Harmonized Scholarship Process

Effective the 2018/2019 academic year, the Faculty of Graduate Studies will be using a Harmonized Scholarship process to simplify applications for both students and departments.

Application Forms

Required for all applicants:
Short Form Application [PDF - 132kb]
All applicants must complete this form. Nominating departments may only complete this form on behalf of a student when submitted with a Long Form Application. Research Area Alignment is used solely to determine if university-level review will be carried out by Faculty aligned with Natural Sciences and Engineering (NSERC), Social Sciences and Humanities (SSHRC) or Health (CIHR). Applicants should prepare their research proposal for their selected reviewing audience.

NSGS Priority Areas of Research Alignment Justification [PDF - 48kb]
Departmental use for new students only

Departmental Assessment of an Applicant [PDF - 66kb]
Departmental use only

Self-Identification Questionnaire [PDF - 86kb]
Required for consideration for some scholarships

Community Support Letter/Vision Statement
Required for JRJ, NS Black and First Nations Scholarships.


Required from applicants who are not using a recent CGS-M or CGS-D application:
Long Form Application - Masters [PDF - 100kb]
Long Form Application - Doctoral [PDF - 106kb]
Primary application for review by department and university level committees.

Referee Assessment
 [PDF - 69kb]
Two required, refer to Long Form Application for additional details

Transcripts
Refer to Long Form Application for additional instructions

Dates and Deadlines

Students:

Date Description
December 3, 2018 Recommended deadline for students to submit Short/Long Form Applications and supporting documents to the department/program to be considered in 1st intake.
January 17, 2019 Recommended deadline for students to submit short/long forms & supporting Documents to the Department/Program) to be considered in the 2nd intake.  
**New applicants only.  Applications from 1st intake will be automatically carried forward.

  Departments:

Requirements and Procedures for Departmental Submission of Files to FGS [PDF - 354kb]

Date 1st Intake Activities
December 3, 2018 Short Form Application and  transcripts due to FGS.slo@dal.ca for scholarship GPA calculations.  
December 10, 2018 FGS will return scholarship GPA calculations and PDF copies of eligible CGS-M applications. Departments should have PDF copies of CGS-D applications on-file from recent competitions.
December 10 to January 9, 2018 Departments must complete internal review of master’s and doctoral applications, including Departmental Assessment of an Applicant forms. The assessments are used by university level review committees when evaluating applications.  Departmental scholarship committees may choose to rank all candidates, identify the top three candidates, or simply provide text-based feedback on the applicants. Departments must inform FGS of applications received by the department which are not being supported for university-level review.
January 10, 2019 Complete 1st intake applications due to FGS, including Short/Long Form Applications, supporting documents, NSGS justifications (as appropriate), and departmental assessment of student forms. Late or incomplete applications will not be accepted in the 1st intake review process and should be submitted in the 2nd intake. Please refer to the requirements and procedures for departmental submission of files to FGS [PDF - 354kb] to ensure proper submission of supported applications.

 

Date 2nd Intake Activities
January 21, 2019 Short Form Application and transcripts due to FGS.slo@dal.ca for scholarship GPA calculations.  
January 28, 2019 FGS will return scholarship GPA calculations
Jan 28 to Feb 11 Departments must complete internal review of master’s and doctoral applications, including Departmental Assessment of an Applicant forms. If included, departmental rankings should indicate the relative ranking of 2nd intake applications only. Departments must inform FGS of applications received by the department which are not being supported for university-level review.
February 13, 2019 Complete 2nd intake applications due to FGS, including Short/Long Form Applications, supporting documents, NSGS justifications (as appropriate), and Departmental Assessment of an Applicant forms. Late or incomplete applications will not be accepted under any circumstances. Please refer to the requirements and procedures for departmental submission of files to FGS [PDF - 354kb] to ensure proper submission of supported applications.

University Review Process

University-level review of applications within the Harmonized Scholarship Process are carried out by the FGS Scholarship Committee with additional reviewers from across the university. This section provides information on the review process, evaluation criteria and award selection process.

Subject Matter Eligibility:
Applicants are required to self-identify research alignment with either SSHRC, CIHR or NSERC to streamline reviewer selection and to provide applicants with knowledge of the audience which will be reviewing their research proposal.  While used for classifying the applications, the standard subject matter eligibility requirements of Tri-Council granting bodies does not apply to the majority of scholarship programs managed through the Harmonized Scholarship Process, i.e. applicants need not justify why health-related research may fall within SSHRC or CIHR’s mandate or why sociotechnical or socioeconomic analysis falls within SSHRC or NSERC fields. Applicants applying for cross-disciplinary research are encouraged to identify the research alignment which best describes the primary focus of their work and to prepare their application and research proposal description for that audience.

Applicants are strongly reminded to write their proposal for a non-expert in their field, as it is highly unlikely that the reviewer will have discipline-specific knowledge of experimental techniques or technical terminology.

Evaluation Criteria and Review Process
All scholarships managed through the Harmonized Scholarship Process follow Tri-Council guidelines for evaluation of academic excellence (50% master’s, 30% doctoral), research ability or potential (30% master’s, 50% doctoral), and communication, interpersonal and leadership abilities (20% for both). Applicants are directed to review NSERC, CIHR and SSHRC websites for details on the evaluation criteria applicable to each of these categories.    

From the application material submitted, university-level review committees receive copies of the following material which forms a basis for scoring and ranking within the three evaluation criteria:

Long Form Application and referee assessments or CGS-M/CGS-D application
Applicant’s transcripts
Department assessment of an applicant
NSGS justification form (if applicable, eligibility assessment only)

Note that the Short Form Application, self-identification form and associated community support letters/vision statements (as applicable) are not shared with the university-level review committee.  The Tri-Council scores and ranking of applicants who have self-identified for consideration under the Eliza Ritchie Doctoral Entrance Scholarship, the James Robinson Johnston Graduate Entrance Scholarship for African Canadians, and the Nova Scotia Black and First Nations Graduate Entrance Scholarships will be forwarded to separate committees along with the submitted community support letters and, when applicable, the applicant’s vision statement.

Conflict of Interest & Review:
Reviewers at both the department and university review levels must declare real or perceived conflicts of interest   during deliberations on ranking and awards and excuse themselves from review of the applicant in question.  In most instances at the university level, applications will be reassigned to another reviewer once a conflict of interest has been reported. If another reviewer is not available, the applicant’s score will be based on the evaluations of the remaining reviewers. Under no circumstances will a university-level reviewer submit scores for an applicant that they intend to  supervise/co-supervise.

Notification/Acceptance of Awards

Following review, FGS will notify departments of applicants who have been nominated for one or more scholarships/awards. Applicants have a limited time-frame to respond to offers of awards and are expected to complete their program application if they have not already done so prior to accepting the award.

Awards from the 1st intake will typically be communicated to departments by Feb. 15, while awards from the 2nd intake will be communicated to departments in late March/early April. Additional announcements of awards may occur in April/May/June as  Tri-Council CGS-M and CGS-D results are announced in April and Nova Scotia Health Research Foundation (NSHRF) results are announced in May.

Students are expected to take up an award in the first term for which they are eligible.  Questions regarding acceptance of awards or holding multiple can be directed to the scholarship liaison officer at fgs.slo@dal.ca.

The Harmonized Scholarship Process allows for a current/prospective student to be considered for several FGS-managed scholarships for which they may be eligible using a single application.  This process replaces the previous scholarship management practice where separate applications would be required to NSGS, Killam, Eliza Ritchie, JRJ, NS Black and First Nations, Vitamin and Bader competitions.  Note that students must still apply directly to external competitions managed through independent application portals/processes in order to be considered for those awards (e.g. Tri-Council CGS-M/Doctoral/CGS-D, NSHRF, Sumner, etc.). Please note scholarship GPA calculations are done as per Tri-council guidelines and must meet the minimum criteria of a first class average in each of the last two full-time equivalent completed years of study.

A standard application for current/prospective students includes a Short Form Application (used within FGS for administrative purposes), a Long Form Application, Transcripts, two Reference letters, and if applicable, a self-identification questionnaire and community support letter for individuals identifying in one of the designated groups.
 
For current/prospective students who have also applied to either the Canada Graduate Scholarship Master’s (CGS-M) or Doctoral (CGS-D) competitions in the current academic year, the Long Form Application, Transcripts and two Reference letters may be replaced by their CGS-M or CGS-D application.  These applicants must still complete the Short Form Application to give Dalhousie consent to re-use their CGS-M/CGS-D documentation.  

Regardless of the application pathway used, new students who may be eligible for the Nova Scotia Graduate Scholarship (NSGS) are encouraged to coordinate with their prospective supervisor/program regarding completion of the NSGS Priority Areas of Research Alignment Justification document, which continues to be a requirement to be considered for NSGS awards.

fgsscholprocess

Scholarship application forms and all supporting documents must be submitted to the department by the indicated deadlines to be considered for nomination to the university-level competitions.