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 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 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, institutions 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 (PDF, 47KB).

Please refer to Nominate a Chair for complete details on the nomination process, including: guidelines and deadlines for letters of reference and CV updates; agency allocations; requests for infrastructure support; and nominating an active Tier 2 chairholder to a Tier 1 Chair.




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 their first term at one institution and accepts a Chair at another, this is still considered their 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 a transparency statement on their public accountability and transparency web pages. Institutions must:

  • explain their intention to exceptionally renew an individual for a third term;
  • include a detailed justification explaining why the individual is being exceptionally nominated for a third term;
  • provide the name and contact information of an individual at the institution who can respond to questions or concerns regarding the renewal nomination;
  • keep the statement public for at least 30 days, to provide enough time for discussion at the institutional level;
  • provide TIPS with a link to the public statement the same day it is published;
  • at the time of nomination, email a PDF of the posting, clearly identifying the nomination to which it refers; and
  • archive all transparency statements so that they are publicly available on institutions’ web pages for a minimum of three years.



Institutional Criteria for Renewals

To ensure openness and transparency with their current chairholders, institutions must establish clear criteria to determine whether a Chair will be nominated for renewal, and communicate these criteria to chairholders at the beginning and during their terms, as needed.

See the Requirements for Recruiting and Nominating Canada Research Chairs for more information.




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.




Peer Reviewers Process and Selection Criteria

Renewal nominations, like new nominations, follow 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; and
  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 program's standards of excellence; 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 themself 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 their 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.



Deferred Recommendation Process

Renewal nominations not recommended for support by the Interdisciplinary Adjudication Committee are automatically entered into the Deferred Recommendation Process.




Break in Funding: Conditional Awards

In cases where a renewal nomination is sent to the Deferred Recommendation 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 their 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 CRCP 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 Renewal Nomination Deadlines table below), a renewal nomination for a chair with an end date of May 31, 2021, must be submitted by October 19, 2015, the latest or April 20, 2015, 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 Tri-agency Institutional Programs Secretariat (TIPS).


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




Chair End Dates Renewal Nomination Deadlines Anticipated Decision Dates
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
September 30, 2019 April 24, 2019 October 2019
October 31, 2019
November 30, 2019
December 31, 2019
January 31, 2020
February 29, 2020
March 31, 2020 October 21, 2019 April 2020
April 30, 2020
May 31, 2020
June 30, 2020
July 31, 2020
August 31, 2020
September 30, 2020 April 20, 2020 October 2020
October 31, 2020
November 30, 2020
December 31, 2020
January 31, 2021
February 28, 2021
March 31, 2021 October 19, 2020 April 2021
April 30, 2021
May 31, 2021
June 30, 2021
July 31, 2021
August 31, 2021
September 30, 2021 April 19, 2021 October 2021
October 31, 2021
November 30, 2021
December 31, 2021
January 31, 2022
February 28, 2022



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; however, if the nominee is eligible, the institution may 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 be sent to the Deferred Recommendation Process in the case of a negative decision.


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 their Canada Research Chair 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, and submits self-identification information
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 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 CVform instructions.

  • Refer to program deadlines
  • Submit nomination package electronically: Institutional login
  • Send original paper copy, which 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 TIPS’s mailing address
5 Institution submits CVupdate, if applicable
  • If applicable, the institution’s research office may send supplemental information strictly limited to updates regarding publications and research support to TIPS as an email attachment (PDF).
6 For a third term Tier 1 Chair renewal only, institution submits a transparency statement
  • The institution must include a copy of the publicly posted transparency statement with the nomination package
7 Institution submits updated chairholder profile



More Information


General Inquiries

Tri-agency Institutional Programs 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 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
613-943-1438
chris.kelly@chairs-chaires.gc.ca




Inquiries on Equity, Diversity and Inclusion

Sally Booth
Senior Policy Advisor, Equity, Diversity and Inclusion
613-947-9203
sally.booth@chairs-chaires.gc.ca

Marie-Lynne Boudreau
Deputy Director, Policy, Performance, Equity, Diversity and Inclusion
613-943-7989
marie-lynne.boudreau@chairs-chaires.gc.ca