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About this guide
Context and purpose
The Tri-agency Institutional Programs Secretariat (TIPS), housed at the Social Sciences and Humanities Research Council (SSHRC), administers the Canada Excellence Research Chairs (CERC) Program and Canada 150 (C150) Research Chairs Program on behalf of the three federal research funding agencies (the agencies): the Canadian Institute of Health Research (CIHR), the Natural Sciences and Engineering Research Council (NSERC) and SSHRC.
Canada Excellence Research Chairs Program
The program’s key objectives are to:
- strengthen Canada’s ability to attract the world’s top researchers, in order to be at the leading edge of breakthroughs in science, technology and innovation (ST&I) priority areas expected to generate social and economic benefits for Canadians;
- help Canada build a critical mass of expertise in ST&I priority areas identified by the Government of Canada;
- create a competitive environment to help Canadian institutions, in their pursuit of excellence in their research, attract a cadre of world-leading researchers; and
- contribute to branding Canada as a location of choice for world-leading research, science and technology development, alongside other federal programs with similar objectives.
Canada 150 Research Chairs Program
The program’s key objectives are to:
- strengthen Canada’s research capacity through the recruitment and retention of top-tier, internationally based scholars and researchers;
- enhance Canada’s reputation as a global centre for science, research and innovation excellence;
- improve universities’ capacity to generate and apply new knowledge; and
- improve the training and development of highly qualified research personnel.
Unless specified otherwise, the regulations in this guide apply to both programs. When seeking guidance on the C150 program, the CERC guidelines should be applied if no C150 guidelines are explicitly referenced.
Order of precedence
In the absence of specific guidance within this guide, or in the event of an inconsistency or conflict between this guide and any other guidelines or policies of the agencies, the following order of precedence will apply:
Institutions are encouraged to review these agreements and policies regularly to ensure compliance with the latest policies.
When both agency and institutional policies exist, the agency policy prevails, recognizing that the grant recipient must also comply with applicable institutional requirements. In the absence of an applicable CERC, C150 or federal research funding agency policy, the institutional policy should be applied.
Effective date and review
The information in this guide takes effect on [DATE PUBLISHED].
The guide is reviewed by TIPS at regular intervals and updated as necessary.
Definition of terms
For the definition of terms used in this guide, see the glossary.
Contact information
Where clarification is required, direct questions to TIPS by emailing information@cerc.gc.ca for the CERC program and info@canada150.chairs-chaires.gc.ca for the Canada 150 program.
Part 1: Accepting Canada Excellence Research Chairs Funds
1.1 Funding agreement
When the competition decisions are released, the notice of decision will be made available to the nominee and the designated senior official for the institution, in the Convergence Portal. The CERC nominee must accept the award in the Convergence Portal. The institution must then do the same. The acceptances will be considered confirmation that both parties:
- accept the award;
- acknowledge the chairholder appointment date; and
- agree to the terms and conditions as described in the notice of decision.
The terms and conditions institutions and applicants accept during the registration and application process are also considered part of this funding agreement.
Provided there are no other conditions attached to the funding, the CERC is considered awarded on the date it is accepted in the Convergence Portal. At that time, the notice of award (NOA) will be made available to the nominee and senior official, in the Convergence Portal.
Note: Prior to the 2022 CERC competition (Competition 4), institutions accepted NOA agreements in writing, with a signature from the designated institutional representative.
1.2 Important Canada Excellence Research Chair stages
Following are the stages and timelines related to holding a CERC.
| Stage |
Timeline and description |
| Award acceptance |
The award is considered accepted by the nominee and host institution on the date the NOA is made available in the Convergence Portal. |
| Award start date |
The award start date is noted in the NOA. This is the start of the authority to use award funds period. |
| Chairholder appointment |
The appointment begins on the date the CERC nominee takes up their appointment at the host institution. |
| Award end date |
The award end date is noted in the NOA. For the 2022 CERC competition onwards, the award end date is eight years after the award start date. For earlier competitions, it is seven years after the award start date. |
| Automatic extension period |
This is an extension of the authority to use award funds period for one year following the award end date. |
| Transition to CERC Laureate |
The chairholder’s title transitions from CERC to CERC Laureate at the end of the chairholder’s appointment. |
| Use of funds end date |
This is the end of the authority to use award funds period, inclusive of any extensions. |
1.3 Start of chairholder’s appointment
The chairholder must take up their appointment at the host institution within 12 months of the host institution receiving the NOA. If the chairholder fails to take up their position in Canada at the host institution within this timeline, the Chair will be terminated.
At the expected time of the chairholder’s appointment, the institution will be asked to confirm that the chairholder meets the eligibility criteria, including having taken up their appointment at the institution (for more information, see Continuing eligibility).
Six months following the start of the chairholder’s appointment, the institution must provide the following three documents for the program, which will serve as reference materials during the midterm review:
- Governance Plan
- Detailed Research Proposal
- Data Management Plan
1.4 Duration of chairholder’s appointment
The duration of a chairholder’s appointment for C150 Research Chairs and the first three CERC competitions is seven years. From the 2022 CERC competition (Competition 4) onwards, the period is eight years.
Note: If a chairholder took up their appointment before the award start date, their appointment period will continue until the award end date.
1.5 Subsequent funding
The chairs are nonrenewable. The CERC program does not provide additional funds beyond the original value of the award.
1.6 Holding other chairs/awards
Canada Research Chairs (CRCs), CERCs and C150s may not be held concurrently.
For any other possible federal funding (e.g., NSERC Discovery Grants, SSHRC Insight Grants, CIHR Project Grants, etc.), the chairholder should contact the relevant program and their institution to determine their eligibility, as there may be restrictions on concurrently holding a federally funded award that allows the use of award funds for the chairholder’s salary.
See also the guidelines on chairholders accepting a CRC position.
Part 2: Use of Canada Excellence Research Chairs Funds
2.1 Preamble
The following guidelines are designed to help chairholders, institutional representatives and delegates understand their financial responsibilities and use CERC funds appropriately.
The CERC guide supports the agencies’ principles-based approach to financial administration that provides greater flexibility to administering institutions in ensuring the appropriate accountability and use of funds.
Chairholders, institutional representatives and delegates are encouraged to communicate with their pertinent institutional contacts (e.g., financial officer or research grants officer) when making decisions about expenditures.
See Specific considerations for use of Canada Excellence Research Chairs funds for important program-specific expenditure guidelines.
2.2 Roles and responsibilities for appropriate use of Canada Excellence Research Chairs funds
For a general overview of administration roles and responsibilities for the appropriate use of CERC funds, see the TAGFA. You may also refer to the Tri-Agency Framework: Responsible Conduct of Research for the institution’s responsibilities when applying for or receiving funds, and the Agreement on the Administration of Agency Grants and Awards by Research Institutions for more details on administering funds.
The administration of CERC funds is carried out by TIPS, the host institution and the designated institutional representative.
TIPS is responsible for:
- verifying the institution’s and chairholder’s continuing eligibility for and entitlement to grants and awards according to the eligibility requirements of the agencies and the federal laws and policies regarding grants and awards;
- disbursing CERC funds through SSHRC’s finance division, on behalf of the agencies;
- providing advice and support to institutions and chairholders on the appropriate use of CERC funds; and
- ensuring federal research funding agency policies and requirements are met.
The host institution is responsible for:
- determining how the total CERC funds are distributed across the proposed chairholder’s program and eligible expense categories;
- maintaining a separate account for CERC funds within the institution’s financial reporting system, and clearly categorizing and recording all payments made into and from the account;
- keeping complete and accurate records on the use of program funding, following the requirements stipulated in the Agreement on the Administration of Agency Grants and Awards by Research Institutions;
- managing all CERC funds using robust financial management practices and open and transparent processes, while respecting the principles of responsible stewardship of public funds, public accountability and fairness;
- providing chairholders with a budgetary statement for their CERC funds on a regular basis;
- guaranteeing, in accordance with the requirements and policies of the agencies, the CERC program and the institution, that chairholders have access to CERC funds to support their program’s research activities;
- ensuring appropriate oversight is in place to withhold or withdraw approval of expenditures proposed by a chairholder that contravene the requirements and policies of the agencies, the CERC program or the institution, and, when appropriate, seeking advice or ruling from TIPS as to eligibility of expenses;
- ensuring funds are not disbursed to support specific research activities until all necessary certification requirements, permits and licenses—including those in respect of animal care, human ethics and any other requirements—have been met, and any other special permits or licenses have been delivered;
- ensuring sufficient resources are allocated to equity, diversity and inclusion (EDI) so the CERC program’s and chairholder’s program’s EDI objectives are met; and
- designating an institutional representative—typically the host institution’s vice-president / rector of research—to authorize expenditures from the Chair’s account.
The designated institutional representative is responsible for:
- authorizing expenditures in accordance with applicable federal research funding agency, CERC program and institutional policies and requirements; and
- delegating the authorization of expenditures to an appropriate number of individuals.
Note: No other party may initiate or authorize expenditures from a grant account without the written authorization of the designated institutional representative.
2.3 Principles governing the appropriate use of Canada Excellence Research Chairs funds
To be an appropriate use of CERC funds, expenses must contribute to direct and indirect costs of research that are of direct relevance to the proposed program for which the funds were awarded.
CERC funds must be used effectively and economically, and the expenses must be essential for the proposed activities for which the funds were awarded.
When assessing whether an expenditure is an appropriate use of CERC funds, this guide takes precedence over all of the TAGFA (see Order and precedence).
2.4 Specific considerations for use of Canada Excellence Research Chairs funds
The following guidelines reflect the agencies’ streamlined and flexible principles-based approach to the use of CERC funds. The list of expenses in this section is not exhaustive; it only addresses important considerations that are specific to the CERC program. Decisions about the use of funds must take into consideration:
If an institution’s Research Grants / Finance office is unsure whether an expense is eligible, contact TIPS.
Contributions to shared expenses (such as shared facilities, equipment or personnel) must be directly attributable to the funded chairholder’s program and be accepted and authorized by the host institution.
Any costs associated with EDI that are related to a research project (i.e., a project applying an EDI lens on a research topic) are direct costs of research. Any costs related to developing or implementing the CERC’s EDI action plan are indirect costs of research.
Unless otherwise specified, the chairholder’s research program may generally deviate from the proposed research activities and/or schedules. Furthermore, institutions are not required to adhere strictly to the allocation of funds set out in the application as long as they use their CERC funds for the broad purpose for which they were originally awarded.
2.4.1 Direct costs
Direct costs are considered essential research expenditures that would not have been incurred had the chairholder’s program not been undertaken. Accordingly, they can be directly assigned to the chairholder’s program activities with a high degree of accuracy.
The CERC program includes specific considerations for the following types of direct costs:
- compensation-related expenses (salaries, stipends and benefit costs)
- recruitment and relocation
- professional and technical services, contracts and miscellaneous expenses
- equipment, including power vehicles, computers and electronic communications
Compensation-related expenses (salaries, stipends and benefits)
CERC funds may be used to cover the following compensation-related expenses:
- The chairholder’s salary (including bonuses or merit-based increases) and the institution’s share of the costs of mandated federal, provincial and institutional compensation benefit plans are eligible.
- Salaries and the institution’s share of the costs of mandated federal, provincial and institutional compensation benefit plans are eligible for other members of the chairholder’s team, with the exception of individuals who conduct research independently as part of the terms and conditions of their employment.
- Support for salaries or stipends are eligible for students and postdoctoral researchers recruited to be part of the chairholder’s team. Institutions are encouraged to use CERC funding to provide appropriate financial support to students and postdoctoral researchers, although no minimums or maximums apply to scholarships or stipends, except for those dictated by institutional policy.
- Indigenous community members who participate in the research project can be remunerated with CERC funds in certain circumstances. For details, see the Tri-agency guideline on remuneration for Indigenous people participating in funded projects.
- The costs of a teaching replacement for the chairholder are eligible, including compensation to a department for a current faculty member to teach the chairholder’s courses, provided the chairholder is not on leave. Other members of the chairholder’s team are not eligible for this provision.
- CERC funds may be used to cover the institution’s share of the costs of paid leave (sabbatical leave, vacation time, long-term disability, maternity leave, parental leave, medical leave, family leave and other types of leaves in accordance with the host institution’s policies) for the chairholder (see Chairholder leaves and Continuing eligibility for details).
- Mandatory death benefits, as well as mandatory severance or separation pay for the period employed to work on the chairholder's program, are eligible for individuals employed and compensated from CERC grant funds.
- CERC funds must be used to provide students and postdoctoral researchers who are members of the chairholder’s team with up to 12 months of maternity and parental leave support, based on their current salary or stipend, if it is not fully provided by mandated compensation benefits plans. The CERC program does not provide additional funds beyond the original value of the Chair for this expenditure.
If both parents are supported by CERC funds, each parent may take a portion of the leave for a combined maximum of 12 months.
Paid leave for students or postdoctoral researchers engaged in part-time research are to be prorated.
Recruitment and relocation
CERC funds may be used to cover the following recruitment and relocation expenses at the onset of the award. These expenses can be recovered retroactively:
- Recruitment costs are eligible for funded chairholders and team members from the chairholder’s previous affiliation. For C150, only recruitment costs for the chairholder are eligible.
- Costs for the relocation of the chairholder, team members from the chairholder’s previous affiliation and their immediate families are eligible.
Professional and technical services, contracts and miscellaneous expenses
CERC funds may be used to cover the costs involved in providing the chairholder’s team with professional training and/or development in novel techniques required to support the objectives of the chairholder’s program.
Equipment, including powered vehicles, computers and electronic communications
CERC funds may be used to cover the costs of acquiring, operating and maintaining research equipment, research vehicles and other resources required for research. CERC funds should not be used for costs already covered by funds received from the Canada Foundation for Innovation (CFI).
Up to $150,000 of CERC funds per fiscal year (12 months) can be used to purchase equipment (including operation and maintenance). If the total equipment costs are expected to exceed $150,000 within a fiscal year, the Chair should seek alternate sources of funding, such as the CFI’s John R. Evans Leaders Fund. For more information, contact the CFI.
In exceptional cases where the Chair has a critical and urgent need for the equipment and the equipment cannot be funded through other sources, such as the CFI, the program may consider whether purchases exceeding this amount can be made using CERC funds, after the institution provides the program with a justification explaining the exceptional circumstances.
2.4.2 Indirect Costs
Indirect costs are the operational costs that underpin an institution’s research activities, such as heating, lighting, ethics reviews, facilities for animals used in research, management of intellectual property, environmental assessment, safety compliance and research security. This includes costs related to the development or implementation of the EDI Action Plan for the CERC award.
Indirect costs must be attributable to specific research activities related to the CERC. They cannot be a contribution to the general overhead and administration costs of the institution as a whole.
The salaries of CERC participants in management and administrative roles are eligible to be paid using CERC funds, provided they are not individuals who conduct research independently as part of the terms and conditions of their employment.
A total allowable amount not exceeding 25% of the direct costs of research, excluding the salary, benefits and recruitment costs for the chairholder, can be used for the indirect costs of research.
Eligible indirect costs are divided into the five expenditure categories outlined below (as detailed in the guidelines of the Research Support Fund).
In addition, under the CERC program, costs for renovation, moving or rental of laboratories and supporting facilities are eligible as an indirect cost of research within the 25% limit.
Part 3: Financial Matters
3.1 Availability and payment of funds
Chair funding instalments are subject to parliamentary appropriations and the conditions that may be attached. The agencies reserve the right to defer or suspend subsequent instalments if the parliamentary appropriations are reduced or cancelled, or if the need for funds is not demonstrated.
3.2 Expenditure eligibility dates and retroactive expenses
All expenses must be charged to the Chair’s account in the fiscal year the expenses were incurred. However, recruitment costs and relocation expenses incurred prior to the award start date can be recovered retroactively.
For full details on eligibility dates to begin incurring expenditures, see the table below.
| Expenditure |
Eligibility date |
| Recruitment costs and relocation expenses |
As of the launch date of the competition. |
| Chairholder’s salary |
As of the date the chairholder is employed by the host institution, but no earlier than the date of award acceptance. |
| All other expenses |
As of the date of award acceptance. |
3.3 Extension period for the authority to use Canada Excellence Research Chairs funds
The program provides an automatic one-year extension to the authority to use award funds beyond the award end date.
Although chairs are expected to use CERC funds within the timeframe of the award, an extension to the automatic extension may be requested under the following circumstances only:
Requests for an extension due to maternity, parental, medical or family-related leaves can be made at any time during the award. Requests due to uncontrollable delays should be for exceptional circumstances only and should be made within six to 12 months before the end of the automatic extension period. Extension requests will not be considered if the automatic extension period has expired. Extension requests must include projections and justifications for how funds will be used during the extension period. A template should be requested from TIPS.
During extension periods, institutions may make or pay new commitments or expenditures from the Chair’s account. The institution and chairholder will be required to continue to submit annual progress reports and financial statements for all fiscal years that encompass any extensions. The institution and chairholder must also follow the end of CERC reporting requirements.
No commitments or expenditures can be made or paid after the extension period is over. If funds remain in the grant account at the end of extension period, see Residual balances.
3.4 Deferral of instalments or payments
Federal research funding agencies cannot pay instalments / annual commitments in advance of need, and can provide funds only to correspond with the cash flow requirements of the Chair.
The agencies may defer or withhold an institution’s next instalment if, at the sole discretion of the agencies involved, it has been judged that the institution’s buildup of funds in the Chair’s account(s) has not been properly justified, that the need for funds has not been demonstrated, or that issues have been identified during the period of the Chair.
3.5 Financial monitoring of accounts
The agencies will periodically review the administering institutions’ use and administration of CERC funds to assess the effectiveness of policies, systems and internal controls, and to ensure compliance with relevant federal research funding agency requirements. See the TAGFA section on financial monitoring for more details.
3.6 Residual balances
Any unspent annual balances can be carried over to the next fiscal year, but not beyond the automatic extension period or, if applicable, any additional approved extension period. In the case of an early termination of a Chair, residual funds may not be carried beyond the termination closeout period.
CERC funds remaining after the extension period, or termination closeout period, must be returned to the finance division of SSHRC. These funds will be credited to the appropriate agency for refund to the federal government’s Consolidated Revenue Fund. Remaining CERC funds cannot be transferred into the institution’s General Research Fund.
Part 4: Reporting and Supporting Evidence
4.1 Annual reporting
Institutions and chairholders are required to submit annual progress and financial reports. TIPS will contact chairholders and institutions in advance to provide the necessary reporting templates, instructions and deadlines.
The annual progress report consists of the Institutional Progress Report, which will include reporting on progress in implementing the EDI Action Plan, and the Chairholder Progress Report.
Institutions must put in place a self-identification data collection strategy to report on progress in mitigating and addressing systemic barriers.
The institution must also submit an annual Statement of Account (Form 300) to SSHRC’s finance division.
The annual reports will be reviewed to ensure that the activities of the Chair comply with CERC policies, terms and conditions, and the guidelines as set out in this guide. Annual reports may also be used for ongoing monitoring of the program as a whole, and to effectively support the needs of program evaluations.
The institution is responsible for ensuring that the annual report materials are submitted before the deadline. Failure to submit the report materials may result in the suspension of payments until they are received.
4.2 Midterm report and review
Institutions must submit a midterm report at the midpoint of the funding period. The report summarizes CERC-related activities over the first half of the Chair, and presents how the institution and chairholder are progressing toward the objectives as set out in the application and mandatory documents submitted six months following the start of the chairholder’s appointment, and progressing in the implementation of the EDI Action Plan. The institution will also be expected to demonstrate their ability to sustain the research advantage created by the chairholder’s program after their term ends.
TIPS will provide institutions in advance with the necessary reporting templates, accompanying forms, instructions and deadlines.
The institution is responsible for ensuring the midterm report is submitted before the deadline. Failure to submit this report may result in the suspension of future payments until it is received.
The midterm report submitted to TIPS, including the progress in implementing the EDI Action Plan, will be assessed by expert reviewers and a multidisciplinary panel. The multidisciplinary panel will, in turn, make a recommendation to the TIPS Steering Committee regarding the continuation of funding. If the assessment of progress at midterm determines that progress is unsatisfactory, the CERC Steering Committee reserves the right to impose additional oversight measures, or suspend or terminate the funding as described in Early termination of a Chair.
4.3 End of Canada Excellence Research Chairs reporting requirements
The institution must submit a final statement of account recording expenses up until the end of the CERC (i.e., end of the authority to use award funds period), inclusive of any extension periods. If funds remain in the account at the end of the authority to use award funds period, see Residual balances.
Part 5: Equity, Diversity and Inclusion
5.1 Expectations for equity, diversity and inclusion
Equity, diversity and inclusion leadership in CERC initiatives
EDI are embedded as foundational principles in CERC objectives, expected outcomes, and reporting requirements of the 2022 and subsequent competitions. The agencies expect chairholders and their institutions will “demonstrate and implement the highest EDI standards”.
Recruiting and retaining excellent talent
As defined in the CERC EDI Action Plan template and instructions, institutions must take active and rigorous measures to identify and prevent systemic barriers and ensure that excellent students, trainees, early career researchers and faculty from underrepresented groups, including racialized individuals, African, Caribbean and Black individuals, Indigenous Peoples, persons with disabilities, women and individuals from 2SLGBTQIA+ communities, fully contribute to the initiative.
Equity, diversity and inclusion in research design
Sound EDI principles must be applied to the research design, methods, analysis, interpretation and dissemination of research findings to ensure the results are impactful and relevant to the diversity of the Canadian population.
5.2 Canada Excellence Research Chair Equity, Diversity and Inclusion Action Plan
All chairs must develop and submit an EDI Action Plan using the template provided by the program, and submit it within one year of the chairholder’s appointment date.
Equity, Diversity and Inclusion Action Plan evaluation process
After they are submitted, all EDI action plans will be evaluated by TIPS staff. In cases where plans do not receive a minimum of a “satisfies” rating across each of the four main plan components, they will be required to be revised and resubmitted to the program.
Part 6: Additional program considerations
6.1 Chairholder leaves
Chairholders are eligible for different types of leaves that are in accordance with the host institution’s policies.
The institution must notify the program in advance of any leaves taken by its chairholders (see Continuing eligibility).
Leave taken during the award period, including extensions, must not exceed 12 months (or 24 months for maternity, parental, medical or family-related leave). A chairholder may take more than one period of leave (paid or unpaid); however, if the leave is not maternity, parental, medical or family-related leave, there must be a minimum of two standard academic terms (eight months) between each period of leave. If the chairholder takes an unpaid leave from the institution, 12 months is the maximum amount of leave that can be taken over the entire duration of the award, including extensions (24 months for maternity, parental, medical or family-related leave).
The payment of CERC funding instalments will continue uninterrupted during leaves. However, if the leave is unpaid, the chairholder’s salary will not be deemed an eligible expense.
The authority to use award funds will not be extended to accommodate a period of leave, with the exception of maternity, parental, medical or family-related leave, where an extension may be requested. Any residual balance accrued during a period of leave may be transferred to the next fiscal year, but not beyond the authority to use award funds period, inclusive of any extensions or closeouts (see Residual balances).
CERC funding instalments cannot be deferred during periods of leave.
Annual reporting requirements are unaffected by chairholder leaves.
Note: A researcher may take maternity, parental, medical or family-related leave at the time of taking up their CERC chairholder appointment. For other types of leave, the chairholder must first be at the host institution for a minimum of two standard academic terms (eight months).
Chairholder maternity, parental, medical or family-related leaves
A chairholder may take up to 24 months of maternity, parental, medical or family-related leave.
The program recognizes the need for and the importance of these types of leaves in supporting chairholders. The program also recognizes that career interruptions like these can affect a chairholder’s research program. For these types of leave only:
- consecutive leaves or leaves exceeding 24 months are permitted, provided the institution requests program approval in advance by contacting TIPS;
- an extension to the authority to use award funds by a duration equivalent to the period of leave may be requested;
- chairholders may transition back to work on a part-time basis for a determinate period of time (12 months or less). The same rules outlined in Chairholder leaves above apply regarding the payment of salary during this period.
6.2 Chairholder peer review responsibility
The success of the agencies’ peer review process is made possible by members of the research community who generously give their time and expertise to assess applications. Their efforts benefit research communities throughout Canada and internationally, and are greatly appreciated. The agencies expect chairholders to contribute to the peer review process when requested. Chairholders’ institutions should recognize this participation as an important contribution to Canadian research and as a demonstration of the excellence of their researchers.
6.3 Recruiting research personnel internationally
The CERC program encourages chairholders to recruit the best research talent nationally and internationally for their team. However, the primary focus of the CERC must be to promote the growth and advancement of the Canadian research ecosystem by prioritizing support for students, postdoctoral researchers and other highly qualified personnel based in Canada.
Should there be a genuine need to hire someone from outside Canada for their research, the chairholder must follow the federal regulations set by Employment and Social Development Canada, ensuring compliance with all employment regulations for non-Canadian citizens or permanent residents working in Canada.
6.4 Acknowledgment and public communications
The agencies and institutions are responsible for informing the Canadian public and stakeholders of who receives CERC funds, the type of research that will be conducted, and how funds are administered.
Institutions should make every effort to ensure that chairholders acknowledge the support of the CERC program. Chairholders must use their chairholder title and acknowledge the CERC program in all professional communications, publications arising from the supported research, and conference or congress materials, and on equipment and facilities purchased and/or developed with CERC funds.
Chairholders are expected to identify themselves as Canada Excellence Research Chairs and acknowledge the contribution of the CERC program in their research as follows:
“This research was undertaken, in part, thanks to funding from the Canada Excellence Research Chairs Program.”
Chairholders invited to speak publicly should ensure they are identified as a Canada Excellence Research Chair in official event documentation (such as programs, scenarios, pamphlets, advertisements, etc.). If the speech’s topic lends itself to it, we ask that chairholders mention they are a Canada Excellence Research Chair. We also ask that they describe how the Chair benefits their research by explaining its impact on the research trainees, postdoctoral researchers and other highly qualified personnel who work with them.
For more information, see the Public Communications Policy of the Federal Research Funding Organizations and the Public Communication Guidelines for Universities.
6.5 Communications with institutions and chairholders
TIPS will email the institution to provide program information and updates.
Institutions are expected to ensure chairholders are kept informed of any pertinent information TIPS communicates to the institution.
See also Institutional contact information.
6.6 Dedicated research time
Institutions are expected to provide chairholders with suitable support to facilitate the success of their work, and levels of support that are equitable among similarly positioned faculty members, including dedicated time for research, for example by reducing the teaching load or releasing the chairholder from certain administrative duties.
Note: The cost of a teaching replacement is an eligible expense, except while the chairholder is on leave (paid or unpaid), as outlined in Compensation-related expenses.
6.7 Chairholders in senior administrative positions
It is the responsibility of the institution, in collaboration with the chairholder, to ensure that a chairholder who holds a senior administrative position has sufficient time for research to carry out their program of research at the level expected of a CERC.
6.8 Intellectual property and patents
As each CERC’s funding is aligned with a specific agency (SSHRC, NSERC or CIHR), and each agency has its own respective policy on intellectual property and patents, see the TAGFA’s section on intellectual property for the appropriate policy.
6.9 Research security
The federal government has been active in supporting researchers and institutions to protect Canada’s research, providing advice and tools through the Safeguarding Your Research portal, and implementing national security considerations into the development, evaluation and funding of research partnerships through the National Security Guidelines for Research Partnerships.
The federal research funding agencies are committed to providing the research community with the most up-to-date information and best practices to safeguard their research and to mitigate research security risks. In support of this commitment, the agencies have published new tri-agency guidance on research security.
We encourage institutions and chairholders to use the resources provided above to assess research partnerships and undertake due diligence with any partnerships and collaborations.
6.10 Canada Excellence Research Chair (Canada 150 Research Chair) Laureate title
At the end of a chairholder’s appointment, their CERC title will transition to the title of “CERC Laureate” (“C150 Laureate” for C150 chairholders). TIPS will contact CERC laureates to create an updated profile that will be used to publicly showcase their research accomplishments and recognize the merits of having held a CERC.
A chairholder may request an earlier transition to “CERC Laureate” as early as the award end date indicated in the NOA.
6.11 Accepting a Canada Research Chair position
A chairholder must first transition to CERC Laureate status before accepting a CRC position. When they become a CRC, they can no longer receive a salary or benefits from CERC funds.
Part 7: Administrative Changes
7.1 Institutional contact information
Institutions should inform the program of any updates to their institutional contacts by emailing TIPS.
Institutions should also ensure that the institutional contact details they provide each year in the annual report are up to date.
7.2 Continuing eligibility
To comply with government policy, the continued eligibility of the chairholder and institution must be confirmed before future instalments can be released to the institution.
The annual report will require institutions to confirm that the chairholder continues to meet the eligibility criteria.
To remain eligible, the chairholder must:
- hold a full-time academic appointment at the institution (full professor or associate professor expected to be promoted to full professor within one or two years of the nomination); and
- adhere to the guidelines regarding leave (see Chairholder leaves).
Additionally, institutions should verify with TIPS before a chairholder takes a new position outside of Canada that it will not affect their eligibility to hold a CERC.
Note: A primary objective of the program is to enhance research capacity in Canadian universities by bringing world-leading researchers to Canada. Therefore, positions at other institutions must not interfere with a chairholder’s ability to carry out their program of research at the level of dedication expected of a CERC. The chairholder can maintain links to international organizations, for example to support previous students or maintain access to resources and equipment. However, if they fail to retain their primary affiliation with the CERC host institution, for example if they take an unpaid leave from the CERC host institution of more than 12 months during their appointment to take an appointment at an organization outside of Canada, they will lose eligibility as a chairholder (see Chairholder leaves).
If there are any anticipated changes to these eligibility requirements at any time during the duration of the Chair, the institution must contact TIPS immediately to confirm continuing eligibility.
7.3 Transfer of equipment
All equipment purchased with CERC funding is subject to the roles and responsibilities of the institution regarding the transfer of equipment.
For more information, see Section 4.7: Ownership of Equipment and Facilities of the Agreement on the Administration of Agency Grants and Awards by Research Institutions.
7.4 Early termination of a Chair
A chairholder or institution may choose to terminate a Chair. The institution must contact TIPS in advance of any situation in which a Chair might be terminated. This would be the case if a chairholder leaves or is unable to perform their duties before the award end date.
The program can also terminate a Chair early in cases of noncompliance, or if an institution or chairholder does not satisfactorily meet the requirements of the program, including the continuing eligibility requirements.
A termination closeout period may be authorized by the program. Additional limitations on the eligibility of commitments and expenses made or paid during the closeout period may be applicable. The institution must continue to submit annual progress reports and financial statements for all fiscal years that encompass any closeout.
The program assesses each situation on a case-by-case basis to determine the termination date and the duration of any potential closeout.
7.5 Chairholders as electoral candidates
In accordance with the program’s leave policy, the institution must contact TIPS if a chairholder is participating as a candidate in any election (municipal, provincial or federal). Each institution must refer to its own leave policy to determine whether the salary of the chairholder is an eligible expense during their candidacy.
If the individual is successful in the election, the chair will be terminated immediately and the closeout period for the payment of outstanding commitments from the balance in the Chair’s account will apply.
If the chairholder is not successful, the leave may be ended at the request of the institution.
Note: Chairholders may continue to use their title during their candidacy.
Glossary
The definitions below are to be used to support understanding of this document and supplement the definition of terms provided in the TAGFA’s Appendix 1.
Agency
For the purposes of this document, “agency” and “agencies” refers to one or all of the following three agencies: the Canadian Institutes of Health Research (CIHR), the Natural Sciences and Engineering Research Council (NSERC) or the Social Sciences and Humanities Research Council (SSHRC).
Authority to use award funds period
As defined in the TAGFA, this refers to the period during which CERC funds are to be expended, between the award start date as noted in the NOA and the end of the award. This period also includes automatic extensions and any additional requested extensions.
Chairholder’s team
The chairholder’s team is composed of members who play an active role in the Chair’s research program or in the administration and management of the Chair. The chairholder’s team may include faculty, research trainees (undergraduate, master’s, doctoral and postdoctoral researchers), other highly qualified personnel (research technicians, research associates, and other technical or research personnel) and administrative staff.
Collaborator
A collaborator refers to an individual (from academia or from other sectors) who plays an active role in the research and research-related activities of the chairholders’ research program, but is not involved in leading research related to the Chair or in its administration and management (i.e., not from the host institution).
Federal research funding agency policies
Federal research funding agency policies refers to:
Individuals who conduct research independently
As defined in the TAGFA, individuals who conduct research independently are researchers with a status/position that gives them autonomy to design and direct their own research/activities, including but not limited to researchers in academia, hospitals and research institutes.
Researchers who are under the direction or supervision of another are not considered independent researchers (i.e., research technicians, postdoctoral researchers and research associates).
Senior official
The senior official is the designated representative who has the authority to create and sign off on applications (for example, the provost or the vice-president of research, depending on the institution). The senior official has both read and write privileges in the Convergence Portal.