The Research Portal provides a single point of entry for applicants, reviewers, committee members, institutions and partners. The Research Portal is used to manage application and peer review processes, acceptance of awards, notification of results and reporting.
The Research Portal allows research administrators to access, review, approve and forward grant applications to the agency. Each institution must designate a Master Administrator who is responsible for assigning privileges in the Research Portal to other research administrators at their institution, depending on their role.
Newly appointed Master Research Administrators requiring full access privileges within the Research Portal must first register by submitting to the agencies (NSERC and SSHRC) the Registration Form for Master Research Administrators, NSERC and SSHRC Research Portal.
All research administrators and research administrator assistants must read the Instructions for Research Administrators before using the Research Portal.
The Institution Portal within the Research Portal is a secure electronic workspace for research administrators at eligible Canadian institutions. It allows these individuals to:
The research administrator portfolio provides the following three roles:
Master Research Administrator
Note: This is the only role that will be pre-assigned by the agency.
Research Administrator (Assistant)
In order to access grant applications in the Research Portal, you must:
The agencies will grant you the role of Master Research Administrator once your registration form has been received. There can only be one Master Research Administrator at your institution.
These tasks can be carried out only by the Master Research Administrator. Before you begin, ensure that the individual to whom you intend to assign a role is registered with the Research Portal.Assign a role
NSERC must be informed when the Master Research Administrator is replaced or leaves the institution. A new registration form with the replacement’s information and appropriate approval must be submitted to NSERC. Follow the registration process mentioned above.
The Institution Portal page is divided into three sections:
The Application Status Summary section contains the total number of applications by status for the funding opportunity selected.
In progress: The application has been created or is being updated by the applicant. The research administrator can view the application including all attachments and Canadian Common CVs (CCVs).
Received by administrator: The application has been submitted to the research administrator by the applicant. The research administrator can view the application, including all attachments and CCVs, return it to the applicant or forward it to the agency.
Returned: The application requires changes and has been returned to the applicant by the research administrator. The applicant receives a system-generated email with a notification that the application has been returned.
The cycle above repeats itself as long as changes are required. This process is a one-way functionality; research administrators and applicants cannot engage in a dialogue via the “Return” function.
Received by agency: The application has been approved and forwarded to the agency by the research administrator. The research administrator can view the application, including all attachments and CCVs but can no longer return it to the applicant.
Applications are grouped by agency and funding opportunity.
To view an application, click on the application title. The application overview page will be displayed. From this page you can View the application, individual attachments and the CCVs; and Export Application and Attachments to PDF.
Note: Use the “Export Application and Attachments to PDF” function to save a copy for your records, as required. The retention period of applications in the Research Portal is three months after the deadline date.
Applications with the status Received by Administrator can be returned to the applicant for revisions. Click Return. The application status will change to Returned and then back to In progress once the applicant opens the application.
Before forwarding applications to NSERC, review the content. Once you are satisfied that the application is complete click on Forward. The application status will change to Received by Agency.
The first time you forward an application to the agency, you will be required to agree to the terms and conditions for the research administrator before being permitted to forward applications. Refer to the Signatures section.
All applications must be approved and forwarded to the agency by the Master Research Administrator or a research administrator. The act of “forwarding” an application to the agency constitutes the institution’s electronic approval/signature, and replaces the research administrator’s handwritten signature.
You can return or approve several or all applications with a status of Received by Administrator in bulk.
From “Institution Administration” in the top menu bar, select Co-applicants Report. This report lists researchers from your institution who are co-applicants on applications from other institutions. The report results are cumulative and include only applications that have been submitted to the research administrator and forwarded to the agency by the administering organization.
The agency is subject to federal information laws and policies that govern the ways in which sensitive data may be managed, used and disclosed. In particular, the Access to Information Act and Privacy Act protect virtually all information about identifiable individuals. Because research institutions are directly involved in the administration of applications and awards, officials and employees of these institutions are entrusted with information that would not be disclosed to the public. This information must be managed by the institution in a secure manner. In general, this means that it must be maintained in a secure environment, disclosed to employees on a strict “need-to-know” basis, and used only for the purposes the agency intended. Institutional employees to whom such sensitive information is disclosed must be made aware of these requirements.
Because institutions are already subject to provincial freedom of information and privacy laws, and to local confidentiality policies, the agency does not expect that this will create any new or undue administrative burden.
Before you, as a research administrator (representative of the institution), submit applications or other documents to NSERC or SSHRC (“the agency”), you must read and agree to the following terms and conditions:
Your acceptance of these terms and conditions is equivalent to your handwritten signature. You recognize and accept that this agreement applies in full to all applications, documents and communications you may submit, view or obtain electronically or otherwise relating to the Research Portal and the operations of the agency.