Information for nominating institutions

Memorandum

Nominating institutions are encouraged to consider diversity in discipline, gender, official language, and citizenship when considering which applicants to nominate for the Vanier Canada Graduate Scholarships (Vanier CGS) program.

Equity and diversity must be considered at all levels of the selection/recruitment, endorsement/Nomination and review processes of a Vanier application. The Vanier-Banting Secretariat is actively engaged in promoting equity and diversity, as well as increasing awareness of implicit (or unconscious) bias with everyone involved in the selection of a Vanier Scholar. To this end, the Secretariat has curated a list of resources for nominating institutions to consult regarding equity, diversity, and inclusion.

Quotas by Institution

Eligible Canadian institutions receive three-year quotas based on 600 total nominations per federal granting agency (CIHR, NSERC and SSHRC). These three-year quotas have been determined for the 2018-2019, 2019-2020 and 2020-2021 competitions as follows:

The sum of (a) and (b) is calculated by the Secretariat to determine the total doctoral and CRC funding received by the nominating institution. This total is then converted to a fraction of the total doctoral and CRC funding received by all institutions. This fraction is multiplied by the three-year quota distribution of 600 to determine the final quota for each nominating institution.

View the annual nomination quotas for the 2018 to 2020 competitions.

Note: The numbers of Vanier CGS quotas are calculated over a three year period. Annual quotas are determined by dividing the total allocations by three. The remaining quotas which do not divide evenly by three are considered “floating quotas” and can be used in any year within the three year period. Note that floating quotas will by default be included in the current competition however these will only be applied in instances where the number of nominations exceeds the number of quotas for that given year.

All Canadian institutions will be provided a yearly quota within the existing three year quota allotment. Any unused annual quotas will not be carried forward. Floating quotas may be used in any of the three Fiscal Years.

Nomination letters

Nomination letters – to be completed/signed by the Department Head nominating the candidate

Institutions must provide a nomination letter, along with the application form, for each student nominated for a Vanier CGS.

This nomination letter must be completed and signed by the Department Head nominating the candidate (equivalent or designate) and must be on the institution's letterhead. If signed by someone other than the Department Head, it should be clearly indicated in the letter that the signee has authority to nominate candidates to the Vanier CGS program.

The nomination letter should be a maximum of two pages in length, and is the Institution’s opportunity to outline for the selection committee what makes the nominee unique. It should give the committee context for the nominee’s achievements – outline how the nominee is exceptional and how the institution both fosters and benefits the student (e.g., what kind of benefits or advantages the institution will offer). Address the following points:

  1. Rationale for the choice of candidate:
  2. Research training environment:
    • Elaborate on the appropriateness of the supervisor in terms of resources, funding, publications, their research and training environment. Elaborate on the funding, facilities/resources and personnel that will be made available to support the candidate as they carry out their proposed research and develop their leadership potential.
    • Discuss how the research interests/background of the student and supervisor align with the institution’s priorities. (Ensure that claims about the uniqueness of the research environment are accurate.)
    • Discuss how the supervisor’s commitment will be available to support the candidate in furthering their professional and leadership development.
    • If known, comment on the research group and/or faculty with whom the candidate will interact and how the Canadian institution will support the development of the candidate's leadership potential. If unknown, address the reasons behind why the candidate has not selected a supervisor and research environment.
  3. Rationale of recruiting the candidate:
    • Outline how the institution's research environment will foster the student’s research interest and leadership skills.
    • Elaborate on the commitment from the department or university as to what kind of benefits they will offer the potential scholar.
  4. Recruitment:
    • Comment on how the institution’s nomination of the candidate promotes the recruitment of new foreign or Canadian candidates to Canadian institutions.
    • If the candidate has completed a previous degree within your institution, provide an explanation as to why it is in the candidate's best interest to stay at the same institution (i.e. research/paid institution (or its affiliate), supervisor or co-supervisor, availability of specialized equipment).
  5. Equity, Diversity and Inclusion:
    • Comment on the university’s commitment to fostering equity, diversity and inclusion as part of the recruitment and nomination processes.
    • Refer to the new Equity, Diversity and Inclusion section of the Vanier website for further information.

Transcripts

All post-secondary transcripts must be attached to each nomination package. If these transcripts include credits earned at a college or CEGEP (college of general and professional education) that have been transferred to a university degree for credit, include the college or CEGEP transcript only if the grade earned does not appear on the university transcript.

Certified true copies of official transcripts from the university are accepted. A certified true copy is defined as a copy of the original document (or of the original translated document if official transcript is not in either English or French). The Vanier Banting Secretariat (The Secretariat) will accept copies of official transcripts if the nominating institution certifies them as true copies.

For institutions nominating students who will include foreign transcripts, include a document that clarifies how the foreign transcripts translate to a Canadian equivalent. The Grading scale available at World Education Services for the country from which the international transcript comes may help with this task.

For more information on administration of the Vanier CGS, refer to the TARTAHG

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