Working groups – Guidelines for application

Applying for a QCBS working group

The following paragraphs describe guidelines on information to be provided when applying for a QCBS working group Grant. Following the guidelines will greatly facilitate the evaluation process.

Apply using the online application form.

Working group applications must contain the following items:

a)    Cover letter (maximum 1 page)

The cover letter must include the following information: Names of all applicants and identification of the Principal Investigator which will be the contact person, her/his academic institution, ID, FQRNT NIP and email addresses. The cover letter should be brief and summarize the proposal content, elaborated in the following sections.

b)     Description of proposed activity (maximum 2-6 pages)

The proposal should include the following items:

  • Context and problematic, rationale, and general and specific objectives of the working group  (maximum 4 pages)
  • Relevant literature review, and overview of the proposed scientific collaboration (maximum 2 pages).

c)     CVs for each working group member

The CV for each member of the team, including those not QCBS members, should be included with the working group application (maximum of 3 pages per CV).

d)    Estimated budget (maximum 1 page)

The budget consists in a table describing all the expenses planned under the activities of the Working Group. Please use the following table as a template:

Item Cost per unit Number of unit Total amount

e)    Other funding received from the QCBS

The application must include a list of QCBS grants and awards received since 2009 by members of the Working Group, listed by date awarded and including information on the type, amount, and the title of grants and awards. This list will not include QCBS excellence awards or QCBS prizes received by students supervised or co-supervised by the applicants.

Criteria for evaluation

A multi-institution QCBS committee will evaluate applications according to the following criteria:

  • Eligibility of working group;
  • Link between working group expertise and proposed research question
  • Likelihood that proposed working group will lead to a new line of collaborative research;
  • Likelihood that the working group will stimulate collaboration between axes
  • Appropriate justification for funds requested
  • Contribution to graduate students and postdocs training.

Working group allocation

Following the review of working group applications by selection committee, successful applicants will receive an email notification from the QCBS, detailing the amount allocated. Following award decisions, recipients will have to follow the administrative procedures established by QCBS and described in the QCBS funding program-working group procedure document that will be made provided by Philippe Auzel. However, the final fund allocation may be made only after the principal investigator will answer any eventual questions from the selection committee. Once the QCBS Director has approved and signed off on the final budget, no further changes will be allowable. The final budget will be used to assess the eligibility of expenses incurred by the working group team.

Expected contributions of award recipients

Events organization: Organizing public events, such as guest speakers, mini-workshops or seminars is strongly encouraged. Those public events will then be announced through the QCBS media, such as the Monthly Bulletin and the events page of the website.
Communication of activities and results: For each major activity of the working group (meetings, workshops, seminars), the principal investigator should send a short description (two sentences) and the list of participants to Philippe Auzel. This information will be posted on the working group page of the QCBS website, and will be used to monitor the Working Group activities. Presenting the research results at QCSB Annual Symposium is also highly recommended.
Report: A summary report (10 pages maximum) shall be sent to QCBS two months following the final working group meeting. The report will be released on the QCBS website after revision by the QCBS office. The report shall contain the following sections:

  • A short narrative section (maximum of 5 pages) recalling the context and initial objectives, and explaining how the stated goals of the project have been achieved;
  • The list of the major activities (including participant’s list);
  • The list of products and deliverables produced through the working group activities: grant proposal, publications (papers, literature review, book chapter…) major events;
  • A breakdown of how the funds were allocated and spent.

Original receipts shall remain filed for appropriate period with the researchers’ university administrations.