Frequently asked questions for references completing a report on the applicant – form 201

General questions

1. I have received an email from an applicant inviting me to complete a report on the applicant with a completion date; however, I do not see the time stamp. Can I assume that I have until midnight to complete and submit?
2. I am unable to evaluate the applicant. How do I communicate this to the applicant?
3. I do not want to use the link received to complete the report on the applicant online. Will you accept a paper copy or an email attachment?
4. I want to resume/begin completing a report on the applicant, but I do not have access to the link anymore. How do I proceed?
5. I have been asked to complete a report on the applicant; however, I need more time. Can I get an extension from NSERC?
6. It is past the deadline date, and I was unable to complete the report on the applicant on time. Will you accept a late report?
7. I have completed the report on the applicant but I don’t see the Submit button.
8. Once my report on the applicant has been submitted, can the applicant view my report?
9. Why is it important to preview my report?
10. For the PDF program, do I need to use the second box?
11. I have completed and submitted the report on the applicant; however, I need to modify the text. Can it be returned to me?
12. Can the applicant request a copy of my report?

General questions

1. I have received an email from an applicant inviting me to complete a report on the applicant with a completion date; however, I do not see the time stamp. Can I assume that I have until midnight to complete and submit?

Unfortunately, the invitation does not contain a time stamp. There are various deadlines to keep in mind. Applicants have been advised to provide their references with a deadline that is well in advance of the application deadline to allow you the time to successfully complete and submit your report on the applicant (status changes to Document Completed on the applicant’s page). However, for the PDF and PGS D candidates applying directly to NSERC, the deadline is before 8:00 pm (ET) on October 17. For the PGS D candidates applying through a Canadian institution, the department sets an internal deadline for receiving applications. Refer to the relevant descriptions for the Canada Graduate Scholarships-Doctoral program and the NSERC Postgraduate Scholarships-Doctoral program for more information on NSERC deadlines.

2. I am unable to evaluate the applicant. How do I communicate this to the applicant?

You have two options. You may send an email directly to the applicant. Or you may select the link from the invitation email you received, which will bring you to the page to complete the form. Select Unable to complete the Report on the Applicant, and a notification will be sent to the applicant. It is important to inform the applicant as soon as possible so that he or she can find another reference.

3. I do not want to use the link received to complete the report on the applicant online. Will you accept a paper copy or an email attachment?

No. You must use the link from the email you received from the applicant and follow the steps. The link is the only way to access the report on the applicant form. Once the report is completed and submitted, it will be attached to the applicant’s application.

4. I want to resume/begin completing a report on the applicant, but I do not have access to the link anymore. How do I proceed?

You must communicate with the applicant and ask that the invitation email be resent. Once you have received the invitation, you may want to bookmark the site in case you need to go back. After you have submitted the report, the link will no longer be available.

5. I have been asked to complete a report on the applicant; however, I need more time. Can I get an extension from NSERC?

No. Applicants have been advised to provide their references with a deadline date that is well in advance of the application deadline to allow you to successfully submit your completed report on the applicant on time (status changes to Document Completed on the applicant’s page). NSERC will not consider the application completed without your report, and references cannot be submitted under separate cover.

6. It is past the deadline date, and I was unable to complete the report on the applicant on time. Will you accept a late report?

No. Reports on the applicant submitted after the deadline date and time will not be accepted under any circumstance. In addition, the applicant will not be able to submit their application successfully with missing reports on the applicant.

7. I have completed the report on the applicant but I don’t see the Submit button.

Once the report on the applicant is completed, you must successfully verify your form (all mandatory fields must be completed). On the Accept and Submit page, select Click here to verify your report. Once it is verified, you will be required to agree to the terms and conditions by selecting I accept, and the report will be attached to the application.

8. Once my report on the applicant has been submitted, can the applicant view my report?

No. The report cannot be viewed by the applicant. However, the applicant will see that the report’s status on their portfolio has changed to Document Completed.

9. Why is it important to preview my report?

You need to preview your report before it is submitted to ensure that the text fits within the available space. Text that is not visible on the previewed report will not be seen by NSERC staff or the selection committee members.

10. For the PDF program, do I need to use the second box?

No, you do not need to use it. However, you may use the second box to provide additional comments that do not fit in the first box. Do not forget to preview your report before it is submitted.

11. I have completed and submitted the report on the applicant; however, I need to modify the text. Can it be returned to me?

If the applicant has not yet submitted their application to NSERC, you will be able to make changes. Communicate with the applicant and ask that the report be unlocked in order for you to update and resubmit it. Note that unlocking a report does not allow the applicant to view it. If the application has already been submitted to NSERC, you will not be able to update the report.

12. Can the applicant request a copy of my report?

Yes. After the results have been released, the applicant may request and have access to an edited copy of the reports on the applicant. Refer to the Personal information section of the instructions for completing a report on the applicant for more information.