your entire career. In this case, the six-year rule does not apply. Therefore, contributions listed here may differ from those listed in the other sections of your CV. Please ensure that you explain briefly the significance of the contributions listed.

4. Career Interruptions and Special Circumstances
SSHRC asks its adjudication committees to take into consideration both career interruptions and special circumstances that may have affected the record of research achievement of candidates. In doing so, adjudication committee members will be able to more accurately estimate the productivity of each researcher, independent of any career interruptions or special circumstances in the last six years. Previous productivity is one element that may predict the success of the proposed project.

Career interruptions occur when, for health, administrative, family or other reasons, a researcher is taken away from his or her research work for an extended period of time. In these cases, as explained above in relation to Relevant Research Contributions Over the Last Six Years, the researcher should explain the absence(s) and ask that an equivalent period of research activity prior (but as near as possible) to the present day and leading to a total of six years be taken into consideration by the adjudication committee.

Special circumstances involve slowdowns in research productivity created by health, administrative, family or other reasons (i.e., the researcher was not taken completely away from his or her work).

5. Contributions to Training
Provide the following information on students you have helped train within the last six years:

  • Indicate your role in supervising or co-supervising ongoing and/or completed theses, listing these by the student's level of studies.
  • Describe contributions you have made to involve students (e.g., doctoral, master’s, undergraduate) in your research activities.

Specify if your opportunities for such contributions have been limited because your university does not have graduate degree programs in your field or discipline.


Relevant Experience—maximum four pages

Project directors must describe their experience in engaging in and/or leading formal partnerships, and any previous experience related to the objectives of the Partnership Grant application. Please justify how this experience will aid you in the proposed activity. Examples of relevant experience include: working within or with communities and/or organizations (e.g., not-for-profit organizations, philanthropic foundations, think tanks, private sector organizations), non-academic career information, or voluntary work. Include:

  • your experience in engaging in and/or leading formal partnerships;
  • a brief description of the nature of the work you performed;
  • an explanation of how this work has prepared you for your role in the project; and
  • a description of the skills you developed (e.g., training, mentoring, analysis, networking).

The following table indicates which project directors must provide Research Contributions (see Research Contributions instructions above) and Relevant Experience attachments:

Project directors affiliated with a postsecondary institution

Research Contributions

Relevant Experience

Mandatory

Mandatory

Project directors affiliated with a not-for-profit organization

Research Contributions

Relevant Experience

Optional*

Mandatory

* For project directors affiliated with a not-for-profit organization only, the Research Contributions section of the application is optional. If you choose not to complete this section, you will, for technical reasons, be required to attach a PDF file entitled "Not applicable" to your application. Otherwise, your application cannot be submitted and will not be processed.

 

Date modified : 2016-09-15

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