Letters of Reference

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

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 Note that a nomination that is missing letters of reference after the extended deadline date will be withdrawn from the cycle.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

Referees are in a conflict of interest if they:

• are affiliated with the nominating institution (including hospitals and research institutes);
• have a personal relationship with the nominee (includes close friend, relative, former PhD or postdoctoral supervisor, mentor, a student previously under the nominee's supervision);
• have collaborated (i.e., published or been a co-researcher) with the nominee in the last five years (this refers to the five years preceding the deadline for the submission of the nomination; e.g., for a 2010 submission, the five-year period would include 2005);
• are involved in the proposed program of research;
• are in a position to gain or lose financially/materially from the outcome of the nomination.

Format of reference letters

Reference letters 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 postmarked or sent by email or fax by midnight of the day of the deadline. If sent by email or fax, the original copy must follow by mail.

Letters may be submitted to the Secretariat directly by the referee or by the nominating institution. Letters should be sent to:

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.