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.

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 2015-2016, 2016-2017 and 2017-2018 competitions as follows:

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

View the annual nomination quotas for the 2015 to 2017 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

New – Transcripts

All post-secondary transcripts (including college and CEGEP) must be transferred to your nominating institution as part of your nomination package.

For students including foreign transcripts, the institution must include a standard table or record that outlines the institution’s understanding of the foreign transcript. Student explanations of grades will not be forwarded to the committee for evaluation.

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 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 claim about 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, please 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 and student mobility:
    • 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 justification for the lack of mobility and 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).

For more information on administration of the Vanier CGS, please refer to Holding a Vanier CGS.

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