CCV Frequently Asked Questions for CIHR Applicants
These questions and answers are intended to support researchers who are completing the CIHR-specific CCV templates (Registration CV, CIHR Academic CV, Knowledge User CV, Foundation Scheme CV, Project Scheme Biosketch, Project Expert CV) for application to a CIHR funding opportunity.
For general information on aspects of the CCV that are common to all funding agencies using the CCV, please consult the Frequently Asked Questions document posted to the CCV website. Please note that, should the instructions appear contradictory, instructions provided on the CIHR website (including this question and answer document) take precedence when you are applying to a CIHR funding opportunity.
- How do I fill out my CCV?
- When I press the "Submit" button in CCV, does that mean that my CV has been submitted to CIHR as part of my application to a funding opportunity?
- Can I make changes to my CIHR CCV after I press "Submit"?
- I recently successfully submitted my CCV to a CIHR competition. Why does my CCV now show errors in it?
- How do I link my CCV to my application to a CIHR funding opportunity in ResearchNet?
- When would I complete the Generic CV?
- The Funding CV for CIHR contains many "CV Types". How do I know which CV(s) to complete?
- If I am applying to more than one CIHR funding opportunity, do I need to create a new CIHR CV for each application?
- Does CIHR choose the output style of the CCV? Can the output be changed if desired by the applicant?
- Where did the PubMed section go under ʺPublicationsʺ? Is that data lost?
- Can I still import publications using the PubMed ID (PMID)? Can I import more than one publication at a time?
- What other sources can I use to import my publications in bulk?
- How do I import my publications from locations other than PubMed?
- Can I pick and choose the entries I want to submit in my CV to CIHR without deleting the entries? How do I select which entries I want to submit in my CV to CIHR?
- Who should I contact if I have a question or a problem with my CCV?
- Where do I put information regarding fellowships?
- Where do I put information regarding Canada Research Chair status?
- What is the difference between a Prize/Award, an Honor, and a Distinction?
Research Funding History
- How do I include the other researchers involved in my grant?
- Is the "past 5 years" limit (7 years for the Foundation Scheme CV) in this section calculated based on the start date or end date of the grant?
- Where do I put information regarding Teaching Activities, Editorial Activities, Review Activities, and Committee Memberships?
- Where should I put my participation on Thesis Committees, Supervisory Committees, and/or Student Committees?
- How do I enter information regarding the students in my graduate/undergraduate class(es)?
- What information do I put under Knowledge Translation? Should patent information go in this section and in the IP section under "Contributions"?
- Why is the "lifetime number of publications" table no longer included in the CIHR CCV?
- How do I identify my "most significant contributions"?
- What should I do if I am unsure about where a particular contribution falls within the "Contributions" section?
- What is the difference between a Presentation and a Conference Publication?
Q1: How do I fill out the CCV?
A: To fill out a CIHR CCV, go to the Canadian Common CV website and complete the following steps:
- Step 1: Once you have logged in, click "CV" and select "Funding" in the top menu bar. From the funding source drop-down menu, select "CIHR". Then click "Next".
- Step 2: From the CV Type drop-down menu, select the CV type that is required by the Funding Opportunity to which you are applying.
- Step 3: Once in the CIHR template, a list of sections will appear (Personal Information, User Profile, Education, Recognitions, Employment, Research Funding History, Activities, and Contributions). Click the (edit button) to access and complete/update a section. All mandatory fields will be marked with an asterisk (*). In the CIHR CCV, click the icon for information on what needs to be provided in a section or field.
- Step 4: Once finished entering all the required information in each section of the CCV, click "Preview". This will generate a PDF of what your CCV will look like once submitted.
- Step 5: Read through the Preview PDF version of your CV. If you are satisfied that your CV contains all the required information, click "Submit". A CCV confirmation number will appear within a message box in CCV (it can also be found on the top right of the PDF of your CV that is generated after hitting the Submit button). Keep this confirmation number in your records as you will need it to link the CCV to your application in ResearchNet.
Q2: When I press the "Submit" button, does that mean that my CV has been submitted to CIHR as part of my application to a funding opportunity?
A: Pressing "Submit" when you are in the CCV system sends all CV data that you have entered to CIHR. However, in order to link a specific CV version to your CIHR application you will need to enter the CCV confirmation number that is associated with that specific CV in ResearchNet.
Q3: Can I make changes to my CIHR CCV after I press "Submit"?
A: Once you press "Submit" within the CCV system, this version of your CV is stored as-is. You cannot make changes to this version of your CV; however, you may create a new CV and make the necessary changes within the new version. When you submit the new version, a new confirmation number will be generated which you will need to enter or update in your ResearchNet application.
Q4: I recently successfully submitted my CCV to a CIHR competition. Why does my CCV now show errors in it?
A: Periodically, CIHR makes changes to the requirements of the CIHR CCV based on feedback from applicants and peer-reviewers. If you are now seeing errors, it probably means that CIHR has either added in a new mandatory field, or has changed an existing field from optional to mandatory. Please read the error messages and add in the required information.
Q5: How do I link my CCV to a CIHR funding opportunity in ResearchNet?
A: To link your CV to an application please complete the following steps:
- Step 1: Within the CCV system, once you have previewed your CCV and have made any necessary revisions, select "Submit." This will generate a unique confirmation number for this version of your CCV.
- Step 2: Log in to ResearchNet and open the intended funding application on your homepage. Within the Tasks section on the Application Overview page, click "Identify Participants". The list of people who are involved in your application will appear. Each project Participant (i.e. Co-Applicants, Principal Applicants, and/or Knowledge Users) requires a CCV. For the Nominated Principal Applicant (NPA) attaching colleagues CCVs, we suggest that the colleagues send the NPA their CCV, which includes the confirmation number in the top right hand corner. This way the NPA can review the CV before entering the confirmation number in ResearchNet.
- Step 3: Under Actions, click "Edit". The Nominated Principal Applicant/Candidate enters his/her CCV confirmation number and those of the other participants in the application on ResearchNet. ResearchNet will validate that the CCV confirmation numbers submitted are for a CIHR CV type applicable to the funding opportunity, and will then associate the submitted CCV data with this CIHR application.
Q6: When would I complete the Generic CV?
A: It is not necessary to complete the generic CV. The Generic CV serves as the repository for all entered data; any information entered in CIHR Funding CVs appears in the Generic CV and remains available if you wish to apply to another funding opportunity or another agency. CIHR has a specific CCV template, and completing the CIHR Funding CV will focus your efforts on providing only the information required for application to a CIHR funding opportunity.
Q7: The Funding CV for CIHR contains many "CV Types". How do I know which CV(s) that I need to complete?
A: It is important to read the "how to apply" section of the funding opportunity carefully to determine which CV type is required for each stage of the application process. The Registration CV must be completed for application to a CIHR funding opportunity that has a registration stage. At the full application stage, you will need to complete either the Academic CV or Knowledge User CV, depending on your role within the research project and the requirements of the funding opportunity. In general, Researchers and Trainees should select "Academic CV", and those who are considered Knowledge Users (i.e. practitioner, policy maker, educator, decision maker, health care administrator, community leader, or an individual in a health charity, patient group, private sector organization, or media outlet) should select "Knowledge User CV".
Q8: If I am applying to more than one CIHR funding opportunity, do I need to create a new CIHR CV for each application?
A: If you are applying to more than one CIHR funding opportunity, you may reuse the same CCV by entering the same confirmation number. It is not necessary to create a new CIHR CV for each funding opportunity if you wish to submit the same data.
Q9: Does CIHR choose the output style of the CCV? Can the output be changed if desired by the applicant?
A: The output style of the CCV is determined by CCV, not CIHR. CIHR works closely with CCV to implement changes, and are therefore always appreciative of suggestions regarding how the CCV can be improved. Currently, the output of all CCVs is identical, and cannot be changed if desired by the applicant.
Q10: Where did the PubMed section go under ʺPublicationsʺ? Is that data lost?
A: The PubMed section under ʺPublicationsʺ has been removed. All PubMed articles have been migrated into the Journal Articles section. Please take a quick look through the Journal Articles section to make sure that your information transferred correctly.
Q11: Can I still import publications using the PubMed ID (PMID)? Can I import more than one publication at a time?
A: Yes, publications can still be imported using the PMID, and you may now import multiple PubMed articles at once using the instructions provided below:
- Step 1: In CCV, click on the ʺUtilitiesʺ tab at the top of the page.
- Step 2: Click on ʺImport Publication from Webʺ.
- Step 3: In the text box provided, insert all PMIDs of publications you would like to import separated by a comma (no spaces).
- Step 4: When prompted, select the section where you wish each publication to go once imported (e.g. Journal Articles, Book Chapters, etc.).
- Step 5: Click on ʺConfirm Importʺ. Your publications should now be successfully imported.
Q12: What other sources can I use to import my publications in bulk?
A: The CCV has recently introduced a functionality that will allow users to import their publications into the CCV using sources other than PubMed. The following sources can now be used in CCV:
- Google Scholar
- IEEE Xplore
- Web of Science
Q13: How do I import my publications from locations other than PubMed?
A: To import publications from locations other than PubMed (e.g. Google Scholar, Web of Science, etc.), you will need a file containing the bibliographic information from that site in either XML or BibTeX format. Save the file in a location where you can retrieve it when prompted by the CCV.
- Step 1: In the CCV, click on the ʺUtilitiesʺ tab at the top of the page.
- Step 2: Click on ʺImport Publication from fileʺ.
- Step 3: Select the source of the information.
- Step 4: Attach the file containing your bibliographic information from the source indicated in Step 3, then click ʺImportʺ.
- Step 5: The system will prompt you to indicate where each of the publications you are importing should be placed (e.g. Journal Articles, Book Chapters, etc.).
- Step 6: Click on ʺConfirm Importʺ. Your publications should now be successfully imported.
Q14: Can I pick and choose the entries I want to submit in my CV to CIHR without deleting the entries? How do I select which entries I want to submit in my CV to CIHR?
A: Yes. You should never need to delete any information from the CCV. All information you enter in the CCV is stored under the ʺGeneric CVʺ, and when you select funding templates (e.g. CIHR Academic CV), only the relevant information is pulled from the Generic CV to populate the Funding CV.
To select entries to submit with your CV, simply click on the checkbox in the ʺSubmit?ʺ column. If you un-check the box, the entry will not be submitted with your CV.
Q15: Who should I contact if I have a question or a problem with my CCV?
A: Should you have any questions or problems with the CCV, please contact CIHR at firstname.lastname@example.org or 1-888-603-4178 to request assistance.
For questions or comments regarding the Foundation Scheme CV or the Project Scheme Biosketch, please contact Roadmap-Plan.Strategique@cihr-irsc.gc.ca.
Q16: What do I do if I cannot find my research classification within the drop-down menus?
A: If you cannot find your research classifications within the dropdown menus, please enter the classifications that most closely relate to your research. There is also a "Research Specialization Keywords" subsection. This subsection allows you to enter text in free format, so if you were unable to find your specific research areas within the earlier subsections, you may enter a more precise description of your research in this field. Please note that CIHR is working with CCV for future enhancements to the CCV Research Classification System, so please let us know if there are research classifications that are missing.
Q17: What is considered a credential?
A: A credential is defined as a designation earned to assure qualification to perform a job or task such as a certification, an accreditation, a designation, etc. Examples of credentials might include such things as professional licenses or trade certificates.
Q18: Where do I put information regarding fellowships?
A: Fellowship award information should be entered in the "Recognitions" section of the CCV. Select "Prize/Award" as the "Recognition Type".
Q19: Where do I put information regarding Canada Research Chair status?
A: Canada Research Chair information could fit in one of two sections: the recognitions section as a "Prize/Award" OR the "Funding History" section. It is at the discretion of the applicant where to place this information.
Q20: What is the difference between a Prize/Award, an Honor, and a Distinction?
A: A "Prize/Award" is a general term describing the presentation of an item of monetary and/or other value to a person or persons (i.e. a scholarship, fellowship, prize, grant or bursary, a University medal for academic performance, etc.).
A "Distinction" refers to academic distinctions such as the Dean's Honour Roll or membership in learned or professional societies (fellow, member, associate).
An "Honor" is a general term describing an appointment as an honorary or distinguished fellow in a learned or professional society or academy. It can be either to honour exceptional achievement and/or service within the professional domain of the awarding body or to honour contributions related to the domain from someone who is professionally outside of it. Accomplishments are considered of such high distinction that only a select few are worthy of this designation (i.e. an honorary degree bestowed at a university).
Q21: What information should I include in the affiliation section?
A: An affiliation is the organization(s) with which the person is affiliated. These can be work or non-work related. For academic CVs, the primary affiliation of the researcher/trainee should be one of the following:
- The primary organization where the researcher is employed, appointed, or conducts research (i.e. Sunnybrook Health Sciences Centre, an affiliated research organization of the University of Toronto);
- The parent institution of the primary organization if required (i.e. University of Toronto is the parent institution of Sunnybrook Health Sciences Centre);
- The institution that received payments from CIHR for the researcher's current and ongoing grants;
- A company or private organization for independent researchers, researchers from industry, or researchers whose work is not affiliated with any academic research facilities.
Research Funding History
Q22: How do I include the other researchers involved in my grant?
A: In the Funding History section, there is a field called "Other Investigators". In this field, you can fill out information regarding grant participants and indicate their roles in the grant. If you were not the principal investigator of the grant, please make sure to include who that person was in this section.
Q23: Is the "past 5 years" limit (7 years for the Foundation Scheme CV) in this section calculated based on the start date or end date of the grant?
A: The 5 (or 7) year limit is calculated based on the end-date of the grant.
Q24: Where do I put information regarding Teaching Activities, Editorial Activities, Review Activities, and Committee Memberships?
A: This information is not required in the CIHR CCV.
Q25: Where should I put my participation on Thesis Committees, Supervisory Committees, and/or Student Committees?
A: Information regarding Thesis/Supervisory/Student Committees can be placed under "Supervisory Activities". Be sure to choose "Academic Advisor" as the "Role".
Q26: How do I enter information regarding the students in my graduate/undergraduate class(es)?
A: In general, CIHR does not ask applicants to include information on students who are taught by the applicant in a graduate or undergraduate class. "Mentorship Activities" include services contributed in order to provide counsel, guidance, and instruction to a protégé, and it is appropriate to include the students in the classes you teach under this section if this information is important to your application. Please do not include students in your undergraduate/graduate classes under "Supervisory Activities" as this section is reserved for students where your supervision directly contributed toward the completion of their degree (i.e. PhD, MSc, Postdoc, or 4th year thesis students who are directly supervised or co-supervised by the applicant).
Q27: What information do I put under Knowledge Translation? Should patent information go in this section and in the IP section under "Contributions"?
A: In this section, applicants can insert information regarding any activities relating to knowledge translation such as Business Innovation/Creation of start-up, Citizen/Community Engagement, Consulting/R&D Collaboration for/with Industry, Policy/Regulation Development, Standards Development, and Technology Transfer and Commercialization. Further examples of what can be included here can be found in the Guide to Knowledge Translation Planning at CIHR: Integrated and End-of-Grant Approaches. Patent information should be captured under the Intellectual Property section in Contributions.
Q28: Why is the "lifetime number of publications" table no longer included in the CIHR CCV?
A: The CCV is a system shared by many funding agencies who decided together on the new set of data requirements. These common data requirements did not include a "lifetime number of publications" table and, as such, CIHR does not have the option to include it in its CV at this time. Currently, it is not necessary to enter any contribution data beyond what CIHR requires for each contribution category as specified in the funding opportunity (i.e. 5 year limit for the CIHR Academic CV). Contribution information beyond what is required by the funding opportunity is not sent to peer review committees.
For Foundation Scheme competitions, applicants are required to fill out a “career contributions table”. This table can be completed as part of your application directly in ResearchNet.
Q29: How do I identify my "most significant contributions"?
A: The answer to this question depends on the CV type (template) you are filling out. For most CV templates, the "most significant contributions" information remains a PDF attachment which you may submit as part of your application in ResearchNet if it is a requirement of the funding opportunity. In most cases, this attachment is optional, and applicants will not be penalized if this attachment is absent from the application.
For Foundation (Stage 2) and Project Scheme competitions, information regarding “most significant contributions” will be completed as part of the application directly in ResearchNet.
Q30: What should I do if I am unsure about where a particular contribution falls within the "Contributions" section?
A: If it is not clear where a particular contribution should be placed, choose the category that you believe to be the most appropriate. CIHR will ensure that the peer reviewers do not miss information by familiarizing them with the CCV structure in advance of peer review.
Q31: What is the difference between a "Presentation" and a "Conference Publication"?
A: In the CIHR CCV, a presentation should be included under the Presentation section if there were no resulting conference publications (e.g. abstract published in conference proceedings) associated with the presentation. All presentations that occurred which resulted in the publication of an abstract/poster/short paper should be included under the "Publications" section under "Conference Publications".