Peer Review Manual 2010-2011

• Complete 2010-2011 Peer Review Manual

This manual is designed as a guide for Evaluation Group (EG) members for Research Grants Programs. It outlines activities to be undertaken by members and section chairs for each period of the year, and also describes the policies, guidelines and deliverables relevant to these activities. The manual is updated every year. A paper version is distributed to new members only, and an electronic version is posted on the EG Extranet for continuing members.

Most EG members are appointed from the Canadian academic community and are familiar with the Natural Sciences and Engineering Research Council's (NSERC) mandate, structure and programs. For new members appointed from other sectors, you may access an overview of these topics on our Web site. More detailed information can be found in the Program Guide for Professors.

Although we have tried to cover most topics, questions will certainly arise. These should be directed to your NSERC Program Officer or your section chair, who will be glad to help.

Contents

1. Activities for June
   1.1  Nomination of New Members to the Evaluation Groups (EG)
   1.2  Roles, Responsibilities and Important Dates for EG Members
   1.3  Extension of Your Discovery Grant
   1.4  EG Extranet



2. Activities for August
   2.1  Preparing for Competition
     2.1.1  Orientation Sessions for New Members (Part 1)
     2.1.2  Peer Review Manual



3. Activities for September
   3.1  Posting of Information to the Extranet
   3.2  Assignment of Reviewers
   3.3  Referees
   3.4  Instructions on How to Complete and Submit Your Referee Suggestions
   3.5  Form 180 – Notification of Intent to Apply for a Discovery Grant
   3.6  EG Membership
     3.6.1  EG Section Chairs



4. Activities for November
   4.1  Orientation Session (Part 2) for New Evaluation Group (EG) Members
   4.2  Assignment of Applications to EGs
     4.2.1  General Principles
     4.2.2  Executive Committee Meeting
     4.2.3  Eligibility of the Subject Matter
     4.2.4  Late Identification of Inappropriately Assigned Applications
     4.2.5  Incomplete Applications
   4.3  Assignment of Reviewers for Research Tools and Instruments (RTI) – All Categories



5. Activities for December and January
   5.1  Posting of Applications, Reprints and Other Documents on the EG’s Extranet
   5.2  Travel Arrangements for the Competition Session
   5.3  Organizing the Review Activities
   5.4  Legal and Ethical Issues
     5.4.1  Canadian Environmental Assessment Act
     5.4.2  Confidentiality of Application Material
     5.4.3  Communication with Applicants
     5.4.4  Code of Ethics and Business Conduct
     5.4.5  Privacy Act
     5.4.6  Canadian Human Rights Act
     5.4.7  Official Languages Act
     5.4.8  Policy on Integrity
     5.4.9  Procedures for EG/Panel Members under Investigation
     5.4.10  Ethical and Other Considerations



6. Discovery Grant Applications
   6.1  Contact Points
   6.2  Program Objectives
   6.3  Program Description
   6.4  Nature of Research Supported
   6.5  Eligible Expenses
   6.6  Eligibility of Individuals
   6.7  Categories of Researchers
   6.8  Evaluation of Applications
     6.8.1  Selection Criteria
       6.8.1.1  Scientific or Engineering Excellence of the Researcher(s)
      6.8.1.1.1  Points of Reflection
    6.8.1.2  Merit of Proposal
      6.8.1.2.1  Points of Reflection
    6.8.1.3  Contribution of the Training of Highly Qualified Personnel
      6.8.1.3.1  Points of Reflection
6.8.2  Evaluation of Early Career Researchers
6.8.3  Special Considerations
  6.8.3.1  Delays in Research and Dissemination of Research Results
  6.8.3.2  Uniqueness of the Research Environment
  6.8.3.3  Adjunct and Emeritus Professors
  6.8.3.4  Evaluation Group Members
6.8.4  Relative Cost of Research
  6.8.4.1  Assessing the Relative Cost of Research
    6.8.4.1.1  Points of Reflection
  6.8.5  Discovery Accelerator Supplements
6.9  Policies and Guidelines
  6.9.1  Conflict of Interest
  6.9.2  Framework for Funding Recommendations
  6.9.3  Duration of Grants
6.10  Time Commitment
6.11  Deliverables
  6.11.1  Integration of Referee Comments and Past Message to Applicant
  6.11.2  Preparing the Message to the Applicant
6.12  Rating Form – Discovery Grant Applications
6.13  Discovery Grant Merit Indicators


7. Review of Research Tools and Instruments Grant Applications
   7.1  Contact Points
   7.2  Objectives
   7.3  Description
   7.4  RTI Applications – Category 1
     7.4.1  Conflict of Interest
     7.4.2  Criteria for Evaluation
     7.4.3  Eligible and Ineligible Expenses
     7.4.4  Policies and Guidelines
     7.4.5  Deliverables
     7.4.6  Use of Rating Form
   7.5  RTI Applications – Categories 2 and 3
     7.5.1  Conflict of Interest
     7.5.2  Criteria for Evaluation
     7.5.3  Eligible and Ineligible Expenses
     7.5.4  Site Visits



8. Review of Major Resources Support Grant Applications
   8.1  Contact Points
   8.2  Objective
   8.3  Description
   8.4  Conflict of Interest
   8.5  Criteria for Evaluation
   8.6  Eligible Expenses
   8.7  Ineligible Expenses
   8.8  Application Procedures
   8.9  Review Procedures
   8.10  Duration and Conditions
   8.11  Guidelines for Reduced Funding Recommendations
   8.12  Deliverables
   8.13  Use of the Rating Form
   8.14  Preparing Comments to Applicants
   8.15  Rating Form – Major Resources Support Grant Application



9. Activities for February
   9.1  Logistics for Competition Session
     9.1.1  Agenda
     9.1.2  Physical Arrangements
   9.2  Roles and Responsibilities for EG Members and NSERC Staff
   9.3  Late Transfers and Joint Reviews
   9.4  Procedures for Presenting Applications
   9.5  Message to Applicants (Form 141)
   9.6  Policy Meeting
   9.7  Membership Recommendations
   9.8  Confidentiality of EG Funding Recommendations



10. Activities for March and April
    10.1  Communication With Applicants
    10.2  Finalization of Messages to Applicants
    10.3  Annual Report
    10.4  Membership
    10.5  Appeals

• Appendix 1 Guidelines Governing Membership of Selection Committees and Panels
• Appendix 2 Declaration for Members of NSERC Selection Committees
• Appendix 3 Guidelines on Conflicts of Interest
• Appendix 4 Travelling on Behalf of NSERC
• Appendix 5 Policy and Guidelines on the Assessment of Contributions to Research and Training
• Appendix 6 Guidelines for the Preparation and Review of Applications in Engineering and the Applied Sciences
• Appendix 7 Guidelines for the Preparation and Review of Applications in Interdisciplinary Research
• Appendix 8 Research Grants Contact List
• Appendix 9 List of Evaluation Groups (EG)