Award Resources

Index

Award Holder Resources

Senate Regulations (Governing SFU awards)

Recipients of SFU graduate awards are responsible for reviewing and abiding by the Senate regulations governing university awards outlined in the Graduate Student Admission Handbook (pdf)

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Award Holder's Guides (Governing External Awards)

  • Recipients of external graduate awards, scholarships, and fellowships are advised to download and read a copy of the Award Holder's Guide on the appropriate award agency’s website. Please refer to your award offer letter and/or the agency website. 
  • CIHR, NSERC and SSHRC graduate award holders should refer to the Tri-Agency Award Holder’s Guide, effective September 1, 2016:  Tri-Agency Award Holder’s Guide (link)

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Starting or Reinstating Award Payments

  • Starting a TriCouncil (Tri-Agency) Award: holders of CIHR, SSHRC or NSERC awards must accept their award with the agency, as per that agency's instructions. The completed  'Request for Instalment and Reinstatement of Award Form' and a copy of your award offer letter should be submitted to the Graduate Studies Office. To ensure timely payment, the form should be submitted approximately 1 month before returning to your graduate program.  Visit the Award Payments for further steps.
  • CIHR Doctoral Awards: you will need to complete the "Response to Offer of an Award" form and submit it to DGS; we will forward it to CIHR on your behalf. Two months before the start date of your award, you will need to print the "Confirmation of Commencement Form" (available through your ResearchNet account) and obtain proof of registration from the Registrar's Office confirming your registration as a fulltime student. These two documents will need to be sent to support@cihr-irsc.gc.ca. Once CIHR receives these, they will send our office an AFF - Authorization of Funding Form; we use this document to set up your award payment. 
  • Reinstating Your Award (after a leave): holders of CIHR, SSHRC and NSERC awards needing to restart their award after a leave need to complete the form below and submit it to the Graduate Studies Office. 
  • Request for Instalment and Reinstatement of Award Form (pdf)

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Award Payments

Graduate awards are paid through your go.sfu account. For more information on accepting/activating your award and how award are paid visit award payments.

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Employment

Award holders are expected to limit their number of hours of employment in order to excel in their graduate program.  Students, supervisor and/or graduate programs with concerns should contact the Graduate Studies Office.

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Annual Progress Reports

  • Students who hold a multi-year SSHRC or NSERC doctoral award (PGS-D, CGS-D or SSHRC Doctoral Fellowship) must complete a progress report every year to activate the next year's payments. Failure to submit a progress report will result in award payments being suspended until a satisfactory progress report is received. Completed reports must be submitted to dgsaward@sfu.ca (please be sure to include your full name and student ID) or in person to our office.  
  • NSERC/SSHRC Annual Research Progress Report

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Changes to Award

  • For CGS Master’s (CGSM) awards, changes to proposed research, department or supervisor must be submitted to the Graduate Studies office. Submit a one page outline of changes to dgsawards@sfu.ca (please be sure to include your full name and student ID)
  • For changes to all other Tri-Agency awards, follow the process as outlined in the Tri-Agency Award Holder’s Guide. A copy of all documentation sent to the awarding agency must be sent to dgsawards@sfu.ca (please be sure to include your full name and student ID)
  • Changes to Award form (pdf)

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Deferring or Interrupting Award

  • Internal SFU awards will only be deferred when a written request is received from the graduate program. 
  • Holders of CIHR, SSHRC or NSERC awards must complete the following form and submit it to the awarding agency. A copy of all documentation sent to the agency must be sent to dgsawards@sfu.ca (please be sure to include your full name and student ID)
  • Request for Deferment of Start Date or Interruption of Award Form (pdf)

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Withdrawal from Graduate Program

  • All Graduate Award holders must maintain continuous registration during the tenure of their award. If you withdraw from your program, your awards are prorated to the effective date of withdrawal from a degree program. To assist in avoiding overpayments, students are asked to advise the Office of Graduate Studies and Postdoctoral Fellows of their withdrawal date in a timely manner
  • For changes to all other Tri-Agency awards, follow the process as outlined in the Tri-Agency Award Holder’s Guide. A copy of all documentation sent to the awarding agency must be sent to  dgsawards@sfu.ca (please be sure to include your full name and student ID)
  • Termination of Award Form (pdf)

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Leave from Graduate Program

  • Award holders are not eligible to receive their award during academic terms in which they are officially on-leave from their program. Students are asked to advise the Office of Graduate Studies and Postdoctoral Fellows to arrange for the suspension of their award payments until their return from on-leave status. The decision whether to re-initiate payment of any award requires approval of the Dean of Graduate Studies or designate.
  • Holders of CIHR, SSHRC or NSERC awards must complete the following form and submit it to the awarding agency. A copy of all documentation sent to the agency must be sent to dgsawards@sfu.ca (please be sure to include your full name and student ID)
  • Request for Deferment of Start Date or Interruption of Award Form (pdf)
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Award Selection Process

Overview of Selection Process for Awards

For Internal SFU Awards: most internal SFU awards (donor funded, departmental and SFU funded awards) listed on our website are adjudicated within the academic unit, who has a responsibility of being transparent in regards to the evaluation process used. Note that, while internal awards are competitive, the eligibility and selection criteria are always taken into consideration. All academic unit level decisions are checked by the Senate Graduate Awards Adjudication Committee (SGAAC), or a Graduate & Postdoctoral Studies representative, on behalf of the committee.

For External & Government Awards, including TriAgency Awards: in most cases, initial rankings occur at the academic unit level by a departmental or faculty committee. A secondary review takes place with a university wide adjudicating committee. Although the committee is comprised of graduate program chairs, committee composition does change in the case of agency specific committees (eg., a CIHR application review committee). Also, Graduate & Postdoctoral Studies reserves the right to add additional committee members, when specific subject matter knowledge is required and/or to ensure diversity, defined as differences in race, color, place of origin, religion, immigrant status, Aboriginal status, ethnic origin, ability, sex, sexual orientation, gender identity and age, within each evaluating committee.

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Roles and Responsibilities of the Graduate & Postdoctoral Studies Office 

It is the responsibility of the Graduate & Postdoctoral Studies awards team and scholarship liaisons to:

  • ensure award applications are complete and eligible prior to being given to evaluating committees;
  • ensure internal institutional reviews are coordinated in a timely and professional manner;
  • ensure and check for appropriate committee composition that adheres to SFU’s equity, diversity and including policies and procedures;
  • circulate and post materials relating to Privacy/Confidentiality, Unconscious Bias and the Evaluation Criteria/Scoring Method to be used;
  • advise/assist the committee chair in the preparation of the committee report following the selection committee meeting;
  • ensure the application, review and nomination processes abide by the rules, policies and procedures set out by governing and awarding agencies.

It is the responsibility of the Graduate & Postdoctoral Studies Dean & Associate Provost and/or Associate Deans to:

  • ensure the application, review and nomination processes abide by the rules, policies and procedures set out by governing and awarding agencies;  
  • ensure fair and equitable committee composition;
  • review, promote, and respond when necessary, to concerns relating to Privacy/Confidentiality;
  • review, promote, and respond when necessary, to concerns relating to Unconscious Bias;
  • review, promote, and respond when necessary, to concerns relating Conflicts of Interest;
  • chair the committee meetings, ensuring fair and equitable review and selection process occurs.

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Roles and Responsibilities of Evaluation Committee Members

It is the responsibility of the evaluating committee members to:

  • declare any conflicts of interest prior to the review of an application;
  • adhere to the guidelines and regulations pertaining to conflicts of interest and privacy/confidentiality of applications;
  • advise Graduate & Postdoctoral Studies on policy and procedural issues associated with the review of nominations;
  • recommend committee members where specific knowledge or representation is required for fair review;
  • conduct an in-depth review of each assigned application using the selection criteria and scoring system provided;
  • submit pre-meeting scores in a timely fashion to the coordinating scholarship liaison officer;
  • attend and be prepared to discuss the nominations during selection committee deliberations.

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Declaring a Conflict of Interest

The following guidelines govern conflicts of interest in evaluation of award/scholarship nominations for committee members who adjudicate award applications. Although a committee member is still expected to participate in the committee and review the remaining application, he/she may not act as a reviewer or submit a score for an application if:

  • The applicant is, has been, or will be under the direct or co-supervision of the committee member; or
  • The applicant has or has had a personal or professional relationship with the committee member.

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