Renew a Chair



Overview

For the purposes of the Canada Research Chairs Program (CRCP), "renewal of a chair" refers to the continuation of a current chairholder in the same position at the same institution for an 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 at one institution to a Canada Research Chair at another institution; 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 indefinitely; and
  • are eligible for renewal in their sixth year.

Tier 2 chairs:

  • can be renewed only once; 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.


return to top of page

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.

Eligibility for Renewal

To be renewed, a chairholder must currently be a full-time faculty member at the nominating institution.

Universities cannot renew the chair of an individual who has retired.

If a researcher resigns from a Tier 2 chair position at one university and accepts a Tier 2 chair at another university, he or she cannot be nominated for a third term, regardless of the number of years in the initial 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.

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


return to top of page

Peer Reviewers Process and Selection Criteria

Renewal nominations, like new nominations, follow the CRCP’s peer reviewers 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 university 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 university 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 the chairholder 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 university’s objectives.

return to top of page

Emerging Negative Decisions

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

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 university 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 university 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.


return to top of page
Chair End Dates Renewal Nomination Deadlines  Anticipated Decision Dates
March 31, 2015 October 10, 2014 April 2015
April 30, 2015
May 31, 2015
June 30, 2015
July 31, 2015
August 31, 2015
September 30, 2015 April 27, 2015 October 2015
October 31, 2015
November 30, 2015
December 31, 2015
January 31, 2016
February 29, 2016
March 31, 2016 October 9, 2015 April 2016
April 30, 2016
May 31, 2016
June 30, 2016
July 31, 2016
August 31, 2016
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

return to top of page

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.

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

return to top of page

More Information


General Inquiries

Canada Research Chairs Secretariat
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 CRC program officer for additional information about the nomination process. Browse by province for the program officer assigned to your institution.

Administration

Marie-Lynne Boudreau
Manager, Canada Research Chairs Program
Tel.: 613-943-7989
Email: marie-lynne.boudreau@chairs-chaires.gc.ca

Equity Inquiries

Louise-Michelle Verrier
Manager, Policies, Planning and Performance
Tel.: 613-995-3236
Email:louise-michelle.verrier@chairs-chaires.gc.ca