Research PortalAccount Renewals FAQ

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  1.  Who should renew a Compute Canada account?
  2.  I’m a faculty member at a university. What do I have to do to renew my account?
  3. I’m a student, postdoc, researcher, or external collaborator. What do I have to do to renew my account?
  4. If I just created my Compute Canada account, do I still have to renew?
  5. What happens if I don’t renew by April 23, 2018 ?
  6. Do I have to upload a Canadian Common CV (CCV) to renew my account?
  7. Do all faculty members have to submit a CCV?
  8. I am a faculty or adjunct faculty member. I already have a CCV on file (eg. I updated it when submitting my RAC application in the Fall). Will I have to select all CC-enabled publications again from scratch?
  9. My PhD student graduated / my PI has changed. How can I change my role or request a new role?
  10. How do I get my sponsor to renew my account after I’ve requested to be renewed?
  11. My role as External Collaborator or other sponsored role was deactivated: how can I reactivate it?
  12. I made a mistake and renewed my account with the wrong role. What can I do to correct this mistake and renew with the right role?
  13. I have been asked to change my password on CCDB but the site does not accept any of my passwords. What is wrong?
  14. Where can I read Compute Canada’s Privacy Policy and other agreements that I have accepted?
  15. My account expired, has been deactivated and I will not renew it, but I still need to have access to my data to move it off the Compute Canada systems. What should I do?
  16. I don’t see the answer to my renewals question in this FAQ. Where do I go for help?


1. Who should renew a Compute Canada account?

All Compute Canada users must renew their account by April 23, 2018. Those who do not renew will have their account automatically deactivated after that date. (An exception is made for recent account holders: those who created or reactivated an account after January 1, 2018 DO NOT have to renew at this time.)

The annual renewal of all user accounts is essential in order to collect the information required by our granting agencies and to deactivate accounts that are no longer in use.


2. I’m a faculty member at a university. What do I have to do to renew my account?

You will receive an email during the account renewal period with a link to our account renewal form on the Compute Canada Database (CCDB). Please update your contact information, position, funding grants, publications, and industry collaborations. You will also need to fill out a short User Satisfaction Survey contained within the renewal form. We also ask that you update the status of your sponsored roles (e.g. students, postdocs, and so on). Please refer to Question 9 if the rolesof any of your sponsored users have changed since last year.

This year, all university faculty, including adjunct faculty, are required to submit a Canadian Common CV (CCV) or update an existing one and report publications enabled by Commute Canada resources to renew their accounts. Please consult the Compute Canada CCV Submission Guide for further instructions on how to submit or update an existing CCV.

Once you have updated and confirmed all information and sponsored users, you must click the RENEW ACCOUNT button on the left side of the account renewals form to initiate the  renewal request. Your request will be reviewed (typically within 4 business days). Once your reporting is verified, your account will be renewed.


3. I’m a student, postdoc, researcher, or external collaborator. What do I have to do to renew my account?

You will receive an email during the account renewal period directing you to our account renewal form. On this form, we ask that you update your contact information, position and funding. You will also need to fill out a short User Satisfaction Survey contained within the renewal form. Once you have updated and confirmed all information, you must click the RENEW ACCOUNT button on the left side of the account renewals form to initiate the renewal request which will be sent to your Account Sponsor for approval. Your sponsor must confirm your account renewal request before your account can be renewed.

If your sponsor indicates that you have moved on, graduated, or changed positions, you will not be able to renew your account. Instead, you must apply for a new “role” that reflects your new circumstances (sponsor, institution, position, etc.). Read more here.


4. If I just created my Compute Canada account, do I still have to renew?

If you created or renewed (reactivated) your Compute Canada account after January 1, 2018, you DO NOT have to renew it at this time.


5. What happens if I don’t renew by April 23, 2018 ?

If you do not renew your account by April 23, 2018, it will expire and be automatically deactivated. The CCDB accounts of any users you have sponsored (e.g. PDFs, grad students, etc.) also have to be renewed. As a sponsor, you will receive an email notification after any of your sponsored users submits a request for account renewal. Simply follow the instructions contained within the email.

If you are a faculty member with sponsored users and you allow your account to expire, all accounts of those users you sponsor will also be deactivated (including any regional consortium account).

If the accounts of your sponsored users are no longer needed, you can let them expire. Otherwise, you must request that they be renewed.


6. Do I have to upload a Canadian Common CV (CCV) to renew my account?

Yes. Submitting a CCV is a mandatory requirement for faculty and adjunct faculty members (Principal Investigator) at Canadian academic institutions. Please read the CCV submission guide carefully.

Sponsored users DO NOT have to submit a CCV.


7. Do all faculty members have to submit a CCV?

No. Submitting a CCV is optional for retired faculty, Emeritus professors and Librarians. If you fall into one of these three categories and do not wish to submit a CCV, please send an email to renewals@computecanada.ca.


8. I am a faculty or an adjunct faculty member and I already have a CCV on file (eg. I updated it when submitting my RAC application in the Fall). Will I have to select all CC-enabled publications again from scratch?

No. If you have already uploaded a CCV, either for a previous renewal round or for a RAC application, CCDB will “remember” your publications selected the last time you were required to submit a CCV, which means that for this renewal round you will only have to select publications that were recently added and not all the publications on your CCV. This is an improvement that we have made to make this process simpler and faster for you. For more detailed instructions, please consult the CCV submission guide.


9. My PhD student graduated / my PI has changed. How can I change my role or request a new role?

If your role has changed, you must apply for a new role. If you have graduated or if your institution, position or sponsor is different from the one currently on file, we require that you replace your old account role with one that reflects your current status (sponsor, role, institution) and complete the renewal form with your new information.

Applying for a new role is quick and easy. Log into CCDB and in the main menu, under My Account, go to Apply for a new role . Follow the instructions and select your new role under “sponsored roles”. Once a sponsored role is selected, a box will appear asking for your supervisor’s CCRI. Your sponsor can find their CCRI on their login page at https://ccdb.computecanada.ca/. A CCRI is an identifier of the form abc-123-01.

Finally, ask your supervisor to renew this role. Your old role will automatically expire and be deactivated after April 23, 2018 if it is not renewed.

If you want to have several roles, add a new role by going to https://ccdb.computecanada.ca/me/add_role and click “disable old roles” on that page. It is possible to submit several applications. You can set one of them as the primary.


10. How do I get my sponsor to renew my account after I’ve requested to be renewed?

Your role should be activated as soon as your sponsor renews their account and confirms your role. If a sponsor does not renew their account by the renewal deadline, their account, as well as any of their sponsored users, will be deactivated. Sponsors should not expect to receive emails with confirmation of the renewals requests submitted by their sponsored users as all accounts will be renewed once the sponsor renews their account.


11. My role as External Collaborator, or other sponsored role, was deactivated, how can I reactivate it?

Your role should be activated as soon as your sponsor renews his or her account and confirms your role. If you want to have several roles, add a new role by going to https://ccdb.computecanada.ca/me/add_role, click “disable old roles” on that page and/or apply for a new role, as applicable. It is possible to submit several applications. You can only set one of them as the primary role. If you have any questions or need help, please email renewals@computecanada.ca.


12. I made a mistake and renewed my account with the wrong role. What can I do to correct this mistake and renew with the right role?


You should create a new role with your current information and update your account with the new role. Just log into CCDB and in the main menu, under My Account, go to Apply for a new role. Follow the instructions and select your new role. Finally, ask your supervisor to renew this new role. Your old role will automatically expire and be deactivated after April 23, 2018 if it is not renewed.

If you want to have several roles, add a new role by going to https://ccdb.computecanada.ca/me/add_role and click on “disable old roles” on that page. It is possible to submit several applications, but you can only set one of them as your primary role.


13. I have been asked to change my password on CCDB but the site does not accept any of my passwords. What is wrong?

Passwords for Compute Canada users must be at least 8 characters in length.

If the password is less than 16 characters, the following rules must also apply:

  • Must not use a dictionary word
  • Passwords must use three out of four of the following four types of characters:
    • Lowercase
    • Uppercase
    • Numbers
    • Special characters such as !@#$%^&*()_+|~-=\`{}[]:”;'<>?,./ or space

Note that only characters accepted by the American Standard Code for Information Interchange (ASCII), i.e., the standard Roman alphabet, can be used for your new password. Non-ASCII characters are not accepted.

Please keep in mind the following best practices for passwords:

  • Users are strongly encouraged to use unique passwords and to never reuse them. In the situation where multiple accounts with separate credentials are required, the user is expected to use different passwords on every system or account.
  • Passwords are sensitive confidential information and users must never share or disclose them by any means. Users should also refrain from disclosing tips that could help to identify their passwords.
  • Users are encouraged to never write down a password. In the situation where a user needs to write or store his password on a given media, it is acceptable to do so given that the appropriate security measures to prevent unauthorized access are in place (encryption, strong password protection, etc.). A user should never store or write a password to facilitate access or transfer between information systems.
  • Users are encouraged not to use the “remember my password” feature of browser or operating systems.


14. Where can I read Compute Canada’s Privacy Policy and other agreements that I have accepted?

Any agreement or policy that you are required to accept or indicate your preference on is available in the My Account/Agreements page on CCDB. This includes, but not limited to:

  • Terms of Use;
  • Privacy and Data Protection Policy;
  • Consent to Access Users’Data; and,
  • Consent to Collect, Use and Disclose Personal Information.


15. My account expired and has been deactivated and I will not renew it, but I still need to have access to my data to move it off the Compute Canada systems. What should I do?
Please send an email to support@computecanada.ca so that we can assist you with your request.


16. I don’t see the answer to my renewals question in this FAQ. Who do I go to for help?

Please send an email to renewals@computecanada.ca so that we can assist you with your request.

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