Letters of Reference

Letters of reference to support a new nomination
Letters of reference to support a renewal
Conflict of interest
Format of letters of reference

Letters of reference to support a new nomination

Each nomination must include three letters of reference. Nominating universities should solicit letters from diverse sources. Institutions are provided an additional two weeks after the submission deadline date to help meet this requirement. Institutions should consult the online extranet and monitor the receipt of letters to ensure that all three letters are received for each of their nominations before the extended deadline date. Note that a nomination that is missing letters of reference after the extended deadline date will be withdrawn from the cycle.

Tier 1

All three letters must be from established authorities in the field who are not in a conflict of interest with the nominee. One letter must be from an international authority in the field, i.e., a recognized authority in the nominee's field who does not reside in the country in which the nominee is currently working.

Letters in support of Tier 1 nominations should emphasize the international stature of the nominee, the impact of his or her research and the value of his or her publications.

Tier 2

One of the three letters must be from an established authority in the field who is not in a conflict of interest with the nominee. In addition, for the other two letters of reference, referees may not be affiliated with the nominating institution unless they are the nominee's PhD or postdoctoral supervisor.

Letters in support of Tier 2 nominations should emphasize the nominee's ability to independently lead a program of research and to establish an international reputation during the five years as a Tier 2 Chair.

Letters of reference to support a renewal

For both Tier 1 and Tier 2 Chair renewals, all three letters must be from established authorities in the field who are not in a conflict of interest with the nominee.

One letter must be from an international authority in the field, i.e., a recognized authority in the nominee's field who does not reside in the country in which the nominee is currently working.

Letters of reference should emphasize the nominee's accomplishments in his or her first term as Canada Research Chair.

Conflict of interest

The Canada Research Chairs program complies with the Conflict of Interest and Confidentiality Policy of the Federal Research Funding Organizations to ensure the effective management of conflict of interest of any participant in the review process and to ensure, during the review process, confidentiality of personal information and confidential commercial information submitted to the program.

A conflict of interest is a conflict between a person’s duties and responsibilities with regard to the review process, and that person’s private, professional, business or public interests. There may be a real, perceived or potential conflict of interest when the review committee member, external reviewer, referee or observer:

• would receive professional or personal benefit resulting from the nomination being reviewed;
• have a professional or personal relationship with the nominee or the nominee’s institution; or
• have a direct or indirect financial interest in the nomination being reviewed.

A conflict of interest may be deemed to exist or perceived as such when committee members, external reviewers, referees or observers:

• are a relative or close friend, or have a personal relationship with the nominee;
• are in a position to gain or lose financially/materially from the funding of the nomination;
• have had long-standing scientific or personal differences with the nominee;
• are currently affiliated with the nominee’s institution, organization or company —including research hospitals and research institutes;
• are closely professionally affiliated with the nominee, as a result of having in the last six years:
  • frequent and regular interactions with the nominee in the course of their duties at their department, institution, organization or company;
  • been a supervisor or a trainee of the nominee;
  • collaborated, published or shared funding with the nominee, or have plans to do so in the immediate future; or,
  • been employed by the nominating institution; and/or
• feel for any reason unable to provide an impartial review of the nomination.

The Canada Research Chairs program reserves the right to resolve areas of uncertainty and to determine if a conflict exists. 

Format of letters of reference

Letters of reference must be dated and include:

• the referee's name, position, department, institution, e-mail address and telephone number;
• the name of the nominee;
• a statement from the referee declaring that there is no conflict of interest (if applicable); and
• the period of time and capacity in which the referee has known the nominee.

Letters must be on letterhead and signed by the referee.

They must be postmarked or sent by email or fax by midnight of the day of the deadline. The original copy does not need to follow by mail if the letter is submitted by email or fax.

Letters of reference may be submitted to the Secretariat directly by the referee or by the nominating institution:

Canada Research Chairs Secretariat
350 Albert Street, P.O. Box 1610
Ottawa, ON K1P 6G4
Email: information@chairs-chaires.gc.ca
Fax: 613-943-3282

Note:

• The Canadian Privacy Act stipulates that the text of the letters of reference are accessible to the nominee (upon request), with the exception of the identity of the individuals who wrote the letters.
• A nomination that is missing letters of reference or that does not meet the conditions outlined above in terms of conflict of interest will be withdrawn from the cycle.