Tri-Council Harmonization: the Nuts and Bolts

CAGS Annual ConferenceMontreal, November 4, 2013

Presented by Gordana Krcevinac, Director, Tri-Council CGS Harmonization Project

Agenda• Why Harmonize?• CGS Background• Design Phase• Engagement with Stakeholders• Delivering the Harmonized CGS

program• Implementation Timelines• Questions

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Why Harmonize?

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Ensure continued Tri-agency leadership within a changing context for

research training and research-intensive careers

• Remove barriers to innovation • Respond to community and student

feedback• Better use of Peer Review resources• Eliminate administrative duplication• Strengthen tri-agency collaboration

CGS Background

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2003• CGS is introduced by the Federal government• $105M/year to support Canada’s best and brightest

graduate students to study in Canada • 2,000 Master’s and 2,000 Doctoral Scholarships awarded

across Tri-Agency

2007• Additional $27M investment• 2,500 Master’s and 2,500 Doctoral Scholarships awarded

across Tri-Agency• CGS Canada Graduate Scholarships were renamed in

recognition of outstanding researchers and entrepreneurs, Alexander Graham Bell (NSERC), Frederick Banting and Charles Best (CIHR) and Joseph-Armand Bombardier (SSRHC)

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Previous CGS Master’s Competition Processes

AgencyUniversity

Agency

University Agency

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Current CGS Doctoral Competition Processes

AgencyUniversity

Agency

UniversityA

A

A

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Harmonization Background

2008

• Introduction of the Vanier doctoral scholarships (167/year)

2010

• Introduction of the Banting Postdoctoral Fellowships (70/year)

2012

• Tri-Council Harmonization Project Team established

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The Vanier-Banting Secretariat

• One application platform• One application form• Same adjudication criteria• Shared websites• Tri-Council Governance

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CGS Distribution by AgencyCanada Graduate Scholarships (CGS) Awards$17.5K (1 year) for Master’s (M)$35K (up to 3years) for Doctoral (D)Distribution of Awards by Agency SSHRC: M: 1300, D: 1300NSERC: M: 800, D: 800CIHR: M: 400, D: 400

Michael Smith – Foreign Study Supplement– Up to $6K, for six months to study abroad. Must hold a CGS.

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SSHRC $22.3M SSHRC $45.5M

NSERC $14M NSERC $28M

80 - NSERC125 - SSHRC 45 - CIHR

Number of awards available per year per council

Master’s*

Doctoral*

CIHR $14MCIHR $7M

*Total annual CGS expenditures by agency

Overall Direct Funding for Training

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CIHR Total Direct funding for training (all levels: undergrad up to Postdoctoral)$55M

NSERC

Total Direct funding for training (all levels: undergrad up to postdoctoral)

$116M

SSHRC

Total Direct funding for training (all levels: undergrad up to postdoctoral)

$115M

Summary of Training / Talent Budgets

* Does not include CIHR Strategic Awards

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SSHRC NSERC CIHRCGS-M $22.8M CGS-M $14.0M CGS-M $7.0MCGS-D $45.5M CGS-D $28.0M CGS-D $14.0MCGS-Total $68.3M CGS-Total $42.0M CGS-Total $21.0MMSFSS $750.0K MSFSS $480.0K MSFSS $270.0KSSHRC-D $22.9M PGS-M $2.2M DFSA $1.1M PGS-D $28.2M PGS-Total $30.4M Vanier $8.3M Vanier $8.3M Vanier $8.3MBanting $3.2M Banting $3.2M Banting $3.2M Undergrad SRA $13.7M IPS-M $3.1M IPS-D $2.5M IPS-Total $5.6M PDF $11.6M PDF $12.3M PDF $21.0MDirect Total $115.0M Direct Total $116.0M Direct Total $54.8M

CREATE (indirect) $19.8M STIHR (indirect) $15.6M

Students supported indirectly through Grants (2500) $40M

Students supported indirectly through Grants (18500) $282M

Students supported indirectly through Grants () $130.1M

Grand Total $155M Grand Total $417.8M Grand Total $199.7M

Design Phase

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Task of CGS Harmonization Project Team

• Critically examine the way the three agencies are delivering CGS M and D and similar programs

• Rethink some of the program fundamentals

• Evaluate the results from recent consultations carried out by the agencies

• Redesign• Implement

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Harmonization Project - Core Principles

• Integration• Simplicity • Quality of service • Excellence• Accountability

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Design Objectives• Simpler application and adjudication procedures and

processes for graduate students and post-secondary institutions

• Greater cross-agency alignment of key funding opportunity characteristics, such as eligibility and selection criteria, and key deadline dates

• The opportunity for partnering Canadian post-secondary institutions to better use the scholarships as a tool for recruitment of top students

• New opportunities for both the institutions and the agencies to achieve administrative streamlining and efficiencies in a context of limited operating funds

• More effective use of peer review resources• Cost savings, greater flexibility and removal of unnecessary

barriers to work that spans the mandates of the agencies17

Proposed Design Elements: CGS Master’s

• Eliminate agency level reviews• Consolidate recruitment and award

decision at the level of the institution• Review Allocation formula• Awards paid through grants to institutions• NSERC would forego tenure abroad for its

PGS awards

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Incoming VS Outgoing Model

Incoming = Students apply for a CGS scholarship through the university they wish to attend

Outgoing = Students apply for a CGS scholarship through the university they are currently registered

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Why an Incoming Model?• Universities can use CGS as a recruitment

tool• Helps universities retain their top students• Pursue strategic objectives aligned with

institutional strengths• Use the scholarships to support the

development of new and innovative research programs of study

• Increased efficiency by eliminating the Direct Applicant category

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Proposed Design Elements: CGS Doctoral

The new model would apply to CGS and agency specific Doctoral awards and would include redefining:

• Single Window Application portal, CCV• Common eligibility, review process and selection

process• Common policies, rules and

regulations,practices• Review of formula for quota calculation• Post award

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Application Portal• Agencies have agreed to use the Research

Portal as the single application portal. • Resources have been allocated to create a

common on-line platform• 3 Components of the application:

1) CCV2) Application information3) Attachments

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Michael Smith Foreign Study Supplements

• Integrate elements of the MSFSS into the CGS application to simplify and create efficiencies

• Devolve the process further to include eligibility review at the institution

• Introduce other adjustments to raise awareness about the program and increase demand

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Engagement with Stakeholders

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Engagement Activities• Online discussion guide: 2000 visitors

during consultation period• Email: feedback received from students,

administrators, researchers, Deans • Survey: responses from 69 SLOs and 52

institutions• Face-to-face meetings: met with 26

representatives from stakeholder associations whose focus is on graduate education

• Advisory Committee: provided advice on design

• Presentations: at conferences and other gatherings

• Internal consultation: with tri-agency staff

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Engagement Feedback• Project seen as timely, has the potential to

improve the system for all users• Enthusiasm for the harmonization of CGS-single

window model• Support for national deadlines• Support flexibility with subject matter eligibility• Apprehension about incoming model and increase

in work load for institutions• Concerns about change to allocation formula and

impacts on institutions

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Delivering the Harmonized CGS

program

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Application Process• Single application portal-Research Portal• Adoption of the Canadian Common CV• Single Application Form• University Administrator Portal• Harmonization of research training

objectives, eligibility and selection criteria• Adoption of national deadlines • Harmonized program policies, rules &

regulations, post-award, virtual merit review practices

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Harmonized CGS Master’s Program• Adoption of the incoming model• Students can apply to up to 5 institutions• Selection process will move from a two-stage to a

one stage process• Universities will manage the selection process and

award scholarships-agency no longer conduct centralized national selection processes

• Delegation of subject matter eligibility screening to universities

• Universities will receive allocations of CGS awards, by agency. Calculation formula based on current average distribution of the number of awards held at each institution (location of tenure) over the past 3 years. Allocation in effect for 3 years.

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Current Master’s Competition Processes

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University

Tri-Agency

University

Direct Applicants

Proposed Tri-Council Master’s Processes

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Allocations

Agency

Agency Agency

Harmonized CGS Doctoral Program

• National competitions • Single application portal-Research Portal• Adoption of the Canadian Common CV• Adoption of co-management model by all

agencies (change to CIHR process) Quota of applications remain in 2013

• Formula for calculating quotas to be reviewed• National deadlines • Virtual selection process

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CGS D

CIHRDRA/DFSA

NSERCPGS D

SSHRC D

Award Allocations • 2,500 Canada Graduate Scholarships-Master’s (CGS M) awards available

each year• CIHR- 400 awards , NSERC- 800 awards, SSHRC-1300 awards• These allocations have been determined for the 2014–2016 competitions

• Formula for calculating awards allocations is based on the average distribution of the number of CGS M awards held at each university (location of tenure of awards) for recent competition years

• Universities must award the scholarships according to their CGS M allocations by year and by agency– Allocations are not transferable to a subsequent year nor to awards for

another agency– Allocations will not change over the three years

• Agencies will work over the fall months on developing process for awarding allocations to newcomers

• Agencies will review the formula for calculating award allocations 34

Administrative Changes

• Removal of structural barriers at the agencies level re subject matter eligibility

• Streamline post award by working directly with universities

• Streamline award payments to institutions• Streamline reporting requirements• Adopt a nimble tri-agency programs governing

structure

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Roles and ResponsibilitiesAgencies:• Deliver the CGS program;• Provide Universities with a framework of policies and guidelines that

govern the CGS program;• Provide Universities with allocations of CGS M awards;• Provide Universities with harmonized tools to manage the selection

process and the awards for CGS M Program, including:• A common Web-based application portal (the Research Portal);• Guidelines for the selection and administration of the awards at

the Universities;• The Terms and Conditions of the Awards to provide to successful

candidates; • Provide distinct Agency reports to the Canadian Parliament on the

use of CGS funds and outcomes related to the program;• Reserve the right to interpret and enforce the policies and

guidelines governing the CGS M Program set out in their published materials.

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Roles and ResponsibilitiesUniversities: • Administer the selection process to award the CGS M;• Abide by the policies and guidelines that govern the CGS M

Program;• Agree to the roles and responsibilities described in this

document;• Inform applicants of results;• Manage and administering the awards;• Use the Agencies’ tools in support of the delivery of the CGS M

Program;• Report to the Agencies on the use of CGS M funds and

outcomes related to the program, by each Agency’s mandate area;

• Comply with the Agreement (Agreement on the Administration of Agency Grants and Awards by Research Institutions) including the Framework (Tri-Agency Framework: Responsible Conduct of Research).

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Announcement of Results/Offers

• Administrator Portal • April 1st: Single deadline for announcing

results/posting offers• Nimble process• Available year round

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Reporting/Monitoring/Post-Award

Harmonization work continues :• Award Holder’s Guide• Policies (Parental leave, etc…)• Financial Administration/Reporting• Allocations/Quotas Review• MS-FSS• CGS Doctoral harmonization• SLO working group/

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Tri-agency Web Page

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Research Portal

picture

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Implementation Timelines

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Proposed Timelines2012 2013 2014-2015 2015-16

Launch Tri-Council Harmonization Project (DONE)

• Confirm CGS M Design (DONE)

• Implement changes to CGS M program (DONE)

• Confirm Design Harmonized CGS Program

• Review Allocation/Quota Formulae

• Complete CGS Evaluation

• Complete Vanier Evaluation

• CIHR developing training/career strategy

• Implement changes to CGS Doctoral program

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Important Deadlines

Mid-September: Research Portal OpenEarly November: SLO Research Portal OpenDecember 1st: Deadline for submitting CGS M applicationsApril 1st: Competition Results are

announced 47

Questions?

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Thank you!

Please contact the CGS Harmonization Team if you have any questions or

feedback:Harmonization@CGS-BESC.gc.ca

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