Research PortalCCV Submission Guide

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1. What is Canadian Common CV?

The Canadian Common CV is a 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, like NSERC, SSHRC, NCE, and CIHR itself.

2. Who should submit a Canadian Common CV?

The Canadian Common CV 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 the RAC.

3. Benefits of CCV

Once your generic CCV is filled out, you’ll be able to use it to submit to a large number of funding campaigns through granting agencies. You can also export a PDF or XML file of your CV from CCV to use as you wish.

4. External Resources

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

5. Submitting your Canadian Common CV to renew your Compute Canada account

5.1 Register for a CCV account

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

  1. Head to the URL 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.
    1. It is important that you select a valid email address, since CCV will email some credentials to this account.
  6. Select submit, and check your email inbox for an account confirmation from CCV.
  7. Follow any further instructions contained in the confirmation email to log in to CCV.5.2 Fill in and Submit your Compute Canada CCV

5.2 Fill in and Submit your Compute Canada CCV

5.2.1 Instructions

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 to renew your account.
  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. Agree to the consent terms and confirm your submission.

Important: make note of the confirmation number you are assigned upon submission. It is mandatory to enter this number on the CCDB Account Renewal form, to link your application with your CCV submission.

ccv-confirmation-number copy

 

5.2.2 Required Fields

See below the list of fields to be submitted to Compute Canada for the Account Renewals 2016 template.

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 over the last 5 yearsNote: 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. In the fall, users applying for any of the Resource Allocation Competitions will be able to update their contributions.
5.2.3 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 to 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.

5.2.4 Compute Canada DOI Bulk Import Tool

Compute Canada has developed a beta tool which allows you to import journal articles into CCV from a list of DOIs. This tool is available at https://doi.computecanada.ca

It can be time-consuming to update publication lists in CCV. Since most journal articles now have associated Digital Object Identifiers (DOIs), a simple solution is to use those DOIs to automatically populate the required CCV fields for each paper. The tool above accepts DOIs as input and returns the needed CCV XML, with paper title, author, etc. all completed for you. You can enter a large number of DOIs at once. If you want to simply experiment with the tool, skip step 1 below and just enter a DOI from one of your publications to see what happens.

If you want to append this to your existing CCV, you will need to export an XML version of your CCV from the CCV system. Follow these steps:

  1. Export your CCV in XML format.
  2. Upload your CCV into the Compute Canada tool.
  3. Enter DOIs of any additional publications into the textbox.
  4. The tool returns a new CCV XML file including additional publications (which could be re-imported to CCV if you wish).

Please note: This tool is a beta test of a product to help Canadian researchers update their CCV more easily. It is not a robust production service –we are seeking community feedback. Please send your comments or questions to ccv@computecanada.ca.

5.3 CCV submissions to renew a Compute Canada account – Faculty only

Before following the below steps, ensure that you have successfully submitted a CCV to Compute Canada’s Account Renewal campaign, per section 5.2 above.

  1. Navigate to the account renewal form on CCDB: https://ccdb.computecanada.ca/account_renewal
  2. Click on the “Account renewal” link under the PI Account Renewal section.
  3. You first must accept the Compute Canada Acceptable Use and Privacy policies in order to continue with the process. ”.
  4. Once in the application form, scroll down to the “Canadian Common CV” section.
  5. Enter the submission confirmation number you obtained from section 5.2.1.
  6. Attempt to save your application. If we were able to process a submission given the parameters you provided, your application will save. If there is an error trying to process your submission, you will receive an error message. 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.

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

6. CCV submissions for the Resource Allocation Competitions – Faculty only

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. 
  3. Scroll down to the “Canadian Common CV” section.
  4. Enter the submission confirmation number you obtained from section 5.2.1.
  5. Click on the “Submit CCV” button. 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. If there is an error trying to process your submission, you will receive an error message. 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.
6.1 Delete an existing CCV and upload a new one in the RAC Application forms – Faculty only

These instructions only apply to those PIs that already have a “Compute Canada” CCV on file.

Currently, it is not possible to “update” an existing CCV on CCDB by simply submitting a new confirmation code and replacing the existing CCV. If you make changes to the Compute Canada template on the CCV website that you want to be reflected on CCDB (e.g., new publications), you first must delete your existing “Compute Canada” CCV on CCDB. To do so, please follow the instructions below.

Principal investigator must:
(Note: this part of the process CANNOT be delegated to a sponsored user)

  1. Go to this page: https://ccdb.computecanada.ca/ccvs
  2. Find your existing “Compute Canada” CCV and click on the “Destroy” button located on the left side of the screen and confirm that you want to destroy it. PIs may have more than one CCV template on file (e.g., a Renewals 2016 CCV or a RAC 2016 CCV), but only the “Compute Canada” CCV needs to be destroyed. 
  3. Once the previous steps are successfully completed, PIs or delegated users should do the following:                               Navigate to the Resource Application page on CCDB: https://ccdb.computecanada.ca/allocation/resource_applications
    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.
  4. 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. 
  5. Once in the application form, scroll down to the “Canadian Common CV” section.
  6. Enter the new submission confirmation number you obtained from section 5.2.1. (If the box to enter the submission confirmation number is blocked, this means that you have not yet destroyed your Compute Canada CCV. Please go back to step 1 above.)
  7. Click on the “Submit CCV” button. If we were able to process a submission given the parameters you provided, your publications will save and show in the CCV Publications Reporting section. If there is an error trying to process your submission, you will receive an error message. If you are absolutely certain 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.

7. CCV Publications Reporting Section

7.1 PI submitting a new CCV
  1. Once you submit a new CCV (either because you are doing it for the first time or because you destroyed your existing Compute Canada CCV as explained in point 6.1 of this guide), the publications included in your Compute Canada CCV template will show in the CCV Publications Reporting section of the RRG or RPP form surrounded by a red square. 
  2. 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.
  3. Check the box next to each publication to clear the red border one-by-one or simply click “Select all” to clear all the red borders at once. This will mark all of your publications as Enabled by Compute Canada resources. 
  4. If some of the selected publications are not enabled by Compute Canada resources, simply uncheck that specific box, or click on the “Clear selection” button if none of the publications are Enabled by Compute Canada.
7.2 PI with an existing CCV on file
  • By default, PIs with an existing CCV on file will see the list of publications included in the most recently submitted CCV, showing your CC enabled publications as you marked them the last time you modified your publications on CCDB.
  • Because of the above, you will not see a red border around your publications, which means that you can submit your RRG or RPP application with this CCV as is.
  • However, remember that CCVs are reviewed as part of the scientific review process so it is in your best interest to ensure that it is as up-to-date as possible. To upload a new CCV, follow instructions in section 6.2.
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