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Management of Allocations

Recruitment (Regular)

The University of Alberta has policies and processes for recruiting Canada Research chairholders.  The recruitment of chairholders at the University of Alberta follows a programmatic approach.   Approvals of recruitment requests are completed by the CRC Allocation Committee consisting of the provost & VP (academic), the vice-president (research), and the deputy provost. Final nomination submission approval is completed by the CRC Allocation Committee in cooperation with the President’s Advisory Committee for Senior Academic Appointments (PACSAA).

Faculties were required to share their equity plans with the offices of the Provost and Vice-President (Research). These equity plans describe how the faculty will meet the CRC equity targets. They also discuss plans for faculty renewal and how any recruitment will contribute to the Institution meeting its equity goal. The approval of faculty equity plans will be given jointly by the offices of the provost and the vice-president (research), i.e., CRC Allocation Committee. Early in the recruitment process, hiring units consult the CRC coordinator and advisor for the most recent version of the UAlberta CRC Requirements Form that outlines all mandatory elements necessary for successful recruitment and nomination.

The CRC Allocation Committee reserves the right to reject a nomination.  Thus, during recruitment, faculties should not commit further than to state that they will recommend the individual as a nominee to the University. In all cases, Faculties should seek the approval of the CRC Allocation Committee prior to the recruitment process.

Once an equity plan has been approved by the CRC Allocation Committee, the recruitment of chairholders can begin according to guidelines that are in place to ensure that recruitment practices are open, fair, and transparent. During the recruitment process, faculties can only state that candidates will be recommended as a CRC nominee to the University.  Faculties must advertise all chair positions, whether internal or external competitions, according to CRC guidelines.  In keeping with best practices, it is highly recommended that hiring units post these internal or external job postings for a minimum of thirty (30) days. Academic appointments associated with nomination to a CRC award may not be contingent on the success of the chair nomination. Recruitment should include a selection process and follow the CRC guidelines regarding the following: an open and transparent recruitment and nomination process with special attention to ensuring a diversity of applications (when appropriate) and equity and bias awareness training (see CRC website for more details). Nomination for a CRC requires the completion of online forms and attachments as well as letters of reference. Nominations are reviewed internally before submission to the CRC Secretariat. Individuals interested in applying to be nominated for a CRC award should contact their faculty.

  • UAlberta Nomination Process
    1. Nominee identified and selected using CRC guidelines for ensuring  \a fair and transparent recruitment and nomination process.
    2. Early in the recruitment process, the faculty representative should contact the CRC coordinator and advisor for a copy of the UAlberta CRC Requirements Form. This form outlines all the requirements for the successful hiring and nomination of researchers to a CRC.
    3. Faculty representative reads CRC nomination process documentation.
    4. Faculty representative consults the approved faculty equity plan taking into account institutional equity targets and the glass ceiling effect. If you are unsure about your faculty equity targets, please contact your dean.
    5. Faculty representative sends proposed effects of nomination on Faculty equity plan to CRC Allocation Committee for review and approval.
    6. Faculty representative sends nomination request along with updated equity plan, proposed nominee, and nominee’s most recent CV to the CRC coordinator and advisor.
    7. CRC coordinator and advisor will communicate the nomination decision of the CRC Allocation Committee to the faculty.
    8. Upon internal approval of the nomination, CRC coordinator and advisor sends the UAlberta CRC Requirements Form to nomination team for completion.
      1. The UAlberta CRC Requirements Form outlines the mandatory elements necessary for a successful recruitment and nomination according to CRC guidelines.
      2. This Form must be used for all new and renewal nominations whether internal or external.
    9. Faculty representative conducts a recruitment in accordance with University policies and procedures (cf. UAPPOL and Human Resources Service) as well as CRC Program guidelines.
    10. Faculty representative sends completed UAlberta CRC Requirements Form along with relevant job posting to CRC coordinator and advisor.
    11. CRC coordinator and advisor opens up nomination on CRC portal, notifies the nominee, and works with the nominee to complete the nomination.
  • UAlberta Review Process

    The internal review of the nomination occurs in three stages.

    1. Receipt and first internal review

      A complete nomination package consists of the nomination form, nomination attachment, CV and CV attachment. All four parts of the package should be uploaded to the CRC website, and the CRC coordinator and advisor informed that the package is ready for review, at least nine weeks before nominations are due in Ottawa. Schedules for submission are posted on the RSO website under CRC Deadlines. According to the deadlines posted by RSO, the candidate or nominating team should send the contact information of the three referees that will write letters of reference for the nomination. The university’s CRC coordinator and advisor will request and manage the reception of these letters. 

      The nomination is reviewed internally and the reviewers’ comments are returned to the candidate and/or nominating team. The purpose of this first internal review is to consider the strength of the package as a whole, the strength of the research proposal, the fit of the nomination with the University's strategic research plan for CFI, CRC and CERC, and the accuracy of the funding pages and the institutional commitment section. It is expected that the nomination package will be revised in accordance with the reviewer's comments.
       

    2. Review by the President’s Advisory Committee for Senior Academic Appointments (PACSAA).

      One hardcopy of the revised nomination should be submitted to the CRC coordinator and advisor at RSO for review by the PACSAA. PACSAA is composed of senior academics from across the university representing the disciplines in the Tri-Councils, (i.e., CIHR, NSERC, and SSHRC). The purpose of this final review is to decide on the suitability of both the candidate for nomination and the nomination package for submission to the CRC Secretariat. PACSAA will make a recommendation to the CRC Allocation Committee – the final decision regarding the submission will be made by the provost in collaboration with the vice-president (research). Copies of the three reference letters should have been received by the CRC coordinator and advisor by this stage. Internal review cannot be completed if copies of the reference letters are not received in time for review by the PACSAA. Please be sure that your revised files have been uploaded to the CRC website before submitting the paper copies to RSO.

      The decision of the CRC Allocation Committee will be communicated to the candidate and the faculty/nominating team.
       

    3. Submission to CRC

    If approved for nomination, the candidate/nominating team should make any revisions recommended by the PACSAA and then submit a signed and dated, single-sided original, to the CRC coordinator and advisor. Please be sure that any revised files have been uploaded to the CRC website before submitting this final copy to RSO. Approval and signing by the provost and vice-president (academic) will be arranged by the CRC coordinator and advisor. Late nominations will not be accepted by the CRC Secretariat until the next submission. Please refer to RSO Deadlines for pending internal schedules associated with the CRC Deadlines that occur in April and October each year.

Where the candidate is not already at the University of Alberta, the nomination process is best facilitated when a member of the department liaises with the candidate to ensure that the nomination documents are completed appropriately. The nominating team should be established under the responsibility of the department chair or dean. A member of the nominating team should be responsible for completing some components of the nomination documents, especially the three sections under "Integration with the Strategic Research Plan", including "Institutional Environment," Institutional Commitment" and "Fit with the Strategic Research Plan".

Hiring negotiations must be completed, and compensation levels established, before submission of the nomination. The funding pages of the Canada Research Chairs nomination form must contain the finalized information regarding salary and benefits amounts to be taken from each of the following:  the Chairs Program; the University; and sources other than the University.

As outlined above:  Once recruited, deans must obtain prior approval from the CRC Allocation Committee in all cases for a nomination to be opened. 


Recruitment (Foreign Nationals)

The regular procedures for advertising of, and selection into, an academic position apply (i.e., national advertising for a minimum of 30 days in at least CAUT and University Affairs, the Immigration Proviso statement, interviewing Canadians/permanent residents who meet advertised requirements, offering the position to a qualified Canadian/permanent resident before it is offered to foreign candidate, etc.).

Next, via Recruitment Services, the hiring department applies to Service Canada for a "labour market opinion." Once approved, the labour market opinion allows the foreign national to apply for a temporary work permit. After arrival in Canada, the foreign national is contacted by the immigration specialist in Recruitment Services, who provides guidance about applying for permanent residence.

It is strongly recommended that the faculty consult the immigration specialist in Recruitment Services for assistance and advice early in the process of hiring a foreign national.


  • 2. Allocation Management

    The University of Alberta manages its allocation of chairs based on a number of considerations. Allocations are based on university strategic research plans, faculty strategic plans, signature research and teaching areas, and formal requests from deans. All allocations will follow the CRC guidelines for a fair, open, and transparent nomination process. Allocation decisions take into account institutional equity targets and the institutional equity action plan. Faculties are expected to have up-to-date equity plans to support the nomination of candidates to the university. Faculties may allocate chairs internally based on faculty research priorities in consultation with associate/vice deans (research) and department chairs. Once a candidate is approved by the university, allocation decisions will be communicated to respective deans or faculty representatives. Recommendations will also be made regarding timing of the nomination submission. Preference will be given to proposals involving recruitment candidates for chair nominations.

    Should the CRC Program reject a candidate, or should the candidate not accept the position, the chair position allocation reverts to the university. The university may subsequently allocate the position back to the same faculty or decide to use it elsewhere.

    If a faculty loses a chair awardee because of resignation, retirement or for any other reason, the chair allocation reverts to the university. In such cases, to retain the allocation, the respective dean must submit a proposal for retaining the chair to the CRC Allocation Committee. Such a proposal should contain the following: an appropriate rationale for retaining the allocation; the discipline in which the proposed chair position would be used; a justification in terms of Faculty and university strategic research plans; and the faculty equity plan.

    Re-allocation of a vacant chair position will depend on the strength of the proposal, the relative funding success of the faculty under the appropriate federal granting agency, institutional equity targets, and other strategic factors. Memos addressed to the CRC Allocation Committee should be sent to the deputy provost with a copy to the Canada Research Chairs coordinator and advisor.

    The CRC Allocation Committee determines the allocation of Canada Research Chair (CRC) positions to research areas and to faculties. At the faculty level, allocations are determined by deans and department chairs according to faculty research priorities.  

     
  • 3. Allocation Decision-Making Process
    The University of Alberta’s allocation decision-making process is used to assign its chair positions. This decision-making process is a consultation process that considers Tri-agency funding success, research excellence, the UAlberta Strategic Research Plan (SRP) for CFI/CRC/CERC, the UAlberta Institutional Strategic Plan For the Public Good, CRC program requirements, and the institutional equity targets. The CRC Allocation Committee directs this consultative process and is responsible for final allocation decisions.

    The university focuses on research priorities in its allocation process in order to promote and strengthen areas of research excellence. The CRC Allocation Committee will review Tri-agency funding across the university to be aware of funding levels of the various faculties much like the CRC methodology of allocating regular chairs. The university is a world-class research institution and the CRC Allocation Committee uses the CRC Program to further the research enterprise and capacity. In consultation with deans and the wider campus community (e.g., the first round of consultations on signature research areas completed in 2017), the CRC Allocation Committee will identify research priorities and strengths consistent with its CFI/CRC/CERC SRP and For the Public Good. Complementary to a comprehensive review of research priorities, CRC Allocation Committee incorporates an ongoing commitment to meeting institutional equity targets in its allocation decision-making process as clearly outlined in For the Public Good.  

    The University of Alberta allocation decision-making process also considers CRC program requirements. In keeping with Tri-agency funding across Canada, the university faculty allocations mirror the regular allocations of chair positions across the nation. The CRC Allocation Committee monitors chair recruitments and nominations on campus to make sure that allocations are consistent with agency representation determined by the CRCP. On November 2, 2017 a new distribution of regular chairs was announced by the Federal Government: 39% CIHR, 39% NSERC, and 22% SSHRC. The university is preparing to make the transition in its allocations to reflect this recent program change, and will proceed once the fully detailed national plan is received. Following its consultative decision-making process, the CRC Allocation Committee will be working with deans to communicate these changes, develop a phased approach, and to implement the plan. The CRC Allocation Committee will use the corridor of flexibility, as required, to meet its commitment to research excellence and equity.

    Based on these criteria, allocations are distributed across the university by the CRC Allocation Committee in consultation with deans. 
     
  • 4. Corridor of Flexibility

    In order to strengthen research priorities, the university will use the corridor of flexibility to facilitate the recruitment or retention of world-class researchers. The university will also use this corridor of flexibility to address its equity targets as outlined in the Equity Action Plan. The request to use the corridor of flexibility should be made to the CRC Allocation Committee by a faculty representative, e.g., associate/vice dean (research). Faculties will submit a request for either splitting or combing chair positions based upon research excellence and/or equity targets. Faculties can also propose to convert a chair position from one agency to another (e.g., from NSERC to CIHR), if this would facilitate the retention or hiring of a researcher. The proposal to use the corridor of flexibility will outline the rationale vis-à-vis total faculty allocations, the UAlberta Strategic Research Plan (SRP) for CFI/CRC/CERC, as well as the urgency of the request, and the new agency targets. The CRC Allocation Committee will review the request in a timely manner and respond to the faculty representative with a decision.

    The request to use the corridor of flexibility should be made to the CRC Allocation Committee. The CRC Allocation Committee will review the request and approve it if it complements both strategic research priorities and equity requirements.

  • 5. Chairholder Renewals

    The University of Alberta has processes and criteria for approving the renewal of Tier 1 or Tier 2 Canada Research Chairs (CRCs).  The renewal of a chair, on completion of the term, is not automatic. The decision by the university to submit a renewal nomination is also not automatic.

    The initial decision whether to submit a renewal nomination begins at the Faculty level. The faculty will review the research contribution of the renewal candidate in comparison with other researchers in the faculty. The faculty will consider the renewal in light of CRC requirements such as equity and the glass ceiling effect. The faculty must update its equity plan including the renewal. The faculty must document this review process and complete a UAlberta Renewal Requirements Form (available from the CRC coordinator and advisor). The faculty renewal process should be fair, open, and transparent (as per CRCP) and documentation should address the following:  excellence of the chairholder, the strategic goals of the university and the faculty, institutional equity targets, Faculty equity plan, the glass ceiling effect, names of senior officials involved in renewal process, names of individuals involved in the decision-making process, decision criteria used, description of equity and anti-bias training for those involved in process, and roles of equity officer. A memo should be sent to the deputy provost, with an electronic copy to the CRC coordinator and advisor, expressing how the renewal strengthens research on campus in the context of faculty and university CRC research and equity plans.

    Should a faculty decide not to recommend renewal of a chair, that allocation may be retained by the faculty. The dean's office should provide a memo informing the CRC coordinator and advisor of the decision not to renew and an appropriate timeline for submission of other possible nominations. Prior to advertising or moving to fill the vacated position, the dean should seek approval for reallocation from the CRC Allocation Committee as outlined above. A memo should be sent to the deputy provost, with an electronic copy to the CRC coordinator and advisor, expressing how the re-allocation will be used and justifying the re-allocation in the context of faculty and university CRC research and equity plans.

    The final decision whether to submit a renewal nomination is made by the CRC Allocation Committee. There is input from referees and the President’s Advisory Committee for Senior Academic Appointments (PACSAA). The decision is made in light of the quality of the nomination package, the overall aims of the CRC Program, the desirability of using the Canada Research Chairs as a recruitment incentive to further the strategic goals of the university and to be consistent with our efforts to meet the goals of the CRC program such as equity targets. 

    The CRC website has a description of factors that are of primary importance in a successful renewal, and CRC incumbents preparing a renewal should spend time reviewing those criteria. The renewal nomination package is the same as a new nomination with the addition of a performance report intended to demonstrate clearly how the incumbent has achieved the objectives set out in the original nomination, confirming that the standards of excellence of the program have been upheld, and the added value of having held the CRC. Renewal nominations should highlight research leadership and, for Tier 2 renewal candidates, the development of international stature. See Nominating a Canada Research Chair for detailed guidance in filling out the nomination form and in preparing the attachment to the form. Deadlines are the same for new and renewal nominations.

    If the CRC Allocation Committee does not approve the submission of a renewal nomination, or if a nomination submitted to the CRC Secretariat is unsuccessful, the allocation may be redeployed by the CRC Allocation Committee. If this situation arises, the dean should submit a memo requesting re-allocation of the position. Such a request should justify the re-allocation of the chair position in the context of equity and faculty and university strategic research plans. The CRC Allocation Committee will review each re-allocation request in light of the university's strategic priorities, considering the level of research funding to the faculty from the appropriate federal granting agency, and equity considerations. Re-allocation requests involving recruitment will be given priority. Re-allocation request memos intended for the CRC Allocation Committee should be sent to the Deputy Provost with an electronic copy to the CRC coordinator and advisor.

  • 6. Advancements

    The University of Alberta has a process and criteria for deciding whether to advance individuals from a Tier 2 chair to a Tier 1 chair. Faculties will make advancement recommendations to the CRC Allocation Committee. The advancement recommendation must be based on an open and fair recruitment process using the same procedure described above for new nominations. The recommendation must consider research excellence, faculty research strategy, faculty equity plan, and glass ceiling effect. The CRC Allocation Committee will review the recommendation and approve the advancement for submission if the rationale is in line with the Institution’s Strategic Research Plan for CFI/CRC/CERC and Equity Action Plan. The faculty should document the process used to advance a researcher. This process and documentation should be the same as the procedure used for new nominations described above, (e.g., the faculty should strike a review committee to review research excellence, etc). The faculty should contact the CRC coordinator and advisor for the UAlberta CRC Nomination Requirements Form to ensure that all CRC Program requirements are met.

    The faculty advancement recommendation will include the names of all members of the committee responsible for the decision. The faculty advancement recommendation will be reviewed by the CRC Allocation Committee.

  • 7. Chair Phase-Out

    The University of Alberta process and criteria for deciding which chairholder(s) will be phased-out in the case where the Institution loses a chair due to the re-allocation process. In this situation, the CRC Allocation Committee will review the existing faculty allocation, Tri-agency funding (by faculty), and faculty equity plans. Once this review is complete, the CRC Allocation Committee will communicate directly with the affected faculty to identify the chairholder(s) that will be phased-out.

  • 8. Chairholder Support

    The University of Alberta decision-making process for determining what level of support is provided to chairholders considers: protected time for research, salary and benefits, additional research funds, office space, mentoring, administrative support, equipment, among other factors. Chairholder support is offered at two levels:  institution and faculty. 

    At the institutional level, the Provost’s Office has approved the following support for all chairholders at the University of Alberta: Professional Expense Reimbursement (PER) Program, research/salary stipend, salary/benefits support.  This support is applied uniformly across all chairholders in accordance with collective agreements and university policies and procedures. This level of support is determined by the university via collective bargaining with final approval by the Board of Governors.

    At the faculty level, chairholder support varies according to the needs of the researcher and the resources of the hiring unit in which the chairholder resides. The level of faculty support is decided by deans and faculty representatives according to the availability of resources at the time of submission. All chairholder support is reviewed by the President’s Advisory Committee for Senior Academic Appointments (PACSAA) and the CRC Allocation Committee prior to submission.

  • 9. FDG Safeguards

    The University of Alberta has safeguards to ensure that individuals from the FDGs are not disadvantaged in negotiations related to the level of  institutional support provided to them (e.g., protected time for research, salary and benefits, additional research funds,  office space, mentoring, administrative support, equipment, etc.).  Safeguards for FDGs are detailed in the University of Alberta Policy and Procedures Online (UAPPOL) and Human Resources Services as shown below.

    The University outlines its safeguards policies and procedures online (see UAPPOL). The University’s policy is guided by the following principles: equity, responsibility, and academic freedom. From UAPPOL, “Individuals who are aware of acts of discrimination or harassment are encouraged to take appropriate steps to stop the discriminatory or harassing behavior. Advice and assistance may be sought from anyone in a position of authority, such as a supervisor, instructor or administrator. More formal advice and assistance may be sought from the Office of Safe Disclosure and Human Rights (OSDHR), Office of the Student Ombuds (OSO), the Association of Academic Staff University of Alberta (AASUA), the Non-Academic Staff Association (NASA), Human Resource Services (HRS) and Organizational Health and Effectiveness (OHE), the Office of the Dean of Students and Student Accessibility Services (SAS).” These offices are available to affected individuals in order to address any discriminatory behavior or practices on campus. 

    The University of Alberta’s Human Resource Services (HRS) educate the campus community about the safeguards in place for individuals from FDGs. HRS and its Equity, Diversity, and Inclusion (EDI) Group develop workshops and events to promote information regarding University policy and procedures concerning safeguards for individuals from FDGs.  HRS publishes an Equity, Diversity, Inclusion annual report that outlines its efforts and accomplishments in this area each year.  Some of these workshops such as “Excellence in Faculty Recruitment,” “Strategies to Identify Unconscious Bias,” and “Introduction to Unconscious Bias” directly address some of the requirements of the CRC Program.  HRS is also partnered with Canadian Centre for Diversity and Inclusion (CCDI) to assist with meeting For the Public Good objectives related to fostering equitable, diverse and inclusive workplaces.  HRS developed the Employment Equity Program to help the University meet “its commitment to fairness and merit in hiring and retention practices to achieve a diverse, respectful and inclusive working, teaching and research environment.”  Trained staff in the Employment Equity Program offer “coaching, consulting, formal learning opportunities, and outreach programs to recruit and retain qualified diverse candidates — including women, especially in non-traditional occupations, Aboriginal people, members of visible minorities, and persons with disabilities.”  Individuals can contact employment equity staff by email (EmploymentEquity@ualberta.ca) or phone (780-492-3020).  

  • 10. FDG Protection Measures

    The University of Alberta has measures to ensure that individuals from the FDGs are not disadvantaged when applying to a chair position in cases where they have career gaps due to parental or health related leaves or for the care and nurturing of family members. The collective agreement for faculty members outlines the entitlement and conditions of absences such as parental or health related leaves. Human Resource Services (HRS) offers “tip sheets” for academic staff considering childbirth and parental leaves.  This document offers a diverse assortment of information regarding these leaves and how to access them. 

  • 11. Training and Development

    The University of Alberta offers training and development activities related to unconscious bias, equity, diversity and inclusion for administrators and faculty involved in the recruitment and nomination processes for chair positions (acknowledging that research has shown unconscious bias can have adverse, unintended and negative impacts on the overall success/career of individuals, especially those from the FDGs). All members of selection/hiring committees must complete training on equity, diversity, and inclusion. Training and development are offered by the University of Alberta Equity, Diversity, and Inclusion (EDI) Group or online using the Federal Government unconscious bias training module. Each member of hiring or selection committees is required to self-register in one training session and to inform the chair of the committee when this training has been completed. Hiring units must document that all participants have completed this training in their competition files.

    The Federal Government has recently launched an online training module for unconscious bias. This Federal Government CRC online training is found at:  unconscious bias training module.

    The EDI Group offers comprehensive training and development in the areas of equity, diversity, inclusion, and unconscious bias. The EDI Group covers topics such as “Deep Diversity: Leadership Skills for Workplace Inclusion & Equity” and “Introduction to Unconscious Bias.”  Workshops and seminars on these topics and others are offered by qualified staff. Trained EDI staff offer both customized and regular workshops and seminars. Customized workshops can be given, on request, to hiring units at the beginning of the selection process. Regular workshops and seminars are scheduled throughout the year for the wider campus community.  A full listing and schedule of EDI training sessions can be found at:  EDI Training.