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Frequently Asked Questions for Scholarships Liaison Officers at Institutions

This document relates only to the Canada Graduate Scholarships-Masterís Program (CGS M).

Deadlines

  1. Are institutions able to set their own deadline for the submission of applications?

Allocations

  1. Are the allocations by institution and by agency made public?

Application Process/Eligibility

  1. Are applicants who are seeking support for the second year of their master’s program eligible to apply?
  2. Can applicants be considered at more than one institution?
  3. Are applicants eligible to apply if they have previously held funding at the master’s level?
  4. Is there a specific Canadian Common CV (CCV) to be used for the application?
  5. Are Scholarships Liaison Officers responsible for uploading transcripts?
  6. To be eligible to apply, must the first-class average be achieved in each of the last two completed years of study (full-time equivalent), or over both years combined?
  7. How should ineligible applications be managed?

Notification of Results

  1. Can institutions make a change to the granting agency originally selected by the applicant using the Research Portal?
  2. How can applicants be notified of changes made to the status of their applications (including competition results)?
  3. When can applicants be notified of the competition results?
  4. Are applicants able to accept or decline offers using the Research Portal?
  5. How long do applicants have to accept or decline an offer?
  6. How are institutions notified when applicants accept or decline an offer?
  7. What is the difference between Alternate and Not Offered statuses?
  8. Can an award be offered to applicants who did not apply for admission by the institutionís internal deadline?
  9. Can an award be offered to applicants who have not yet been admitted to an eligible program of study?
  10. Can institutions publicly announce the competition results?

Award Administration

  1. Are institutions still required to submit specific Payment Activation forms?
  2. Can institutions administer payments to award holders as soon as they have completed the Financial and Award Report on the Tri-Agency Awards Extranet?
  3. Where can regulations pertaining to award administration be found?

Other Questions

  1. Where can I obtain a blank PDF of the application form, the Canadian Common CV (CCV) or the Reference Assessment Form?
  2. Has the doctoral competition been harmonized among the three agencies as well (electronic application, deadlines and common regulations)?

Deadlines

1. Are institutions able to set their own deadline for the submission of applications?

No. Institutions are bound by the December 1 deadline. The agencies developed a harmonized CGS M application form and all applicants are required to complete this form through the Research Portal and submit it to institutions before 8:00 p.m. (ET) on December 1. If the deadline falls on a weekend, applications must be submitted by the following business day before 8:00 p.m. (ET).  

Allocations

2. Are the allocations by institution and by agency made public?

Yes. The Canada Graduate Scholarships-Master’s Award Allocations by institution and agency are publicly available.

Application Process/Eligibility

3. Are applicants who are seeking support for the second year of their master’s program eligible to apply?

Yes. Applicants are eligible to apply as long as they have not completed, as of December 31 of the year of application, more than 12 months of studies in the master’s program for which funding is requested.

4. Can applicants be considered at more than one institution?

Applicants are able to apply to up to five institutions, but must be enrolled or anticipate submitting an application for admission by the deadline set for their intended graduate program. Only once admitted into the program of study will the applicant be eligible to hold the award. Should the applicant not be eligible to take up the award by the last available start date, the application status will have to be set to Ineligible.

5. Are applicants eligible to apply if they have previously held funding at the master’s level?

Applicants who have previously held a CGS M award are not eligible to apply. Applicants may be eligible to apply for a CGS M if they have held funding from other sources.

6. Is there a specific Canadian Common CV (CCV) to be used for the application?

Yes. The applicants are required to complete a Canadian Common CV (selecting “CGS-Master’s” from the Funding Source and CV Type drop-down menus). Other CCV types cannot be attached to the application.

7. Are Scholarships Liaison Officers responsible for uploading transcripts?

No. Applicants are responsible for uploading their own transcripts.

8. To be eligible to apply, must the first-class average be achieved in each of the last two completed years of study (full-time equivalent), or over both years combined?

To receive an award, applicants must have achieved a first-class average in each of the last two completed years of study (full-time equivalent). However, an applicant without a first-class average may be considered if the institution can provide a strong rationale. Such a rationale must be documented and then confirmed in the Financial and Award Report in the This link will take you to another Web site Tri-Agency Awards Extranet.

Refer to the Canada Graduate Scholarships-Master’s Award Holder’s Guide for details regarding part-time admission.

9. How should ineligible applications be managed?

If the Scholarships Liaison Officer believes an application may be ineligible, this should be verified by reviewing the Eligibility criteria outlined in the program description. If an application is subsequently deemed ineligible, the institution will inform the applicant by modifying the status of the application in the Research Portal. This can be done as early as the day following the deadline. Note that once an application has been given the status of Ineligible, this status cannot be reversed.

Notification of Results

10. Can institutions make a change to the granting agency originally selected by the applicant using the Research Portal?

Yes. Before offering an award, Scholarships Liaison Officers may modify the granting agency originally selected by the applicant. This is, in fact, a mandatory step in cases where a successful application has been deemed eligible under a different granting agency than the one originally selected by the applicant. For information on how to make this change, refer to the Research Portal Information for Scholarships Liaison Officers at Institutions.

11. How can applicants be notified of changes made to the status of their applications (including competition results)?

Results may only be shared using the Research Portal. As a courtesy, applicants receive an automatic system-generated email each time a change is made to the status of their application. The email directs them to the Research Portal to view the update. It is the responsibility of the applicant to regularly verify the Research Portal between April 1 and January 31 for results of the competition.

To do so, applicants must first log in to their Research Portal account and click Open to access the Application Overview page. In the Application Status section, they will be able to view the current application status(es).

12. When can applicants be notified of the competition results?

Applicants can be notified of the competition results as of April 1 using the Research Portal. With the exception of Ineligible status, which can be released as early as the day following the deadline, institutions cannot release the results through any avenue before April 1.

13. Are applicants able to accept or decline offers using the Research Portal?

Yes. The Research Portal is the only platform through which applicants can accept or decline an offer.

14. How long do applicants have to accept or decline an offer?

The competition results are released as of April 1. Applicants will have 21 days from the date of each offer of award to accept or decline.

15. How are institutions notified when applicants accept or decline an offer?

Scholarships Liaison Officers will be notified by email. These daily notifications will be generated by the system only if application statuses have been modified within the last 24 hours.

16. What is the difference between Alternate and Not Offered statuses?

The Alternate status applies to applications deemed meritorious but ranked below the allocation cut-off. If an offer of award is declined, institutions will be able to make a subsequent offer to the next eligible candidate on their Alternate list until it has no scholarships remaining, but before January 31 of the following year. The Not Offered status applies to applications deemed non meritorious. Therefore, they cannot be considered for subsequent offers.

17. Can an award be offered to applicants who did not apply for admission by the institution’s internal deadline?

No. Applicants who did not apply for admission by the deadline set for their intended graduate program are not eligible to receive an offer; their application status in the Research Portal must be set to Ineligible.

18. Can an award be offered to applicants who have not yet been admitted to an eligible program of study?

Yes. Applicants who have applied for admission to an eligible program of study but have yet to be granted admission are eligible to receive an offer. However, the offer must be considered conditional. Only once admitted into the program of study will the applicant be eligible to hold the award. Should the applicant not be eligible to take up the award by the last available start date, the application status will have to be set to Ineligible.

19. Can institutions publicly announce the competition results?

Institutions must not publicly announce the award holders of the awards before the official announcement of the results by the Government of Canada. Each competition year, institutions will be provided with the details on the announcement, when confirmed. In the meantime, award holders are permitted to share the news confidentially with friends, family members, and colleagues before the official announcement.

Award Administration

20. Are institutions still required to submit specific Payment Activation forms?

No. Although Payment Activation forms no longer need to be submitted to the agencies, institutions now have access to post-award administration forms should they desire to use them for internal processes. Institutions must identify current award holders and inform the agencies using the Financial and Award Report in the This link will take you to another Web site Tri-Agency Awards Extranet.

21. Can institutions administer payments to award holders as soon as they have completed the Financial and Award Report on the Tri-Agency Awards Extranet?

An eligibility review will be conducted by the agencies upon receipt of the Financial and Award Report. Institutions are encouraged to refrain from making payments until they receive the funds from the agencies, as advanced payments may need to be returned to the institution (e.g., should an award holder be deemed ineligible by the agencies).

22. Where can regulations pertaining to award administration be found?

Policies and regulations pertaining to CGS M award administration can be found in the Canada Graduate Scholarships-Master’s Award Holder’s Guide, the Roles and Responsibilities for Institutions and the Agencies Managing the Canada Graduate Scholarships-Master’s Program, and the This link will take you to another Web site Tri-Agency Awards Extranet.

Other Questions

23. Where can I obtain a blank PDF of the application form, the Canadian Common CV (CCV) or the Reference Assessment Form?

A PDF version of the application form can be created by logging in as an applicant and creating a “mock” application. This “mock” application must not be submitted. The same approach can be used to generate a PDF of the CCV component, and the Reference Assessment Form.

24. Has the doctoral competition been harmonized among the three agencies as well (electronic application, deadlines and common regulations)?

No. There are no changes to the doctoral delivery model for this year, with no anticipated change to the deadlines. Agencies will confirm the deadlines for the upcoming competitions in their respective updated program material.

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