Renew a Chair




Overview

For the purposes of the Canada Research Chairs Program (CRCP), "renewal of a chair" refers to the one-time continuation of a current chairholder in the same position at the same institution for one additional term.

The following are not considered renewals, but rather new nominations:

  • nomination of a Tier 2 chairholder to a Tier 1 Chair;
  • nomination of an individual to replace a current or former chairholder;
  • nomination of a chairholder who has completed his or her first term at one institution to a Canada Research Chair at another institution for a second term; and
  • nomination of a current chairholder who has missed their final renewal submission date.

Institutions can request to renew both Tier 1 and Tier 2 Canada Research Chairs.

Tier 1 Chairs:

  • can be renewed only once, for a maximum of two seven-year terms; and
  • are eligible for renewal in their sixth year.

Tier 2 Chairs:

  • can be renewed only once, for a maximum of two five-year terms; and
  • are eligible for renewal in their fourth year.

Renewal nominations for both Tier 1 and Tier 2 Chairs must be submitted at least six months prior to the end date of the chairholder’s term. See Missed Renewal Nomination Deadline below for details.

Note: Tier 2 Chairs are not meant to be a feeder group to Tier 1 Chairs. The intent of Tier 2 Chairs is to provide emerging researchers with support that will kick-start their careers. As part of their strategic considerations in managing their allocations, universities should develop a succession plan for their Tier 2 Chairs.

Renewal Nomination Process

The process for renewing a Canada Research Chair is the same as that for new nominations, except that renewal nominations require submission of a completed Renewal of a Canada Research Chair Nomination form. Please refer to Nominate a Chair for complete details on the CRCP nomination process, including: guidelines and deadlines for letters of reference and CV updates; agency allocations; and requests for infrastructure support.

See Nominate a Chair for details on advancing a Tier 2 chairholder to a Tier 1 Chair.


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Eligibility for Renewal

To be renewed, a chairholder must currently be a full-time faculty member at the nominating institution. Institutions cannot renew the chair of a researcher who is working part time or who has retired.

Once a Tier 1 Chair has held the position for two terms, he or she cannot be nominated as a new Tier 1 Chair at the same or another institution, regardless of the number of years completed in the second term. In the same way, a Tier 2 Chair who has held the position for two terms cannot be nominated as a new Tier 2 Chair at the same or another institution, regardless of the number of years completed in the second term.

The CRCP does not allow for the resubmission of unsuccessful renewal applications.

A Tier 2 justification is not required for a Tier 2 renewal nomination.


Third-term nominations

Tier 2 Chairs cannot be renewed for a third term. If a researcher resigns from a chair position during his or her first term at one institution and accepts a chair at another, this is still considered his or her second term and not a new first term.

Tier 1 Chairs cannot be renewed for a third term except in rare exceptional circumstances. In these cases only, institutions may put forward third-term nominations, but are responsible to publicly demonstrate the exceptional nature of the nomination. Exceptions to this renewal limit will only be permitted for institutions meeting their equity and diversity targets for all four designated groups, or in cases where renewing a Tier 1 Chair for a third term contributes to meeting or sustaining these targets.

In addition, in keeping with the principles of openness and transparency, at least six months prior to submitting a Tier 1 Chair renewal for a third term, institutions must post on their public accountability and transparency web pages:

  • their intention to exceptionally renew an individual for a third term;
  • a detailed justification explaining why the individual is being exceptionally nominated for a third term; and
  • the name and contact information of an individual at the institution who can respond to questions or concerns regarding the renewal nomination.

The posting must remain public for at least 30 days, to provide enough time for discussion at the institutional level. The institution must also provide TIPS with a link to the public posting the same day it is published, and must submit a copy of the posting with the nomination.



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Institutional Criteria for Renewals

It is expected that institutions will apply the principles of transparency, openness and equity to their decision for submitting the renewal of an existing chairholder. For example, institutions are encouraged to establish clear criteria that will be used to determine whether a chair will be nominated for renewal and to communicate those criteria to chairholders at the beginning of their terms.

See the Guidelines for Ensuring a Fair and Transparent Recruitment and Nomination Process for more information.



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Value and Duration of Renewed Chairs

The value and duration of renewed chairs are the same as for original appointments. See Value and Duration under Nominate a Chair for details.


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Peer Reviewers Process and Selection Criteria

Renewal nominations, like new nominations, follow the CRCP’s peer review process, which is governed by the College of Reviewers and the Interdisciplinary Adjudication Committee.

Reviewers assess renewal nominations against the following evaluation criteria:

  1. Quality of the chairholder and the proposed research program
  2. Quality of the institutional environment, institutional commitment, and fit of the proposed chair with the institution's strategic research plan

The chart below provides a breakdown of these criteria.

In addition, the renewal nomination form includes a performance report that requires the institution to clearly demonstrate how the chairholder has achieved the objectives set out in the original nomination; that the chairholder has upheld the standards of excellence of the CRCP; and what the added value has been of holding a Canada Research Chair at the institution.

1. Quality of the chairholder and the proposed research program
Tier 1 renewals Tier 2 renewals
In applying to renew a Tier 1 Chair, the institution must clearly demonstrate that the chairholder:
  • continues to distinguish himself/herself as an outstanding, world-class researcher;
  • has successfully attracted, developed and retained—and continues to attract, develop and retain—excellent trainees and students to the postsecondary institution or affiliated institute;
  • is proposing an original and innovative research program of the highest quality; and
  • is carrying out a research program that is producing leading-edge results that are making a significant impact at the international level.
In applying to renew a Tier 2 Chair, the institution must clearly demonstrate that the chairholder:
  • is developing into an outstanding researcher of world-class calibre and is poised to become a leader in his or her field;
  • has successfully attracted, developed and retained—and will continue to attract, develop and retain—excellent trainees and students to the postsecondary institution or affiliated institute;
  • is carrying out a research program that is producing important results that are making a significant impact in the field; and
  • is proposing an original, innovative and high-quality research program.
2. Quality of the institutional environment, institutional commitment, and fit of the proposed chair with the institution's strategic research plan.
Institutional environment
The institution must describe the quality of the environment that the chair will continue to function in and contribute to, including opportunities for collaboration with other researchers working in the same or related areas at the institution, in the same region, within Canada and abroad.
Institutional commitment
The institution must demonstrate that it and any affiliated institutions, hospitals, institutes (as applicable) will continue to provide chairholders with the support they need to ensure the success of their work, such as protected time for research (e.g., release from teaching or administrative duties), time for mentoring (if applicable), additional funds, office space, administrative support, and hiring of other faculty members.
Fit with strategic research plan
The institution is required to demonstrate the fit of the proposed chair with the institution’s strategic research plan and the importance of the proposed chair to the attainment of the institution’s objectives.

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Emerging Negative Decisions

Renewal nominations not recommended for support by the Interdisciplinary Adjudication Committee are automatically entered into the Emerging Negative Decision (END) process.

Break in Funding: Conditional Awards

In cases where a renewal nomination is sent to the END process and the chairholder’s term ends before the final decision on a renewal nomination is made, a conditional award is placed on the nomination.

Should the final decision be to approve the renewal of the chair, the start date of the award will be the first day of the month following the end date of the chairholder’s previous term. However, the institution is temporarily responsible for the costs of salary and research expenses in the period between the end date of the original term and notification of the renewal nomination decision.

Should the final funding decision be unfavourable, the institution will not be reimbursed for payments made to the chairholder after his or her end date. However, in accordance with the CRCP’s allowed six-month phase-out period, the payment of outstanding commitments from the funds remaining in the chairholder’s account may continue.

Resubmissions

The CRC program does not allow the resubmission of renewal nominations that are not recommended for support.

Renewal Nomination Deadlines

Renewal nominations must be submitted within the following timeframe:

  • a minimum of six months prior to the current chair end date; and
  • to either the deadline occurring a minimum of six months before the chair end date or the deadline immediately preceding this.

For example (and in accordance with the below Renewal Nomination Deadlines table), a renewal nomination for a chair with an end date of May 31, 2016, must be submitted to either the October 9, 2015 deadline (at the latest) or the April 27, 2015 deadline (at the earliest).

All renewal nominations must be submitted electronically by midnight of the nomination deadline. The paper copy of the nomination must be postmarked by midnight of the nomination deadline and couriered to the Secretariat.

Note: Responsibility for any break in funding incurred by a failure to meet one of the relevant renewal nomination deadlines shall be assumed by the institution. See Break in Funding above for more information.


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Chair End Dates Renewal Nomination Deadlines  Anticipated Decision Dates
September 30, 2016 April 25, 2016 October 2016
October 31, 2016
November 30, 2016
December 31, 2016
January 31, 2017
February 29, 2017
March 31, 2017 October 24, 2016 April 2017
April 30, 2017
May 31, 2017
June 30, 2017
July 31, 2017
August 31, 2017
September 30, 2017 April 25, 2017 October 2017
October 31, 2017
November 30, 2017
December 31, 2017
January 31, 2018
February 28, 2018
March 31, 2018 October 23, 2017 April 2018
April 30, 2018
May 31, 2018
June 30, 2018
July 31, 2018
August 31, 2018
September 30, 2018 April 23, 2018 October 2018
October 31, 2018
November 30, 2018
December 31, 2018
January 31, 2019
February 28, 2019
March 31, 2019 October 22, 2018 April 2019
April 30, 2019
May 31, 2019
June 30, 2019
July 31, 2019
August 31, 2019

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Missed Renewal Nomination Deadline

Institutions are responsible for ensuring that renewal nominations are submitted by the last possible renewal nomination deadline, relative to the chair’s end date.

If an institution misses the last possible renewal nomination deadline to which they are eligible to apply, it may no longer submit a renewal nomination, but may, if the nominee is eligible, submit a new nomination for the chair in question. Note that, if the new nomination is successful, it would not be eligible for renewal.

A renewal nomination submitted as a new nomination because the institution missed the last possible renewal nomination deadline will not be sent to the emerging negative decision (END) process  in the case of a negative decision. This means that the institution will not, in such cases, have an opportunity to respond to the Interdisciplinary Adjudications Committee’s concerns.

Note: In the case of a negative decision on a nomination submitted as a new nomination due to the institution having missed the relevant renewal nomination deadline(s), the nomination cannot be resubmitted. The CRCP does not allow the resubmission of renewal nominations that are not recommended for support.

Interim Use of Canada Research Chairs Title

In the period between the end date of the original chair position and notification of the renewal nomination decision, the chairholder may continue to use his or her Canada Research Chairs title.

Summary of Renewal Nomination Process

1 Institution ensures that strategic research plan and summary are up to date
2 Chairholder updates their CV form and forwards PIN to institution
3 Institution completes the renewal nomination form and CFI request form (if applicable) and secures three letters of reference.
4 Institution submits the full renewal nomination package (renewal nomination form, Chairs CV, CFI infrastructure support request, if applicable, and three letters of reference) in two formats:
  • electronically, through the CRC institutional portal; and
  • paper copy (with original signatures) bycourier, ensuring the package is postmarked by midnight of the deadline.
Note: Presentation specifications and page limits are indicated in the nomination form and CV form instructions.
  • Program deadlines
  • Nomination package is submitted electronically: Institutional login
  • Original paper copy is sent by courier to the Secretariat.
The paper copy must:
  • include all original signatures
  • be printed on letter size paper only
  • be printed on single-sided (with dark, legible ink)
  • be unstapled
  • be postmarked by midnight of the deadline
  • be sent by courier to the Secretariat’s mailing address for general inquiries (see below)
5 Institution submits CV update (if applicable)
  • If applicable, supplemental information strictly limited to updates regarding publications and research support may be sent to the Secretariat as an email attachment (Word or PDF) by the institution’s research office.
 
6 Institution submits updated chairholder profile

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More Information


General Inquiries

Tri-agency Institutional Programs Secretariat (TIPS)
350 Albert Street, P.O. Box 1610
Ottawa, ON  K1P 6G4
Tel.: 613-996-0239
Fax: 613-943-3282
Email: information@chairs-chaires.gc.ca

Program Officer

Institutions, chairholders or potential nominees should contact their designated program officer for additional information about the nomination process. Browse by province for the program officer assigned to your institution.

Administration

Chris Kelly
Manager, Canada Research Chairs Program
Tel.: 613-943-1438
Email: chris.kelly@chairs-chaires.gc.ca

Inquiries on Equity, Diversity and Inclusion

Marie-Lynne Boudreau
Manager, Performance, Planning and Policy
Tel.: 613-943-7989
Email: marie-lynne.boudreau@chairs-chaires.gc.ca