Research PortalCompute Canada CCV Submission Guide

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Table of Contents

1. General Information
2. Register for a CCV Account
3. Submit a Compute Canada CCV
4. Renew Your Compute Canada Account – Faculty Only
5. Apply to the Resource Allocation Competitions
6. Report Publications Enabled by Compute Canada Resources

1. General information

1. 1 What is Canadian Common CV?

The Canadian Common CV (CCV) is a Canadian Institutes of Health Research (CIHR)-funded software system aimed at standardizing CV submissions to granting agencies for funding competitions. CCV is currently used by a number of major funding agencies, including NSERC, SSHRC, NCE, and CIHR itself, as well as Compute Canada.

1.2. What does Compute Canada require the CCV for?

Compute Canada is required to report to our funders the contributions enabled by Compute Canada resources. To avoid Principal Investigators (PIs) having to duplicate effort reporting contributions with multiple methods, Compute Canada decided to rely on the contributions reported on the CCV.

Compute Canada requires all faculty users to submit a CCV for the following:

  1. To renew your Compute Canada account: This is required for all users with Faculty and Adjunct Faculty roles, with the exception of Emeritus Professors, Retired Faculty and Librarians (for whom submitting a CCV is optional).
  2. To apply for the Resource Allocation Competitions (RAC): An updated CCV is required for the Principal Investigator (PI) and ALL the co-PIs of a RAC application.

Note: Emeritus Professors, Retired Faculty and Librarians may choose not to submit a CCV when renewing their Compute Canada account. However, submission of the CCV is mandatory for ALL PIs and Co-PIs of a RAC application.

1.3. Who should I contact for support?

Compute Canada can provide support only for Compute Canada users that need to submit a CCV to renew an account or apply for RAC. Our support for CCV related issues is typically limited to the following:

  • CCV password recovery
  • Issues submitting a CCV using your confirmation code in the CCV submission form on CCDB

If you are a Compute Canada user and need help with any of the issues above or other CC CCV-related issues, please send an email to ccv@computecanada.ca. However, if you encounter any technical difficulties with the CCV site itself, please contact CIHR directly at support@ccv-cvc.ca.

If you are not a Compute Canada user, please contact the agency you are trying to submit your CCV to directly.

1.4. Who should submit a CCV?

The CCV is mandatory for all university Faculty that want to renew their Compute Canada account and/or submit an application to any of our Resource Allocation Competitions (RAC) in the Fall. Note that only users with active accounts will be able to submit applications to RAC.

1.5. How often do I have to update my CCV?

Faculty are required to update their CCVs once a year. When renewing your account or submitting a RAC application on the Compute Canada Database (CCDB), the form will follow this logic:

  1. If your CCV on file was uploaded within the past 365 days, you do not have to submit a new one.
  2. If your CCV is older than 365 days, you must update it and submit a new one to be able to renew your account.

Note: PIs can update their CCV at any time by going to My Account → View Reporting on on CCDB.

 

1.6. External Resources

You may find these resources valuable as you navigate the CCV submission process.

Note: this is a few years old now but still contains a useful description of CCV fields and options.

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2. Register for a CCV account

If you already have a CCV account, skip this step.

  1. Go to https://ccv-cvc.ca/
  2. Click on your preferred language.
  3. Click the “Login” button at the top right-hand corner of the screen.
  4. Click the “Register” button at the bottom of the screen.
  5. Fill out the form with the relevant information, making sure to enter a valid email address, and then click on “Next.”
  6. Select your password and security questions, click on the “I’m not a robot” box and then click on the “Submit” button.
  7. Follow any further instructions contained in the confirmation email and log in to the CCV website.

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3. Submit a Compute Canada CCV

Submitting your CCV requires you to add and update items to your CV, and then submit explicitly to the “Compute Canada” template. Any items you add or update while filling out a Compute Canada CCV will be added to your Generic CCV for future use, e.g. for submitting to other agencies’ templates.

Before following the below steps, ensure that you are logged in to the CCV site.

  1. Select the “CV” menu item from the top menu bar. A drop-down will appear. Select “Funding.”
  2. Choose “Compute Canada” from the drop-down menu labelled “Funding Source.”
  3. Choose “Compute Canada” from the drop-down menu labelled “CV Type.”
  4. Click “Load.”
  5. You will see a list of sections. This list does not contain all the CCV fields — just the subset which Compute Canada is requesting.
  6. Add any items you would like to submit to Compute Canada and update any existing items as necessary.
  7. Ensure that each section row has a green checkmark next to it. This indicates that the section is filled out in such a way that satisfies Compute Canada’s criteria for submission.
  8. For each row with a red x-mark rather than a checkmark, click the pencil icon in order to edit the section. The CCV interface will inform you which fields are missing or filled out incorrectly.
  9. To preview your CCV submission, click “Preview.”
  10. To begin the submission process, click “Submit.”
  11. Important: Make note of the confirmation number you are assigned upon submission. It is mandatory to enter this number on the CCDB to link your RAC application with your CCV submission.
    1. Only confirmation numbers for CCVs submitted using the Compute Canada template will be accepted. You cannot use confirmation numbers for other CCV templates that you may already have (e.g., NSERC, CIHR, etc.)
  12. Agree to the consent terms and confirm your submission.

3.1. Required Fields

Compute Canada requires the following fields to be submitted to us:

Section Name Description
Personal Information (Mandatory) Title, family name, first name, and correspondence language.
Education

(Mandatory)

Degrees
Recognitions (Optional) Prizes and Awards over the last five years.
Employment (Mandatory) Academic Work Experience, Non-Academic Work Experience.
Research Funding History (Mandatory) Research funding over the last five years.
Activities (Optional) Supervisory activities, Knowledge and Technology Translation, International Collaboration Activities.
Contributions (Optional) Presentations, Publications, Artistic Performances, Intellectual Property.

Note: While this section is marked as optional, we do need to report to our funders the contributions enabled by Compute Canada resources.

Right after uploading your CCV on CCDB, you will see the option to easily select in bulk the contributions enabled by Compute Canada resources that you want to report. To import all your contributions into CCDB – in the case they are all relevant to Compute Canada – just “Select all” and save.

(PIs can update their CCV at any time by going to My Account → View Reporting on on the CCDB.)

A note about research area classifications: The current CCV research area classification system is not representative of all possible research areas. Further, there is no way for researchers or Compute Canada to add or modify research areas at this time. To avoid delaying your CCV submission, please just select the research area that is the best fit for you and your research program, even if it isn’t a perfect fit.

View the full CCV research area classification system to help you fill out your submission.

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4. Renew your Compute Canada account – Faculty only

Only users with Faculty and Adjunct Faculty roles are required to submit a CCV to renew their Compute Canada account.

Important: Submitting a CCV to renew an account is only optional for Emeritus Professors, Retired Faculty and Librarians. If you do not wish to submit a CCV, please send an email to ccv@computecanada.ca

To renew your account, your CCV must have been submitted in the last 365 days. PIs with a CCV older than 1 year on file will be required to update their CCV (see here for more details).

  1. Click on https://ccdb.computecanada.ca/account_renewal
  2. Once in the account renewals application form, scroll down to the “Canadian Common CV” section.
  3. Enter the submission confirmation number you obtained from completing your Compute Canada CCV. Remember that only confirmation numbers for the Compute Canada template will be accepted.
  4. Click on the “Update CCV” button:
    1. If we were able to process a submission given the parameters you provided, your application will save and you will see all the publications reported in your Compute Canada CCV.
    2. If there is an error trying to process your submission, you will receive an error message.
    3. If you are absolutely sure that your CCV submission was successful and the parameters you have entered are correct, yet you receive an error on CCDB, please contact ccv@computecanada.ca for assistance.
  5. Report contributions enabled by Compute Canada resources (see here for instructions).

If you have further questions about the renewals process, please visit our Renewals FAQ page.

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5. Apply to the Resource Allocation Competitions

An updated CCV is required for the lead Principal Investigator (PI) and ALL the co-PIs of a RAC application.

Important: Since faculty are required to update their CCV to renew Compute Canada accounts in the Spring, most PIs will have an updated CCV when submitting a RAC application in the Fall. In this case, submitting a new CCV (e.g., because new information was added to the CCV since the Spring) it at the discretion of the PI.

If you have further questions about the Resource Allocation Competitions, please visit this page.

5.1. Principal Investigator of a RAC application

Note: if you have delegated your application to a sponsored user, have the delegated person follow the steps below to submit on your behalf.

    1. Navigate to the Resource Application page on CCDB: https://ccdb.computecanada.ca/allocation/resource_applications
    2. Under the Resource Allocation Competitions section, click on the button of the competition (RRG or RPP) to start a new application, or go to the Current Resource Applications section and click on “Edit” to continue working on an already created application.

  1. Scroll down to the “Canadian Common CV” section.
  2. Enter the submission confirmation number you obtained from this step. Remember that only confirmation numbers for the Compute Canada template will be accepted.
  3. Click on the “Submit CCV” button.
    1. If we were able to process a submission given the parameters you provided, your publications will be uploaded and shown in the CCV Publications Reporting section.
    2. If there is an error trying to process your submission, you will receive an error message.
    3. If you are absolutely sure that your CCV submission was successful and the parameters you have entered are correct, yet you receive an error on CCDB, please contact ccv@computecanada.ca for assistance.
  4. Report contributions enabled by Compute Canada resources (see instructions here).
5.2. Co-Principal Investigator of a RAC application

All Co-PIs of the RAC application must have an updated CCV on file. This means that CCVs on file must have been submitted within the last 365 days. The Lead PI will not be able to submit their RAC application until all the CCVs meet this requirement.

In the RAC application form, the Lead PI will be able to see the status of the CCV for each of the Co-PIs included in the application, as well as the action required (if any).

 


To update a CCV, Co-PIs must follow these steps:

  1. Log in to CCDB and go to: https://ccdb.computecanada.ca/reporting
  2. Follow the instructions in this guide for creating or updating a CCV, depending on your case.

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6. Report Publications Enabled by Compute Canada Resources

Please note that the more publications Compute Canada can report, the stronger the case we can build to advocate for additional compute and storage resources. The CCV is also one of the inputs of the scientific review process for RAC applications.

6.1. PI submitting a new CCV

Once you submit a new CCV (either because you are doing it for the first time or submitting an updated CCV), the publications included in your Compute Canada CCV template will show in the CCV Publications Reporting section of the CCV submission form on CCDB surrounded by a red square.

  1. When a new CCV is uploaded, publications you have not yet provided an answer for are surrounded by a red border. In order to submit this application, you must provide an answer for all publications: there should be no red borders left once you complete this process.
  2. Check the box next to each publication to clear the red border one-by-one or simply click “Select all new” to mark all of your publications as Enabled by Compute Canada resources.
  3. If some of the selected publications are not enabled by Compute Canada resources, simply uncheck that specific box, or click on the “Clear all new” button if none of the unreported publications are Enabled by Compute Canada.

Important: If you choose not to use the “Select all” or “Clear all” button but instead prefer to go over your publications one-by-one, please note that you have to double click  on each publication to mark it as not enabled by Compute Canada:

  • the first time you click on it, a check shows to indicate that the publication has been marked as enabled by Compute Canada;
  • the second time you click on the same box, the selection is removed thus marking the publication as not enabled by Compute Canada.
6.2. PI with an existing CCV on file

6.2.1. CCV uploaded within the last year

If the version of the CCV that we have on file was updated within the previous 365 days, submitting a new one (e.g. adding new publications) is optional. In this case, CCDB will show your latest CCV available on file, the date when it was last submitted and your selection of CC-enabled publications for that CCV.

6.2.2. CCV is older than 1 year

If your CCV on file is older than 365 days, you will be required to submit a new CCV.

    1. Go to the CCV website, make changes as needed to the Compute Canada CCV template and submit when ready.
    2. Enter the new CCV confirmation code on CCDB and click on “Update CCV.”

  1. Once the new CCV has been successfully uploaded, you will see the list of publications included in the most recently submitted CCV, showing the CC enabled publications as you marked them the last time you submitted your CCV.
    1. If you have added new publications to your Compute Canada CCV (compared to the ones that we have on file), CCDB will “remember” your previously reported publications and will mark with a red border only the recently added ones. In this case, you only need to click on the ones with the red border.
    2. Since publications are shown in chronological order (most recent at the top), please scroll down to make sure that you have checked (as applicable) all the new publications with a red border. Otherwise, the reporting process will be incomplete and you will not be able to submit your application.
    3. </ol class=”alpha-list”>

Important: You have to double click on each publication to mark it as not enabled by Compute Canada: the first time you click on it, a check shows to indicate that the publication has been marked as enabled by Compute Canada; the second time you click on the same box, the selection is removed thus marking the publication as not enabled by Compute Canada.

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