Getting Paid & Maintaining Fellowship

Accepting, Activating, and Maintaining your Fellowship

This page is directed to Doctoral and Masters Students.

Postdoctoral Fellows - Please click here 

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, 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 or postdoc 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.
  • FRQS
  • FRQSC
  • FRQNT
  • How to submit request for payment to FRQ

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

IMPORTANT message for awards slated to begin in previous term(s): Award payments will be made retro-active and may take longer to process. Please plan your budget accordingly

  • 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.

PhD Level: SSHRC & NSERC

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

 

 

  • Agency Notice of Award
  • Tri-Agency Payment Request Form (GPS-Graduate Funding is the person responsible for processing award payments)
  • Request for First Instalment or Reinstatement of Award Paid by Canadian Institution (linked from the award holder's guide). Indicate your start date of award. If this date is different from the date you indicated on your application, or notice of award, please see section below for “Changing start date of award”. *note that GPS-Graduate Funding signs as the "Authorized Institutional Official" or SLO and will return the document to you. You are responsible for uploading it to your secure agency extranet.

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) You must download before filling form.
  • 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)

PhD Level: Vanier - SSHRC, NSERC, & CHIR

 

  • Agency Notice of Award
  • Tri-Agency Payment Request Form You must download before filling form.
  • Authorization for Funding (AFF) document (sent directly via email to award holder once acceptance of award has been received by Vanier)

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

 

CIHR TRAVEL Awards & Prizes

 

  • Authorization for Funding document (sent directly via email to award holder once acceptance of award has been received by CIHR)
  • Submit supervisor's name and award holder's McGill ID to graduatefunding.gps [at] mcgill.ca
  • 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 –  You must download before filling 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)

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

 


Sponsorship or Third Party tuition support?

  • If your sponsor, or a third party, is paying for your tuition, fees, and/or health insurance only, you must follow the procedures outlined on the McGill Student Accounts web page
  • If you are a recipient of a "GPS Co-Sponsorship" then you may reach out to us by emailing: graduatefunding.gps [at] mcgill.ca (subject: GPS%20Co-Sponsorship%20inquiry) (Graduate Funding)

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. You are required to submit a copy of your Notice of Award and Fund Opening Form – You must download before filling form. Signed by award holder and Supervisor. Ask who in your Graduate Program office will be responsible for processing payment of award.

Ongoing Eligibility Report (Tri-Agency Award holders)

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

  • You are required to submit a GradFunding-Tri-Agency-OngoingEligibilityReport at least six (4) weeks prior to the anniversary of your award start date. Failure to submit an Ongoing Eligibility Report will result in award payments being suspended until a satisfactory report is received.
  • GradFunding-Tri-Agency-OngoingEligibilityReport
  • 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) .
  1. FRQS
  2. FRQSC
  3. FRQNT

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.
  1. Training had already begun for at least one term
  2. Trainees must advise the Fonds concerned of their intention to take maternity or parental leave by completing the Report de versement de bourse via FRQnet e-portfolio. All documents requested must be sent to the Fonds via your e-portfolio in the Declarations - Situation and Required Documents section. No documents sent by e-mail will be accepted.
  3. a letter from university confirming the suspension of the study project or program and the authorized suspension duration, or
  4. a medical certificate confirming the applicable situation (birth, adoption, interruption of pregnancy after 19 weeks).
  5. Questions should be directed to the Program Officer of the award you hold.
  • Other external award holders – consult your award holder's guide and/or terms of award for instructions and required forms. 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.

Return to study following a leave of absence or interruption

  • Be sure you are registered for the term you are returning.
  • Tri-Agency Award holders – 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 "Authorized Institutional Official".
  • Provincial FRQ Award holders – report to the appropriate agency.
  • Other external award holders – 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 Award holders – 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 Award holders – report to the appropriate agency
  • Other external award holders – 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.

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

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