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Form 202 - Instructions

Scholarships and Fellowships Programs

Application for an Undergraduate Student Research Award and for an Industrial Undergraduate Student Research Award

General Information

Application Instructions

Signatures

List for a Complete Application

GENERAL INFORMATION

About the Program

Important: Form 202 must be submitted electronically.

Read the program description in the Program Guide for Students and Fellows before you complete the application.

Who Completes the Application

Form 202 consists of Parts I and II. Part I must be completed by the student and Part II must be completed by the proposed university research supervisor or the contact person at the host organization.

Presentation Standards

In each module of the on-line application, you will find instructions and tips on how to complete your application. Some of the sections require "free form" text and must be converted to Portable Document Format (PDF) and appended electronically to the application.

You are responsible for submitting a complete application that conforms to the presentation standards established by NSERC. 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. For more information, read the NSERC On-line Presentation and Attachment Standards.

Personal Information

The collection, use and disclosure of personal information provided to NSERC is outlined in the following policy statements:

• the Access to Information Act and the Privacy Act (including the Use and Disclosure of Personal Information Provided to NSERC);
• Data Retention Information;
• NSERC Web Privacy Statement.

The information you provide in your application is collected under the authority of the Natural Sciences and Engineering Research Council Act. NSERC is subject to the Access to Information Act and the Privacy Act (ATIP). The information you provide is stored in a series of NSERC data banks described in Info Source.

Help with Program Information

• Contact your institution's USRA Liaison Officer or the organization where you want to undertake your research if you have questions about their selection process for the program.
• Contact the staff responsible for the program to which you are applying.

Help with the NSERC On-line System

• Check the Frequently Asked Questions on how to use the On-line System;
• Review the instructions available in the application;
• Contact the On-line Services Helpdesk. Send an e-mail to: webapp@nserc-crsng.gc.ca or call 613-995-4273. Include your e-mail address and telephone number.

APPLICATION INSTRUCTIONS

Part I - to be completed by the student

Personal Identification Number (PIN)

All NSERC applicants have received, or will receive, an NSERC PIN. It can be found on any official correspondence you have received from NSERC. Refer to your PIN each time you apply for an award and in future correspondence with NSERC. If you have not previously applied to NSERC, or if you cannot remember your PIN, leave the field blank.

Reference number

Once Part I is completed on-line by the applicant, a reference number will be provided (see “My Portfolio”). This number must be forwarded to the proposed university research supervisor(s) or the contact person at the host organization to complete Part II. If you are applying to more than one organization, forward the reference number to each of them.

Do not give your user ID and password to the person(s) you wish to complete Part II of your USRA application. Should they use it to sign on to your application, the system will overwrite your personal information with theirs. Your application would then be incomplete and NSERC would not be able to process it.

The reference number generated by the on-line process is not a PIN number.

PERSONAL PROFILE

NSERC asks applicants to provide data on their gender, linguistic capability and whether they are disabled or belong to a visible minority group, on a purely voluntary basis.

This data is not used during the review process. It is only used for statistical purposes.

Applicants to most NSERC scholarship and fellowship programs are invited to indicate on a voluntary basis whether they are Aboriginal. This data may be used by NSERC to identify and give awards to Aboriginal applicants whose applications were judged to be meritorious, but initially could not be recommended because of budget limitations.

ADDRESSES

If your current mailing address is temporary, please indicate the leaving date. If there is no leaving date indicated, this is the address to which NSERC will send award letters and other correspondence for IUSRA.

University USRA correspondence goes through the university USRA Liaison Officer at the host institution. Award letters for that program are sent to the tenure department at the host university.

If you move after submitting your application, please inform NSERC by sending an e-mail to schol@nserc-crsng.gc.ca for University USRA or industrial.awards@nserc-crsng.gc.ca for IUSRA.

ACADEMIC BACKGROUND

Include only current and past postsecondary programs. Do not include programs that you have not yet started.

AWARDS

Scholarships, fellowships, and other awards offered

List only competitive awards based on academic or research excellence and/or leadership or communication abilities. Include NSERC awards and declined awards.

You may list up to four awards, starting with the most recent.

TRANSCRIPTS (Attachment)

The transcripts must be uploaded and saved into a single PDF file. They must also be scanned as a black and white printed document, and whenever possible, in portrait style. You must include one copy of the legend located on the back side of each transcript. Do not scan the legend multiple times. The purpose of uploading the legend is to help the committees and NSERC understand the grading system at each postsecondary institution.

USRA

Official, up-to-date transcripts for all university programs must be provided. In this context, official transcripts are those that show the name of the institution, the program in which you are enrolled, your complete course of study, your marks and the legend explaining acronyms etc. We realize that transcripts provided directly to students are not official according to the definitions in use at Canadian universities. Grade summaries that show only one term’s marks are not acceptable.

To be up-to-date, transcripts must show the term before the application was prepared. For example, if you applied to your university USRA competition in February, the transcript must show the previous September to December term’s marks.

If you wish to hold an award at the university at which you are enrolled, please check with the USRA Liaison Officer. He/she may be able to help you obtain your transcript.

Transcripts that meet the criteria included above, and have been provided to you by the USRA Liaison Officer, will be accepted for university USRA applications even if they are labeled unofficial.

NSERC may require that official, original documents be provided after the completed application has been submitted to NSERC.

IUSRA

NSERC requires up-to-date official transcripts to be scanned and uploaded to the Transcript page of the application. Official transcripts are usually issued by the registrar’s office at your postsecondary institution and show the name of the institution, the program in which you are enrolled, your complete course of study, your marks and the legend explaining acronyms, etc. We realize that transcripts provided directly to students are not official according to the definitions in use at Canadian postsecondary institutions. Grade summaries that show only one term’s marks are not acceptable. Unofficial transcripts or transcripts that have been downloaded from the institution's Web site are not sufficient to demonstrate that the student meets the academic standards of the award. An unofficial transcript can be included to begin the application, but a copy of the official transcript must subsequently be sent to industrial.awards@nserc-crsng.gc.ca.

To be up-to-date, transcripts must show the term prior to the one in which the application was prepared. For example, if you wish to hold the award for April to August, the transcript must show at least the previous September to December term’s marks.

HOW TO SUBMIT PART I

Once you have completed all the modules, go back to your My Portfolio page and select Verify to ensure that all the required information has been entered. Once the verification is completed, forward the reference number assigned to your application to your proposed university research supervisor or to the contact person at the host organization.

Part II - to be completed by the proposed research supervisor or the contact person at the host organization

To complete this part:

• Log in to the On-line System. The process will bring you to the E-Console screen.
• University research supervisors should select Forms - Researcher from the list under Forms Management. Contact persons at the host organization should select Forms - Partners from the Forms Management list.
• Select Form 202, Part II, and enter the student’s reference number.
• Complete the required modules.

Note: IUSRAs can be held within the Canadian-based research facilities of any Canadian private-sector organization eligible to host an IUSRA. These awards may not be held outside Canada. For further information, see the Guidelines for Organizations Participating in NSERC Industrial Training Programs.

PROJECT PROFILE

Title of proposed research project

The title may be used for publication purposes. It should describe the subject of the research for which you are seeking support. It should not contain a company or trade name. Spell out scientific symbols and acronyms.

Enter the "Research Subject Code" that best describes the proposed area of research. For a complete list of these codes, consult the List of Research Subject Codes for Scholarships and Fellowships.

RESEARCH SUPERVISOR PROFILE OR ORGANIZATION CONTACT PROFILE

Personal identification number (PIN)

This number is the supervisor’s NSERC Personal Identification Number (PIN). This is mandatory for university research supervisors and the contact person at the host organization.

CURRENT EMPLOYMENT

USRA

Enter your primary place of employment in section 1 and, if applicable, in section 2, your position at a Canadian postsecondary institution if it is different from your primary place of employment.

IUSRA

Enter your place of employment.

OUTLINE OF PROPOSED RESEARCH

Provide a description of the proposed research project for the period during which the award will be held. The proposed research must be related to a field in the natural sciences and/or engineering. Briefly specify the student's role.

If you are submitting the application for:

• a university applicant, indicate the proposed research supervisor's active NSERC research grant application number;
• an industry applicant, indicate the name of the contact person at the host organization. Please note that the research outline should describe background information to position the research within the current context, state objectives and hypothesis, describe the proposed approach, methods and procedures to be used, and state the significance of the proposed research.

HOW TO SUBMIT THE FULL APPLICATION

Once the proposed university supervisor or the contact person at the host organization has completed all the modules, he/she must go back to the My Portfolio page and select Verify to ensure that all the required information has been entered. Once the verification is completed, the status of the application will be changed to "Completed". You should not make any changes to this form once it is completed. If you need to update any information, contact the On-line Services Helpdesk.

The proposed university research supervisor must submit the form to the USRA Liaison Officer at the university by selecting Submit to LO.

Completed applications from organizations may be submitted to NSERC only by the designated contact person at that organization by selecting Submit to NSERC.

Intellectual Property (IP) Policy

Please note that NSERC’s Intellectual Property Policy does not apply to this program.

SIGNATURES

NSERC does not require original signatures on applications or other documents submitted electronically through its On-line System. The electronic submission of applications through this system represents approval and replaces the traditional "physical" or "wet" signatures.

Form 202 consists of Parts I and II. Part I must be completed by the student and Part II must be completed by the proposed university research supervisor or the contact person at the host organization.

Note: "Applicant" refers to the student (USRA and IUSRA), "institutional authority" refers to the university research supervisor (USRA), and "host organization" refers to the contact person at the host organization (IUSRA).

What do the electronic or original signatures on the application mean?

Before you, as an applicant, forward the reference number assigned to your application to your proposed university research supervisor or to your contact person at the host organization, you must read and agree to the following terms and conditions.

For applicants to the USRA

By forwarding your reference number assigned to your application to your proposed university research supervisor, you are certifying that:

• You have provided true, complete, accurate information in your funding application and related documents, and you have represented yourself, your research and your accomplishments in a manner consistent with the norms of the relevant field.
• You are not currently ineligible to apply for and/or hold funds from NSERC, the Social Sciences and Humanities Research Council (SSHRC), or the Canadian Institutes of Health Research (CIHR), or any other research or research funding organization worldwide for reasons of breach of policies on responsible conduct of research, such as ethics, integrity or financial management policies. If at any time you become ineligible for any of these reasons, you will advise your institutional officials and NSERC immediately, in writing.
• You have read, understood and agree to comply with the  Tri-Agency Framework: Responsible Conduct of Research both in the submission of your application and in carrying out the research related to this grant/award.
• If you are or have been (at any time during the past 12 months) a federal public servant, you have complied with and will continue to respect the  Values and Ethics Code for the Public Service.
• You understand the Access to Information Act and the Privacy Act and the Use and Disclosure of Personal Information Provided to NSERC as they pertain to your information.
• You consent to the sharing among the three federal granting agencies (NSERC, SSHRC and CIHR) and with any academic institution to which you are, or may become, affiliated, of any and all information, including personal information, in any way related to the application and to the grant/award.
• In the event of any change in your eligibility status, you will inform NSERC and your institutional officials immediately, in writing.
• You acknowledge and accept that NSERC reserves the right to defer or cancel a grant/award instalment if the continued need for funds is not demonstrated, if the program objectives and eligibility criteria are not being met, or subject to the availability of funds.

By forwarding your reference number, you are also confirming that, during tenure of the grant/award, you will comply with the terms and conditions of the grant/award.

Consent to Disclosure of Personal Information: You understand that maintaining public trust in the integrity of researchers is fundamental to building a knowledge-based society. By forwarding your reference number or by accepting funding from CIHR, NSERC and/or SSHRC, you affirm that you have read and you agree to respect all the policies of these agencies that are relevant to your research, including the  Tri-Agency Framework: Responsible Conduct of Research. In case of a serious breach of agency policy, the agency may publicly disclose your name, the nature of the breach, the institution with which you were affiliated at the time of the breach and the institution with which you are currently affiliated. You accept this as a condition of applying for, or receiving, agency funding, and you consent to such disclosure. If you do not agree to the disclosure of your personal information, you cannot participate in this application.

Note: If you have any concerns about your ability to comply with the terms and conditions listed above, contact your institutional official or NSERC staff responsible for the program immediately. Do not agree to the terms and conditions and do not forward your reference number until you are certain that you can and will comply with all of the requirements.

The signatures of the institutional authorities certify that:

• the institution will abide by the roles and responsibilities as set out in the Agreement on the Administration of Agency Grants and Awards by Research Institutions with the three federal granting agencies, including the  Tri-Agency Framework: Responsible Conduct of Research; and
• 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.

For applicants to the IUSRA

By forwarding your reference number assigned to your application to your contact person at the host organization, you are certifying that:

• You have provided true, complete, accurate information in your funding application and related documents, and you have represented yourself, your research and your accomplishments in a manner consistent with the norms of the relevant field.
• You are not currently ineligible to apply for and/or hold funds from NSERC, the Social Sciences and Humanities Research Council (SSHRC), or the Canadian Institutes of Health Research (CIHR), or any other research or research funding organization worldwide for reasons of breach of policies on responsible conduct of research, such as ethics, integrity or financial management policies. If at any time you become ineligible for any of these reasons, you will advise the organization and NSERC immediately, in writing.
• You agree to comply with any research requirements, including laws, regulations, standards or policies (the “Research Requirements”) in the organization’s jurisdiction and to inform the organization and NSERC of any concern regarding the non-compliance with the Research Requirements that are relevant to your research. As best practices, refer, where applicable, to the  Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans and the  Canadian Council on Animal Care policies, guidelines, and recognized standards.
• If you are or have been (at any time during the past 12 months) a federal public servant, you have complied with and will continue to respect the  Values and Ethics Code for the Public Service.
• You understand the Access to Information Act and the Privacy Act and the Use and Disclosure of Personal Information Provided to NSERC as they pertain to your information.
• You consent to the sharing among the three federal granting agencies (NSERC, SSHRC and CIHR) and with any organization or academic institution to which you are, or may become, affiliated, of any and all information, including personal information, in any way related to the application and to the grant/award.
• In the event of any change in your eligibility status, you will inform NSERC and your organizational officials immediately, in writing, and hereby authorize the organization where you are employed or affiliated to provide to NSERC your personal information for the purpose of verifying your eligibility.
• You acknowledge and accept that NSERC reserves the right to defer or cancel a grant/award instalment if the continued need for funds is not demonstrated, if the program objectives and eligibility criteria are not being met, or subject to the availability of funds.

By forwarding your reference number, you are also confirming that, during tenure of the grant/award, you will comply with the terms and conditions of the grant/award.

Consent to Disclosure of Personal Information: You understand that maintaining public trust in the integrity of researchers is fundamental to building a knowledge-based society. By forwarding your reference number or by accepting funding from CIHR, NSERC and/or SSHRC, you affirm that you have read and you agree to respect all the policies of these agencies that are relevant to your research, including the relevant provisions of the  Tri-Agency Framework: Responsible Conduct of Research. In case of a serious breach of agency policy, the agency may publicly disclose your name, the nature of the breach, the organization where you were employed or affiliated at the time of the breach and the organization where you are currently employed or affiliated. You accept this as a condition of applying for, or receiving, agency funding, and you consent to such disclosure. If you do not agree to the disclosure of your personal information, you cannot participate in this application.

Note: If you have any concerns about your ability to comply with the terms and conditions listed above, contact your organizational official or NSERC staff responsible for the program immediately. Do not agree to the terms and conditions and do not forward your reference number until you are certain that you can and will comply with all of the requirements.

The signatures of the proposed host organizations certify that the organization:

• certifies, to the best of its knowledge, that the information provided in the funding application and related documents is true, complete and accurate;
• agrees with the content of the application and will provide the committed resources;
• will use the grant/award only for the purpose for which it is awarded;
• will meet financial and other 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, if the program objectives and/or eligibility criteria are not being met, or subject to the availability of funds;
• will inform NSERC of any changes in the status of the grant/award holder hosted in their organization or changes in the organization’s status;
• will inform grant/award holders of their role, responsibilities and obligations with respect to any research requirements, including laws, regulations, standards or policies (the "Research Requirements") in the organization’s jurisdiction;
• is aware of the requirement for grant/award holders to comply with the relevant provisions of the  Tri-Agency Framework: Responsible Conduct of Research and with the terms and conditions set out in the program description;
• certifies that it takes full responsibility for complying with any Research Requirements in its jurisdiction and will advise NSERC immediately, in writing, of any allegations or findings of breach of any Research Requirements in the organization by the grant/award holder;
• will strive to provide an environment that supports the best research and that fosters researchers’ abilities to act honestly, accountably, openly and fairly in the search for knowledge. As best practices, the organization is referred to the  Tri-Agency Framework: Responsible Conduct of Research, the  Tri-Council Policy Statement: Ethical Conduct for Research Involving Humans and the  Canadian Council on Animal Care policies, guidelines, and recognized standards;
• understands that maintaining public trust in the integrity of researchers is fundamental to building a knowledge-based society and is aware that in case of a serious breach of agency policy by the grant/award holder, the agency may publicly disclose the grant/award holder’s name, the nature of the breach, the organization where the grant/award holder was employed at the time of the breach and the organization where he/she is currently employed;
• will acknowledge, wherever possible, NSERC's funding assistance;
• agrees to the release of the organization's name in relation to the grant/award and/or as being eligible for NSERC industrial programs; and
• accepts that non-compliance with, or misrepresentation of, any of these matters may result in actions by NSERC, including the disentitlement from eligibility for future funding.

LIST FOR A COMPLETE APPLICATION

Use the following list to make sure your application is complete.

• Form 202 – Part I (to be completed by the student)
  • Application Profile
  • Personal Profile
  • Addresses
  • Academic Background
  • Awards
  • Transcripts (attachment)
• Form 202 – Part II (to be completed by the university research supervisor or the contact person at the host organization)
  • Project Profile
  • Research Supervisor Profile or Organization Contact Profile
  • Current Employment
  • Address at Location of Tenure
  • Outline of Proposed Research
• Form 183B, Application (new or renewal) for Eligibility of Organizations to Participate in NSERC's IRDF, IPS and IUSRA Programs (completed by the organization within the last three years)