Information for nominating institutions
Equity, Diversity, and Inclusion
Nominating institutions are encouraged to consider diversity on multiple levels (e.g.,research discipline, gender, official language, cultural background, 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:
- Each granting agency receives a three-year quota of 600
- Each agency calculates the following for each nominating institution:
- The amount of funding received through the Canada Research Chairs (CRC) program, as of the latest (i.e.2014) calculation for the CRC allocations.
- The amount of funding received through agency doctoral ( i.e. agency-specific and CGS-D) and Vanier programs in 2014-2015, 2015-2016, and 2016-2017.
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.
- Industry-partnered doctoral data will not be included in the calculation of the amount of doctoral funding received.
- All institutions must have received CRC allocation in order to receive a quota.
- All institutions must have an eligible doctoral program. Doctoral-level funding is not required; however, it is factored into the calculations and may influence the number of quotas given to an institution.
View the annual nomination quotas for the 2018 to 2020 competitions.
Note: Vanier CGS quotas are calculated for a three year period; annual quotas are determined by dividing the three-year allocation by three. Remainders are considered “floating quotas” and can be used in any year within the three year period. Floating quotas are included in the current competition, but will only be applied where the number of nominations exceeds the number of quotas for that given year.
Eligible 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 – 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:
- Rationale for the choice of candidate:
- Highlight the factors used to determine why the student is deserving of a Vanier CGS. Clearly articulate the excellence of the candidate according to the three selection criteria: Academic Excellence, Research Potential and Leadership (potential and demonstrated ability). Ensure that the letters focus on leadership potential and demonstrated abilities.
- 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.)
- Elaborate on your institution’s resources regarding any established research-related policies and protocols (e.g., protocols for conducting research involving the First Nations, Inuit and Métis Peoples of Canada; approvals for research involving the use of humans, animals or biohazards).
- 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.
- 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.
- 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).
- 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 Equity, Diversity and Inclusion section of the Vanier website for further information.
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.
Unofficial transcripts will be accepted from nominating institutions only for programs completed or in progress at the institution nominating the student, and only where the institution will be able to provide an official copy of the transcript upon request. Note that all transcripts must be easily legible for the selection committee, and must include the institution’s name and/or logo. Otherwise, the Secretariat will only accept official transcripts from your nominating institution.
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.
- If your institution has guidelines to determine their institutional-equivalent grade when evaluating international transcripts, include this interpretation of the grades as part of the transcript package instead of the WES.
- If the international transcripts are not presented in one of Canada’s two official languages (English or French), include a certified translation, separated from the original transcripts by a blank page.
- When presenting a nomination package, keep in mind that the overarching goal is to render complicated transcripts easy to read for the committee. In your explanations, be brief and concise. The Secretariat will not remove information included by a nominating institution, but will exclude letters of explanation written by students.
- Because committee members review nominations electronically, the Secretariat recommends ensuring that all nominations are aligned such that they do not have to be rotated to be read.
For more information on administration of the Vanier CGS, refer to the Tri-Agency Research Training Award Holder’s Guide
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