Frequently Asked Questions

• Am I eligible?
• Is my research eligible?
• How do my other sources of funding factor into the review of my application?
• What if my appointment changes?
• How do I apply?
• Are original signatures required?
• What do the signatures on the application mean (paper and electronic)?
• How is confidential or sensitive information handled?
• Do I need any certificates, licences or special forms?
• Are there other requirements?

• Who owns the rights to intellectual property from research?
• Who owns the equipment or material?
• When am I in conflict of interest?

• How are contributions to research and training assessed?
• Are delays in the research and in dissemination of research results taken into account?
• How is the training of highly qualified personnel assessed?
• How are applications in engineering and the applied sciences reviewed?
• How are applications in interdisciplinary research areas reviewed?
• How are applications related to health sciences evaluated?
• What is NSERC's policy on women in science and engineering?
• What is NSERC's policy on parental leave?

• When will I know if my application has been successful?
• What if I have a question about the decision?
• What if I disagree with the decision?

Am I eligible?

Please see Eligibility Criteria.

Is my research eligible?

Two other federal granting agencies offer support to university researchers. The  Canadian Institutes of Health Research (CIHR) supports the creation of new knowledge and its translation into improved health for Canadians, more effective health services and products, and a strengthened Canadian health care system. The  Social Sciences and Humanities Research Council of Canada (SSHRC) promotes and supports research and research training in the social sciences and humanities. If you do not know which granting agency you should apply to, refer to Selecting the Appropriate Federal Granting Agency and Addressing Other Sources of Funding.

How do my other sources of funding factor into the review of my application?

Please see Selecting the Appropriate Federal Granting Agency and Addressing Other Sources of Funding.

What if my appointment changes?

The institution must notify NSERC immediately when the eligibility status of grantees changes (see Continuing Eligibility in the Tri-Agency Financial Administration Guide). It is imperative that NSERC be given precise and timely information with respect to both academic appointment and length of position held by grantees. Non-compliance with these regulations may result in the freezing or closing of the grant account(s) of an individual researcher or of all grant accounts at the institution. See Continuing Eligibility, Termination of a Grant, Relocation of a Grantee to an Eligible Canadian Institution, Sabbatical Leave and Non-Compliance in the Tri-Agency Financial Administration Guide.

How do I apply?

General information

For most programs, you must use a Personal Data Form (Form 100) and an Application for a Grant (Form 101). You can complete these forms on-line and either print them out and mail them in or submit them electronically, or print a paper version.

Follow the relevant application procedures described in the outline of each program.

Deadlines

Your application must be received at NSERC by the deadline. If it is postmarked earlier but not received by NSERC by the deadline, it will be considered late and will be rejected. If the deadline falls on a weekend or federal holiday, your application must reach NSERC by the following working day. Most universities also have internal deadlines; contact your research grants office for those deadlines. Late applications will not be accepted.

Incomplete applications and applications that do not meet the presentation standards may be rejected or be at a disadvantage in comparison with those that are complete and respect the presentation standards.

Material or updates received under separate cover (before or after the deadline date) will not be accepted. The exception to this rule: material forwarded to NSERC separately as part of an electronically submitted application. Late material will not be accepted.

Do not submit two different versions. If both paper and electronic versions are submitted, NSERC will only accept the electronic version.

Are original signatures required?

For applications submitted on paper – One copy of the grant application must bear the original signatures of the applicant and co-applicant(s), and the department head and president of the institution (or their representatives). An institution may also require a signature from the faculty.^* If the applicant is normally the signing authority for the department, faculty or institution, another senior official must sign instead.

*Some institutions require the dean's signature on grant applications. As the dean's signature is an institutional requirement, not an NSERC one, the institution's policy should prevail (e.g., the dean's signature should be obtained only if it is required by an institution).

For applications submitted electronically using the On-Line System – USER ID/password-based "signatures" allow applicants, supporting organizations and authorized institutional representatives, such as Research Grants Officers, Scholarships Liaison Officers and Business Officers to "sign" and submit on-line applications and other documents to NSERC. See eSubmission and Electronic Signatures in the instructions for the program for which you are applying.

We expect one copy of the grant application, bearing the original signatures of the applicant and co-applicant(s), as well as of the department head and president of the institution (or their representatives), to be kept at the institution and made available to NSERC upon request. An institution may also require a signature from the faculty.* If the applicant is normally the signing authority for the department, faculty or institution, another senior official must sign instead.

What do the signatures on the application mean (paper and electronic)?

For research involving controlled information, the signatures of the applicant, the co-applicant, the institutional authorities and the authorized officers of other supporting organizations certify that:

• the application does not contain any information subject to restrictions or controls under the Export and Import Permits Act or its regulations, including the  Export Control List;
• the application does not contain any information subject to restrictions or controls under the  Canadian Controlled Goods Program in accordance with the Defence Production Act or the Controlled Goods Regulations;
• subsequent documentation related to the application or required by NSERC, including progress and final reports, will not include information subject to restrictions or controls under the Export and Import Permits Act or its regulations, the Export Control Regulations or the Controlled Goods Regulations; and
• in the case of applications or awards requiring site visits, the applicant and the institution must ensure that controlled information (subject to restrictions or controls under the Export and Import Permits Act or its regulations, the Export Control Regulations or the Controlled Goods Regulations) is not disclosed to site visitors.

Note: In addition to the above, the signatures of the applicant, the co-applicant, the institutional authorities and the authorized officers of other supporting organizations certify that they meet other specific requirements.

The signature of the applicant also confirms that the applicant:

• accepts the terms and conditions of the grant as set out in NSERC's policies, guidelines and the Memorandum of Understanding between the Federal Granting Agencies and Canadian institutions;
• will use the grant only for the purpose for which it is awarded;
• will inform NSERC and institutional officials of changes in eligibility status or in the nature of the research that may have an impact on certification or approvals for research involving humans, human pluripotent stem cells, animals or biohazards, environmental assessments, financial reporting and other related policies;
• will meet reporting requirements specific to the grant/award or granting program;
• acknowledges and accepts that NSERC reserves the right to defer or cancel a grant instalment if the continued need for funds is not demonstrated;
• agrees to comply with the  Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans , the policies and guidelines regarding human pluripotent stem cells, animal care, biohazards, and research activities having potential effects on the environment (see the NSERC Policy on Environmental Assessment;
• understands the Access to Information Act and the Privacy Act as they pertain to grant application information;
• attests that consent has been obtained from trainees to include limited personal information about them in the Highly Qualified Personnel section of the Personal Data Form (Form 100);
• agrees to comply with the Tri-Council Policy Statement: Integrity in Research and Scholarship and authorizes the institution, if need be, to release to NSERC personal information that is relevant to his or her NSERC application and grant/award;
• will acknowledge, wherever possible, NSERC's funding assistance for the research;
• certifies that the information provided in the application is true, complete, accurate and consistent with institutional policies to the best of the applicant's knowledge. The provision of false or inaccurate information may result in sanctions, including the termination of funding and disentitlement from eligibility for future funding;
• acknowledges and accepts that NSERC reserves the right to follow-up with the applicant to validate information that is provided in grant applications;
• has not been barred from applying to NSERC, SSHRC, CIHR, or any other research funding organization, for reasons of breach of standards of ethics or integrity (including financial or scientific misconduct); and
• accepts the following two conditions of funding:
  • should the applicant decide to pursue commercialization of any results of the research funded in response to this application, he or she will disclose to his or her institution any potential intellectual property arising from the research; and
  • if the applicant discloses any potential intellectual property arising from the research, he or she and the institution will endeavour to obtain the greatest possible economic benefit to Canada from the resulting commercial activity.
    Note: The above requirement for disclosure is not intended to supersede the intellectual property ownership policy that the institution might already have in place.

In addition, if the applicant is a current or former (in the last 12 months) public office holder or public servant in the federal government, the applicant also certifies that he or she:

• respects and complies with the  Values and Ethics Code for the Public Service.

The signatures of the co-applicants also confirm that they:

• also agree to the above; and
• agree that the applicant will administer the grant on behalf of the group/team.

Note: In the case of an Industrial Research Chair application, the signatures would be that of the Chair candidate(s) or Chairholder(s).

The signatures of the institutional authorities also certify that:

• the institution will abide by the roles and responsibilities as set out in the Memorandum of Understanding with the three Federal Granting Agencies;
• the applicant has met or will meet the eligibility requirements;
• the institution agrees to comply with NSERC's data protection requirements and has adequate safeguards in place to protect sensitive information entrusted to it by NSERC for the purpose of administering applications and awards; and
• if the applicant discloses any potential intellectual property arising from the research, he or she and the institution will endeavour to obtain the greatest possible economic benefit to Canada from the resulting commercial activity.

Note: The above requirement for disclosure is not intended to supersede the intellectual property ownership policy that the institution might already have in place.

The signatures of authorized officers of other supporting organizations also certify that the organization:

• agrees with the content of the application and will provide the committed resources; and
• agrees to the release of the public summary of the award and to the publication of the organization's name as a supporter of the initiative.

If you are both the applicant and a principal of a collaborating company, another senior official must sign on behalf of the company.

How is confidential or sensitive information handled?

NSERC safeguards the information that it receives from applicants. It instructs reviewers to keep all information confidential and to use it only for review purposes. If applicants have particular concerns about confidentiality, they should consult NSERC staff. For further information, please consult the document on the Access to Information Act and the Privacy Act.

Do I need any certificates, licences or special forms?

You must obtain appropriate certification if your proposed research involves human subjects, animals, biohazards, or radioactive materials.

Federal or territorial governments may require an environmental assessment as a condition of land use. If this is the case, please inform NSERC's Environmental Assessment Unit immediately.

If any activities take place outside of an office or laboratory and/or involve a physical work under the Canadian Environmental Assessment Act (CEAA), you must complete Appendix A of Form 101, Environmental Impact, and Appendix B of Form 101, Canadian Environmental Assessment Act Pre-screening Checklist.

If you require ship time, you must complete Form 101.

Research in the Yukon, Northwest Territories and Nunavut may require special licences.

For further details, consult Requirements for Certain Types of Research.

Note: You must obtain any required certificates (e.g., involvement of human subjects, animals, or use of biohazards) within six months of the award date. The university will not release the funds to you during this period. The award will be cancelled if the certificate requirements are not met within six months.

Are there other requirements?

If your research involves the use of human pluripotent stem cells, you must adhere to  Human Pluripotent Stem Cell Research: Guidelines for CIHR-Funded Research. Applications that are approved for funding will, with your consent, be forwarded to the Stem Cell Oversight Committee (SCOC) to ensure compliance with the guidelines. Applications must also undergo the normal review by local research ethics boards (REBs).

Who owns the rights to intellectual property from research?

NSERC does not retain or claim any ownership of, or exploitation rights to, intellectual property resulting from your NSERC grant. Any right to this intellectual property is governed by your university's policy. However, as NSERC's role includes promoting the use of knowledge to build a strong national economy and improving the quality of life of Canadians, every effort should be made to have the results of NSERC-funded research exploited in Canada, for the benefit of Canadians. Within this framework, NSERC also expects access rights and allows ownership rights to be granted to an industrial partner in recognition of, and in proportion to, the company's contribution to an industrial collaboration. Consult your university research grants office or industry liaison office for guidance on this subject.

Please see the Policy on Intellectual Property.

Who owns the equipment or material?

Please see Administrative Matters in the Tri-Agency Financial Administration Guide.

When am I in conflict of interest?

As applicant or co-applicant, you must have no financial or personal interest in any transaction chargeable against an NSERC grant. Contact your research grants office and follow the institution's policies.

Conflict of interest may arise when you or the university have an ownership position in a company that is sponsoring your research. It may be difficult to distinguish between university activities and company activities, and between your contributions as a university researcher and as a principal in the company. NSERC may therefore request evidence that the company has objectively assessed the commercial potential of the research being undertaken, and that the academic interests of the students and postdoctoral fellows are protected. This request may come at the beginning or during the course of the project. NSERC deals with each case individually. (Refer to Guidelines for Organizations Participating in Research Partnerships Programs for more details.)

How are contributions to research and training assessed?

Please see Policy and Guidelines on the Assessment of Contributions to Research and Training.

Are delays in the research and in dissemination of research results taken into account?

Please see Policy and Guidelines on the Assessment of Contributions to Research and Training.

How is the training of highly qualified personnel assessed?

Please see Policy and Guidelines on the Assessment of Contributions to Research and Training.

How are applications in engineering and the applied sciences reviewed?

Please see Guidelines for the Preparation and Review of Applications in Engineering and the Applied Sciences.

How are applications in interdisciplinary research areas reviewed?

Please see the Guidelines for the Preparation and Review of Applications in Interdisciplinary Research.

How are applications related to health sciences evaluated?

Please see the Guidelines for the Evaluation of Subject Matter Eligibility of Discovery Grant Applications Related to the Health Sciences.

What is NSERC's policy on women in science and engineering?

NSERC believes that women should have every opportunity to participate fully in science and engineering and strongly encourages women to consider entering careers in these fields.

The Council's programs and peer review system are designed and operated to ensure fair treatment of all applicants regardless of gender.

NSERC recognizes that barriers still exist to the full participation of women in science and engineering careers. It is committed to identifying and working to eliminate any barriers that may exist within its own programs and processes and encourages others to do the same.

In addition, NSERC endorses the use of special initiatives, when appropriate, to encourage and assist women in reaching full participation in all disciplines.

Note: Refer to the Maternity, Parental, Medical or Family Medical Leave for Grantees, and the Paid Maternity and Parental Leave for Students and Postdoctoral Fellows information in the Administrative Matters section of the Tri-Agency Financial Administration Guide for NSERC's policies applicable to graduate students and postdoctoral fellows supported by NSERC funds.

What is NSERC's policy on parental leave?

Please see the Administrative Matters section of the Tri-Agency Financial Administration Guide.

When will I know if my application has been successful?

NSERC will notify you shortly after a final decision has been made. See Application Deadlines and Notification of Decision. Competition results and a list of ongoing instalments will also be made available to the institution's Research Grants Officer and Business Officer. Results will also be posted on NSERC's Web site. As the results of competitions with deadlines are first made available to your institution research grants office, you can inquire there.

What if I have a question about the decision?

For a number of programs, NSERC sends the selection committee's comments with the results or shortly thereafter. You should note that comments may not be available for all applications. If you do not receive comments on your application within four weeks of receiving the decision, you may submit a written request to NSERC for information on file about the review, such as the selection committee's comments or the external referees' reports, if any.

You should not enter into direct contact with selection committee chairs or members who are prohibited by the Privacy Act from discussing or disclosing any information gained during the peer review process. Direct all your inquiries to NSERC.

What if I disagree with the decision?

Please see Appeals of Decision on NSERC Grants.