Research Training Competition (RESTRACOMP) Graduate Student and Research Fellow Funding. Policies and Procedures

Transcription

1 Research Training Competition (RESTRACOMP) Graduate Student and Research Fellow Funding Policies and Procedures

2 Last updated January 2016 Table of Contents Table of Contents... 2 RESEARCH TRAINING COMPETITION (RESTRACOMP)... 5 POLICIES AND PROCEDURES RESTRACOMP COMMITTEE Terms of Reference Composition Schedule and Procedures ELIGIBILITY Basic, Medical, and Clinical Sciences Graduate Students (Categories A, B, C) Fellows (Categories F, G, H) Trainees - Nursing and Professional Services Members Graduate Students (Category D) Fellows (Category I) Eligibility Exceptions Eligibility for Part-Time Students (Basic, Medical, and Clinical Sciences) Allowable Extensions to Eligibility Window for Students and Fellows Supervisors - Basic, Medical, and Clinical Sciences Supervisors of Students (Categories A, B, C) Supervisors of Fellows (Categories F, G, H) Supervisors - Nursing and Professional Services Members Supervisors of Students (Category D) Supervisors of Fellows (Category I) Maximum Number of Applications per Applicant and Supervisor LOCATION OF RESEARCH The Application Required Documents Submitting the Application Adjudication Conflicts of Interest Selection Criteria Review of Applications DISTRIBUTION OF AWARDS Allocation of Funds

3 5.2 Notification of Award Funding Start Dates Accepting a Restracomp Award FUNDING RATES AND PROTECTED RESEARCH TIME Basic Science, Medical and Clinical Sciences (Categories A, B, C, F, G, H) Nursing and Professional Services Members (Categories D and I) RESTRACOMP Trainee Stipends Levels, Nursing and Professional Services Top-up Guidelines (all Categories) Faculty of Medicine Harmonized Stipend Amounts, and Faculty of Medicine Harmonized Stipend Amounts, Other University of Toronto Program Stipend Amounts Postdoctoral Fellowship Minimum Salary Scale AWARD TERMS Award Term Limits Summary Basic Science, Medical and Clinical Sciences MA and MSc Students (Category A, C) PhD Students (Category B) Fellows (Categories F, G, H) Nursing and Professional Services Members MA, MSc, MN and other Degree Students (Category D) Fellows (Category I) Leaves Parental Leaves Other Leaves RENEWAL Proof of Application for External Awards Definition of External Award: Basic, Clinical, and Medical Sciences Definition of External Award: Nursing and Professional Services Proof of Application POST-AWARD RULES Direction of Award Transferring Supervisors Changes to or Termination of Award Holding External Awards Use of Restracomp as Matching Funds Transfer of Awards Acknowledgement of Restracomp Support Appendix A: Restracomp Committee

4 Appendix B: Criteria for Selection of Awardees from Professional Services and Nursing Appendix C: Categorization of Student and Fellow Applications Appendix D: Detailed Rating System for each Category

5 RESEARCH TRAINING COMPETITION (RESTRACOMP) 1. RESTRACOMP COMMITTEE 1.1 Terms of Reference POLICIES AND PROCEDURES The Restracomp committee serves to conduct two annual competitions for guaranteed salary support to a limited number of graduate students and postdoctoral fellows engaged in research or strategic study programs at The Hospital for Sick Children (SickKids). The Restracomp committee also serves to recommend to the Research Training Centre (RTC) new policy issues pertaining to graduate and post-graduate research and strategic study programs at SickKids, and to provide feedback on policy changes presented by the RTC. 1.2 Composition The Restracomp committee consists of a Chair and up to 14 representatives from the Research Institute (RI), the Hospital, and the University of Toronto (see Appendix A). Members represent all disciplines and programs in the Research Institute, as well as nursing and professional services at SickKids. 1.3 Schedule and Procedures The full committee meets in spring and fall to adjudicate applications and discuss policy issues. The full committee may also meet on an ad hoc basis to deal with important policy matters as they arise. All committee members are required to attend Restracomp meetings. For those unable to attend, applications must still be reviewed and scores/comments must be provided to the Restracomp Chair in advance of the meeting. 2. ELIGIBILITY 2.1 Basic, Medical, and Clinical Sciences Graduate Students (Categories A, B, C) To hold Restracomp funding, students must, at the start date of the award: New! be registered in a full-time, thesis-based graduate program at the Master s or PhD level at the University of Toronto (see Section for exceptions) and New! be an Ontario resident (either a Canadian citizen or a permanent resident of Canada who has an Ontario mailing address at the time the award is made) be in Master s Years 1-2 or be in PhD Years 1-4 (for students who have completed a Master s degree) or 5

6 be within the first five years of beginning the Master s program, if reclassified to the PhD without completing the Master s or be within the first five years from the beginning of the PhD program, for those pursuing a PhD directly from a Bachelor s degree and be pursuing the funded research at the Peter Gilgan Center for Research and Learning and/or at another Hospital for Sick Children site in Toronto and be supervised by an eligible scientist appointed to the SickKids Research Institute who, if the student has declared a supervisor with the university, is the graduate supervisor of record New! Restracomp funding for graduate students is derived from the Ontario Student Opportunity Trust Fund (OSOTF) matching funds program. Only University of Toronto students who are Canadian citizens or permanent residents and residents of Ontario may be funded from this source. Non-U of T students and non-citizens or permanent residents are therefore not eligible for Restracomp graduate awards. Students may apply to Restracomp without acceptance to the University, provided they have acceptance prior to the start date of funding. Students must include proof of application to an appropriate University of Toronto or other graduate program in lieu of proof of enrollment when submitting a Restracomp application. Additionally, the proposed supervisor must attest, in the Supervisor s Evaluation of Applicant document, to his/her commitment to take on the student should s/he receive Restracomp support. Students must register with the RTC and provide proof of enrollment before funding can begin. Rotation students are not eligible to apply to Restracomp until they have made their final lab choice. PhD-level clinicians are not eligible for Restracomp funding. Please refer to the Clinician- Scientist Training Program for more information: Programs/Clinician-Scientist-Training-Program/index.html Fellows (Categories F, G, H) To hold Restracomp funding, research fellows must, at the start date of the award: hold a Research Fellow appointment of at least 18 months duration in a laboratory or with the team of an approved SickKids Senior Scientist, Scientist, Senior Associate Scientist or Associate Scientist be pursuing the Fellowship full time New! be pursuing the funded research at the Peter Gilgan Center for Research and Learning and/or at another Hospital for Sick Children site in Toronto hold a doctoral degree and/or a medical degree* have completed no more than two prior postdoctoral fellowships and have completed no more than five years of previous postdoctoral training (see also Section 2.3.2) * Potential fellows may apply to Restracomp before the PhD or MD has been awarded. However, proof of degree must be provided before funding can begin and the medical 6

7 license must be valid throughout Restracomp term. A copy of the valid license must be provided annually. Fellows may also apply to Restracomp prior to starting at SickKids, provided they have secured a supervisor appointed to the Research Institute as Senior Scientist, Scientist, Senior Associate Scientist, or Associate Scientist. Visiting professors and RI-appointed scientific staff are not eligible to apply. 2.2 Trainees - Nursing and Professional Services Members Graduate Students (Category D) To hold Restracomp funding, students must, at the start date of the award: New! be registered in a full-time or part-time thesis-based Master s program at the University of Toronto or, be registered in a full-time or part-time non-thesis Master s program at the University of Toronto that has a significant independent research component that will generate publishable data and New! be an Ontario resident (either a Canadian citizen or a permanent resident of Canada who has an Ontario mailing address at the time the award is made) and be in Master s Years 1-2 and be supervised by a scientist appointed to the SickKids Research Institute at the time that Restracomp funding is taken up and New! be pursuing the funded research at the Peter Gilgan Center for Research and Learning and/or at another Hospital for Sick Children site in Toronto be a licensed nurse or health professional working at SickKids If the student is unclear about whether his/her program includes a significant independent research component, a letter of intent should be submitted to the Restracomp Chair prior to beginning the application process. See Appendix A for current Restracomp committee membership. The letter of intent form can be found at Forms/index.html Students may apply to Restracomp without acceptance to the University, provided they have been accepted prior to the start date of Restracomp funding Fellows (Category I) To hold Restracomp funding, research fellows must, at the proposed start date of the award: hold a Research Fellow appointment of at least 18 months in a laboratory or with the team of an approved SickKids Senior Scientist, Scientist, Senior Associate Scientist or Associate Scientist be pursuing the Fellowship full time 7

8 New! be pursuing the funded research at the Peter Gilgan Center for Research and Learning and/or at another Hospital for Sick Children site in Toronto hold a doctoral degree and a nursing or health professional degree be licensed to practice in Ontario have completed no more than two prior postdoctoral fellowships and have completed no more than five years of previous postdoctoral training (see Section for allowable extensions) Potential fellows may apply to Restracomp before the PhD or health professional degree has been awarded. However, proof of degree must be provided before funding can begin and the license must be valid throughout Restracomp term. A copy of the valid license must be provided annually. Fellows may also apply to Restracomp prior to starting at SickKids, provided they have secured a supervisor appointed to the Research Institute as Senior Scientist, Scientist, Senior Associate Scientist, or Associate Scientist. Visiting professors and RI-appointed scientific staff are not eligible to apply. 2.3 Eligibility Exceptions Eligibility for Part-Time Students (Basic, Medical, and Clinical Sciences) Students may be studying part-time or not yet registered at the time of application, but must normally be enrolled full-time when funding commences. Nursing and health professional students (Category D) may study part-time and hold Restracomp funding. For basic, clinical, and medical science students (Categories A, B, C), awards are available for part-time study only to students who are restricted to part-time registration status for reasons of disability or family responsibilities. However, this is not automatic: applicants must submit their request to hold an award part-time to the RTC for approval, and the RTC will notify applicants if they are eligible to hold the award while registered part-time. If an applicant intends to hold a Restracomp award on a part-time basis because a disability or family responsibility prevents him/her from pursuing a full-time program of studies, a letter from the University of Toronto supporting the request to hold the award while registered part-time must be included in the Restracomp application package. If approved, the award will have the same total value as the full-time Restracomp award, but spread over a longer period of time. All other regulations will apply. For purposes of holding an award part-time, disability is defined as a functional limitation resulting from a physical, sensory or mental impairment, which, for an indefinite period, affects the ability of the student to perform the activities necessary to participate fully in his or her learning. 8

9 2.3.2 Allowable Extensions to Eligibility Window for Students and Fellows The window of eligibility for Restracomp student or fellowship funding can be extended by a cumulative maximum of two years if the applicant had his/her career interrupted for the following reasons: Parental leave Illness Health-related family responsibilities Mandatory military service No other exceptions will be allowed without a strong justification and approval of the Restracomp committee chair. Justification for a timeline extension must be provided in the Supplementary Statement section of the Restracomp application. 2.4 Supervisors - Basic, Medical, and Clinical Sciences Supervisors of Students (Categories A, B, C) Supervisors of students must hold a Research Institute appointment as Senior Scientist, Scientist, Senior Associate Scientist, or Associate Scientist and hold an appointment in the graduate faculty at the University of Toronto in which the student is registered. Applications from students whose supervisor is a Scientist-Track Investigator must be cosigned by the investigator s Scientific Advisor; only Scientist-Track investigators with an appointment to the School of Graduate Studies at the University of Toronto are permitted to supervise Restracomp-funded graduate students. Graduate students supervised by Team Investigators, Adjunct Scientists, Project Investigators, or Emeritus Scientists are not eligible. Co-supervision of Restracomp-funded students is not allowed, i.e. the primary supervisor must hold an eligible RI appointment Supervisors of Fellows (Categories F, G, H) Supervisors of fellows must hold a Research Institute appointment at the Senior Scientist, Scientist, Senior Associate Scientist or Associate Scientist level. Any supervisors with Scientist-Track Investigator, Team Investigator, Adjunct Scientist, Project Investigator, and Emeritus Scientist appointments, as well as supervisors who do not hold a SickKids Research Institute appointment, are not eligible to apply for Restracomp to support fellows. Co-supervision of Restracomp-funded fellows is not permitted. Supervisors of fellows not yet at SickKids must state their commitment to hire the fellow should the applicant be successful in securing Restracomp funding. This should be clearly written in the Supervisor s Evaluation of Applicant document. Any applications missing this statement in lieu of an offer letter or MOU will be deemed ineligible. 2.5 Supervisors - Nursing and Professional Services Members 9

10 2.5.1 Supervisors of Students (Category D) Ideally, supervisors of applicants applying to the nursing and professional services category will hold a Research Institute appointment as Senior Scientist, Scientist, Senior Associate Scientist or Associate Scientist and hold an appointment in the graduate faculty at the University of Toronto in which the student is registered. Applications from students whose supervisor is a Scientist-Track Investigator must be co-signed by the investigator s Scientific Advisor; only Scientist-Track investigators with an appointment to the School of Graduate Studies at the University of Toronto are permitted to supervise Restracompfunded graduate students. Graduate students supervised by Team Investigators, Adjunct Scientists, Project Investigators, or Emeritus Scientists are not eligible. It is understood, however, that nursing and professional services staff members may not be able to find an appropriate supervisor in the Research Institute, as both constituencies are currently developing their scientist faculty. Therefore, it is acceptable that the supervisors of students in nursing and professional services at SickKids be both appointed at the University of Toronto School of Graduate Studies and as an Adjunct Scientist in the Research Institute for the duration of the student s involvement in the program. The supervisor must also agree to provide an annual one-page report on the trainee to the RTC. This is not allowed for any other discipline or for nursing and professional services staff members whose students are from universities other than the University of Toronto. Both the student's program and the choice of supervisor must be approved in writing by the Chief of Interprofessional Practice/Chief Nurse Executive prior to application to Restracomp. Supervisors with Research Institute Emeritus appointments are not eligible. Co-supervision of Restracomp-funded nursing and professional services students is not allowed; i.e. the primary supervisor must hold an eligible RI appointment Supervisors of Fellows (Category I) Supervisors of fellows in nursing and professional services must hold a Research Institute appointment at the Senior Scientist, Scientist, Senior Associate Scientist or Associate Scientist level. A supervisor of a fellow who does not hold a Research Institute appointment, or who holds a Scientist-Track Investigator, Team Investigator, Adjunct Scientist, Project Investigator, or Emeritus Scientist Research Institute appointment is not eligible to nominate a fellow for Restracomp funding. Co-supervision of Restracomp-funded fellows is not permitted. For nursing and professional services staff members who do not have a supervisor appointed to the RI as Senior Scientist, Scientist, Senior Associate Scientist, or Associate Scientist, the application shall include a letter addressed to the Chief of Research from the supervisor requesting to be considered for an Adjunct Scientist appointment in the Research Institute. The supervisor must also agree to provide an annual one-page report on the trainee to the RTC. Both the student s program and the choice of supervisor must first be approved in writing by the Chief of Interprofessional Practice/Chief Nurse 10

11 Executive. This is necessary only if the supervisor is a University of Toronto faculty member who does not hold an appointment in the Research Institute at SickKids. 2.6 Maximum Number of Applications per Applicant and Supervisor New! There is no maximum number of applications to Restracomp per applicant. An applicant may apply as many times as s/he chooses for as long as s/he is within the eligibility timelines for the relevant application category. All other rules below remain in effect. Trainees previously awarded Restracomp funding are ineligible for a second award within the same training position. New! Award holders who receive Restracomp funding to support a Master s degree and who complete that degree and return to SickKids for a PhD (rather than transitioning into a PhD) may reapply to Restracomp to request support for the PhD; the combined duration of funding may not exceed five years. With approval from the RTC, other previously funded trainees may apply to a Centre-funded award (e.g. the Centre for Brain and Mental Health Integrative Research Fellowship). A maximum of two graduate students (Category A-D) and one research fellow (Category F-I) per supervisor may apply for Restracomp funding in a single competition. Only one trainee per supervisor can be awarded Restracomp funding per competition. There is no limit to the number of trainees per supervisor who can hold Restracomp funding simultaneously, so long as their funding is awarded in separate competitions. 3. LOCATION OF RESEARCH All research training must take place at SickKids. In special circumstances (e.g. a trainee is doing a series of experiments in a collaborator s laboratory), Restracomp-funded trainees may be permitted to do some of their research training off-premises. If the trainee will be off-premises for longer than one month, the supervisor must obtain RTC approval in writing with specification of where, why, and for how long the trainee will be off-premises. In addition, the supervisor is responsible for ensuring that his/her trainee will receive appropriate mentorship in his/her off-premises environment. This period of research shall not exceed three months in duration and off-premises training is permitted only once during the Restracomp funding period. For trainees interested in travelling to another lab for an extended period of time in order to learn a new research technique that is not available locally (e.g. within the Greater Toronto Area), please see the Trainee Travel Award: Trainees who hold a Tri-Council Canada Graduate Scholarship are also eligible for the Michael Smith Foreign Study Supplement, which funds research abroad: BESCEtudeEtranger_eng.asp 4. THE COMPETITION PROCESS 11

12 4.1 The Application Restracomp competitions occur in April and October of each year. Applications are available on the RTC intranet and external web sites. All application instructions are contained within this Policies and Procedures document. Application forms and instructions: For external users: For internal users: Trainees should apply in the Restracomp category that best describes their status at the time that funding will begin, versus their status at the time of application. For example, a research fellow who at the time of application has less than two years of postdoctoral experience, but at the time of funding start will have more than two years of postdoctoral experience, would apply in Category G. See Section 5.3 for information about the selection of start dates. Applicants must submit all the required documents list on the application checklist in the order in which they are listed on the application checklist. Incomplete or late applications will immediately be removed from competition. It is the responsibility of the applicant and supervisor to ensure that the application submitted is complete. Please see below for specific document requirements Required Documents Application Checklist The Restracomp application checklist must be the first page of the submitted application, and must confirm that all required documents have been included in order. All incomplete applications will be removed from competition. You must select a Restracomp start date on your application form. You may choose to begin your Restracomp on January 1, May 1, or September 1. You must select a Restracomp category on your application form. Graduate students and postdoctoral fellows should apply in the Restracomp category that best describes their status at the time that funding will begin, versus their status at the time of application. For example, a research fellow who at the time of application has less than two years of postdoctoral experience, but at the time of funding start will have more than two years of postdoctoral experience, would apply in Category G. Applicants should contact Melissa Dalgleish, RTC Program Coordinator (melissa.dalgleish@sickkids.ca) with any questions. Research Proposal The applicant must complete the research proposal form, which asks applicants to provide an overview of their proposed research projects, a justification for their choice of supervisor and/or lab, a description of the goals and expected outcomes of the research, 12

13 and a description of how Restracomp funding will help the applicants achieve their research/career goals. Applicants may include references on a second page. Supervisor s Evaluation of Applicant The supervisor must complete the Supervisor s Evaluation of Applicant section of the Restracomp application form. His/her evaluation must address the following: The applicant s potential for research performance under the supervising scientist The applicant s academic performance, publication activity, research/academic leadership and development, and characteristics and abilities For applicants who have not yet gained admission to a graduate program/have not yet signed a SickKids MOU, the supervisor s statement must contain a statement of his/her commitment to hire the student or fellow should s/he be successful in securing Restracomp funding. If marks were not assigned or are unclear on the applicant s transcript, the supervisor s statement must contain: A statement clarifying the nature and/or absence of the missing or unclear marks, and A strong rationale for considering the applicant s Restracomp application in the absence of marks, along with specific evidence of a level of academic achievement that would make the applicant competitive for Restracomp funding. For international applicants who have not yet begun the visa or permit application process, the supervisor must note that visa/permit application is forthcoming or conditional on receiving Restracomp funding in the Supervisor s Evaluation of Applicant section. Please see the section on Letters of Reference for guidance on avoiding unconscious bias in the supervisor s evaluation. OSOTF Financial Needs Assessment (Category A-D) Graduate students who are Canadian citizens or permanent residents and plan to study or are currently studying at University of Toronto must fill out the OSOTF form as part of their Restracomp application. This requirement applies even if the applicant does not believe that s/he demonstrates financial need. Restracomp stipends for graduate students are derived from the Matching Funds Program, generated by the University of Toronto, Sick Kids Foundation and the Province of Ontario. If recommended for funding, we will apply for funding to the Matching Funds Program on your behalf. Explanation of Career Interruptions and Justification for Extension to Eligibility Timeline The window of eligibility for Restracomp funding can be extended by a cumulative maximum of two years if the applicant had his/her career interrupted for the following reasons: 13

14 Parental leave Illness Health-related family responsibilities Mandatory military service Applicants must include a statement, in the Supplementary Statement section of the Restracomp application, which provides a strong justification for extensions to the eligibility window. Note that the eligibility window will only be extended by the duration of the eligible delay(s)/interruption(s). It is essential that this document contains specific dates for career delays and/or interruptions, including the exact number of months or days these interruptions accounted for. Additionally, applicants should note the impact any career interruptions had on their training or career, and clarify any aspects of the C.V. that were affected by the career interruption. New! Should applicants not require an extension to the eligibility timeline, but have still experienced career interruptions, they should still use this space to note the impact any career interruptions had on their training or career, and clarify any aspects of the C.V. that were affected by the career interruption. Letter of Intent and Statement of Hours Worked (Category D) Category D applicants uncertain of whether or not their graduate program contains a significant independent research component should submit a letter of intent in the Supplementary Statement section of the application. This letter should include the research project title, a description of the research project, the degree program being pursued, and whether it is course or thesis-based. The letter may be submitted to the Research Training Centre prior to the Restracomp deadline in order to confirm eligibility. All Category D applicants must also provide a statement of the number of hours they anticipate working during the period of funding. Funding levels are determined based on the hours worked. Statement of Research Goals (Category G) The fellow must explain the goal of this additional research training to help the committee understand the added benefit to the applicant and his/her career goals. The statement should be included in the Supplementary Statement section of the Restracomp application form. Research Training Centre Registry Form Applicants who are current SickKids trainees must provide an electronic printout of their completed and approved RTC registry form, which can be accessed by logging into the EARL forms system: Current trainees should register with the RTC well in advance of the Restracomp deadline, as acceptance of registration is not immediate and delays in the registration process can lead to delays in submission of the Restracomp application. 14

15 Applicants who are not yet SickKids trainees must fill out and append the PDF version of the registry form, which can be found at Forms/index.html Curriculum Vitae C.V.s may be of any length, and submitted in any standard format. The C.V. must indicate the start and end dates and institutional location of all past and current degrees and postdoctoral fellowships. Proof of Enrollment in, Application to, or Acceptance to a Graduate Program (Category A-D) There are a number of documents that graduate students may use to prove their university affiliation and enrollment status. Please select the document that corresponds to your current enrollment status. If you are currently enrolled in a University of Toronto or other graduate program: o A PDF printout or screen shot of the SWS/ROSI welcome screen (or the equivalent from your university) that states your current enrollment status, OR o A signed letter from the graduate program, School of Graduate Studies, Faculty of Medicine, or Registrar s Office attesting to your current enrollment status. If you have applied to a graduate program, but an admission decision has not yet been made: o A PDF printout or screen shot from the admission system stating that your application has been submitted, OR o A signed letter from the graduate program stating that you have applied to the program and your application is under consideration. If you have applied and been accepted to a graduate program, but have not yet enrolled: o A copy of your official acceptance letter from your graduate program. If proof of enrollment is not yet available at the time of application, it must be provided prior to the start of funding. Proof of Employment or Conditional Offer of Employment (Category F-I) If the applicant is a current Research Fellow at SickKids, s/he must provide a copy of the signed Memorandum of Understanding. If the applicant is an incoming or potential Research Fellow at SickKids, s/he must include one or both of the following: A letter of offer, and/or 15

16 A statement, in the Supervisor s Evaluation of Candidate document, that the proposed supervisor commits to hiring the applicant should s/he be awarded Restracomp funding. Proof of Licensure (Categories C, D H, and I) If the applicant is currently licensed to practice medicine, nursing or another health profession in Ontario, a copy of the license issued by the licensing body for the profession in question must be included with the Restracomp application. Acceptable documents include: A scan of the original licensure document, or A PDF copy of the licensure details generated via public register maintained by your licensing organization (e.g. College of Nurses of Ontario, College of Physicians and Surgeons of Ontario, etc.) If the applicant is not currently licensed to practice medicine, nursing, or another health profession in Ontario, a copy of the licensure documents from the jurisdiction in which the applicant is currently licensed must be included with the Restracomp application. Proof of licensure in Ontario must be provided prior to the commencement of Restracomp funding. Student Visa or Work Permit Applicants who are not Canadian citizens or permanent residents must include a copy of the document(s) proving their ability to study or work in Canada (i.e. student visa, work permit). For applicants who have not yet begun the visa or permit application process, the supervisor must note that the visa/permit application is forthcoming or conditional on receiving Restracomp funding in the Supervisor s Evaluation of Applicant. Reference Letters and/or Forms Acceptable reference letters may be submitted in any of the below formats: Completed and signed Restracomp referee form/s, or Both a written reference letter and Restracomp referee form New! Restracomp will no longer accept only a written letter of recommendation; all referees must complete the Restracomp referee form. Restracomp referee forms may be downloaded from: Forms/index.html New! Applicants in all categories must submit two letters of reference. The applicant s current supervisor cannot act as a referee, as the supervisor is required to complete the Supervisor s Evaluation of Applicant in lieu of a reference. In order to maintain the confidentiality of reference forms/letters, these should be sent directly to the supervisor. Likewise, final applications should be submitted by the 16

17 supervisor or supervisor s assistant. Limiting Unconscious Bias A report by the American Association of University Women notes that unconscious biases, which are produced by our cultural environments, can impact our decision making without our awareness. Trix and Psenka (2003) compared letters of recommendation written for male and female applicants, and found that those written for women were more likely to: be shorter in length and incomplete; include gendered terms (e.g., woman, mother, wife); include fewer strong, enthusiastic adjectives (e.g., excellent, outstanding etc.); include comments that raised doubt about the quality of the applicant (negative language, conditional or faint praise, unexplained comments, irrelevant information); focus on interpersonal attributes versus research skills/achievements (e.g., kindness, compassion, collegiality, etc.); and include personal information that was not relevant to the position or competition. It is important to avoid the effects of unconscious bias in letters of recommendation, as these effects can potentially have an unintended negative impact on the overall success/career of individuals, especially women. Research demonstrates that social and environmental factors, which include unconscious bias, contribute to the underrepresentation of women in science. At the student and fellow level, unconscious bias can have a negative impact on the ability of women to secure research funding. How to Limit Unconscious Bias In order to limit the influence of unconscious bias within your Restracomp letter of reference, please consider the following: Focus on comparing the nominee with the specific Restracomp scoring criteria. Avoid using gendered adjectives when describing character and skills, especially when providing a letter for a woman (e.g., nurturing and compassionate versus collegial and an exceptional mentor to more junior trainees ). Avoid focusing on interpersonal attributes over research skills and achievement. Consider using strong, enthusiastic adjectives for both men and women, where appropriate (e.g., exceptional, excellent, outstanding, confident, successful, ambitious, knowledgeable, innovative, etc.). Use the nominee s formal title and/or surname instead of their first name. Consider whether your letter unintentionally includes doubt-raising, negative or unexplained statements (e.g., might make an excellent leader versus is an established leader ). Official Transcripts An official transcript is document prepared by a university s Registrar's Office recording all or some of the following information: a student s courses, grades, number of credits transferred, academic standing, co-op work terms, awards, and degree(s) awarded. 17

18 Official transcripts are normally printed on security paper with the university seal and signature of the Registrar. Applicants should order official transcripts from all required institutions well in advance of the Restracomp deadline; transcripts should be directed to the supervisor or supervisor s assistant. If applicants already have scanned transcripts on hand from another funding competition that requires scanned transcripts, these may be used when applying to Restracomp so long as they contain the most up-to-date grade and enrollment information. The following will be accepted as official transcripts: Scanned copies of original paper transcripts generated by the university Registrar s Office. Official print transcripts marked Issued to Student will be accepted. Digital transcripts generated by the university s Registrar s Office, but only for institutions that offer digital transcript production and certification. Scanned copies of certified translations of transcripts in a language other than English or French. Transcripts in a language other than English or French must be translated. The RTC will not accept: Web academic histories or other grade reports generated from student online records or systems. Any other unofficial digital or print transcripts. For students who are pursuing or have pursued a degree that uses a pass/fail grading system, and if an overall grade report or program assessment is available, this document must be included along with the relevant transcripts. If marks were not assigned for a course/program or marks are unclear on the applicant s transcript, and no grade report is provided, the supervisor s evaluation must include a detailed explanation of transcripts that: Clarifies the nature and/or absence of the missing or unclear marks Provides a strong rationale for considering the applicant s Restracomp application in the absence of marks, along with specific evidence of a level of academic achievement that would make the applicant competitive for Restracomp funding All applicants approved for Restracomp funding will be required to submit a hard copy of their original transcripts to the RTC prior to the start of funding. Funding will not begin until official transcripts are received and grades/degree completion/transfer has been confirmed. Hard-copy transcripts will be returned to the applicant after review. Required Transcripts Category and Level A: Holding a Bachelor s degree, seeking a Master s degree Required Transcript(s) and Supporting Documents Bachelor s* 18

19 A: Holding a Bachelor s degree, direct Bachelor s + proof of reclassification** transfer to PhD, in PhD Year I or II B: Holding a Bachelor s degree, direct Bachelor s + Master s + proof of transfer to PhD, in PhD Year III or above reclassification** B: Holding a Master s degree and seeking Bachelor s + Master s* a PhD C: Holding an MD (with license), seeking Most recent academic program completed Master s degree D: Holding a nursing or health professional Most recent academic program completed degree (with license), seeking Master s F: Holding PhD or MD (without license) Either PhD* or MD within two years of degree completion G: Holding PhD or MD (without license) Either PhD or MD with greater than two years of postdoctoral completion H: Holding MD (with license) MD I: Holding PhD and nursing or health Most recent academic program completed professional degree (with license ) * Transcripts confirming degree completion, if degree is not complete at the time of Restracomp application, must be submitted to the RTC prior to the commencement of Restracomp funding ** Reclassification is normally noted on the official transcript, but a separate document proving reclassification must be provided if not. If applying to Restracomp prior to transfer, but transfer will occur prior to the funding start date, provide proof of transfer exam scheduling/approval (or equivalent) in lieu of proof of reclassification. Proof of reclassification must be submitted to the RTC prior to the commencement of Restracomp funding Submitting the Application Final applications should be compiled and submitted by the PI or PI s assistant in order to maintain the confidentiality of letters of reference. All applications must conform to the following rules: One PDF copy of the complete application must be submitted via by 12:00 pm on the application deadline. The application must be a single PDF file containing all sections of the application form and all appended pages in the correct order indicated on the application checklist. This checklist must be used as the cover page for the application. If needed, combine multiple PDF files into a single file before submitting electronically. The PDF must be saved in the following format: CategoryLETTER_lastname_firstname For example: CategoryB_Smith_John The application system will generate an automatic reply acknowledging receipt of the application. Please note that confirmation of acceptance is distinct from confirmation of eligibility. Applicants and their supervisors will receive a further from the RTC if 19

20 the application is late, incomplete, ineligible, or in the incorrect category. Late, incomplete, or ineligible applications will be withdrawn from the competition. Applicants moving from Category A into any other category will be required to submit a second letter of reference. If duplicate applications are received, the RTC will review the most recent submission. 4.2 Adjudication Conflicts of Interest Committee members are required to disclose all conflicts of interest (including supervision, personal relationship, acting as a referee) with individual applicants at the time of review assignments. Committee members will not be assigned any application for review with which they have a conflict of interest Selection Criteria Applications will be scored on the basis of academic record, research activities, publications, professional development, actual and potential research contributions, and referee form(s)/letter(s). The criteria and emphasis will vary among applicant categories. For detailed criteria, please see Appendix D Review of Applications Restracomp applications are reviewed by at least three reviewers, and their combined scores are used to determine if the application is recommended, or not recommended, for funding. Applicants to Donor- or Centre-Funded Awards Students or fellows who are eligible for a designated donor or Centre-funded awards are evaluated within their respective application categories. Only trainees above the funding cut-off line within their respective category will be eligible for these awards. 5. DISTRIBUTION OF AWARDS 5.1 Allocation of Funds The RTC Director has final approval of where the funding cut-offs will occur, i.e. which of the recommended applicants will receive funding. The exact level of funding for each successful applicant is jointly determined by the RTC Director and the Restracomp Chair, as are the applicants to restricted funds who are to be awarded Foundation funds or recommended for funding to Centres. Students who have been selected to be funded will have their OSOTF (Ontario Student Opportunity Trust Funds) Financial Needs Assessment form sent to the University of Toronto. University of Toronto representatives will review the OSOTF forms and provide 20

21 final approval for those who are eligible to be funded from this source. Funding from OSOTF is not guaranteed, and recommended students may, on occasion, not be approved for funding. 5.2 Notification of Award Students and fellows approved for funding will be notified in writing, as will their supervisors. The Restracomp Award Acceptance form must be completed and signed by both the supervisor and the trainee and returned to RTC before funding may commence. The form can be found at Forms/index.html Supervisors of trainees deemed ineligible or not approved for funding will be notified in writing. The supervisor will be provided with information as to reason for ineligibility, or with the trainee s ranking. 5.3 Funding Start Dates When completing the Restracomp application and Award Acceptance form, awardees must indicate one of three funding start dates: September 1, January 1, or May 1. The earliest possible Restracomp start date for applicants to the Spring competition is September 1; applicants awarded in the spring must take up their awards by May 1 of the following year. Should an applicant not be able to take up his/her award by this date, the offer of award will be revoked and the Restracomp will be allocated to the applicant with the next highest fundable score in the same category. Awards may not be deferred beyond the timelines listed above except under exceptional circumstances, and with the explicit approval of the RTC. The earliest possible start date for applicants to the Fall competition is January 1; applicants awarded in the fall must take up their awards by September 1 of the following year. Should an applicant not be able to take up his/her award by this date, the offer of award will be revoked and the Restracomp will be allocated to the applicant with the next highest fundable score in the same category. Awards may not be deferred beyond the timelines listed above except under exceptional circumstances, and with the explicit approval of the RTC. If a fellow commences working with the SickKids supervisor prior to receiving the PhD degree, Restracomp funding will not start until the degree is conferred and the RTC receives supporting documentation. If this process takes longer than one year, the award will be withdrawn. 5.4 Accepting a Restracomp Award Both the recipient and his/her supervisor must sign the Award Acceptance form upon notification of the award (see Appendix E). Funding will not begin until official transcripts and the Award Acceptance form has been signed, all conditions have been agreed to, and the form has been submitted to the Research Training Centre at 21

22 The terms and conditions detailed on the form are contained in this document. 6. FUNDING RATES AND PROTECTED RESEARCH TIME 6.1 Basic Science, Medical and Clinical Sciences (Categories A, B, C, F, G, H) Appendix C presents guidelines for establishing Restracomp funding levels for student and postdoctoral researchers. These are set at levels that are compatible with (but not necessarily identical to) CIHR trainee funding levels. As the rates listed represent guidelines, it should be noted that final funding levels are determined by the RTC based on the previous training of the applicant, the specific training program, and the funds available. Restracomp award holders who hold or obtain additional competitive external awards that are of lower value than the Restracomp stipend are eligible to apply for Restracomp topup funding through the RTC. Award holders are not permitted to receive combined external-restracomp funding beyond the levels set out in Table 6.3. However, if an external award is less than or equal to $1500, the Restracomp funding level will not change. New! As of September 2016, this amount will increase to $2,000. Please refer to Section 9.4 for full details on external funding. Supervisors may use operating grant funds to top-up student and fellow salaries beyond the levels set out in Appendix C. However, the total combined funding package (Restracomp plus supervisor top-up) cannot exceed the stipend level set by the University of Toronto (for graduate students) or CIHR trainee funding levels (for fellows). Although the RTC will request salary information at the time of award notification, it is the supervisor s responsibility to inform the RTC of these details. While holding a Restracomp award, research time may not be less than 80% of daytime work hours. Award holders may earn additional income working evenings and weekends, provided daytime research time is protected and does not suffer as a consequence. This additional work cannot exceed 20% of research time, or 8 daytime hours, per week. 6.2 Nursing and Professional Services Members (Categories D and I) The level of funding for nursing and professional services awardees is based on the number of clinical hours worked per week. Guidelines are in Table below. As the rates listed below represent guidelines, it should be noted that final funding levels are determined by the RTC based on the previous training of the applicant and the specific training program. Restracomp award holders who hold or obtain additional competitive external awards that are of lower value than the Restracomp stipend are eligible to apply for Restracomp topup funding through the RTC. Award holders are not permitted to receive combined external-restracomp funding beyond the levels set out in Table 6.3. However, if an external award is less than or equal to $1500, the Restracomp funding level will not change. New! As of September 2016, this amount will increase to $2,000. Please refer to Section 9.4 for full details on external funding. 22