GPS continues to support the McGill graduate community with staff working remotely.

Getting Paid & Maintaining Fellowship

Accepting, Activating, and Maintaining your Fellowship

When you receive an offer of award, be sure to read and follow the instructions in the Notice of Award (NOA) . Pay special attention to the DEADLINE by which you must respond to the offer and obtain any documents, signatures, and financial information requested. Ensure that you are registered in the program for which the funding is awarded by its start date, and that there are no holds or warnings on your record.

For students who generally use a non-McGill email address, please note that in accordance with the McGill email policy (http://www.mcgill.ca/email-policy ) subsequent correspondence will be sent to your studentname[@]mail.mcgill.ca address ONLY. For new students, this will be enforced after initial registration.

Every student receiving an award/fellowship paid through McGill must submit their Direct Deposit information via the Student Accounts Menu on Minerva. If you are unable to enter your banking information, please contact: Student Accounts. You must also have a current & active mailing address. Incomplete banking or address information will result in delayed payments.

You are responsible for adhering to the policies of your award. Failure to do so could result in termination of award and even repayment of monies received.


Important note: Québec prov. award offers FRQ - ( S, SC, or NT )

Anyone who has APPLIED for funding, OR who is CURRENTLY HOLDING an award, from the FRQ - ( S, SC, or NT ). (be sure to notify your Graduate Program office)
  • As per the FRQ’s Common General Rules and award program overview, should you already be holding an FRQ award, OR have received an offer of award from the FRQ, you must notify the provincial agency immediately of your federal Tri-Agency award. You MUST accept the federal offer to begin ASAP and follow the instructions of the FRQ.
  • Payment information FRQ-(SC, S or NT): Students receiving offers from the FRQ will be paid directly by the Fonds once McGill University has confirmed full time registration status to the relevant agency. For further information, please refer to the FRQ scholarship holder’s guide or contact the agency (relevant program manager) directly.

Activating an Award and Requesting Payment

Changing start date of Tri-Agency award

  • If you need to defer the start date of your award later than an available start date (listed in your award holder’s guide)
  • If you need to change the start date of your award to another available start date (listed in your award holder’s guide)

PhD Level including Vanier CGSV) - SSHRC, NSERC, *CIHR - ONLY if McGill is indicated as Institution Paid in the application and CIHR Authorization for Funding Form (AFF) document

 

Master’s Level CGS M: SSHRC, NSERC, & CIHR

 

Tri-Agency Activation Instructions CIHR, NSERC, SSHRC (PhD including Vanier & CGSM and Banting Postdoctoral)

  • Read your notice of award carefully to determine if you are required to submit any document yourself to the funding agency.
  • Ensure that you are unconditionally registered for the term when you will begin the award. Your record must be clear of any holds or warnings including “K” grades.
  • Forms that must be submitted to Graduate Funding ( graduatefunding.gps [at] mcgill.ca ) are listed in the table below according to PhD or Master’s level of funding.
  • MAC Users: Use the “print” option when saving your document as PDF before emailing. Our computers are often unable to view the contents of the PDF file from a Mac computer if you simply use the save function.

Note that *CIHR and all **Vanier awards have special document requirements:

PhD Level: SSHRC & NSERC

  • CGS D (NSERC & SSHRC)
  • PGS D (NSERC) & Doctoral (SSHRC)

 

 

PhD Level: CGSD *CIHR – ONLY if McGill is indicated as Institution Paid in the application and AFF document

 

  • Tri-Agency Payment Request Form (GPS-Graduate Funding the person responsible for processing award payments)
  • Authorization for Funding (AFF) document (sent directly via email to award holder one the Response to Offer and Confirmation of Commencement has been submitted to CIHR)
  • Fund Opening Form – Signed by award holder and Supervisor. Include copy of valid certificates if the project requires research involving human or animal subjects. If unsure, verify with your supervisor. (required only if your CIHR fellowship includes a research allowance)

PhD Level: **Vanier - SSHRC, NSERC, & CHIR

 

  • Agency Notice of Award
  • Tri-Agency Payment Request Form
  • Authorization for Funding (AFF) document (sent directly via email to award holder once acceptance of award has been received by Vanier)
  • Fund Opening Form – Signed by award holder and Supervisor.

Master’s Level: CGS M - SSHRC, NSERC, & CIHR

 

*CIHR TRAVEL Awards

 

  • Authorization for Funding document (sent directly via email to award holder once acceptance of award has been received by CIHR)
  • Payment will be made via student's supervisor.

Other *CIHR Awards

 

  • Authorization for Funding document (sent directly via email to award holder once acceptance of award has been received by CIHR)
  • Fund Opening Form – Signed by award holder and Supervisor. Include copy of valid certificates if the project requires research involving human or animal subjects. If unsure, verify with your supervisor. (required only if your CIHR fellowship includes a research allowance)

Postdoctoral Level: *CIHR and Banting SSHRC, NSERC, & CIHR

 

  • Contact your Postdoctoral Administrator for assistance
  • Fund Opening Form – Signed by award holder and Supervisor. Be sure to indicate the correct person responsible for processing your award payments.
  • *CIHR & Banting – Authorization for Funding document

Other External Award Activation Instructions

Follow instructions for accepting an offer of award outlined above on this page. Be sure to contact your Graduate Program office. They will have further instructions and information for you.

Progress Tracking Report (Tri-Agency Awards)

According to the Agency Award Holder’s Guide, GPS Graduate Funding must confirm your ongoing eligibility to retain your award each year.

Award holders with a program start date BEFORE Fall 2017:

  • You are required to submit a copy of your GPS Graduate Student Research Progress Tracking Form, complete it with required signatures, and return it at least eight weeks prior to the anniversary of your award start date. Once completed and signed, please submit by email to graduatefunding.gps [at] mcgill.ca

Award holders with a program start date Fall 2017 OR LATER:

  • You are required to upload a copy of your GPS Graduate Student Research Progress Tracking Form, complete it with required signatures, to MyProgress at least eight weeks prior to the anniversary of your award start date. Failure to submit a progress report will result in award payments being suspended until a satisfactory progress report is received.
  • GPS Graduate Student Research Progress Tracking Form
  • Holders of a Tri-Agency award must report any changes in student status such as move from full-time to part-time study as well as change in research project, program of study etc. Submit the Changes to Award Form to graduatefunding.gps [at] mcgill.ca (subject: Tri-Agency%20-%20Changes%20to%20Award%20) (Graduate Funding)

Award holders' Guides and Reporting Changes to your award/research project /program of study

It is the responsibility of every award holder to report any changes to their award. This includes changes to place of study, program of study, research project, supervisor, other funding, or anything else that may affect the eligibility for holding the award. Verify with the award holder’s guide and/or terms of the award and contact graduatefunding.gps [at] mcgill.ca (subject: Tri-Agency%20-%20Changes%20to%20Award) (Graduate Funding) .

Leave of Absences & Interruption of awards

Any time that you will be interrupting your program of study, you will be required to interrupt your award payments. Begin the process early and contact your graduate program. You must adhere to both McGill policy and the terms of your award.

Return to study following a leave of absence or interruption.

  • Be sure you are registered for the term you are returning.
  • Tri-Agency Awards – submit the Tri-Agency Request for First Instalment or Reinstatement of Award Paid by Canadian Institution to Graduatefunding.gps [at] mcgill.ca (subject: Re-Instatement%20of%20Award) (Graduate Funding) within 5 weeks of your return. *note that GPS-Graduate Funding signs as the "Authourized Institutional Official".
  • Provincial FRQ Awards – report to the appropriate agency.
  • Other external awards – report to the funding source according to your award holder’s guide and/or terms of award. If you award is being paid through McGill, then you must also report to the person responsible for processing your payments. See your graduate program.

Early Termination of Award

An award may be terminated early if conditions for holding the award are no longer met. Please verify your award holder’s guide and/or terms of your award. Common reasons are completion of the degree or withdrawing from the program for which funding was awarded. Contact your Graduate Program
  • Tri-Agency Awards – Submit the Termination of Award Form to graduatefunding.gps [at] mcgill.ca (subject: Termination%20of%20Tri-Agency%20award) (Graduate Funding) as soon as you know the termination. Awards terminating due to degree completion are terminated at the end of the final term.
  • Provincial FRQ Awards – report to the appropriate agency
  • Other external awards – report to the funding source according to your award holder’s guide and/or terms of award. If your award is being paid through McGill, then you must also report to the person responsible for processing your payments. See your graduate program.

This work is licensed under a Creative Commons Attribution Non-Commercial 4.0 International License.
Graduate and Postdoctoral Studies, McGill University.

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