Table of Contents. Graduate and Postdoctoral Studies Fellowship Awards Database GPS-FAD 2012

Transcription

1 Table of Contents Introduction... 2 Where to find GPS-FAD and how to access it:... 2 Log in... 3 Step 1: Enter Departmental Contact Information... 4 Step 2: Choose a competition... 5 Step 3: Add an applicant... 6 a. NSERC PGSM (postgraduate scholarship) or PGSD... 7 b. CIHR Master s... 8 c. SSHRC Master s and Doctoral... 9 d. NAGS/ CAGS-UMI/ ADESAQ/ CGS e. PBEEE (1) PBEEE V1/ 1B/ 1I/ 1W (for Doctoral): i. Ineligible application after eligibility screening: ii. Eligible application after eligibility screening: (2) PBEEE V2/ 2B/ 2I (for Postdoctoral): (3) PBEEE V3/ 3B/ 3I/ 3W (for Short-term): f. FQRNT-DE/ FQRSC-DS g. Vanier-CIHR/ Vanier-SSHRC/ Vanier-NSERC Step 4: View a list Step 5: Add Another Applicant to a list Step 6: Save a List in Excel Step 7: Edit applicant information Step 8: Delete applicant

2 Introduction Graduate and Postdoctoral Studies Fellowships Unit has developed an online Fellowships Awards Database, GPS-FAD, to facilitate the submission of fellowship applicant information from departments to the GPS Fellowships Unit. This online database is designed for use by McGill departmental contacts for the NSERC, SSHRC, and CIHR competitions, the NAGS/ CAGS-UMI/ ADESAQ/ CGS, and the Vanier Doctoral Awards. Please note that CIHR Doctoral Applications are sent directly to the granting agency and do not come through the Fellowships Unit. Information that was entered on spreadsheets in past years is now to be entered through GPS-FAD. This new system provides several benefits: 1. The system is directly linked to McGill s Data Warehouse, which means less data entry for departments. Entering a McGill student s ID will bring up information like his/her name, citizenship, immigration status, etc. 2. By reducing the amount of data entry and minimizing the amount of data manipulation required, the system will improve the integrity of the data. 3. Departments will be able to save and print a spreadsheet or print a formatted list directly from the system to keep for their own records and to attach as a cover page to their application submissions. Where to find GPS-FAD and how to access it: The GPS-FAD online applicant information system is accessible from Each department is provided with a username and password (also supplied in this message, see attachment). If you have not received your login information, please call Ester Di Cori at ext

3 Log in 1. Go to the website 2. Enter your assigned username and password (from the other attachment in the message). N.B. There is only one username and password per department. Passwords are case-sensitive. 3. Click Login. 3

4 Step 1: Enter Departmental Contact Information 1. The first page after a successful login is the Departmental Contact Information page. 2. Enter your last name, first name, phone number, extension (if applicable) and address. 3. Click OK. 4

5 Step 2: Choose a competition User will need to choose the corresponding competition from the drop down box before entering any applicant s information. User can now choose either to Add an applicant or to View List to see a summary of the previously entered applicants. Below is the summary page the user will see when the View List button is clicked. 5

6 Step 3: Add an applicant 1. Click Add Applicant. Graduate and Postdoctoral Studies Fellowship Awards Database 2. On the resulting page, indicate whether the applicant is a McGill student or not. If yes, enter a McGill student ID. a. Screenshot for a student with a McGill ID# If the applicant is a McGill student, once the McGill ID is entered then data will be pulled from the McGill Data Warehouse to populate several subsequent fields. 6

7 If the applicant is not a McGill student, the menu will provide a default ID of and will request the applicant s address instead. b. Student without a McGill ID# Non-McGill student will have a default ID of , and this ID field will not be editable. For a non-mcgill applicant, his/her address must be provided before clicking on the Search button. 3. Click Search in order to proceed to Add an Applicant page. 4. On the resulting page, complete the form. Depending on the competition you choose, the form will be slightly different: a. NSERC PGSM (postgraduate scholarship) or PGSD Shaded fields are not editable. This information comes from the data warehouse.!! If you have entered the wrong student ID, click Choose Another List. Selecting the status Non-recommended to GPS will cause the Reason field to appear. The NSERC Discipline can be found on page 3 of the NSERC application under Primary Research Subject Code 7

8 b. CIHR Master s Shaded fields are not editable. This information comes from the data warehouse.!! If you have entered the wrong student ID, click Choose Another List. Selecting the status Non-recommended to GPS will cause the Reason field to appear. 8

9 c. SSHRC Master s and Doctoral!! If you have entered the wrong student ID, click Choose Another List. The SSHRC Discipline can be found on page 7 of the application, or on page of this guide Note 1: Please enter the first 3 digits of the discipline followed by 00. E.g.: If student entered on page 7: o Women s History, please enter in the SSHRC Discipline: o History 9

10 Selecting the status Non-recommended to GPS will cause the Reason field to appear. 10

11 d. NAGS/ CAGS-UMI/ ADESAQ/ CGS 11

12 e. PBEEE (1) PBEEE V1/ 1B/ 1I/ 1W (for Doctoral): Please enter the applicant s date of birth in the format of DD-MMM-YYYY, e.g. 01-JAN-1990 Choose the Projected Award Start Date either May, September or January The comment field can only be edited by GPS. This field will be shaded and will be visible to departments once completed by GPS. User can choose either Edit Mode or Submit for Eligibility Screening. Once the application is submitted and GPS approved the screening application to be eligible, the field Status for competition will be available for user for further input. 12

13 i. Ineligible application after eligibility screening: All fields will be shaded (readonly) after the eligibility screening process is completed. If the applicant is ineligible, the field Status for competition will not be shown. ii. Eligible application after eligibility screening: If the applicant is eligible, the field Status for competition will be shown and user can have further inputs. 13

14 (2) PBEEE V2/ 2B/ 2I (for Postdoctoral): The form PBEEE V2/2B/2I is similar to PBEEE V1/1B/1I/1W. One extra field is being added onto the form, i.e. Date of PhD Conferral for All PostDocs (MM-DD-YYYY). Please enter the date of PhD Conferral in the format of MM-DD-YYYY, e.g

15 (3) PBEEE V3/ 3B/ 3I/ 3W (for Short-term): The form PBEEE V3/3B/3I/3W is similar to PBEEE V2/2B/2I. An extra field is being added onto the form, i.e. For V3/3B/3I/3W short-term only: Applicant will have attained PhD by award start date. Choose Yes or No for the applicant whether he/she will have attained PhD by award start date. 15

16 f. FQRNT-DE/ FQRSC-DS Both forms FQRNT-DE and FQRSC-DS are similar to PBEEE V1/ 1B/ 1I/ 1W. However, there is no need to specify a sub-category of the competition under it. 16

17 g. Vanier-CIHR/ Vanier-SSHRC/ Vanier-NSERC All shaded textboxes pull the information directly from the data warehouse and are not editable by the user. However, if the applicant is a non-mcgill student, textboxes will not be shaded and user will need to provide all the data (except address) Need to choose either International or Canadian or Permanent Resident from the dropdown box for the applicant s expected citizenship This only applies to a student who has been registered in their doctoral studies for months. Otherwise choose Not Applicable (the default option in the dropdown menu). Applications that are submitted as Recommended to GPS will not be editable after submission. If you need to validate inputted data, you have the option to choose Edit mode and will be then able to edit the information after adding the applicant. The comment field can only be edited by GPS. This field will be shaded and will be visible to departments once completed by GPS. 17

18 After clicking on Vanier-NSERC, the field NSERC Discipline will appear below and the user will need to input the corresponding information. Discipline options are listed in the template below. 18

19 If Non-recommended to GPS is chosen from Status, the user will need to enter the Non-Recommended Reason, choosing from the dropdown menu. 19

20 List of NSERC Discipline Codes COMMITTEE_ID DISCIPLINE_CODE DISCIPLINE NSERC COMMITTEE NUMBER NSERC COMMITTEE CIVIL ENGINEERING 193 Engineering GEOTECHNICAL ENGINEERING 193 Engineering STRUCTURAL ENGINEERING 193 Engineering AGRICULTURAL ENGINEERING 193 Engineering FOREST ENGINEERING 193 Engineering MINING AND MINERAL PROCESSING 193 Engineering ENVIRONMENTAL ENGINEERING 193 Engineering INDUSTRIAL ENGINEERING 193 Engineering DESIGN AND MANUFACTURING 193 Engineering CHEMICAL ENGINEERING 194 Engineering B BIOMEDICAL ENGINEERING 194 Engineering B MATERIALS SCIENCE AND TECHNOLOGY 194 Engineering B MECHANICAL ENGINEERING 194 Engineering B 1 AEROSPACE AERONAUTICAL AND AUTOMOTIVE ENGINEERING 194 Engineering B FLUID MECHANICS 194 Engineering B FUEL AND ENERGY TECHNOLOGY 178 Physics and Astronomy NUCLEAR ENGINEERING 178 Physics and Astronomy ELECTIRCAL AND ELECTRONIC ENGINEERING 176 Electrical Engineering and Computing Sciences POWER SYSTEMS 176 Electrical Engineering and Computing Sciences ELECTROMAGNETICS 176 Electrical Engineering and Computing Sciences CIRCUIT THEORY 176 Electrical Engineering and Computing Sciences INTEGRATED CIRCUITS 176 Electrical Engineering and Computing Sciences PHOTON DEVICES 176 Electrical Engineering and Computing Sciences ELECTRON DEVICES 176 Electrical Engineering and Computing Sciences COMMUNICATIONS SYSTEMS 176 Electrical Engineering and Computing Sciences COMMUNICATIONS NETWORKS 176 Electrical Engineering and Computing Sciences CONTROL SYSTEMS 176 Electrical Engineering and Computing Sciences ROBOTICS 176 Electrical Engineering and Computing Sciences INFORMATION TECHNOLOGY 176 Electrical Engineering and Computing Sciences COMPUTER HARDWARE 176 Electrical Engineering and Computing Sciences SOFTWARE AND DEVELOPMENT 176 Electrical Engineering and Computing Sciences ARTIFICIAL INTELLIGENCE 176 Electrical Engineering and Computing Sciences PURE MATHEMATICS 177 Mathematical Sciences APPLIED MATHEMATICS 177 Mathematical Sciences STATISTICS AND PROBABILITY 177 Mathematical Sciences 2 MCGILL COMMITTEE NUMBER 20

21 PHYSICS 178 Physics and Astronomy PARTICLE PHYSICS 178 Physics and Astronomy OPTICS 178 Physics and Astronomy BIOPHYSICS 187 Cellular and Molecular Biology ASTRONOMY AND ASTROPHYSICS 178 Physics and Astronomy SPACE SCIENCE 178 Physics and Astronomy CONDENSED MATTER PHYSICS 178 Physics and Astronomy PHYSICAL CHEMISTRY 179 Chemistry ANALYTICAL CHEMISTRY 179 Chemistry INORGANIC CHEMISTRY 179 Chemistry ORGANIC CHEMISTRY 179 Chemistry POLYMER CHEMISTRY 179 Chemistry EARTH SCIENCE 186 Earth Sciences and Ecology GEOGRAPHICAL INFORMATION 186 Earth Sciences and Ecology REMOTE SENSING 186 Earth Sciences and Ecology PHYSICAL GEOGRAPHY 186 Earth Sciences and Ecology GEOCHEMISTRY AND GEOCHRONOLOGY 186 Earth Sciences and Ecology GEOPHYSICS 186 Earth Sciences and Ecology ATMOSPHERIC SCIENCE 186 Earth Sciences and Ecology HYDROLOGY 186 Earth Sciences and Ecology OCEANOGRAPHY 186 Earth Sciences and Ecology EVOLUTION AND ECOLOGY 186 Earth Sciences and Ecology AQUATIC ECOLOGY AND LIMNOLOGY 186 Earth Sciences and Ecology TERRESTRIAL ECOLOGY 186 Earth Sciences and Ecology SOIL SCIENCE 186 Earth Sciences and Ecology PLANT AND TREE BIOLOGY 195 Life Sciences GENETICS 187 Cellular and Molecular Biology CELL BIOLOGY 187 Cellular and Molecular Biology MICROBIOLOGY 187 Cellular and Molecular Biology IMMUNOLOGY 187 Cellular and Molecular Biology MOLECULAR BIOLOGY 187 Cellular and Molecular Biology BIOCHEMISTRY 187 Cellular and Molecular Biology ANIMAL BIOLOGY 195 Life Sciences NEUROPHYSIOLOGY 195 Life Sciences KINESIOLOGY 195 Life Sciences ANIMAL PHYSIOLOGY AND METABOLISM 195 Life Sciences FOOD SCIENCE AND TECHNOLOGY 195 Life Sciences PSYCHOLOGY-FUNDAMENTAL PROCESSES 196 Psychology SENSORY SYSTEMS AND PERCEPTION 196 Psychology 6 21

22 COGNITIVE SCIENCE-FUNDAMENTAL 196 Psychology COGNITIVE SCIENCE-DEVELOPMENT 196 Psychology COGNITIVE SCIENCE-LANGUAGE 196 Psychology BEHAVIOURAL NEUROSCIENCE 196 Psychology 6 22

23 SSHRC_ID Discipline code Discipline Graduate and Postdoctoral Studies Fellowship Awards Database List of SSHRC Discipline Codes SSHRC COMMITTEE NUMBER SSHRC COMMITTEE Archival Science 7523 Civilization and the Environment Classics, Classical and Dead Languages 7522 Humanities Communications and Media Studies 7523 Civilization and the Environment Fine Arts 7521 Literature and Fine Arts History 7522 Humanities Library and Information Science 7523 Civilization and the Environment Literature, Modern Languages 7521 Literature and Fine Arts Literature, English 7521 Literature and Fine Arts Literature, French 7521 Literature and Fine Arts Literature, English Canadian 7521 Literature and Fine Arts Literature, French Canadian, Quebecoise 7521 Literature and Fine Arts Literature, Other Canadian 7521 Literature and Fine Arts Literature, American 7521 Literature and Fine Arts Literature, Germanic 7521 Literature and Fine Arts Literature, Romance 7521 Literature and Fine Arts Literature, Slavic 7521 Literature and Fine Arts Mediaeval Studies 7522 Humanities Philosophy 7522 Humanities Religious Studies 7522 Humanities Anthropology 7523 Civilization and the Environment Archaeology 7523 Civilization and the Environment Criminology 7523 Civilization and the Environment Demography 7523 Civilization and the Environment Economics 7525 Public and Private Policy Studies Education 7524 Cognitive Sciences Urban and Regional Studies, Environmental Studies 7523 Civilization and the Environment Folklore 7523 Civilization and the Environment Geography 7523 Civilization and the Environment Industrial Relations 7525 Public and Private Policy Studies Law 7525 Public and Private Policy Studies Linguistics 7524 Cognitive Sciences Management, Business, Administrative Studies 7525 Public and Private Policy Studies Political Science 7525 Public and Private Policy Studies Psychology 7524 Cognitive Sciences Social Work 7524 Cognitive Sciences 4 MCGILL COMMITTEE NUMBER 23

24 Sociology 7523 Civilization and the Environment Interdisciplinary Studies Women's Studies 24

25 5. Click Add Applicant. The resulting page will display the updated list. 6. From this page, you can: a. Add Another Applicant (See Add Another Applicant to a List instructions below) b. Save List in Excel (See Save a List in Excel instructions below) c. Print from the browser (See Print from the browser instructions below) d. End the session (See End Session instructions below) 25

26 Step 4: View a list 1. From the Competition List page, select the competition from the drop down list. 2. Click View List, for a summary of all previously entered applicants. 26

27 Step 5: Add Another Applicant to a list From View List page, as per screenshot below, you have the ability to Add Another Applicant to a list. 1. To add another applicant to any list, click Add Another Applicant. You will be taken to the page seen below. a. If you would like to add another applicant to the same list, you will need to select the same list again. b. If you would like to add an applicant to a different list, you may select that list here. 27

28 Step 6: Save a List in Excel From any View List page, as per screenshot below, you have the ability to Save List in Excel. 1. To save the list in Excel, click Save List in Excel. You will see the resulting dialog box. 28

29 2. Click Save. You will see the resulting dialog box. 3. The Excel Spreadsheet is already given a name and, by default, the file is saved to your desktop. If you would like to change the file name or save the file somewhere other than the desktop, make those changes in this dialog box. 4. Click Save. This will close all dialog boxes and leave you at the View List page as seen below. NB. To print the submission list, open the saved Excel file and print from Excel. Please note that you may need to format the list in Excel using File Page Setup and View Page Break Preview. 29

30 Step 7: Edit applicant information 1. On the View List page (See Step 4 above: View a list ), click the name of the person whose information you d like to edit. 30

31 2. On the resulting page, make the necessary change. Note that, only the data for the submitted applicants with Competition Status Edit Mode or Nonrecommended to GPS will be able to do editing. Otherwise, all the fields will be shaded and users can only view it. Shaded fields are not editable. This information comes from the data warehouse.!! If you selected the wrong student, click Back to List. Only submitted applications with Competition Status Edit mode or Non-recommended to GPS are permitted to do editing. 3. Once you have made the changes, click Save Changes. 31

32 Step 8: Delete applicant 1. On the View List page (See Step 4 above: View a list ), click the name of the person you would like to delete from the list. Applicant to delete 2. On the resulting page, click Delete Applicant.!! If you selected the wrong student, click Back to List. 32

33 You will be prompted to confirm your deletion. 3. In the message dialog box, click OK. You will be taken to the View List page to verify that the applicant has been deleted. 33

34 Applicant has been deleted. 34