This web page has been constructed with the aim of providing staff and faculty with the information and documentation necessary to successfully coordinate external scholarship competitions within programs and departments. Step-by-step instructions are provided for each competition including visual aids where possible.

There are two main types of funding available to graduate students:

Western Funding

Provided directly by department, faculty or the University, these types of funding are distributed to students on a term by term basis.

Western Graduate Research Scholarship (WGRS)

Western Graduate Research Scholarships support graduate students who are enrolled in Category I programs. The value of the WGRS varies by program and/or by student.

Value: Variable. Contact your graduate programs for details.

Deadline for Application: N/A

Eligibility:

  • Must be registered full-time and meet the graduate program conditions for progression towards the degree
  • Not transferable to another program
  • When the student completes his/her degree (or withdraws without completing) while receiving WGRS, this support may be subject to repayment, or pro-rating for the remainder of the term

How to Apply: Eligible students are nominated by their graduate program.

Graduate Teaching Assistantship (GTA)

GTAs assist with the teaching of undergraduate courses at Western. In September 2010, a graduate student with a full one-term GTAship will receive a base salary of $4,550 plus a one-time payment as provided in Article 17.02 of the Collective Agreement. Employment of registered graduate students as graduate teaching assistants is governed by the provisions of the collective agreement between The University of Western Ontario and the Public Service Alliance of Canada. More information on TA regulations and available positions can be found here.

Research Funding Support

Research funding support is administered by the graduate programs and by faculty members who hold research grants or externally funded research contracts. This source of support is funded by a faculty member according to criteria specified by the granting agencies.

Donor Funded Awards

Donor Funded Awards are made possible by generous donations from alumni, corporations, foundations and other friends of Western in support of student scholarship.

Most graduate award recipients are selected by nomination or competitions internal to the graduate program. Please contact your graduate program for more details about individual awards.

For a comprehensive listing of all current donor funded awards available to graduate students at Western, please visit our Donor Funded Award Search.

Graduate Bursary Assistance

Bursaries are non-repayable, taxable grants issued to students who demonstrate financial need. They supplement other sources of funding such as OSAP, the student's own resources and/or those of the parents/spouse. Graduate bursaries are targeted towards students registered in certain Category II programs:

  • Business Administration (MBA)
  • Chemical and Biochemical Engineering (M.Eng.)
  • Civil and Environmental Engineering (M.Eng.)
  • Communication Sciences and Disorders
  • Design and Manufacturing Engineering (M.Eng.)
  • Electrical and Computer Engineering (M.Eng.)
  • Environment and Sustainability (M.E.S.)
  • Family Medicine (M.Cl.Sc.)
  • Foods and Nutrition
  • Journalism
  • Library and Information Science (M.L.I.S.)
  • Management
  • Mechanical and Materials Engineering (M.Eng.)
  • Nuclear Engineering (M.Eng.)
  • Nursing (M.N. Nurse Practitioner)
  • Orthodontics
  • Occupational Therapy
  • Physical Therapy
  • Public Administration
  • Social Work

The bursaries contribute towards the differential between Category I and Category II tuition fees for those students demonstrating un-met financial need through an OSAP-type needs-assessment.

Value: Variable

Deadline for Application: N/A

Eligibility:

  • Must be in an eligible Category II graduate program
  • Must have been assessed with the maximum government student loan amounts (OSAP) and have unmet need under the assessment AND negotiate the loans
  • You must be a Canadian citizen or permanent resident to apply
  • Must apply for government student loans* (e.g. OSAP)
    * If you are not eligible for government student loans, but meet the residency requirements, then please complete the application and Student Financial Aid will contact you if additional information is required.

How to Apply: Online application

Contact: Roz Peterson or Michelle Foster. To make a counselling appointment with one of these officers, please call 519-661-2100. 

Work-Study Program

The work-study program is jointly administered by the School of Graduate and Postdoctoral Studies and the Financial Aid Services Office. Graduate students may be eligible to participate in the Ministry of Training, Colleges and Universities (MTCU) work-study program. A limited number of work-study positions have been identified for graduate students in this program. The work-study program at Western is funded by two sources: undergraduate tuition set aside funds, and ministry transferred revenues determined by enrollment numbers.

Deadline for Application: The deadline to submit the Fall 2012 Graduate Work Study application has passed.

Eligibility:

  • Be a Canadian Citizen or Permanent Resident
  • Must have qualified for, and taken, their OSAP maximum for the current year, and still have un-met need. Students in receipt of the Out of Province student loans are not eligible for consideration
  • Demonstrate genuine financial need

How to Apply: Applications for Winter will be posted here at the beginning of the Winter 2013 term.

Contact: Student Financial Services, WSSB Room 1120, 519-661-2100 or bursary@uwo.ca

Loans

Ontario Student Assistance Program (OSAP): The principles behind the OSAP program are as follows:

  • The cost of post-secondary education is a shared responsibility among students, parents, spouses and government.
  • Assistance is intended to supplement student and family resources.
  • Assistance is issued based on financial need.

OSAP is a joint venture of both the federal and provincial government: it is comprised of CSL (Canada Student Loans) and OSL (Ontario Student Loans). A single application is used in assessing a student's entitlement; however, the two government bodies use different policies to review the information provided. OSAP provides financial assistance for educational costs and basic living expenses. For further information go to osap.gov.on.ca.

Joint Fund for Support of Graduate Student Research and Scholarship

The Joint Fund was developed to help graduate students and departments to bring conferences to Western that allow graduate students at Western to showcase their research. The Joint Fund can also be used to bring in external speakers to speak to and interact with graduate students.

Value: Maximum amount awarded to each successful application is $600.

Deadline for Application: One month prior to the event or activity

Eligibility:

  • Departments, graduate programs, graduate students, faculty – any member of the University Community that will be engaged in aiding in the support of graduate student research and scholarship – are eligible to apply.

How to Apply: Online application

Contact: Florence Lourdes, Internal Grants Coordinator, Research Western

 

External Funding

Awarded by federal, provincial and private agencies, to students who apply for scholarships and awards in annual competitions to support graduate study the following academic year. Major scholarship competitions are run through the School of Graduate and Postdoctoral Studies.

SGPS Scholarship Season

External Scholarship and Award Programs

Every fall university students are offered the opportunity to compete academically in various external scholarship and fellowship competitions to secure major funding for the graduate degree programs they propose to undertake the following year. Major funding is normally understood to be an external graduate award with a minimum value of $15,000 per year for up to four years. Large government-funded graduate scholarship programs such as the NSERC Postgraduate Scholarships, the SSHRC Doctoral Awards, the SSHRC CGS Master’s Awards, the CIHR CGS Master’s Awards and the Ontario Graduate Scholarships operate through each participating university’s Graduate Studies Offices (SGPS at Western). SGPS, in turn, manages these competitions within Western.

The application procedure that a student must follow for any of these merit-based award programs is determined by his/her registration status at the time of application. It is extremely important for a student to apply correctly, either to the home university department, to the proposed university or directly to the agency. The rules of application will vary from agency to agency and are explained very clear on the various agency websites. A misdirected application may be disqualified if relevant deadlines have passed.

Some programs are nomination-based rather than application-based such as the Rhodes Scholarships, the Vanier Canada Graduate Scholarships, the Ontario Trillium Scholarships and the Trudeau Doctoral Scholarships. A student who is interested in being considered for one of these types of awards must have their nomination supported by the Faculty.

The nomination programs managed by SGPS are:

  • Rhodes Scholarships for postgraduate study at Oxford University are recognized internationally to be at the top echelon of academic distinctions that are bestowed annually on only a select number of undergraduate scholars worldwide.
  • Vanier Canada Graduate Scholarships (VCGS) for doctoral study designed to attract world-class doctoral students to Canadian Ph.D. programs.
  • Trudeau Doctoral Scholarships for doctoral study in the social sciences and humanities designed to attract future national and international leaders.
  • Ontario Trillium Scholarships (OTS) for doctoral study designed to attract world-class international students to Ontario Ph.D. programs.
  • Governor General’s Gold Medals in recognition of graduate students who complete with the highest academic standing upon completion of their degree programs.

The open application programs managed by SGPS are:

  • NSERC Postgraduate Scholarships Program for students proposing master’s or doctoral programs in the natural sciences or engineering.
  • SSHRC Doctoral Awards Program for students proposing doctoral programs in the social sciences and humanities
  • SSHRC CGS Masters Awards Program for students proposing research-based master’s programs in the social sciences and humanities
  • CIHR CGS Master’s Awards Program for students proposing research-based master’s programs in health-related fields
  • Ontario Graduate Scholarships (OGS), a program of the Student Support Branch of the Ministry of Training, Colleges, and Universities that supports graduate students at both the master’s and doctoral levels studying at participating Ontario universities.
  • Queen Elizabeth II Graduate Scholarships in Science and Technology (QEIIGSST) a sister program of the OGS Program also of the Student Support Branch of the Ministry of Training, Colleges, and Universities that supports graduate students at both the master’s and doctoral levels in research-based science and technology programs in Ontario.

(Please note that any application deadline posted on an agency website may pertain only to students who must apply directly to the agency or it may pertain only to university scholarship liaison officers)

Timelines and Deadlines

Click here for a chart of scholarship deadlines.

The External Scholarship Coordinator (ESC) and Administrative Staff Training

SGPS is committed to offering ongoing training for all external scholarship coordinators who work in the new External Funding Portfolio in Student Center.  Active coaching is available throughout the year for any coordinators who request it.

External Scholarships Coordinators:

Graduate Program

Contact

Email

American Studies

Christine Wall

cwall4@uwo.ca

Anatomy and Cell Biology

Debra Grant

debra.grant@schulich.uwo.ca

Ancient Philosophy

Rhena Makeiff

rmakeiff@uwo.ca

Anthropology

Diane Belleville

diane.belleville@uwo.ca

Applied Mathematics

Audrey Kager

akager@uwo.ca

Astronomy

Jodi Guthrie

jodi@uwo.ca

Biochemistry

Barb Green

barb.green@schulich.uwo.ca

Biology

Carol Curtis

clcurtis@uwo.ca

Biomedical Engineering

Joanna Blom

jblom@uwo.ca

Business Administration (Doctoral)

Linda Dittmer-Pino

ldittmer@ivey.uwo.ca

Business Administration (Master's)

Laurie Lockington-Wong

llockington-wong@ivey.uwo.ca

Chemical and Biochemical Eng

Joanna Blom

jblom@uwo.ca

Chemistry

Darlene McDonald

dhagen@uwo.ca

Civil and Environmental Eng

Joanna Blom

jblom@uwo.ca

Classics

Judy LaForme

jelaforme@uwo.ca

Comm. Sciences and Disorders

Janet Harman

jharman3@uwo.ca

Comparative Literature

Teresa Aconito

taconito@uwo.ca

Computer Science

Janice Wiersma

janice@csd.uwo.ca

Design and Manufacturing Engineering

Joanna Blom

jblom@uwo.ca

Economics

Sandra Augustine

saugust2@uwo.ca

Education

Joanna Kozlowska

jkozlow@uwo.ca

Electrical and Computer Eng

Joanna Blom

jblom@uwo.ca

English

Leanne Trask

leanne.trask@uwo.ca

Environment and Sustainability

Holly Sanderson

hsanders@uwo.ca

Epidemiology and Biostatistics

Rebecca Waldie

rebecca.waldie@schulich.uwo.ca

Family Medicine

Liz McInnis

liz.mcInnis@schulich.uwo.ca

Film Studies

Jennifer Tramble

jtramble@uwo.ca

Financial Economics

Sandra Augustine

saugust2@uwo.ca

Foods and Nutrition (Thesis)

Erin Moody

emoody2@uwo.ca

French Studies

Chrisanthi Skalkos

cskalkos@uwo.ca

Geography

Lori Johnson

ljohns24@uwo.ca

Geology

Kevin Jordan

kjorda5@uwo.ca

Geophysics

Kevin Jordan

kjorda5@uwo.ca

Health and Rehab Sciences

Cathy Collins

ccollins@uwo.ca

Health Information Science

Louise Jackman

ljackman@uwo.ca

Hispanic Studies

Teresa Aconito

taconito@uwo.ca

History

Chris Speed

speed@uwo.ca

Journalism

Louise Jackman

ljackman@uwo.ca

Kinesiology

Jennifer Plaskett

jennifer.plaskett@uwo.ca

Law

Mary Morris

mmorr2@uwo.ca

Law, Studies in

Mary Morris

mmorr2@uwo.ca

Library and Information Science

Louise Jackman

ljackman@uwo.ca

Linguistics

Chrisanthi Skalkos

cskalkos@uwo.ca

Management

Laurie Lockington-Wong

llockington-wong@ivey.ca

Mathematics

Janet Williams

jwilliam@uwo.ca

Mechanical and Materials Eng

Joanna Blom

jblom@uwo.ca

Media Studies

Louise Jackman

ljackman@uwo.ca

Medical Biophysics

Wendy Hough

wendy.hough@schulich.uwo.ca

Microbiology and Immunology

Jennifer Brace

jjbrace@uwo.ca

Music

Shelly Koster

skoster@uwo.ca

Neuroscience

Carol Anderson

canders3@uwo.ca

Nuclear Engineering

Joanna Blom

jblom@uwo.ca

Nursing

Angela Law

alaw1@uwo.ca

Occupational Therapy

Tina Czyzewski

czyzewsk@uwo.ca

Orthodontics

Jacquie Geneau

jacqueline.geneau@schulich.uwo.ca

Pathology

Tracey Koning

tracey.koning@schulich.uwo.ca

Pathology Assistant

Tracey Koning

tracey.koning@schulich.uwo.ca

Philosophy

Rhena Makeiff

rmakeiff@uwo.ca

Physical Therapy (MPT)

Donna Beer

dbeer@uwo.ca

Physical Therapy (MClSc)

Cheryl Harding

charding@uwo.ca

Physics

Jodi Guthrie

jodi@uwo.ca

Physiology and Pharmacology

Susan McMillan

susan.mcmillan@schulich.uwo.ca

Political Science

Teresa McLauchlan

tmclauch@uwo.ca

Popular Music and Culture

Louise Jackman

ljackman@uwo.ca

Psychology

Val Van Domelen

vmvandom@uwo.ca

Public Administration

Josh Morgan

jmorga8@uwo.ca

Social Work

Samantha Pearson

spearson@uwo.ca

Sociology

Denise Statham

statham@uwo.ca

Statistics

Jennifer Dungavell

jennifer@stats.uwo.ca

Theology

Sandra Rice

srice@huron.uwo.ca

Theory and Criticism

Melanie Caldwell Clark

mcaldwe2@uwo.ca

Visual Arts

Paula Dias

pdias@uwo.ca

Women's Studies and Feminist Res

Betty Thompson

bthomps2@uwo.ca

 

 

 

Undergraduate Programs

Contact

Email

Brescia University College

Wendy Latimer

wlatimer@uwo.ca

Bachelor of Health Science

Jeff Childerhose

jchilder@uwo.ca

Huron University College

Rebecca Mudge

rmudge2@uwo.ca

King's University College

Sandy Anderson

sander35@uwo.ca

Bachelor of Medical Science

Joan Estabrooks

joan.estabrooks@schulich.uwo.ca


Important Note:
If your designation as the external scholarship coordinator for your area has changed, please notify SGPS (pmenzies@uwo.ca) as soon as possible.

Current External Scholarship Coordinators (ESC):

It is the expectation of the School of Graduate and Postdoctoral Studies that the External Scholarship Coordinator (ESC):

  • Be familiar with all aspects of relevant major external scholarship competitions listed above

  • Where necessary, provide an internal deadline for each relevant competition and have clear processes in place for the :
    • Communication of competition and deadline information to students and faculty
    • Assessment of eligibility of all interested applicants
    • Submission of all required documents for students
    • Collection of all completed applications from students
  • Arrange for a scholarship committee review and ranking where required
  • Answer front line questions posed by faculty and students
  • Prepare and submit application files for submission to SGPS and, in collaboration with SGPS, strive for 100% accuracy

Support Services for Staff

Refresher Workshops for External Scholarship Coordinators

During the month of September, SGPS will host training workshops for external scholarship coordinators in a laboratory environment to review and walk through the business of coordinating competitions in the program, including hands-on help navigating the External Funding Portfolio to set up and maintain applications in competition.

Support Services for Students

General Information Sessions are designed to provide students with clear direction on how to apply for major external scholarships. This series of presentations is open to all. No registration is required.

  • Canadian Institutes of Health Research (CIHR) Webinar on Training Award Opportunities for students and fellows proposing graduate studies at the master’s, doctoral and postdoctoral levels: Monday, September 17th in Auditorium B, 3rd floor of University Hospital from 2:00pm-3:30pm
  • Natural Sciences and Engineering Research Council of Canada (NSERC) Postgraduate Scholarships supporting research-based master’s and doctoral degree programs and postdoctoral scholars: Thursday, September 20th in Conron Hall, 2nd floor of University College from 4:30pm-6:00 pm
  • Social Sciences and Humanities Research Council of Canada (SSHRC) Doctoral Awards and Master's Awards supporting research-based master’s and doctoral degree programs and postdoctoral scholars: Thursday, September 27th in Conron Hall, 2nd floor of University College from 4:30pm-6:00 pm

The “Consult the Experts” Series offers support to students and scholars writing research proposals for competition. Scholarship and fellowship applicants are required to write a detailed description of their proposed research project for the period during which they would hold the award if successful. A well-structured and well-written proposal is critical to the success of the application. Students are encouraged to bring a one-page draft of their research proposal with them to have it read and critiqued by an available expert from a similar research area. Our contingent of volunteer experts is made up of senior award-winning doctoral students, postdoctoral scholars, research officers and faculty members.

There will be a total of ten (10) 3-hour sessions. Each of the first six (6) sessions will have a mixed panel of experts in CIHR-, NSERC-, and SSHRC-related fields. The next set of four (4) sessions will focus on the provincial scholarship programs such as the Ontario Graduate Scholarships There is no registration required and students may attend any session that best fits their schedule. Consultations with a volunteer expert will take place on a ‘first come, first served’ basis and wait times will vary. Each consultation will be limited to 20 minutes. Session facilitators will ensure the timely flow of traffic throughout each session.

The sessions will be held on the 3rd floor of Stevenson Hall, inside the main entrance and up the stairs, from 1:00pm-4:00pm on the following dates:

Six (6) CIHR-NSERC-SSHRC sessions:

  • Fri., Sep 21  
  • Fri., Sep 28  
  • Fri., Oct 5 
  • Fri., Oct 12 
  • Fri., Oct 19  
  • Fri., Oct 26  


Four (4) provincial scholarship sessions:

  • Fri., Nov 2  
  • Fri., Nov 9  
  • Fri., Nov 16  
  • Fri., Nov 23  
The SGPS website will be updated with all current external scholarship competition information as it becomes available from the agencies.

All information updated September 10, 2012

Canadian Institutes and Health Research (CIHR)

Doctoral Research Awards

The CIHR Doctoral Research Awards consist of two programs administered through a single application in ResearchNet.

  • The Frederick Banting & Charles Best Canada Graduate Scholarships Doctoral Awards (CGS-D) program provides special recognition and support to students who are pursuing a doctoral degree in a health-related field in Canada.
  • The Doctoral Foreign Study Award (DFSA) provides special recognition and support to students who are pursuing a doctoral degree in a health-related field abroad.

Annual Value: $30,000 plus $5,000 research allowance

Deadline for Application: October 15

Application Form: ResearchNet

Candidates apply to the CIHR Doctoral Awards competition and top-ranked candidates are awarded a CGS-D or DFSA depending on the proposed location of research. Both awards are of equivalent value.

All candidates are expected to have an exceptionally high potential for future research achievement and productivity.

Important Note: Applicants at Western must complete the mandatory 2-step Signature Process as detailed in this document. All inquiries should be directed to Katy Pocock in Research and Development Sevices (RDS).


CGS Master's Awards

The Frederick Banting & Charles Best Canada Graduate Scholarships (CGS) - Master’s Awards are intended to provide special recognition and support to students who are pursuing a Master's degree in a health-related field in Canada. These candidates are expected to have an exceptionally high potential for future research achievement and productivity. For this competition, applications will be accepted in all areas of health research.

Annual Value: $17,500

Deadline for Application: January 11

Application Form: ResearchNet

Important Note: If you are registered at Western during the fall term 2012 (i.e. registered in any level course, or in any other capacity, for example, part-time, full-time, one course only, course not related to the master's program, or special student, medical resident, etc.), you must identify yourself as such in the ResearchNet application.

Eligibility to Apply:

  1. The applicant (Nominated Principal Applicant) must be:
    • A Trainee
    • a Canadian citizen or a permanent resident;
    • applying for support to pursue their first graduate degree (i.e., Master's or PhD). All previous studies at the graduate level, regardless of discipline, either course-based or research-based, will be included in determining eligibility; and
    • at the time of the federal CIHR deadline for application (Feb.1, 2012):
      • have completed or be in the last year of a Bachelor's degree; or
      • have been registered for no more than ten months as a full-time student at the Master's level; and/or
      • have been registered for no more than ten months as a full-time PhD student and were admitted to the PhD program directly from the Bachelor's degree;
    • not have already held an award from SSHRC, NSERC, CIHR or any other federal source to undertake and/or complete a Master's or PhD degree.
  2. If applicable, at least one project participant, other than the Nominated Principal Applicant, must be a Supervisor.

All studies at the master's level will be considered in the evaluation of eligibility; For example, two months of part-time or special student status study will be counted as one month of full-time study.

The maximum duration of award funding from all federal sources to undertake graduate studies is four years, including a maximum one (1) year at the Master's level. The only exception is in the case of a Health Professional funded through the CIHR Fellowship award program.

How to Apply:

Submission Requirements:

  • Your Application will be submitted using ResearchNet. Scan and upload the signed signature pages including the routing slip in the Print/Upload Signature Pages task in ResearchNet prior to submitting your application.
  • New: The required Official Transcripts* (including Undergraduate & Graduate transcripts and transcripts from the fall session prior to the CIHR deadline) must be provided in the following manner:
    • Scan both sides of all the required transcripts as a single .pdf document (not to exceed 30 Mb) and attach it under "Transcripts" in the "Attach Other Application Materials" task;

*CIHR considers transcripts issued by the Registrar’s Office to the student to be official transcripts. Opening the envelope to scan the transcript will not render it unofficial for CIHR’s purposes.

Updates to Applications:

CIHR will accept specific updates to applications (notices of acceptance of publications and notices of any other funding requested or received only) for one month after the federal CIHR deadline date, until March 1st, 2012.

Instructions Regarding Signature Pages (if you propose to take up your award at Western):

  1. Print the Signature pages, found in ResearchNet, needed for the funding opportunity.
  2. Pages include Routing Slip plus two signature pages.
  3. Obtain supervisor(s) signature(s) on page 2.
  4. Drop off  all 3 pages at the SGPS main counter in a well-marked envelope with your e-mail address written clearly on the enevelope. You will be advised by e-mail when to pick them up
  5. Scan the signature pages.
  6. Upload the signed signature pages to ResearchNet as part of your submission before the application deadline date.

SGPS will provide the following official signatures for applicants:

  • Institution Paid Signature: Paula Menzies-Cameron, Manager-Financial Support, SGPS
  • Research Institution Signature: Dr. Stephen Sims, Associate Vice-Provost, SGPS 

Agency Contact: 
Website: www.cihr-irsc.gc.ca
Phone: (613) 954-1968 
E-mail: info@cihr-irsc.gc.ca

All information updated September 20, 2012

Natural Sciences and Engineering Research Council (NSERC)

NSERC Postgraduate Scholarships (PGS) provide financial support for master’s and doctoral students in the natural sciences or engineering research programs.

General Information

View the NSERC Postgraduate Programs Summary Video
Annual Value: $17,300 to $35,000 

Timeline

  • General Information Session - September 20h  
  • SGPS Submission Deadline for Graduate Programs - October 19th  
  • SGPS Selection Committee Convenes October 29th  - November 9th
  • Agency Deadline - November 26th
  • Final Results – by the end of March 2013

Changes for this year

  • The external scholarship coordinator for each program or department will be granted access to the NSERC Portfolio with the capability to view all applications in competition at Western. This access will be given to one ESC per unit only.
  • ESC’s will also have the capability of making comments to an application and returning it to the student for follow-up.  This will allow easier management of files that are incomplete or that need updating or revision.
  • SGPS asks that ESC’s only access their own files in the NSERC Portfolio, or if necessary to access an external file only after consultation with the other ESC if there is a shared issue on any particular file.
  • The NSERC Portfolio has sorting capabilities in all columns so you may sort the applications according to your needs.
  • A function has been added to the Report on the Applicant page of the application which will allow the applicant to unlock the report so the referee can make modifications, if requested.
  • The ESC will now receive more information in the Applicant’s Request to Upload Transcripts email. The applicant’s name now appears in the subject line and information from their Academic Background page will be included in the message
  • One copy of the university legend must be included for each set of transcripts uploaded, regardless which university they come from
  • New module added: Justification for the Subject Eligibility of Proposed Research. It must be included if the research is in a discipline that could fall under the mandate of more than one federal granting agency (e.g., psychology, management studies, geography, physical education, bio-medical engineering, life sciences, bioinformatics, biostatistics, etc.). The applicant must describe the natural sciences or engineering research challenges of the project on which they propose to work during the tenure of their scholarship or fellowship. They must explain clearly what they will be doing and why it should be considered research that is predominantly directed to a natural science or engineering audience
  • Aboriginal Applicants who self-identify will now be highlighted in the NSERC Portfolio

Administering the NSERC Competition within your Department

Coordinating the Collection of Applications

  • In consultation with your Graduate Chair, set your graduate program deadline and publicize this to your students. Leave enough time for your graduate committee to do its work i.e. the review and ranking of eligible candidates before the SGPS deadline. Individual program deadlines cannot be set in the NSERC Online System, therefore it is the program’s responsibility to manage their own intake of applications in a timely and orderly manner.
  • Each ESC will be granted access to the NSERC Portfolio with the capability to view, browse, comment on and return scholarship applications to applicants with the understanding that an ESC will only access their own cohort of applications. This access will be given to the ESC by September 15th.

Transcripts for PGS Applications

The inclusion and completeness of each applicant’s transcripts/proofs of registration is essential for NSERC staff to determine eligibility and is an integral part of the evaluation material reviewed by selection committees.

  • ESC’s are the ‘university designates’ responsible for attaching the applicant’s university transcripts (in one PDF file) electronically to the application.  
  • An auto-generated e-mail is sent to the ESC by the online system for each applicant requesting that their transcripts be uploaded. The e-mail will include information from the Academic Background page and the applicant’s name will appear in the subject line.
    • One single transcript .pdf file consists of all sets of transcripts from each external university attended plus the current Western transcript or academic record (every set must include one copy of the legend as the last page, including the legend for Western’s transcript or record).
    • Verify the orientation of all documents in the single pdf to ensure that they are easily viewable and accessible
    • Upload the .pdf file to each student’s application. 
    • Before you complete the upload, the system will let you preview and/or delete. Please preview each .pdf to ensure it is accurate and complete before you upload. 
    • For technical issues, contact the NSERC On-Line Help Telephone: 613-995-4273 Monday to Friday: 8:30am to 4:30pm (EST) or complete an On-line Services Support Request.
  • As you receive applicants’ transcript request e-mails, add each student to the External Funding Portfolio, under Program Assessment as ‘new’ as you will be required to calculate the eligibility averages for each applicant and then to enter them into the record along with other detail.

Processing the Applications

Verification Guidelines

Basic Eligibility 

To be considered eligible for support, as of the application deadline date, one must:

  • be a Canadian citizen or a permanent resident of Canada;
  • hold, or expect to hold (at the time one takes up the award), a degree in science or engineering from a university whose standing is recognized by NSERC (if one has a degree in a field other than science or engineering, NSERC may accept the application at its discretion);
  • intend to pursue, in the following year, full-time graduate studies and research at the master's or doctoral level in an eligible program (see Eligibility Criteria) in one of the areas of the natural sciences and engineering supported by NSERC; and
  • have obtained a first-class average (a grade of "A-") in each of the last two completed years of study (full-time equivalent).

You are not eligible to receive scholarship support while you are in a qualifying year of study.

For degree programs you have completed, provide the date on which all the requirements of your degree were met, including the successful defence and submission of the corrected copy of your thesis (in accordance with your university's regulations). It is not the conferred or convocation date indicated on your transcript. The Scholarship Liaison Officer may be asked to confirm the date the degree requirements were met.

Specifically for a master's level applicant:

  • one must have completed, as of December 31 of the year of application, between zero and 12 months of studies (full-time equivalent) in the master’s program for which one is requesting funding; or
  • if one were admitted into a doctoral program directly from the bachelor’s program (one was never registered in a master’s program), one must have completed, as of December 31 of the year of application, between zero and 12 months of studies (full-time equivalent) in the doctoral program for which funding is being requested; or
  • one must have completed, as of December 31 of the year of application, no more than 12 months of studies (full-time equivalent) in a master’s program, and one is requesting funding for the doctoral program; and
  • one must not have previously taken up an NSERC PGS A, PGS M, IPS 1*, or a CGS M; and
  • one must not hold, or have held, a CGS M from either CIHR or SSHRC.

In evaluating eligibility, NSERC will consider all studies counted towards the graduate degree for which funding is requested, whether completed at the degree-granting institution or not. NSERC will count two sessions of part-time study as one session of full-time study.

Specifically for a doctoral level applicant

  • one must have completed, as of December 31 of the year of application, between zero and 24 months of studies (full-time equivalent) in the doctoral program for which one is requesting funding; or
  • if one is admitted into a doctoral program directly from the bachelor’s program (one was never registered in a master’s program), one must have completed, as of December 31 of the year of application, between four and 36 months of studies (full-time equivalent) in the doctoral program for which funding is being requested;
  • one must not have previously taken up an NSERC PGS B, PGS D, CGS D, IPS 2,* or a Vanier CGS; and
  • one must not hold, or have held, a CGS D or Vanier CGS from either CIHR or SSHRC.

In the evaluation of eligibility, NSERC will consider all studies counted toward the graduate degree for which funding is requested, whether completed at the degree-granting institution or not. NSERC will count two sessions of part-time study as one session of full-time study.

If one registered in a master’s degree and subsequently transferred to a doctoral degree, the months in the doctoral degree will be calculated starting from the date on which one was officially registered in the PhD program.

An applicant is only eligible for a two-year CGS/PGS D, if:

  • one previously held a two-year PGS A or IPS 1*;
  • one previously held a one-year CGS M or PGS M plus a PGS M Extension; or
  • one has completed more than the full-time equivalent of 12 months of your doctoral program (24 months if one was admitted to the doctoral program directly from the bachelor’s program) as of December 31 of the year that one applies for the CGS/PGS D.

Academic Eligibility 

  • For each applicant from whom you receive a transcript request calculate their academic eligibility. To be eligible each applicant must have achieved a minimum 80.00% in each of the last two years of completed full-time study (2 part-time terms equal one full-time term). Enter these averages into the appropriate fields (last year or 2nd last year) in the Program Assessment maintenance page of the External Funding Portfolio for every student in your cohort.

NSERC Eligibility Averages

Applicants must have achieved a minimum 80.0% in each of the last two completed years of full-time study, or equivalent, regardless of the number of credits taken in either year. Two part-time terms equal one full-time term.

Last Year

2nd Last Year

If the applicant is currently in...

4th year undergraduate

3rd undergraduate year

2nd undergraduate year

1st year direct-entry PhD

4th undergraduate year

3rd undergraduate year

2nd year direct-entry PhD

1st PhD year

4th undergraduate year

3rd year direct-entry PhD

2nd PhD year

1st PhD year

1st year Master's

4th undergraduate year

3rd undergraduate year

2nd year Master's

1st year Master's

4th undergraduate year

2nd year M.Sc. > PhD transfer

1st year Master's

4th undergraduate year

3rd year M.Sc. > PhD transfer

2nd year (transfer year)

1st year Master's

1st year PhD, having completed a 1 year Master's

Master's year

4th undergraduate year

1st year PhD having completed a 2 year Master's

Last Master's year, this full-time year may only be dedicated to thesis

1st Master's year

1st year PhD after having completed a pass/fail Master's

4th undergraduate year

3rd undergraduate year

2nd year PhD

1st PhD year

Last or only Master's year

2nd year PhD after having completed a pass/fail Master's

1st PhD year

4th undergraduate year


Program Eligibility 

  • To be eligible for support from NSERC, both the proposed program of study and proposed research must be in one of the fields that NSERC supports. The research must be part of an overall research program which lies in a field that NSERC supports, and the proposed research must be supervised by a faculty member whose own research program lies in a field that NSERC supports. 
  • NSERC does not support clinically-oriented research or programs of study (e.g., clinical psychology or clinical neuropsychology). Joint graduate programs which include a professional degree are not eligible for support from NSERC. NSERC has discontinued support for joint programs with an MD component (e.g., MD/Ph.D.) 
  • The research challenge must lie within the natural sciences and engineering (NSE). Proposals that include the use of methodologies, tools, techniques and knowledge from the NSE are not automatically considered eligible by NSERC. In cases where the proposed research is deemed to fall within the mandate of either CIHR or SSHRC, NSERC will not accept the application. 
  • For complete details, please read: http://www.nserc-crsng.gc.ca/NSERC-CRSNG/Eligibility-Admissibilite/students-etudiants_eng.asp#elig_crit

Time in Program Eligibility

  • Master’s students who have completed more than 12 months of their degree program by the end of this current fall term are not eligible to apply for a PGS M 
  • Doctoral students who have completed more than 24 months of a stand-alone doctoral degree program by the end of this current fall term are not eligible to apply for a PGS D 
  • Direct-Entry Doctoral students who have completed more than 36 months by the end of this current fall term are not eligible to apply for a PGS D. 
  • Special Notes: 
    • All previous studies counted towards the graduate degree for which funding is requested will be included in the evaluation of eligibility 
    • Two months of part-time study equal one month of full-time study 
    • For students who have transferred from a master’s to doctoral program, the months in the doctoral program will be counted from the transfer date to the doctoral program.

Organizing the Scholarship Review Committee

  • Once your department deadline closes, assess and confirm the eligibility of each applicant in your cohort and ensure that each application is complete. 
  • Verify the accuracy of the scholarship code selected by the applicant as this drives the critical choice of selection committee  http://www.nserc-crsng.gc.ca/Help-Aide/ScholarshipCodes-CodesPourBourses_Eng.asp
  • Convene your program’s graduate committee to review and rank complete and eligible electronic applications. Distribution of files must be handled confidentially and in accordance with FIPPA (Freedom of Information and Protection of Privacy Act) guidelines.
  • The Committee will rank students in two separate pools:
    • current undergraduate, master's and doctoral students applying for a PGS M
    • current master's and doctoral students applying for a PGS D

Criteria and Relative Weighting

Criterion

PGS Master's

PGS Doctoral

Academic Excellence

50%

30%

Research Ability/ Potential

30%

50%

Communication, Interpersonal & Leadership Abilities

20%

20%

  • Enter the rank and pool numbers for each applicant in the External Funding Portfolio once you receive the results from your department committee. 
  • The SGPS final submission for online applications is October 20, 2011. All application records in PS must be finalized by this deadline. No records should remain in NEW status in the External Funding Portfolio.

Preparation of Applications for Submission Online to SGPS

  • Applications will show as completed once submitted in the NSERC Portfolio. 
  • Set up and maintain your applications records in the external scholarship tracking. Full help documentation is available here
  • Ensure that your cohort of applications that you Recommend to SGPS are complete and submitted in the NSERC Online System and that you have entered all relevant application information including the rank and pool number for each one and changed the status to Recommended in the Tracking Record. This must be done by the annual SGPS NSERC deadline.

Administering the NSERC Results

Announcement of Results

  • Individual notification letters are sent from NSERC to all applicants. The School of Graduate and Postdoctoral Studies (SGPS) notifies all Western candidates with applications in the national competition of their individual result in Student Center. 
  • The results are available in March.

Viewing Results in GradNet 

  • Access the School of Graduate and Postdoctoral Studies (SGPS) GradNet.
  • Log in using your Western personal computer account information.*
  • Under the Launch Menu, select External Scholarships, then the criteria you would like to view (e.g. competition, aid year, cohort)
  • *If you have any difficulty accessing the information, please contact Tom Broniewicz (SGPS).
  • Each entry on the results listing is identified by certain descriptors where applicable: the name of the student, the student number, the student’s home faculty and program, the competition result, the type of award offered,  the maximum value of the award and the duration in months.

Viewing Results in Student Center (External Scholarship Coordinators only)

  • Access the Student Center
  • Access Financial Aid > Awards > External Funding > External Assessment
  • Select the criteria you would like to view (e.g. competition, aid year, cohort)
  • Select "Populate Students"

Activation of the Award

To accept or refuse awards with NSERC and to activate award payments at Western, students  follow these steps:  

  1. Complete Form 1A Acceptance or Refusal of Award and return to NSERC
  2. Complete Form 1B Payment Activation – Part I and Part II and return Part II to NSERC and - Part I to the School of Graduate and Postdoctoral Studies (SSB, Rm 4180)
  3. Access the Student Center
  4. Select ‘Self Service’ from the main menu, then 'Campus Finances'
  5. Select 'My External Scholarships' and follow the activation steps for your NSERC award.

Publicizing the Results

  • Every year NSERC asked that universities keep the results of the scholarship and fellowship competitions confidential until the government makes the annual funding announcement. 

NSERC Annual Progress Report: Form

  • Deadline for student to complete is one month prior to the end of each 12 month period that they hold that scholarship: August 1, December 1, April 1 (depending on the start date of the scholarship)

Agency Contact:

All information updated September 13, 2012

Social Science and Humanities Research Council (SSHRC)

The SSHRC Doctoral Fellowships and Master’s Canada Graduate Scholarships programs seek to develop research skills and assist in the training of highly-qualified personnel in the social sciences and humanities.

General Information

View the SSHRC Resource Centre
Annual Value:
 $17,500 for the Master's CGS and up to $35,000 for a Doctoral Award

Timeline

  • General Information Session – September 27, 4:30pm - 6:00pm, Conron Hall
  • SGPS Submission Deadline for Graduate Programs – Nov 12th-23rd
  • SGPS Selection Committee Convenes - Dec 3rd -14th
  • Agency Deadline – January 9th (Doctoral Competition) January 31st (Master’s Competition)
  • Final Results - April/May

Administering the SSHRC Doctoral Fellowship Competition within your Department

Coordinating the Collection of Applications

  1. After consultation with your Graduate Chair, set your graduate program deadline and publicize this to your students. Leave enough time for your graduate committee to do its work i.e. review and rank before final submission to SGPS.
  2. Add each application in your cohort to the tracking record in the External Funding Portfolio and complete all required fields in the Maintain Applications page of Program Assessment.
  3. Verify all applications for eligibility and completeness.
  4. Book your preliminary and final appointments for submission to SGPS.

Processing the Applications

Eligibility

  1. Program Eligibility
    • To qualify to apply the student must:
      • be a citizen or permanent resident of Canada;
      • be applying for support to pursue your first PhD (or equivalent);
      • be pursuing doctoral studies in the social sciences or humanities;
      • not have already received a scholarship or fellowship from SSHRC, NSERC or CIHR to undertake or complete a doctoral degree or combined MA/PhD; and
      • not be applying in the 2012-13 academic year to NSERC or CIHR.
    • Combined MA/PhD and Fast-track Programs
      • If the student is or will be registered in a combined MA/PhD or a fast-track program (accelerating from a master’s program into a doctoral program without obtaining the master’s degree), they may apply for a Master’s Award provided they have completed less than 12 months of graduate-level study at the time of the proposed start date of the award.
      • If the student is currently registered in a combined MA/PhD or a fast-track program, and has or will have completed 12 months or more of graduate-level study at the proposed start date of the award, the student may only apply in the Doctoral Awards competition.
    • Combined Undergraduate/Graduate Doctoral Programs
      • If the student is or will be registered in a combined undergraduate/doctoral program, they may apply to the Doctoral Awards program only for the period(s) during which they are enrolled full-time at the doctoral level.
    • Direct Entry Doctoral Programs
      • If the student is or will be registered in a direct-entry doctoral program following  undergraduate studies, they may only apply to the Doctoral Awards funding competition.
  2. Time in Program Eligibility
    • The following table shows the periods of support applicable to students at different stages of doctoral (or equivalent) study.
    • Number of months completed at the proposed start date of the award Joseph-Armand Bombardier CGS Doctoral Scholarship SSHRC Doctoral Fellowship
      Applicants who will have completed between 0 and 4 months 36 months of funding 48 months of funding
      Applicants who will have completed between 5 and 16 months 36 months of funding 36 months of funding
      Applicants who will have completed between 17 and 28 months Not eligible 24 months of funding
      Applicants who will have completed between 29 and 40 months Not eligible 12 months of funding
      Applicants who will have completed 41 months or more Not eligible Not eligible
    • Special Notes:
      • All previous studies counted towards the graduate degree for which funding is requested will be included in the evaluation of eligibility
      • Two months of part-time study equal one month of full-time study
      • For applicants registered in a combined MA/PhD degree program, the first 12 months of the combined program will not be included in the evaluation of eligibility.
  3. Academic Eligibility
    • Depending on the time the applicant has already spent, if any, in graduate studies, you calculate the eligibility average in one of two ways:
      • “Last 10. Credit Course Average” corresponds to the SSHRC Doctoral calculation average description for those students who:
        1. at the time of application, are in final year of undergraduate degree program or up to term 6 of graduate studies.  Use the most recent 10.0 course credits or equivalent completed as of August 31st of the year of application
      • “Grad-Level Course Only Average” corresponds to the SSHRC Doctoral calculation average description for those students who:
        1. at the time of application, are in term 7 or later of graduate studies. Use only completed graduate-level grades as of August 31st of the year of application

Research Eligibility

Doctoral Awards proposals may involve any disciplines, thematic areas, approaches or subject areas eligible for SSHRC funding but must meet the following two criteria:

  • The proposed research or related activities must be primarily in the social sciences and humanities, aligned with SSHRC’s mandate.
  • The intended outcome of the research must primarily be to add to our understanding and knowledge of individuals, groups and societies—what we think, how we live, and how we interact with each other and the world around us.
  • Applicants working in research areas where boundaries overlap between SSHRC and CIHR or SSHRC and NSERC are advised to state clearly in the application why they believe their proposals are appropriate for support by SSHRC.
  • Research that is primarily intended to improve and/or increase knowledge of health, health care and health-care systems in Canada or internationally now falls under the CIHR mandate.
  • Applicants must contact Council staff well in advance of submitting an application, if they have any questions regarding subject matter eligibility to fellowships@sshrc-crsh.gc.ca. Upon receipt of a draft research proposal, staff will immediately notify applicants that an eligibility review will be conducted.
  • Complete guidelines on selecting the appropriate federal granting agency are available at www.science.gc.ca
  • SSHRC does not permit appeals on grounds of subject matter eligibility

Choice of Multi-disciplinary Committee

Committee 1 (7521) Fine arts; Literature (all types)
Committee 2 (7522) Classical Archaeology; Classics; Classical and Dead Languages; History; Mediaeval Studies; Philosophy; Religious Studies
Committee 3 (7523) Anthropology; Archaeology (except Classical Archaeology); Archival Science; Communications and Media Studies; Criminology; Demography; Folklore; Geography; Library and Information Science; Sociology; Urban and Regional Studies; Environmental Studies
Committee 4 (7524) Education; Linguistics; Psychology; Social Work
Committee 5 (7525) Economics; Industrial Relations; Law; Management, Business, Administrative Studies; Political Science

If the main discipline is Women's Studies, the choice of committee is based on the primary aspect of the applicant’s research in the field. For example, if the research involves women's literature, Committee 1 should be chosen.

If the main discipline is Interdisciplinary Studies, the committee choice is based on the most prevalent discipline among those related to the research. For example, if the research involves history and sociology, but it is less focused on history and more focused on sociology, Committee 3 should be chosen.

Organizing the Scholarship Review Committee

  1. Convene your program’s graduate committee to review and rank each complete and eligible application.
  2. A two-stage ranking process may be necessary in graduate programs and departments involved in interdisciplinary research which will be reflected in the choice of committee codes of the applications to be ranked, which may span more than one SSHRC discipline group as defined in the Doctoral Awards Selection Committees chart. (e.g. Psychology applications may fall into Committee 4 and Committee 5 depending on the research)
    • Stage 1 Review and Ranking, if necessary:
      1. ESC will divide the applications into pools defined by the committee discipline code chosen by the students in their applications, regardless of current level of study.
      2. The Graduate Chair will split the committee into discipline teams to do an initial review and ranking of applications by SSHRC discipline group.
      3. During initial review, team members also verify the accuracy of the committee code chosen by the students.
      4. Teams rank their applications regardless of current level of applicants.
    • Review and Ranking (Stage 2, if Stage 1 in play)
      1. ESC will divide applications into two pools:
        • Pool 1: current undergraduate and master’s applicants
        • Pool 2: current doctoral students
      2. The Graduate Chair will instruct the committee members to rank all applications in each pool
      3. If Stage 1 Review and Ranking occurred, those rankings will be shared with all members in a final meeting and compared to the Stage 2 rankings to ensure that all applications with research that spans more than one SSHRC discipline group are given equal consideration.
    • For the Doctoral Awards competition, SSHRC does not provide weighted selection criteria. Departmental committee members should consider and weigh each component of the application as they see fit when evaluating applications. It is appropriate to take into account the stage at which an applicant is in their program.
    • Members are asked to identify letters of appraisal that need revising and bring them to the attention of the Graduate Chair and the ESC for follow-up by the SGPS submission deadline.
    • ESC enters all final ranks and corresponding pool numbers into Student Center for the applications that will be recommended to SGPS

Preparing the Applications for Submission to SGPS

  • Remove any staples and sticky notes.
  • Do not submit SSHRC applications to SGPS in file folders.
  • Documents in each application should appear in the following order:
    1. Doctoral Award application, completed, printed and signed
    2. Program of study (max. 2 pages)
    3. Bibliography/citations (max. 5 pages)
    4. Research contributions page (if applicable, max. 1 page)
    5. Allowable inclusions (if applicable, max. 1/2 page)
    6. official letter to confirm part-time study and/or leave of absence (if applicable, max. 1 page)
    7. Western academic record
    8. All non-Western undergraduate transcripts
    9. All non-Western graduate level transcripts
    10. Two (2) completed Letters of Appraisal in sealed envelopes
    11. Departmental Appraisal
    12. Application Checklist

Submit the Applications to SGPS

  • Complete the PS tracking record for each applicant in your cohort. Status all applicants appropriately i.e. Cancelled, Not Eligible, Recommended or Not Recommended. No applicant should remain in NEW status by start of the 100% Accuracy deadline period. Status reminders:
    • Cancelled means that the entry of the application in Student Center was an error
    • Not Eligible means that you have deemed the applicant to be not eligible for competition. ESC’s must communicate the reason to the applicant prior to entering the status into Student Center
    • Recommended means that the application is eligible, complete, has gone through committee for ranking and/or review and will go forward to SGPS for further competition. This status will generate an auto-email message to the student.
    • Not Recommended means that the application is eligible, complete, has gone to committee for ranking and/or review and has been ruled as not recommended for further competition by the graduate program or departmental committee. This status will generate an auto-email to the student.
  • External scholarship coordinators must schedule two (2) appointments (one preliminary and one final) for the 100% Accuracy Deadline Period beginning November 12 through to Friday November 23rd in order to initiate and finalize the submission of applications to SGPS.
  • Book both of your meetings in the External Scholarship Submission Scheduler in GradNet. Access to the Scheduler will be open by November 1st.
  • In collaboration with the OOR, SGPS will run a one-time process to batch order Western transcripts for all applicants in NOMINATED status who are successful in the university selection.

Administering the SSHRC CGS Master's Competition within your Department

Coordinating the Collection of Applications

  1. After consultation with your Graduate Chair, set your graduate program deadline and publicize this to your students. Leave enough time for your graduate committee to do its work i.e. review and rank before final submission to SGPS.
  2. Add each application in your cohort to the tracking record in the External Funding Portfolio and complete all required fields in the Maintain Applications page of Program Assessment.
  3. Verify all applications for eligibility and completeness.

Processing the Applications

  1. Program Eligibility
    • Ensure that the degree program that each applicant is proposing is a research-based MA degree program or MA/PhD degree program
    • Ensure that each applicant has not already held a CGS Master’s award from either SSHRC, NSERC or CIHR
    • Ensure that each applicant has not already completed a previous graduate degree
    • Ensure that any applicant who completed their bachelor’s degree before January 1, 2008, has been registered at a university since that time.
  2. Time in Program Eligibility
    • Master’s students who have completed more than 12 months of their degree as of the proposed start dat of the award are not eligible to apply.
    • Special Notes:
      • All previous studies counted towards the graduate degree for which funding is requested will be included in the evaluation of eligibility
      • Two months of part-time study equal one month of full-time study.
  3. Academic Eligibility
    • Calculate the CGS Master’s averages (two required):
    • Last year’s average: based on all grades in full time study for academic year 2011-2012, or equivalent
    • Second last year’s average: based on all grades in full-time study for academic year 2010-2011, or equivalent
    • Average Calculation Resources
      • GradNet and the weighted average calculator
  4. For those who are eligible, enter their averages into the tracking record in student center.

Organizing the Scholarship Review Committee

  • The Graduate Program or departmental committee is responsible for reviewing all applications for that will be put forward to SGPS for competition.
    • No ranking is required
  • Members will review each application to confirm the research program eligibility. The research training component must involve:
    • demonstrating the ability to conduct original research by the completion of a thesis, major scholarly paper, project, publication, performance, recital or exhibit; and/or
    • completing course work in research methods and/or statistics appropriate for the discipline or field of study; and/or
    • acquiring knowledge and experience sufficient to conduct, assess and interpret research and scholarship in the field.
  • Members will contribute to the completion of the Departmental Appraisal for each eligible applicant
  • The committee must provide a one-page letter of justification when recommending any applicant who has not achieved a first class average in each of the last two years of study. This rationale must provide a compelling argument and evidence of academic and research merit in spite of the uncharacteristic drop in an average of the student.
  • Members are asked to identify letters of appraisal that need revising and bring them to the attention of the Graduate Chair and the ESC for follow-up by the SGPS submission deadline.

Preparing the Applications for Submission to SGPS

  • Remove any staples and sticky notes
  • Do not submit SSHRC applications to SGPS in file folders
  • Ensure that any professor who has completed a Letter of Appraisal for an applicant does not also complete and sign the Departmental Appraisal
  • Documents in each application should appear in the following order:
    1. Application form, completed, printed and signed
    2. Program of study (max. 2 pages)
    3. Bibliography/citations (max. 5 pages)
    4. Research contributions page (if applicable, max. 1 page)
    5. Western academic record
    6. All non-Western undergraduate transcripts
    7. All non-Western graduate level transcripts
    8. Two (2) completed Letters of Appraisal in sealed envelopes
    9. Departmental Appraisal
    10. Application Checklist.

Submit the Applications to SGPS

  • Complete the PS tracking record for each applicant in your cohort. Status all applicants appropriately i.e. Cancelled, Not Eligible, Recommended or Not Recommended. No applicant should remain in NEW status by start of the 100% Accuracy deadline period. Status reminders:
    • Cancelled means that the entry of the application in Student Center was an error
    • Not Eligible means that you have deemed the applicant to be not eligible for competition. ESC’s must communicate the reason to the applicant prior to entering the status into Student Center
    • Recommended means that the application is eligible, complete, has gone through committee for ranking and/or review and will go forward to SGPS for further competition. This status will generate an auto-email message to the student
    • Not Recommended means that the application is eligible, complete, has gone to committee for ranking and/or review and has been ruled as not recommended for further competition by the graduate program or departmental committee. This status will generate an auto-email to the student
  • Book both of your meetings in the External Scholarship Submission Scheduler in GradNet. Access to the Scheduler will be open by October 1.
  • In collaboration with the OOR, SGPS will run a one-time process to batch order Western transcripts for all applicants in NOMINATED status who are successful in the university selection

Administering the SSHRC Results

Announcement of Results

  • Individual notification letters are sent from SSHRC to all applicants. The School of Graduate and Postdoctoral Studies (SGPS) notifies all Western candidates with applications in the national competition of their individual result. 
  • The results are made available to select Western staff and faculty with secure access on the SGPS GradNet

Viewing Results in GradNet

  • Access the School of Graduate and Postdoctoral Studies (SGPS) GradNet.
  • Log in using your Western personal computer account information.*
  • Under the Launch Menu, select External Scholarships, then the criteria you would like to view (e.g. competition, aid year, cohort)
  • *If you have any difficulty accessing the information, please contact Tom Broniewicz (SGPS).
  • Each entry on the results listing has been identified by certain descriptors where applicable: the name of the student, the student number, the student’s home faculty and program, the competition result, the type of award offered, the maximum value of the award and the duration of months

Viewing Results in Student Center (External Scholarship Coordinators only)

  • Access the Student Center
  • Access Financial Aid > Awards > External Funding > External Assessment
  • Select the criteria you would like to view (e.g. competition, aid year, cohort)
  • Select "Populate Students"

Activation of the Award

Students can accept or refuse their award with SSHRC and Western, by following these steps:

  1. Email the Council at fellowships@sshrc-crsh.gc.ca specifying the start date of your award and, if you know it, the university and department of tenure or specify your reasons for refusing the award (e.g., employment, acceptance of another award).
  2. While SSHRC instructions indicate that you are to return Payment Activation - Form 1, Part I to the School of Graduate and Postdoctoral Studies you must instead activate your SSHRC with SGPS by accessing Student Center.
  3. Select `Self Service' from the main menu, then 'Campus Finances'.
  4. Select 'My External Scholarships' and follow the activate/decline steps for your SSHRC award.
  5. Complete Payment Activation - Form 1, Part II and along with a copy of your notice of award, return it to SGPS. SGPS will forward Form 1, Part II to SSHRC attesting to your full-time registration status.

Publicizing the Results

  • Every year SSHRC asked that universities keep the results of the scholarship and fellowship competitions confidential until the government makes the annual funding announcement.

SSHRC Annual Progress Report: Form

  • Deadline for student to complete is one month prior to the end of each 12 month period that they hold that scholarship: August 1, December 1, April 1 (depending on the start date of the scholarship)

Agency Contact:

All information updated Sep 13, 2012

Vanier Canada Graduate Scholarship

The Vanier Canada Graduate Scholarships (Vanier CGS) program is designed to attract and retain world-class doctoral students by offering them a significant financial award to assist them during their studies at Canadian universities. Vanier Scholars demonstrate leadership skills and a high standard of scholarly achievement in the social sciences and humanities, natural sciences and engineering, and health-related fields. Any interested candidate applying for doctoral studies at Western must be nominated by the program Graduate Chair. Canadian and international students are eligible to be nominated for a Vanier Scholarship.

Annual Value: $50,000 per year for up to 3 years

How to Apply: Online Application

2012-2013 Competition Timeline and Deadlines:

  • August 2012: Posting of updated program information on the Vanier website and activation of ResearchNet (electronic application system) and posting of instructions for completing the ResearchNet application form.
  • October 5: Western's deadline for nominees to submit applications in ResearchNet.
  • October 8-12: Faculty committees convene to review and rank their own nominations.
  • October 15: SGPS deadline for faculty committee chairs to submit rankings to Paula Menzies, SGPS
  • October 15-26: SGPS selection committee convenes to review and select allocaed number of successful nominees
  • October 29 - November 3: Preparation of university letters and files for submission of successful nominations to the agency
  • November 6: Vanier deadline for universities to submit quota files in ResearchNet
  • April 2013: Communication of results to applicants

Important Note: Applicants must be invited to apply for a Vanier CGS by the Graduate Chair of their program. A Graduate Program may put forward up to 3 complete nomination files to the Faculty Office for ranking and review before submission to SGPS. The SGPS Vanier Committee will select the quota of leading nominations to submit to the national competition with the full support of the university. 

Eligibility for Nomination:

Graduate Chairs may nominate up to 2 PhD candidates who:

  • Propose to pursue doctoral studies at Western next year
  • Will not have completed more than 20 months (5 terms) of doctoral studies as of May 1, 2013.*
  • Are pursuing their 1st doctoral degree
  • Have achieved an equivalent of no less than 80.0% in each of the last two years of full-time study
  • Have not already received a doctoral-level scholarship or fellowship from CIHR, NSERC or SSHRC to undertake or complete a PhD, MA/PhD or MD/PhD.

*All prior doctoral-level studies, regardless of discipline, will be considered in the evaluation of eligibility. The granting agencies will count two months of part-time study as one month of full-time study. 

For candidates who are in a combined MA/PhD program, who fast-tracked from a master’s to a PhD (did not complete their master’s and transferred to a PhD) or who entered directly into a PhD program from their bachelor’s degree, the agencies will not include the first 12 months of graduate study when evaluating eligibility.

Combined MD/PhD degrees (CIHR only) - All months of doctoral-level study within the combined degree program will be considered in the evaluation of eligibility.

Who Should be Nominated

Due to the prestigious nature of this program, it is the responsibility of the program to only nominate candidates who fit the unique profile of a Vanier Scholar as described by the government agency.

Elements of a strong nomination are:

  • International recruitment*
  • Nominations that increase depth in areas of research for which Western has developed a world-class reputation
  • Proposed research that demonstrates increased depth in an area of research for which Western has developed a world-class reputation
  • Strong supervisory involvement in the crafting of all aspects of the Vanier CGS application
  • Evidence of ‘candidate-research team’ synergy, a nomination that leverages more research success and adds even greater value to, not only the research, but to the Faculty, and to the University.
  • Demonstrated superior leadership in the past with the potential to develop those skills even more throughout the relationship with Western

Graduate Chair Letter of Nomination and Transcripts

The Graduate Chair must write a letter in support of the nomination that will accompany the nominee's transcript file to the Faculty Office by the Faculty deadline. The complete PDF Vanier CGS application will be forwarded to the Faculty Office immediately following the university application deadline of October 5th.

A Vanier CGS nominee must provide official university transcripts to the ESC for scanning. Transcripts are required for every university attended. The ESC must scan the transcripts into a single PDF file for submission to the Faculty Office by the Faculty deadline. The single PDF includes a transcript set from each institution attended, and each transcipt set will include the transcript pages followed by a copy of the legend with all pages oriented for easy viewing.

Eligibility to Hold an Award

Without exception, Vanier CGS awards are tenable only at the eligible Canadian university that submitted the nomination. To hold the award, the candidate must:

  • be registered as a full-time student at the nominating Canadian institution, and be pursuing a doctoral degree (or combined MA/PhD or MD/PhD)
  • remain enrolled and demonstrate continued satisfactory progress in doctoral program

Part-Time Studies

A Vanier CGS may be held by students who are registered part time because of a disability. For this purpose, disability is defined as “a functional limitation resulting from a physical, sensory, or mental impairment, which, for an indefinite period, affects the ability of the student to perform the activities necessary to participate fully in his or her learning.” For eligible part-time students, Vanier CGS award funding will be equivalent to a full-time award spread over a longer period of time.

Canadian Federal Government Employees

Canadian federal government employees are eligible to hold a scholarship only if on an unpaid leave of absence (no salary or special allowances permitted).

Multiple Applications

Vanier CGS candidates may only apply to the same agency’s doctoral or fellowship awards programs within the same academic year. They may not submit applications to more than one agency or concurrently hold more than one agency scholarship or fellowship.

Selecting the Appropriate Granting Agency

The candidate’s proposed research project and doctoral program of study must be eligible within the mandate of the agency to which the nomination will be submitted. If in doubt, universities should consult with the agencies in advance of submitting the nomination. This also applies to nominations involving interdisciplinary fields of research, or disciplines that span the mandates of two or more of the federal research granting agencies.

Additional information on mandate and subject matter eligibility is available here.

If Application is Returned to You

If SGPS returns the application to you, you will receive an email from ResearchNet containing comments. You will be given a revised university deadline by which you must re-submit your application. If the SGPS Vanier CGS committee selects your application to go forward to the national competition, SGPS will electronically approve and submit your nomination to the appropriate granting agency through ResearchNet by November 9. You will receive an acknowledgement of receipt by email from the granting agency.

All information updated September 20, 2012

Ontario Graduate Scholarships (OGS)

The Ontario Graduate Scholarship (OGS) program has undergone an operational change and the administration of the competition has been transferred to universities. The Ministry of Training, College and Universities’ (MAESD) objective is to align the delivery of the OGS Program with the delivery of the two other graduate scholarship programs – the QEII Graduate Scholarship in Science and Technology (QEIIGSST) and the Ontario Trillium Scholarships (OTS).  SGPS, in collaboration with the Faculty Associate Deans and MAESD, is creating a University wide model for the application and review for OGS, QEII and OTS.  This new process will be designed to meet all stakeholders needs; these groups include continuing students in qualified graduate programs, applicants to those graduate programs, faculty and staff involved in the annual selection of award winners, and the staff in Alumni Relations and Development mandated to raise the approximate $2,000,000 in donor funds required for these provincial matching programs at Western.

Allocation of Awards

Similar to the operations of the OTS and the QEIIGSST program, Western will receive an annual allocation of awards. The OGS allocations to universities have been set for three (3) years. Western’s annual allocation for 2013-14, 2014-15 and 2015-16 is 278 awards (three terms each) of which 8 are allocated to international students.

Allocations for this upcoming competition will be based on domestic full-time enrollment.  SGPS is working with the Faculty Associate Dean’s as to how Western will allocate the 278 awards (834 terms) among the Faculties.  The final allocation for distribution between May 1, 2013 and April 30, 2014 will be confirmed following the November 1, 2012 enrolment confirmation.

Western Application and Adjudication Process

The Western online application itself will mirror the content of what was required in the OGS application of the past. The major shift in the delivery of the OGS program now means that students apply to the graduate program of the university they wish to attend the following year. That translates to a similar shift in the way applications will be reviewed and ranked in the graduate programs in that applicants will now be ranked based on their proposed level and proposed program of study.

The new application will be available on November 1, 2012 and will close on February 1, 2013. Programs will have February and March to convene their scholarship committees in order to review and rank their OGS applications. These rankings will be provided to a Faculty Committee for the final ranking of OGS Successful/Waitlisted/Unsuccessful which the Committee Chair then makes available to SGPS. SGPS will notify the successful students in April and track these and Tri-Agency scholarship results as we do currently.

Summary of Changes

The chart below summarizes the changes with the new OGS process.

Old OGS Application Method New OGS Application Method
Student applied to the university they were enrolled in and indicated which Ontario university they wished to hold the OGS. Student planning on holding the OGS at Western must apply to Western.  The student must be currently registered at Western or have an active application for admission to be eligible to apply for an OGS.

OGS applicant completed the MAESD OGS application online, printed it and provided his/her referees with the academic assessment report. 

Once the OGS application was complete, the OGS applicant provided the following to the program they were applying through:

  • Checklist
  • Application form – Page 1
    • Demographic information
    • Residency Information
  • Application form – Page 2 and 3
    • Current Status
    • Proposed Studies
    • Date you expect to get your degree for your proposed studies
    • Current Studies
    • Date you expect your current degree
    • Previous Studies
  • Application form – Page 4 (consents, notices and signature page)
  • Academic Assessment Report #1 (with original signature)plus optional  one-page signed letter of support
  • Academic Assessment Report #2  (with original signature) plus optional  one-page signed letter of support
  • Official Undergraduate and Graduate (if applicable) transcripts to be ordered by student
  • Statement of Interest or Plan of Study (one page)
  • List of Significant Academic Accomplishments (one page)
  • List of Scholarships and Awards (one page)

Western OGS Applicants will complete an online application at Western. 

Using their Western identity they will be shown a summary of their recorded student history at Western including:

  • Demographic information
  • Residency Information
  • Current Registration Status
  • Current Studies
  • Previous Studies

Applicants will then need to provide Western with:

  • Two references, the online system will send out and collect the electronic references and notify the student when they are received.
  • Proposed Studies (Master’s or Doctoral)
  • Statement of Interest or Plan and Study
  • Up to 10 keywords (which will help with donor matching)
  • List of Significant Academic Accomplishments
  • List of Scholarships and Awards

Transcripts

  • All university transcripts must be included
  • No double-sided transcripts and no photocopies
    • Legends only from out of the country transcripts (one copy only)
  • No Canadian Legends
  • No Canadian college transcripts except for any college offering a bachelor’s degree. If the transcript is from an institution outside of Canada and is classed as a university-college and the grades are used to calculate the average, then these transcripts must be included.

Transcripts

  • As in the past, the graduate program will need to calculate an average based on the OGS rules which are unchaged from past years.
  • Graduate programs must ensure they have all necessary transcripts from their applicants to calculate the required OGS average. SGPS expects that graduate programs already have all university transcripts for new applicants for admission and for continuingstudents.
  • Program/faculty ranking committees may ask to see a student’s transcript(s) at any point during the adjunction period.

File Preparation

  • Application in a legal size folder
  • File folder label- proposed discipline code, student last name, first name, masters or doctoral
  • All documents are either letter or legal size. If they are larger they must be reduced
  • Students meet all eligibility criteria (e.g. A- average, no more than four years of government funded student awards which include OGS, NSERC, SSHRC & CIHR (previously MRC), within the funding period for master’s and doctoral students
  • All documents are single sided. No two-sided documents
  • No staples or paperclips
    • If the transcript has been translated do not include the foreign copy or the documentation from the translator. Only include the English translation
  • No extra documents such as resumes, attestations, diplomas, copies of degrees, extra reference letters, papers, books, blank pages
    • French documents to be translated. These files should be separated from other files
  • Files sorted by proposed level of study, discipline code, alphabetical
    • Student Visa Files – red dot on label, files separated from open competition. Files sorted by discipline, alphabetical. Do not separate by  masters/doctoral
Not Required

All information updated September 25, 2012

Queen Elizabeth II Graduate Scholarship in Science and Technology (QEIIgsst)

The QEIIGSST program, formerly known as the OGSST program, is in addition to and distinct from the Ontario Graduate Scholarship (OGS) program. The Government has recently extended the program with an investment of an additional $15.03 million and renamed it the Queen Elizabeth II Graduate Scholarships in Science and Technology (QEIIGSST).

Eligible Disciplines

  • The QEIIGSST program supports graduate students enrolled in research-based masters and doctoral programs in science and technology disciplines. Collaboration, interdisciplinary study and innovation are encouraged.
  • QEIIGSST Program eligibility at Western used to be linked to the previous fall’s OGS competition in that you had to have applied in the fall term for an OGS to be eligible to apply for a QEIIGSST the following winter term. That rule no longer exists. Therefore students who did not apply for an OGS last fall may be considered for the QEIIGSST.

Value and Duration

  • Maximum $15,000, or $5,000 per term for 3 consecutive terms, starting May 1st, 2012.
  • Students may opt to take a two (2)-term award for $10,000 and choose either a May 1st, 2012 or a September 2012 start date.  Awards must be held for at least two consecutive full terms.

Allocation of Awards

  • Western University has been allocated 56 three-term awards, or a total of $840,000, of which 2/3 are provided by the Ontario government and 1/3 by private donors to Western. The proportional distribution of Western’s annual allocation of awards among all participating graduate programs is based on the Winter Term’s total numbers of full-time registered students who are eligible for QEII consideration and who are referred to in this document as QEIIGSST Applicants.

Who are the QEIIGSST Applicants?

  • As of March 16th, 2012 they were currently registered full-time domestic graduate students who are in term 4 or less of a QEII eligible master's program, or in term 13 or less of a QEII eligible doctoral program.  They have a cumulative average of 80.00% or higher, or an admission average of 80.00% or 10.00/12 or higher.

Table 1

Faculty

QEIIGSST Applicants

Allocation of Full Awards

Engineering

158

12

Health Science

79

6

Medicine

257

19

Science

239

17

Social Science

31

2

Total

764

56


ESC’s can review their QEIIGSST Applicants by reviewing them in the External Funding Portfolio in Student Centre or alternatively you can run the QEII Query (WSA_GR_PA_QEIIGSST_APPLS_2013) which will return programs’ listings of QEII  Applicants. The query will prompt you for your cohort and it will provide the full listing of all QEIIGSST applicants currently registered in your program

Exception: A graduate program can consider any qualified student who will begin a graduate degree program or who will transfer to the Ph.D. level May 1st, 2012 and who therefore did not appear on the QEII query listing, as long as the ESC verifies the student’s eligibility and enters them into the tracking record in NEW status.

Application Process

SGPS automatically considers all domestic full-time graduate students in eligible disciplines to be eligible for a QEIIGSST who currently have a cumulative average or an admission average of at least 80.00%, or the equivalent. Graduate committees assess the merits of those students and rank their assigned QEIIGSST pool based on documentation submitted by the students and information provided by the ESC.

A student who is eligible will be automatically notified in Student Center that they are being considered for a 2012-2013 Queen Elizabeth II Graduate Scholarship in Science and Technology (see sample message text below), and that they must contact their graduate program office for the deadline by which date they must electronically submit to their ESC the following two (2) documents in Word only:

  • One-page outline of current or proposed research
  • An updated CV

There is no SGPS selection process for the QEIIGSST competition therefore SGPS does not require any of the above documents.  It is expected that the program will maintain adequate records.

Finalizing the Applications for Committee

In addition, the ESC will confirm that each applicant:

  • Is enrolled in an approved research master's or doctoral program in science and technology
  • Is currently in term 4 or less of an eligible master's program, or currently in term 13 or less of an eligible doctoral program
  • Who is added to the tracking record satisfies all eligibility criteria
  • Has not exceeded the lifetime maximum of four (4) QE2 (OGSST) awards
  • Will not hold an NSERC, SSHRC, CIHR, Vanier, Trillium or OGS award at the same time as the QEII
  • Will hold the award for at least two (2) consecutive terms not to extend beyond April 30, 2013

Instructions for Committee

There are no weighted criteria specific to the assessment of QEII applications. Students must exhibit overall academic excellence and research potential or experience. Graduate committees must weigh aspects of each student’s profile as they see fit while bearing in mind that academic merit has more weight at the Master’s level while research merit has more weight at the Ph.D. level.  It is also appropriate to take into consideration the student’s time in the program as well.  Tie rankings are not permitted.

Recap of ESC Responsibilities

  1. Review all information in this memo
  2. Review your listing of your program’s QEIIGSST Applicants
  3. In conjunction with your Graduate Chair, set an internal QEIIGSST deadline for applicants to submit CV and plan and communicate it to your students along with any special instructions
  4. Remove any new external scholarship winners from your ranking once the agency results are available.
  5. Organize documents  and data for the graduate committee
  6. Convene and instruct the committee responsible for reviewing and ranking
  7. Ensure the committee ranks only the total QEII pool –one ranking for both applicants who will be awarded and wait-listed.
  8. Enter the rank and pool numbers in the Student Center tracking record for each student in your pool of NEW QEII applicants. Do not change the status of any applicant.
  9. Complete all of the above tasks by April 30th, 2012

Immediately after the SGPS April 30th deadline to complete the QEII rankings in Student Center, SGPS will be checking the listing of ranked applicants against the OSAP restricted list through Western’s Financial Aid Office and will notify ESC’s of any student who cannot hold ,or be considered for, a 2012-13 QEIIGSST due to an OSAP restriction.

Accessing the Student Center

Log into the Student Center and complete the following task:

  1. Go to Financial Aid
  2. Go to External Funding
  3. Access the Program Assessment page
  4. Select Maintain Existing Applications, All Students
  5. Access the QEIIGSST Application Cohort by indicating the appropriate Aid Year (2013), Competition (QEII), and appropriate Application Cohort.
  6. Select Populate Students

A listing of applicants in NEW status will appear.  ESCs must select the Application Maintenance tab.  For the purpose of this competition, ESCs must complete the following steps:

  1. Enter the Rank # into the Department Rank field for each student in your assigned pool (D).
  2. Enter the appropriate Department Pool # in the column immediately to the right of the Rank column. The pool number will normally be the same for all of your entries.
  3. Select Save
  4. Select Ok
  5. SGPS will award the top students based on Table 2 allocations.  Should a student decline the award, SGPS will automatically award and notify the next student in the departmental ranking.

Terms and Conditions

Acceptance and Activation of the Award

To activate or decline the award payments, a scholarship winner would follow these steps:

  1. Log into the Student Center using his/her Western computer account credentials
  2. Select 'Campus Finances' from the main menu
  3. Select 'My External Scholarships'
  4. Access the Student Center
  5. Select ‘Self Service’ from the main menu, then 'Campus Finances'
  6. Select 'My External Scholarships' and follow the activation steps for your QEIIGSST award.

Reviewing Award Holders in PeopleSoft

Programs may review award activations in two ways:

  • Using the PS External Funding Portfolio, select External Assessment and search on the scholarship and your cohort to return all your applicants and their various statuses
  • Alternatively you can run one of two queries in PS:
    1. WSA_GR_PA_EXT_SCHP Who among their graduate students is currently receiving payment for an external scholarship, and/or
    2. WSA_GR_PA_EXT_SCHP_FUTURE Who will be receiving payment for an external scholarship at a future date.

Publicizing the Results

These results are confidential, however, permission to publicize is given once a student activates their award for payment at Western. Once that happens, you may publicize his/her success specifically and solely by name, degree, graduate program, and research title and/or description.

All information updated March 28, 2012

Ontario Trillium Scholarship (OTS)

The Ontario Trillium Scholarship (OTS) Program has been launched by the Ontario government as part of its initiative to attract top international students to Ontario universities for Ph.D. studies. It will raise the profile and prestige of Ontario universities internationally, and contribute directly to Ontario’s economic performance by bringing highly educated individuals to the province. Because of the elite nature of this scholarship-recruitment program, international applicants who plan to enter full-time doctoral studies at Western and who fit the profile of a Trillium Scholar must be nominated by the Graduate Chair.

Value and Duration: $40,000 per year renewable for up to 4 years, and will begin concurrent with the start of the recipient’s PhD program

Eligible Start Dates for 2011-2012 Competition:

  • May 1, 2012; September 1, 2012; or January 1, 2013

Eligible Disciplines:

  • The Trillium program supports international students enrolled in doctoral programs in any discipline

Eligibility for Nomination:

  • Must be an international applicant
  • Must intend to begin full-time doctoral studies in any discipline at Western by Jan 1, 2013
  • Must not currently be studying in Ontario at the undergraduate, graduate, postdoctoral or professional level
  • Must have exceptional research experience and potential and an outstanding postsecondary academic record (at the very least an 80.0% equivalent in each of the last two years of full-time study)

Eligibility to Hold the Award:

  • Must remain registered as a full-time Doctoral student in an eligible program at Western for the duration of award
  • Must not concurrently hold a Tri-Council award, an OGS or a QEIIgsst
  • Must maintain satisfactory progress and first-class standing in the program
  • Must continue to hold the Trillium should he/she become a permanent resident of Canada during the tenure of the award

Western's Quota: 7 per year over 4 years

2011-2012 2012-2013 2013-2014 2014-2015
7 14 21 28


Allocation of Quota among Faculties:

The SGPS Trillium Committee expects to annually review and rank a pool of competitive nomination files equal to four times (4x) the annual quota of allowable awards (7). The pool of 28 competitive Trillium applications is proportionally distributed among the doctoral degree-offering Faculties every year based on the November 1st doctoral enrolment numbers.

Faculty Total Doctoral Enrolment - Nov 1, 2011 Number of Applications in Quota
Don Wright Faculty of Music 39 1
Faculty of Arts and Humanities 256 4
Faculty of Education 58 1
Faculty of Engineering 332 5
Faculty of Health Sciences 184 2
Faculty Info & Media Studies 61 1
Faculty of Science 378 5
Faculty of Social Science 341 5
Ivey School of Business 63 1
Schulich School of Medicine & Dentistry 235 3
Grand Total 1947 28


Nomination Process

The Nomination File:

There is no Trillium application form. Suitable international candidates must be nominated by their admitting Graduate Program, and the nominee’s admission application will be used as the basis of assessment along with the mandatory Justification for Nomination by the Graduate Chair form (.pdf).

The Graduate Chair will:

  • Identify up to three (3) outstanding international student nominees from the pool of Ph.D. admission applications to whom offer(s) of admission will be made
  • Instruct the ESC to calculate the averages in each of the last two years of full-time study, or equivalent, to determine Trillium eligibility
  • Notify the nominee(s) that they are being considered for a Trillium
  • Complete the Justification for Nomination by the Graduate Chair form
  • Instruct the ESC to prepare an electronic nomination file (one single PDF file) for each nominee which includes, in this order:
    • Justification for Nomination by the Graduate Chair form
    • Admission application  (Laserfiche) which normally includes: summary, academic intent, letters of reference, transcripts)
    • Any other documentation specifically requested by the Graduate Program’s Faculty Associate Dean
  • Submit all PDF nomination files electronically to their Faculty Office by the deadline set by that Faculty Office*

The Faculty will:

  • Communicate its Trillium deadline to its graduate programs. *This deadline must leave enough time for the Faculty committee to convene for the review, ranking and selection of the allocated number of applications to be submitted by the April 6th SGPS deadline.
  • Specify any relevant documentation, other than what is detailed above, that the Faculty committee would like included in the nomination files and communicate this to their Graduate Programs
  • Convene a Trillium selection committee to review, select and rank all successful applications by April 6th
  • Advise SGPS prior to Apr 6th if the Faculty allocation of eligible applications cannot be met
  • Complete the Trillium Nomination Submission spreadsheet
  • Submit the spreadsheet along with PDF nomination files to SGPS (pmenzies@uwo.ca) by April 6th

Annual SGPS Deadline:

  • Faculties submit nomination(s) by the April 6th SGPS deadline, which includes:
  • Electronic PDF nomination files (a single PDF per nomination)
  • Completed Trillium Nomination Submission spreadsheet

SGPS will:

  • Convene the SGPS Trillium committee in late April to select the seven recipients and award them on behalf of Western
  • Update the External Funding Portfolio with the results of the SGPS committee review
  • Identify a standing alternate list and offer late Trillium awards in the event of declined offers

Special Note: In the event that awards remain to be offered after May 1st, SGPS will make a 2nd Call for Trillium Nominations and the timeline will run as follows:

  • May 1st Second Call for Nominations
  • June 1st Faculty deadline
  • June 2-14 Faculty review and ranking
  • June 15th SGPS deadline
  • Late June SGPS OTS committee convenes
  • July results announced

All information updated February 29, 2012

Heart and Stroke Foundation Master's Studentship Award (HSF)

A limited number of awards offered to highly qualified candidates who have completed or are in the last years of a Baccalaureate degree.

Value: $36,000

Deadline for Application: The application deadline is set by your home department.

Eligibility:

  • Be a Canadian citizen or a permanent resident of Canada
  • Undertake full-time training in cardiovascular/cerebrovascular research under and identified academic supervisor
  • May not hold another major award concurrently
  • Minimum 80% or A- average over the last two years of study.

How to Apply: Online application

Agency Contact:

Website: www.hsf.ca
Phone: (613) 569-3278 
E-mail: research@hsf.ca

 

Trudeau Foundation Doctoral Scholarships

Up to 15 Trudeau Scholarships are awarded each year to support doctoral candidates pursuing research of compelling present-day concern, touching upon one or more of the four themes of the Foundation.

  • Valued at up to $60,000 per year per Scholar for up to 4 years
  • Aimed at supporting outstanding doctoral students in Canada with a passion for public engagement and who are likely to become leading national and international figures.
  • Open to both Canadian and international Ph.D. students
  • Only eight (8) nominees will be selected to go forward from Western to the federal competition
  • Applicants must present a research project linked to one of the Foundation’s four themes

2012-2013 Competition Timeline and Deadlines: 

  • October 1st 2012: Call for nominations i.e. Graduate Chairs to invite candidate/s to apply.
  • October 26th: Faculty deadline to receive completed and supported (and ranked, where there is more than one) PDF applications from Graduate Chairs (cc to SGPS)
  • October  29th – November 2nd: Faculty committees convene to review and rank applications
  • November 5th : SGPS deadline for Faculty committee chairs to submit rankings to SGPS (pmenzies@uwo.ca)
  • November 12th – 16th: SGPS Trudeau committee convenes to review and select successful nominees  
  • November 16th – December 14th : Preparation of university letters and files for electronic submission of successful nominations to the Foundation
  • December 15th: Foundation deadline for universities to submit electronic nominations.
  • April 2013 : Communication of results to applicants 

The Foundation encourages Audacity

Candidates are evaluated based on their academic achievement, which must be on par with the highest standards of the world’s most prestigious doctoral scholarship programs. Future scholars must also demonstrate an ability to engage in lively exchange with other researchers and scholars, and have an expressed desire to contribute to public dialogue.

Graduate Program Process 

Each Graduate Chair may nominate, or invite to apply, up to three (3) candidates who not only are eligible to apply but best fit the profile of a Trudeau Scholar as is described in the Program Directives. Each nominee must have research applicable to a different Trudeau Foundation theme. It is expected that any nominee will have achieved an outstanding record of academic achievement as evidenced by the transcripts provided. SGPS asks Graduate Chair to work closely with their nominee(s) towards the completion of the application file(s).  The Trudeau Doctoral Scholarship Application is a PDF fillable form.

The Graduate Chair is required to write a 2-page letter of nomination in support of the nomination of each candidate being put forward to the Faculty. The letter must present a rationale for the nomination which addresses how the candidate embodies the values of a Trudeau Scholar as put forth in the program description. The Graduate Committee must be convened to rank a submission of more than one candidate. 

Each final completed application file must be in digital format – one single PDF file – with all pages orientated properly for straightforward reviewing. The order of documents for a complete PDF file is as follows:

  • 2-page nomination letter written by the Graduate Chair, generically addressed to  Members of the Selection Committee, signature not required
  • Completed application form (19 pages)
  • Three (3) complete signed letters of recommendation
    • Two (2) from academic referees, principally concerning academic achievements
    • One (1) from a non-academic referee, concerning the non-academic aspects of the application
  • Official transcripts of all post-secondary studies, including CEGEP for those candidates who attended institutions in Québec. Western University’s transcript must be an official scan. (Each set of transcript pages for an institution must be followed by one copy of the legend, and the order of each set of transcripts should be from most recent to least recent)

Email your ranked digital submissions to the Faculty Associate Dean’s Office by October 26th with a cc to SGPS (pmenzies@uwo.ca).

Faculty Process

The deadline for complete applications to be submitted online in time for the Faculty adjudication process is Friday, October 26th

The Offices of the Associate Deans, Research and Graduate will each establish a Trudeau ranking committee and will coordinate the review and ranking of their own Faculty's Trudeau nominations during the week October 29 - November 2. Faculty Trudeau Committee Chairs will submit the final rankings by email to SGPS (pmenzies@uwo.ca) by Monday, October 5.

SGPS Process

The SGPS Trudeau Selection Committee convenes during the week of October 12th to select this year's roster of up to eight (8) Trudeau nomination files that will go forward to the federal competition.

Faculty Associate Deans, Graduate Chairs and Supervisors of successful nominees will be asked to collaborate on the ghost-written drafts of the required 2-page university nomination letter anytime from November 12th onward with a deadline submission by email attachment (pmenzies@uwo.ca) of Friday, November 30th.

SGPS will submit Western's annual quota of nomination files to the Foundation by December 14th electronically.

Agency Contact:

Website: www.trudeaufoundation.ca
Phone: (514) 938-0001 
E-mail: tfinfo@trudeaufoundation.ca

The Richard J. Schmeelk Fellowship

The prestigious Richard J. Schmeelk Canada Fellowship has been offered to French and English speaking Canadians since 1985. The fellowship is available to any student who holds a bachelor’s degree and wishes to pursue graduate studies in Canada’s other official language, and so broaden their geographic and cultural horizons.

Through its university partners (The University of Western Ontario, University of Calgary, Université Laval and Université de Montréal) and links with business and government, The Schmeelk Canada Foundation offers fellowship recipients a unique opportunity to expand their networks and discover diverse opportunities country-wide. To date, more that 60 Canadian students have been awarded this prestigious Fellowship, with more to come.

Value: Up to $40,000

Annual Deadline for Application: April 15

Eligibility to Apply:

  • Canadian citizens only
  • Have completed a bachelor’s degree by the start date of the award
  • Be registered in the proposed eligible program at the host university by the start date of the award.

How to Apply: 

Agency Contact:

Website: www.schmeelk.com

W.L. Mackenzie King Memorial Scholarships

The Mackenzie King Scholarships for graduate study were established as an independent trust under the will of the late Rt. Hon. William Mackenzie King (1874-1950).

Two classes of Mackenzie King Scholarship are available to graduates of Canadian universities: the Open Scholarship and the Travelling Scholarship.

The Open Scholarship is available to graduates of Canadian universities who pursue graduate study in any discipline, in Canada or elsewhere.  One Open Scholarship is awarded each year. The value has recently been about $10,000 but it is subject to change.

The Travelling Scholarship is available to graduates of Canadian universities who pursue graduate study in the United States or the United Kingdom in the areas of international relations or industrial relations.  Recently four scholarships of $11,000 each have been awarded annually, but the number and the amount are subject to change.

Value:The value has recently been about $10,000 but it is subject to change.

Annual Deadline for Application: February 1st

Eligibility to Apply:

  • A scholarship is available from the Mackenzie King Scholarship Trust for a graduate of Harvard University to pursue graduate studies at a Canadian university.  Further information about this scholarship is available from Harvard University, to which application must be made.

How to Apply: Online application

Agency Contact:

Website: www.mkingscholarships.ca
Phone: (604) 822-4564 
E-mail: mkingscholarships@law.ubc.ca

Women's Health Scholars Awards

Funded by the Ontario Ministry of Health and Long-Term Care, a Scholar Awards Program in Women's Health has been established to ensure that Ontario attracts and retains pre-eminent women's health scholars.  The community of women's health scholars fostered by this Awards program will excel, according to internationally accepted standards of scientific excellence, in the creation of new knowledge about women's health and its translation into improved health for women, more effective health services and products for women, and a strengthened heath care system.

Value: $19,000 to $22,000

Deadline for Application: January 6, 2012

Eligibility:

  • Must be Canadian citizens or permanent residents of Canada as of the application deadline date
  • Must be sponsored and endorsed by the Dean of Graduate Studies at the Ontario university at which they are undertaking graduate study or postdoctoral research
  • Must be registered full-time in a Master’s or Doctoral graduate program at an Ontario university at the time of taking up the award, and must remain registered full-time throughout the term of the award.  Master’s students remain eligible to the end of their sixth term of full-time study, and doctoral students to the end of their fifteenth term of full-time study
  • Holders of Women's Health Scholars Awards are precluded from holding any other major award during the term of this award

How to Apply: Online application

Agency Contact: ocgs.cou.on.ca/_bin/home/womensHealth.cfm

The John Charles Polanyi Prizes

In honour of the achievement of John Charles Polanyi, recipient of the 1986 Nobel Prize in Chemistry, the Government of the Province of Ontario has established a fund to provide annually up to five prizes to outstanding researchers in the early stages of their career who are continuing to post-doctoral studies at an Ontario university.  The prizes are available in the areas broadly defined as Physics, Chemistry, Physiology or Medicine, Literature and Economic Science and are awarded to assist the recipients in their research and professional development.

Value: $20,000

Deadline for Application: TBD

Eligibility:

  • Any person who is planning to continue to post-doctoral studies (or has a faculty appointment) in a recognized Ontario university who meets the following criteria may apply for one of the prizes:

    • is normally resident in Ontario and has completed or is near completion of doctoral studies in any recognized university in the world, or has completed or is nearing completion of doctoral studies in an Ontario university; and
    • has received the doctoral degree between September 1, 2005 and April 30, 2009, or if the doctoral degree has not yet been awarded, will have completed all the requirements for the doctoral degree by April 30, 2009. Applicants holding faculty appointments within these time limits may apply.  (Note: Applicants who have been on parental leave between the time of completion of the doctorate and the time of application may have their period of eligibility extended by six months.)
  • Prize may be held along with any other financial support or research funds received by the winners

How to Apply: Application process

Agency Contact:

Website: ocgs.cou.on.ca/_bin/home/polanyi/announcement2005.cfm

The Autism Scholars Awards

With the support of the Ministry of Training, Colleges and Universities, a Scholar Awards Program in Autism has been established to ensure that Ontario attracts and retains pre-eminent scholars.  The community of autism scholars fostered by this Awards Program will excel, according to internationally accepted standards of scientific excellence, in the creation of new knowledge concerning child autism, and its translation into improved health for children, more effective services and products for children with autism, and increase the province's capacity in diagnosis and assessment of autism and a strengthened treatment system.

Value: $18,000 to $20,000

Deadline for Application: TBD

Eligibility:

  • All applicants must be Canadian citizens or permanent residents of Canada as of the application deadline date (January 30, 2009).
  • All applicants must be sponsored and endorsed by the Dean of Graduate Studies at the Ontario university at which they are undertaking graduate study.
  • To be eligible for a Master’s Award, applicants must be registered full-time in a Master’s or Doctoral graduate program at an Ontario university at the time of taking up the award (i.e., the fall term of 2009-10), and must remain registered full-time in that master’s program throughout the term of the award. Master’s students remain eligible to the end of their sixth term of full-time study.
  • To be eligible for a Doctoral Award, applicants must be registered full-time in a Doctoral graduate program at an Ontario university at the time of taking up the award (i.e., the fall term of 2009-10), and must remain registered full-time throughout the term of the award. Doctoral students remain eligible to the end of their fifteenth term of full-time study.
  • Holders of Autism Scholars Awards are precluded from holding any other major award during the term of this award.

How to Apply: Application process

Agency Contact:

Website: ocgs.cou.on.ca/_bin/home/autism.cfm

Michael Smith Foreign Study Supplements

The Canada Graduate Scholarships – Michael Smith Foreign Study Supplements (CGS-MSFSS) program supports high-calibre Canadian graduate students in building global linkages and international networks through the pursuit of exceptional research experiences at research institutions outside of Canada, and  is available to Canadian citizens or permanent residents who hold a SSHRC Joseph-Armand Bombardier, an NSERC Alexander Graham Bell, or a CIHR Frederick Banting and Charles Best Canada Graduate Scholarship (CGS) at the Master’s or Doctoral level, or a Vanier Canada Graduate Scholarship (Vanier CGS) at the Doctoral level.

Supplements of up to $6,000 will be awarded as a scholarship to active CGS-Master’s or Doctorate or Vanier CGS holders to help offset the costs, including travel and accommodation, of undertaking research studies outside Canada for a defined period of  no less than three months and no more than six.

To be eligible to apply for this program, an applicant must: 

  • be a Canadian citizen or permanent resident of Canada; 
  • have accepted or hold an active Joseph-Armand Bombardier, Alexander Graham Bell, or Frederick Banting and Charles Best Canada Graduate Scholarship (CGS) (Master’s or Doctoral level) or Vanier Canada Graduate Scholarship (Vanier CGS) in a discipline area supported by the respective granting agency; 
  • be registered at an eligible Canadian institution at the time of application. 

Application procedures:

Universities have been allocated a certain number of CGS-MSFSS supplements based on the number of CGS and Vanier CGS held at that university. A qualified applicant must complete the necessary documentation and submit it to School of Graduate and Postdoctoral Studies for consideration. 

A common Tri-Council web-based form is available on the respective granting agencies’ Web sites. This form must be used to apply for the CGS-MSFSS supplements. 

In general, an applicant will be required to provide the following information:

  • The name and contact information of the current research supervisor and of the host supervisor and name and location of the foreign institution where the applicants intends to pursue the research / study activities; 
  • A maximum two-page summary of the intended research activities during the study period abroad (including objectives, methodology and expected outcomes) and an indication as to how this relates to the main graduate research topic, including timelines regarding the research study period abroad (start and end dates); 
  • A description of the potential benefits that will be derived from working at, or attending, the host institution in relation to the current research objectives; and 
  • A budget which provides estimates for costs of travel, living and other expenses during the research study period (to a maximum of $6,000). 
  • In addition both the current research supervisor and the potential host supervisor will have to submit letters detailing their support of the foreign research study period (maximum one page each). The host supervisor will also need to indicate that he/she has the resources available (financial, supervision time, equipment, etc.) to support the planned research activities.

Application deadlines:
The competition is run twice annually and therefore two sets of deadlines apply.

SGPS deadlines: May 15th and September 15th
Agency deadline: June 10th and October 10th

CONACYT Program

The objective of the agreement between CONACYT and OCGS is to establish collaborative relationships related to the education of highly qualified Mexican students, and to foster actions that will lead to joint programs of academic excellence between CONACYT and the participating Ontario universities.

OCGS Approved Principles:

Agreement (.pdf):

The Host Ontario University will provide:

  • Payment for the tuition differential between international and domestic charges.
  • Laboratory space, library access, appropriate equipment and supplies to carry out the research project, on the same basis as is done for domestic students.
  • In consideration of the academic performance of the student and upon availability of funds of each of the participating Ontario universities, the possibility of offering additional support for the student’s living expenses will be explored. This additional support may take the form of a teaching or research assistantship.

CONACYT will cover:

  • The cost of domestic tuition fees, including ancillary fees.
  • Appropriate maintenance costs for the student (i.e. monthly living allowance).
  • The cost of the University Health Insurance Plan (UHIP).

Western, School of Graduate and Postdoctoral Studies Principles:

SGPS will:

  • Ensure the student is registered and record the CONACYT agreement with the approved dates provided by CONACYT in the Student Center.
  • Report annually to CONACYT on the status and sources of income for these registered students.

The Host Graduate Program will:

  • Provide students with a support package that offsets the differential tuition between international
    and domestic charges.
  • Declare any funding, in addition to the CONACYT funding, the program provides for a student (i.e. GTA or RA). This must be declared as CONACYT may adjust the student’s scholarship as a result of the additional funding.

OOR will:

  • Invoice CONACYT each term for domestic tuition and ancillary fees for each of these students.

All information updated Jan. 4, 2011

Organization of American States (OAS) Program

The Objective of this Agreement is to establish the terms and conditions for cooperation between the parties in order to strengthen education and human development within the framework of the OAS Human Development Programs in the Americas through:

  • Co-sponsorship of scholarship recipients selected through the OAS Scholarship and Training Programs to study at the University of Western Ontario.

Agreement (.pdf):

The University of Western Ontario through the host graduate program shall:

  • Provide funding to OAS Scholarship Recipients accepted by the University.
  • Doctoral students will be provided with the Western Doctoral Funding guarantee of $12,000 plus tuition.
  • Masters students will receive the same level of funding as is guaranteed to all masters’ students in the graduate program; where there is no minimum guarantee the student will receive at least the equivalent of tuition only.

OAS will provide:

  • Funds to cover ancillary fees and health insurance.
  • Funds to cover international travel to and from the place of study.
  • Appropriate maintenance costs (i.e. living expenses, books and other study materials)

SGPS will:

  • During the application process ensure that the student is recorded with the approved dates provided by OAS in the Student Center and all application documents are stored in Laserfiche.
  • At the end of each term, inform the Department of Human Development of each OAS scholarship recipient’s academic progress.

The Office of the Registrar will:

  • Invoice OAS each term for ancillary and health fees for each of these students.

All information updated Jan. 4, 2011

China Scholarship Council (CSC)

Western Degree Candidates

The objective of this agreement is to establish a collaborative arrangement for the purposes of providing high quality research training to qualified students and visiting research fellows from Chinese universities with the aim of developing education and research collaborations between Western and Chinese universities.

CSC and Western Agree to collaborate on the following two categories of programs:

  • Graduate Programs: Selected Chinese student will enroll in a master’s and doctoral program at Western and undertake study. If the selected Chinese students successfully complete the requirements of the designated program and defend their dissertation, they will be conferred degrees by Western
  • Visiting Research Fellows: Selected Chinese visiting research postdoctoral and fellows and visiting scientists can be hosted by Western programs for further research training. The visiting research fellows will directly contact their prospective supervisor or host for arrangements

Agreement (.pdf)
Appendix to Agreement (.pdf)

Incoming International Students

Support the following areas of study with priority:

  • Natural Sciences, Environmental Sciences, Engineering Sciences, Life Sciences, Biomedical Sciences and Applied Social Sciences.

The University of Western Ontario shall:

  • Accept annually up to two full-time Master degree candidates recommended by the CSC, with a study period that will last up to 24 months.  Currently there is no stated limit regarding Doctoral students.
  • Offer doctoral candidates a financial support package minimally equivalent to tuition fees. Funding for each doctoral candidate will be up to 48 months.
  • Provide supervisors for graduate students and visiting research fellows.
  • Student applicants will indicate in the free-format section (intent, etc) or in subsequent communications with the program that they are applying through the CSC program.
  • The School of Graduate and Postdoctoral Studies contact who will interact with CSC and answer questions from potential applicants is Erin Daley.

China Scholarship Council (CSC) shall:

  • Provide a link to direct the applicants to the Western application website.
  • Provide Western with a final list of scholarship recipients and inform the successful candidates. 
  • Consider applicants for an annual living allowance (which includes UHIP), a return airfare to London by the economical route and visa application fees. Funding for each doctoral candidate will be up to 48 months and 24 months for each Master's candidate.

Outgoing Students

Support the following areas of study with priority:

  • Natural Sciences, Environmental Sciences, Engineering Sciences, Life Sciences, Biomedical Sciences and Applied Social Sciences.

The University of Western Ontario shall:

  • TBA

China Scholarship Council (CSC) shall:

  • TBA

Visiting Graduate Student (Research Only)

The Host Ontario University will provide:

  • Laboratory space, library access, building access, appropriate equipment and supplies to carry out the research project.
  • At its discretion, provide additional financial support to the visiting graduate student.

China Scholarship Council (CSC) will provide:

  • Funds to cover international airfare
  • Monthly living stipend (as determined by CSC)

The Process:

  1. The Host Program will provide Office of the Registrar (Rob Downes) with:
    • Completed VGS (research only) application http://www.grad.uwo.ca/current_students/visiting.htm
    • A letter (or email) from the student's home university approving the arrangement and indicating the duration.
    • A letter from the UWO graduate program approving the arrangement and indicating the duration.
    • Note: for this program the $150 processing fee is waived.
    • Provide School of Graduate and Postdoctoral Studies a copy of the students agreement from CSC.
  2. OOR (Rob Downes) sets these students up in the student information centre which ensures the following:
    • A "Letter of Acceptance" is generated (indicating PIN, Student ID number and UWO email address) to the host graduate program. This letter will aid the student in applying for whatever status they require to come to Canada.
    • The visiting graduate student (research only) can now activate his/her Western personal computer account which among other things activates his/her Western email address and access library services.
    • Rob to contact Ann Jones if UHIP needs to be adjusted depending on student’s date of arrival or departure.  UHIP is automatically assessed against the student’s tuition account and will appear to the student as an amount owing.
  3. Host faculty member/graduate program to provide student with:
    • The "Letter of Acceptance" provided by the OOR (Rob Downes).
    • Helpful resources such as: http://www.cic.gc.ca/english/study/study-who.asp.
    • It is recommended that students at the graduate level conducting research apply for a Work Permit or a Visitor's Visa.
  4. Once Student Arrives:
    • OOR (Rob Downes) informs student re: UHIP ($240/term or $60/month) (this is indicated on the Letter of Acceptance). 
    • Student to visit WSS room 1120 for Western ID card.
    • Graduate program ensures appropriate training is in place as specified by the program.
    • If a visiting graduate student (research only) wishes to opt into the SOGS Bus Pass or Western Campus Recreation they must do the following:
      • To opt into the bus pass (~$80/term) visit the SOGS office in the UCC, Room 260.
      • To opt into Western Campus Recreation Services (~$19/month) visit the WSRC building.

All information updated Feb. 27, 2012

MITACS Brazil - Visiting Graduate Students (research only)

MITACS Globalink was developed as a program to introduce top international students to Canada’s world-class research environment, and to attract these students to Canada for their post graduate studies. 

The Host Ontario University will provide:

  • Laboratory space, library access, building access, appropriate equipment and supplies to carry out the research project.
  • At its discretion, provide additional financial support to the visiting graduate student.

MITACS will provide:

  • Arrangements and payment for all visa, travel and accommodation.
  • A weekly living allowance of $200 and a top up to offset the Society of Graduate Students bus pass and Western Campus Recreation membership – details under bullet #5.
  • The cost of the University Health Insurance Plan (UHIP).
  • Access to industry tours and professional skills workshops.

The Process

  1. MITACS will pre-approve students for the program and work with Graduate programs and Faculty members to recruit students to Western.
  2. The Host Program will work with MITACS to provide Office of the Registrar (Rob Downes) with
    • Completed VGS (research only) application http://www.grad.uwo.ca/current_students/visiting.htm
    • A letter (or email) from the student's home university approving the arrangement and indicating the duration.
    • A letter from the UWO graduate program approving the arrangement and indicating the duration.
    • Note: for this program the $150 processing fee is waived.
  3. OOR (Rob Downes) sets these students up in the student information centre which ensures the following:
    • A "Letter of Acceptance" is generated (indicating PIN, Student ID number and UWO email address) to the host graduate program. This letter will aid the student in applying for whatever status they require to come to Canada.
    • The visiting graduate student (research only) can now activate his/her Western personal computer account which among other things activates his/her Western email address and access library services.
    • Rob to contact Ann Jones if UHIP needs to be adjusted depending on student’s date of arrival or departure.  UHIP is automatically assessed against the student’s tuition account and will appear to the student as an amount owing. 
  4. Host faculty member/graduate program to provide student with:
    • The "Letter of Acceptance" provided by the OOR (Rob Downes).
    • Helpful resources such as: http://www.cic.gc.ca/english/study/study-who.asp.
    • It is recommended that students at the graduate level conducting research apply for a Work Permit or a Visitor's Visa.
  5. Once Student Arrives:
    • OOR (Rob Downes) informs student re: UHIP ($240/term or $60/month) (this is indicated on the Letter of Acceptance).  (OOR) Bev Zupancic to invoice MITACS for UHIP.
    • Student to visit WSS room 1120 for Western ID card.
    • Graduate program ensures appropriate training is in place as specified by the program.
    • If a visiting graduate student (research only) wishes to opt into the SOGS Bus Pass or Western Campus Recreation they must do the following:
      • To opt into the bus pass (~$80/term) visit the SOGS office in the UCC, Room 260.
      • To opt into Western Campus Recreation Services (~$19/month) visit the WSRC building.

All information updated Jul. 22, 2011

Governor General's Gold Medals

Note: The medals are not associated with any monetary award.

Purpose of Program:

  • To encourage scholarship across Canada and recognize outstanding graduate students
  • To maintain a spirit of universality across the country, the Directives were designed to ensure that the medals are awarded based on academic criteria only.
  • To present the medals on behalf of, and in the name of the Governor General at an appropriate ceremony where possible.

Western’s Quota:

  • The number of Gold Medals awarded by each university is determined by its full-time equivalent (FTE) graduate enrolment.
    1. 1 medal – under 2,500 students
    2. 2 medals – 2,500 to 5,000 students
    3. 3 medals – more than 5,000 students *
  • Based on the above mode, The University of Western Ontario will award two (2) Governor General's Gold Medals (GGGM), one to each of two outstanding graduate students who have completed their Master's or Doctoral degree program with the highest academic standing.
  • Universities awarding more than one gold medal may use any method of determining winners that satisfies the basic criteria of academic excellence and equitability of access for the student population (e.g. one in Arts, one in Science).
  • Each Category I graduate program is invited to submit two nominations of its most meritorious candidate (1 Master’s, 1 PhD) to their Faculty Office by its internal deadline
  • Each Faculty will rank then select their top-ranked nomination in each degree category – one Master’s and one Doctoral nomination - for electronic submission to SGPS.

Nomination Process

Eligibility to be Nominated:

  • All full-time or part-time graduate students may be considered for the medal, regardless of citizenship status
  • Nominees must have completed all requirements for the degree program between May 1st, 2011 and April 30th, 2012. The following Student Center query will return a list of students who have completed between the dates specified; please note that students who have not yet completed, but intend to by April 30th will not appear: WSA_GR_PA_STDNT_COMP - Student Comps btw dates
  • Must have graduated, or will graduate, with a high first class honours (85% or better)**. The assessment of highest academic standing should include an examination of such criteria as:
    • academic performance in degree courses, seminar performance,
    • evaluation of the thesis and the thesis defense,
    • originality and significance of the research, and
    • an appraisal of the other requirements for the degree.

** The student must have maintained a minimum first-class average (80%) throughout the degree program

Graduate Program Responsibility:

  • The Graduate Chair, in consultation the his/her Graduate Committee must nominate the program’s most outstanding student completing a thesis-based Master’s degree, and their most outstanding student completing a doctoral degree. The nominees must have graduated at the Fall 2011 Convocation, the February In-Absentia Convocation, or who will be graduating at the Spring 2012 Convocation from a Category I Master's or Doctoral degree program.
  • To notify the nominee that he/she is being considered for a Governor General’s Gold Medal
  • Prepare a complete electronic GGGM nomination file (single PDF file) for each nominee that includes:
    • One letter in support of the nomination from the Graduate Chair or Department Chair, addressed to the Faculty Office (max. 2 pages in length). The letter must include and make reference to, the graduating average.
    • One letter in support of the nomination from the nominee’s supervisor(s) (max. 2 pages in length)
    • Current curriculum vitae of the nominee
    • Copies of all official university transcripts including the Western academic record
    • Submit all PDF nomination files to Faculty Office by the Faculty deadline
      • All letters should be addressed to the Vice-Provost, Graduate and Postdoctoral Studies

Faculty Responsibility:

  • Set Faculty deadline for graduate programs to submit electronic GGGM nomination files
  • Communicate the deadline to graduate programs
  • Convene a GGGM ranking committee to review all nomination files
  • Rank all nominations in two categories
  • Select the top-ranked nomination in the Master’s category and the top-ranked nomination in the doctoral category for submission to SGPS

Annual SGPS Deadline:

  • Faculties must submit their two scanned electronic PDF nomination file to SGPS (edaley2@uwo.ca) by Apr 6th.

SGPS/OOR Responsibility:

  • The School of Graduate and Postdoctoral Studies GGGM committee will convene in April to select the winners and award them on behalf of Western.
  • SGPS will communicate the results of the SGPS GGGM selection committee
  • SGPS will update the winners’ student records with the honour
  • SGPS will relay the results of the competition to the Office of the Registrar (OOR) in preparation for the presentation of the medals and certificates at Faculty-arranged functions and recognition at convocation.
  • The OOR is responsible for the safe-keeping of the medals and for inscribing the certificates

*In February 2012 Western University made a formal request to Rideau Hall for a third Gold Medal as Western’s 2011 graduate enrolment surpassed 5,000 students.

All information updated February 27, 2012

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