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Policies and Requirements

General Requirements

To hold a supplement, you must:

  • accept the terms and conditions of the supplement, as set out in this Guide, in the Notice of Award (including attachments) and in the program description found in the NSERC Program Guide for Students and Fellows;
  • currently hold an active CGS, at the master’s or doctoral level, or hold an active Vanier CGS (and be a Canadian citizen or Permanent Resident of Canada) and adhere to all the terms and conditions attached to that scholarship;
  • be registered full-time and progressing satisfactorily in a graduate studies program at an eligible institution.

Supplements may be cancelled without notice if the terms and conditions under which they are granted are violated. Any payment made for a period during which you were not eligible to hold the CGS-MSFSS must be reimbursed.

Note: Your institution Scholarship Liaison Officer (SLO) is responsible for the administration of this award. You must copy the SLO on all communications relevant to the award.

Acceptance or Refusal of CGS-MSFSS

  • You must notify your granting agency and the SLO by email of your decision to accept or refuse the supplement. Include “CGS-MSFSS” in the subject line.
  • Your granting agency will cancel any supplement not accepted by the deadline date indicated in your notice of award.
  • Notification by telephone will not be accepted.

Payment of CGS-MSFSS

  • The supplement will be paid separately from the CGS or Vanier CGS.
  • Funds will be transferred to the institution where the CGS is held.
  • The supplement will be paid in one instalment to the institution.

Value of CGS-MSFSS

The value of your supplement is detailed in your Notice of Award to a maximum of $6,000.

The value of the CGS-MSFSS is based on the information and budget justification provided in your application package. The supplements are non-renewable.

Duration of the CGS-MSFSS

Students are expected to adhere to their research study period abroad as indicated on their application. However, should this change, see the next section and contact your granting agency.

You must take up the supplement within one year of receiving the Notice of Award for the CGS-MSFSS.

Note: The research study period abroad must begin before the end date of your CGS or Vanier CGS.

Changes to the Proposed Research Study Period Abroad

You must receive approval from your granting agency before making any changes to the research study period abroad. This includes changes to the trip dates, host supervisor, host institution or proposed activities. Such requests should be made as soon as possible, preferably four weeks prior to your travel date.

Send an email to your granting agency and the SLO (include “CGS-MSFSS” in the subject line) and provide a brief rationale for the proposed change(s), as well as a letter or email from your current and host supervisors showing support for the change.

Reporting Requirements

Within two months of completing your research study period abroad, you must ensure that your granting agency receives, by email or mail, the following documents:

  • a one- to two-page Activity Report that describes:
    • the activities that were carried out and results achieved;
    • the ongoing activities resulting from the research study period abroad, such as joint publications, the development of new techniques, etc.;
    • any unanticipated benefits derived from working at, or attending, the host institution in relation to your current research objectives at your Canadian institution;
    • problems encountered; and
    • advice on how the CGS-MSFSS Program could be improved.

    In addition, include a short public summary (maximum half a page) of your research experience/outcomes. This could be used by the granting agencies to highlight the program benefits and should be written in language suitable for the general public; and

  • a letter or email from the host supervisor evaluating your performance and summarizing the positive and negative aspects of the study period from the host supervisor’s perspective. It is the responsibility of the award holder to request the letter or email be sent directly to your granting agency (include “CGS-MSFSS” in the subject line).

Termination of CGS-MSFSS

If you terminate your full-time registration status before the end of the research study period abroad, you must advise your granting agency and the SLO immediately for appropriate action.

Note: Exceptionally, if your trip ends before the required minimum of three months, the value of the award will be prorated to the date of your termination.

Roles and Responsibilities

The award holder is responsible for:

  • adhering to the terms and conditions of the CGS-MSFSS and CGS awards; and
  • advising your granting agency and the SLO of any changes relating to your CGS-MSFSS award immediately.

The SLO is responsible for:

  • administering the CGS-MSFSS awards;
  • informing students of institution-specific rules and requirements to which they must adhere;
  • informing students of any program changes; and
  • informing the Financial Business Officer (FBO) of any changes.

The granting agencies are responsible for:

  • notifying students of the decision made about their CGS-MSFSS application in a timely matter;
  • informing the SLO of the decision and the FBO of any financial matters; and
  • responding within two weeks to any request received to change any component of the proposed activities.

Taxation and Other Issues

Taxation

The granting agencies are unable to dispense advice on income tax matters to individual students, given the uniqueness of each award recipient's personal financial situation. Consequently, you are encouraged to seek advice from the Canada Revenue Agency (CRA) or from a qualified income tax specialist.

You are referred to two documents published by the CRA:

Insurance

The granting agencies are unable to assume liability for accidents, illness or losses that may occur during the research study period abroad. You are responsible for ensuring that you have appropriate insurance.

You are encouraged to communicate with your provincial health insurance office before leaving Canada; spending a significant length of time outside the country may impact the coverage available to you when you return.

Visa

The granting agencies cannot provide information on visa requirements. For information on the visa requirements of foreign countries for Canadians or permanent residents travelling abroad, visit the This link will take you to another Web site Visas page of the Foreign Affairs and International Trade Canada’s website.

The Access to Information Act and the Privacy Act

We encourage you to read the Access to Information Act and the Privacy Act as they relate to application information.

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