Postdoctoral Scholarship Holder's Guide (B3 and B5)

NOTE: In the event of a discrepancy between the English and French versions of this Guide, the French version shall prevail, the French version being the official version.

Should any of the information contained in this document differ from the information in the Fellowship Program Rules and Regulations (B3 , B5 ), the Rules and Regulations will take precedence over the Fellowship Holder's Guide (B3 and B5).
 

Updated: May 12, 2017
 

 IMPORTANT MESSAGE

FRQnet – The FRQ'S new integrated scholarship management system (Updated guide available the week of September 18, 2017)

During July 2017, members of the scientific community who want to interact with the Fonds de recherche du Québec will be able to do so through FRQnet, a new integrated scholarship and grant management system that is common to the three agencies (Nature et technologies, Santé and Société et culture).

Several operations are currently in progress for the implementation of this new system and have an impact on the required deadlines regarding payments of the 2017 Summer session scholarship instalment. That is why the scholarship holder that qualifies to receive the planned payment for the 2017 Summer session has to completed the following operations, acceptance of scholarship (if needed), request for instalment, bank account information (if needed), confirmation of enrolment, request of a change to conditions or file update (if needed), progress report (if needed), at the latest:

  • May 18, 2017, for scholarship holders of previous competition, or ;
  • May 29, 2017, for new scholarship holders (May 12 offer).

Note that if you have not completed and transmitted your file on time, the payments will only be made in July, when the new FRQnet system is in operation. Furthermore, during the month of June 2017, the access to the personal scholarship holder's file (Dossier du boursier) will be interrupted and you will be able again to access the information in your file in the new application FRQnet.

A web page  accessible from the Fonds website was created to keep the scientific community informed on the project's advancement and eventual launch.
 

FOREWARD

This Guide is for applicants to the regular Postdoctoral Fellowship Program (B3) and to the Research-Creation Postdoctoral Fellowship Program (B5) of the Fonds de recherche du Québec – Société et culture (FRQSC). The information that applies exclusively to one or the other program is clearly indicated.

This document was designed to reduce instalment request processing times and application-related correspondence.

For further information, fellowship holders should contact one of the program officers listed below, preferably by e-mail. Any request for information must include the fellowship holder's file number, name and a telephone number where he can be reached.
 

Postdoctoral Fellowship Program (B3)

Postdoctoral  Research-Creation Fellowship Program (B5)

bourspost.sc@frq.gouv.qc.ca
Marie-Frédérique Desbiens
Program officer
140, Grande Allée Est, bureau 470
Québec (Québec) G1R 5M8

Telephone: (418) 643-7582, Ext. 3142
Toll free: +1(888) 653.6512, Ext. 3142
Fax: (418) 644-5248

bourspostcrea.sc@frq.gouv.qc.ca
Geneviève Godbout
Program officer
140, Grande Allée Est, bureau 470
Québec (Québec) G1R 5M8

Telephone: (418) 643-7582, Ext. 3135
Toll free: +1(888) 653.6512, Ext. 3135
Fax: (418) 644-5248

 

This Fellowship Holder's Guide details certain provisions that appear in the Program Rules and Regulations. It also contains important information on the forms to be used for accepting or refusing fellowships, requesting fellowship payments and claiming certain expenses.

The Guide is for all FRQSC postdoctoral fellowship holders, regardless of the year in which the fellowship was awarded. The Guide is updated every year, usually in the month of April. Fellowship holders must always comply with the most recently updated rules and regulations for the entire duration of the fellowship. Any changes to the fellowship holder's file must be submitted in accordance with the most recent version of the Guide.

The Fonds de recherche du Québec – Société et culture receives annual appropriations from the Government of Québec to fund its award programs. It then undertakes annual commitments, conditional on the availability of funds. The FRQSC reserves the right to change the value of its awards and its program rules without prior notice.

 


1. ACCEPTANCE OR REFUSAL OF THE FELLOWSHIP

1.1 Accepting the fellowship

1.2 Refusing the fellowship

2. RESPONSIBILITIES OF THE FELLOWSHIP HOLDER

2.1 Compliance with rules and applicant's agreement

2.2 Mailing addresses

2.3 Income tax

2.4 Request for instalment

2.5 Confirmation of fellowship

2.6 Updating file information

2.7 Progress report

2.8 Final report

3. RULES GOVERNING THE FELLOWSHIP

3.1 Duration of financial support

3.2 Conditions of financial support

3.3 Value of postdoctoral research fellowship

3.4 Stacking of awards

3.5 Remunerated work

3.6 Interruption of fellowship

3.7 Parental leave

3.8 Withdrawal from the postdoctoral research project

3.9 Convertibility of fellowship

3.10 Travel expenses

3.11 Supplement for partnership, transfer and dissemination activities (B3)

3.12 Supplement for production costs (B5)

4. CHANGES TO THE CONDITIONS OF THE FELLOWSHIP

4.1 Deferral of research starting date

4.2 Change of research project

4.3 Change of supervisor or location of research

5. RESPONSIBLE CONDUCT OF RESEARCH

6. LINKS OF INTEREST

7. APPENDIX A – Per diem rates (meals & accommodation)


CHAPTER 1 - ACCEPTANCE OR REFUSAL OF THE FELLOWSHIP



The applicant must accept or refuse the fellowship within 10 business days following the transmission date of the e-mail confirming the fellowship, by completing the "Acceptation ou refus de la bourse" e-form in his "Scolarship holder's Account" account. Should an applicant fail to accept the award before the deadline, the FRQSC will consider that he has refused it.

If there are changes to be made to the initial conditions of the fellowship (CHAPTER 4), the fellowship holder must submit these changes for approval using the "Demande de modification ou de mise à jour du dossier" (Request for changes) e-form in the "Scolarship holder's Account" before accepting the fellowship. In this event, the fellowship holder must receive authorization for the changes from the FRQSC before submitting the "Acceptation ou refus de la bourse" form.

If a "Demande de modification ou de mise à jour du dossier" e-form is submitted within 10 business days following the transmission date of the notice of award, the FRQSC will consider the 10-day deadline to have been respected.  

1.1 ACCEPTING THE FELLOWSHIP

 

In order to accept the fellowship offer, the fellowship holder must:

  • Have received authorization from the FRQSC to accept the fellowship following a "Demande de modification" (Request for changes);
  • Not hold any other scholarship or fellowship that cannot be stacked according to the program rules (ARTICLE 3.4);
  • Agree to respect the regulations relating to remunerated work (ARTICLE 3.5);
  • Begin the postdoctoral research for which the fellowship is awarded between April 1 of the year in which the fellowship is awarded and March 31 of the following year;
  • Be engaged in full-time research at the research site for the duration of the fellowship.

1.2 REFUSING THE FELLOWSHIP

 

The fellowship must be refused if the fellowship holder:

  • Holds another scholarship or fellowship that cannot be stacked;
  • Has accepted full-time employment;
  • Is unable to begin work on his postdoctoral research between April 1 of the year in which the fellowship is awarded and March 31 of the following year, the deadline for the fellowship to take effect (ARTICLE 3.1);
  • Will be engaged in postdoctoral research on a part-time basis;
  • Is unable to be present at the research site for the duration of the fellowship; or
  • Has withdrawn from the research project.

 

CHAPTER 2 - RESPONSIBILITIES OF THE FELLOWSHIP HOLDER



2.1 COMPLIANCE WITH RULES AND APPLICANT'S AGREEMENT

 

Fellowship holders must agree to fully abide by the fellowship program rules and the provisions of the most recent version of the Fellowship Holder's Guide for the duration of the financial support. They must also respect the principles governing research ethics and integrity as set out in the Common General Rules  and the policy for responsible research Responsible conduct of research . 

 

2.2 MAILING ADDRESSES

 

The fellowship holder is responsible for notifying the FRQSC of any change of e-mail or mailing address. A missing or incorrect address could delay fellowship payments or lead to cancellation of the fellowship. A P.O. Box will not be accepted as the only mailing address.

A current e-mail address is essential to ensure rapid communication between fellowship holders and the FRQSC.

 

2.3 INCOME TAX

 

Canada Revenue Agency:

Master's and Doctoral scholarships, postdoctoral fellowships, allowances for living expenses and travel allowances constitute taxable income. However, the total amount of scholarships, fellowships, bursaries and study grants received by students with respect to their enrolment in a program that entitles them to claim the education amount qualifies for a scholarship exemption.


Revenu Québec:

Travel allowances (ARTICLES 3.10 and 3.11) are considered taxable income. However, postdoctoral fellowships are not taxable.


Responsibility of the fellowship holder:


The fellowship holder is responsible for paying all income tax owing to the Canada Revenue Agency and, where applicable, Revenu Québec on amounts received from the FRQSC, if applicable. Note that the FRQSC does not withhold taxes at source on fellowship payments.


The deposit date of each instalment determines the year in which the instalment must be declared as personal income for tax purposes. 


Canada Revenue Agency T4A slips and Revenu Québec RL-1 slips are sent to the fellowship holder's mailing address in February of the year following the tax year in question. 
 

The information provided in this guide is for reference only. The Fonds Société et Culture shall not be held liable for the validity of the information regarding income tax provided herein.

The FRQSC does not offer advice regarding Canadian or Québec income tax matters. Scholarship holders are encouraged to communicate directly with Revenu Québec and the Canada Revenue Agency for further information.


To learn more about income tax regulations applicable to your particular situation, consult the following internet links:

2.4 REQUEST FOR INSTALMENT

 

Before claiming the first instalment, the fellowship holder must verify the information provided in his "Scolarship holder's Account" account regarding the conditions of the fellowship, including the amount of the fellowship and payment schedule.

Payments are made by direct deposit to the fellowship holder's bank account. The fellowship holder must have a personal bank account in a Québec branch of a Canadian financial institution (caisse populaire or bank). Instructions for providing bank account information are provided in the "Demande de versement" (request for instalment) form.

The "Demande de versement" (request for instalment) form is available in the "Scolarship holder's Account" one month before the beginning of the academic term to be funded. Failure to submit a request for instalment before the deadline will result in the cancellation of the fellowship. Fellowship holders should refer to the instalment schedule in their "Scolarship holder's Account" for processing and instalment dates.

To receive his fellowship installment, the fellowship holder must, at the beginning of each six month period:

  • Complete the "Demande de versement" (Request for instalment) e-form, declaring any other scholarship, fellowships or employment income, if applicable;
  • Verify the information relative to the conditions of the fellowship and provide banking information for an account in a Québec branch of a financial institution;
  • When requesting the 1st instalment: print and fill out the form confirming that the fellowship holder has been engaged in full-time research at the research site. This form must be signed by the supervisor and sent to the FRQSC. The downloadable PDF document can be found in section 2 of the "Demande de versement" e-form.  The same procedure must be followed when requesting the 3rd instalment (ARTICLE 2.7)
     

2.5 CONFIRMATION OF FELLOWSHIP

 

After accepting the fellowship, the fellowship holder will have access to a printable confirmation of fellowship, in French and English, indicating the actual amount of the fellowship, in his "Scolarship holder's Account" account.

 

2.6 UPDATING FILE INFORMATION

 

Any changes to the fellowship holder's situation that occur after sending in the fellowship acceptance form or a request for instalment must be reported using the "Demande de modification ou de mise à jour du dossier" form in the "Scolarship holder's Account" (CHAPTER 4).

 

2.7 PROGRESS REPORT

 

Fellowship Holders who are eligible for more than two instalments must submit a progress report along with their request for the 3rd instalment stating the progress of their research. The progress report is an integral part of the third request for instalment (section 6 of the "Demande de versement" form) accessible in the "Scolarship holder's Account". The progress report must include the following:

  • A description of all achievements since the beginning of the research project. Where applicable, any changes to the initial research project;
  • A time frame of research activities for the coming year;
  • The supervisor's signature;
  • The fellowship holder's signature.

Continuation of the fellowship is contingent upon the submission of a satisfactory progress report.


2.8 FINAL REPORT

 

Fellowship holders must submit a final report to the FRQSC after receiving the final instalment, as stipulated in the program rules. The fellowship holder will receive an e-mail when the final report form is available in the "Scolarship holder's Account" (about a month following the last academic term for which funding is received). This form must be completed and submitted electronically. As stated in the Common General Rules  (ARTICLE 7.2), access to future financial support under any other Fonds program is contingent on receipt of the final report.

 

CHAPTER 3 - RULES GOVERNING THE FELLOWSHIP



3.1 DURATION OF FINANCIAL SUPPORT

 

The research work for which funding has been awarded must begin between April 1 of the year in which the fellowship is awarded and March 31 of the following year. The fellowship may not be transferred from one year to the next, with certain exceptions. If the research does not begin by the end of March of the year following the fellowship offer, the fellowship offer will be revoked

The fellowship is not retroactive. No financial support will be provided for any research conducted prior to the fellowship offer in April.  

Each installment covers six months of full-time research and is equal to half of the annual value of the fellowship.

The duration of the fellowship must be at least six months and no more than 24 months.

3.2 CONDITIONS OF FINANCIAL SUPPORT

 

Fellowship holders must be engaged in full-time postdoctoral research for the entire duration of the financial support. Their actual presence at the research site is mandatory.

If the fellowship is awarded for a duration of 24 months, a satisfactory progress report must be submitted to the FRQSC. 

Fellowship holders are required to maintain their Canadian citizenship (or permanent resident status) for the duration of the fellowship, and to remain residents of Québec within the meaning of the Health Insurance Act and the Regulation respecting eligibility and enrolment of persons in respect of the Régie de l'assurance maladie du Québec.

For the duration of the fellowship, fellowship holders who are employed and who are on a sabbatical or study leave or any other form of leave with pay and/or salary replacement and/or any other form of indemnity tied to their leave and representing more than 50% of their usual salary are not eligible to receive fellowship instalments. However, fellowship holders receiving deferred pay for the purpose of pursuing studies are not subject to this restriction. In all cases, at the time of the first request for instalment, and each time a progress report is submitted, the fellowship holder must provide a copy of an official letter from his employer indicating the conditions of the leave.

The first instalment will not be paid until the FRQSC has received a certified copy of the fellowship holder's doctoral degree or an attestation of the first submission of his doctoral thesis.

Before the second instalment, the fellowship holder must provide proof that the requirements to obtain a doctoral degree have been met.

Failure to meet any of these conditions of financial support will result in withdrawal of the fellowship.

 

3.3 VALUE OF THE POSTDOCTORAL RESEARCH FELLOWSHIP

 

The annual value of the postdoctoral research fellowship is $30,000, i.e. $15,000 per instalment for six months of research.

Postdoctoral research fellowship holders are also eligible for the reimbursement of travel expenses (ARTICLE 3.10), provided they are not reimbursed by another organization.

 

3.4 STACKING OF AWARDS


Note that the FRQSC ceases to make instalment payments to its scholarship holders who are offered financial support by one of the agencies with which stacking of scholarships is prohibited from the time such funding is offered. If a scholarship for which stacking is prohibited is offered in the same fiscal year* as the FRQSC scholarship, the scholarship holder must refund the FRQSC for the amounts already granted. FRQSC scholarship holders must take steps to activate the initial payment of these scholarships as soon as allowable under these agencies' rules to ensure continuity in their financial support.

* The fiscal year starts April 1st and ends March 31.

A fellowship holder who holds or wishes to hold another scholarship or fellowship, should consult the table below to know whether or not stacking is allowed.

 

TABLE OF RULES GOVERNING STACKING OF AWARDS

Type of award / award program

Fonds Société et Culture Postdoctoral Research Fellowship

Merit scholarships or fellowships awarded by federal government granting agencies such as the Natural Sciences and Engineering Research Council, (NSERC), the Social Sciences and Humanities Research Council of Canada (SSHRC), Canadian Institutes of Health Research (CIHR) and the Canada Council for the Arts (CAC)

Not allowed

Merit scholarships or fellowships awarded by the Fonds de recherche du Québec – Société et culture

Not allowed

Merit scholarships or fellowships awarded by Québec government granting agencies such as the Fonds de recherche du Québec - Santé (FRSQ), the Fonds de recherche du Québec – Nature et technologie (FRQNT), the Conseil de recherches en pêche et agro-alimentaire du Québec (CORPAQ) and the Conseil des arts et des lettres du Québec (CALQ)

Not allowed

Scholarships or fellowships awarded by Canadian or Québec government ministries and agencies other than those mentioned above

Allowed

Private sector or university scholarships of fellowships

Allowed

 

Before accepting a fellowship from another source than the FRQSC, it is important to verify whether the other granting agency allows total or partial stacking of the FRQSC fellowship. If partial stacking is permitted, when accepting the fellowship, the fellowship holder must inform the FRQSC by e-mail of the annual value allowed and the internet address of the other agency concerned where the information can be obtained. If that agency does not have a website, the fellowship holder must ask them to send a letter to the FRQSC stating the total amount allowed.

 

3.5 REMUNERATED WORK

 

Postdoctoral fellowship holders must be engaged in full-time postdoctoral research for the entire duration of the financial support. However, a fellowship holder may accept:

  • Employment not to exceed 250 hours per six month period, provided his research supervisor does not object and the employment does not interfere with his research activities. For the purposes of this regulation, teaching a 45-hour course is deemed equivalent to 150 hours of employment. Note that one 45-hour teaching assignment given to two groups constitutes two teaching assignments and the scholarship holder is therefore not eligible to receive the scholarship payment. Any paid work must be declared in the "Déclaration de revenus d'emploi" (declaration of employment income) section in the "Scolarship holder's Account" when making a request for instalment, and the supervisor must send the FRQSC a letter or an e-mail confirming that he does not object to the employment. When declaring teaching hours, the actual hours paid must be declared, not the equivalent hours as per the FRQSC calculation;

  • A salary to work exclusively on his postdoctoral research project. This salary is considered to be an award for which stacking is permitted, and must be declared when making a request for instalment, in the "Déclaration de revenus d'emploi" section, selecting "Salaire pour projet de recherche" (salary for research project) from the pull-down menu. The supervisor must e-mail the FRQSC a letter confirming that this salary is being paid to the fellowship holder for working exclusively on his postdoctoral research.

3.6 INTERRUPTION OF FELLOWSHIP

 

Exceptions to the regulations relating to the duration of financial support will only be made under exceptional circumstances beyond the control of the fellowship holder, such as a serious illness requiring suspension of the research. In such exceptional circumstances, the fellowship holder must submit a "Demande de modification ou de mise à jour du dossier" form available in the "Scolarship holder's Account" indicating the duration and reason for the interruption request and attach a medical certificate. The fellowship holder may not receive any fellowship instalments during the interruption period. However, instalments corresponding to this period can be deferred to the end of the postdoctoral fellowship upon request. The deferred payments are available on condition that all regulations relating to the postdoctoral fellowship and funding conditions are met (ARTICLE 3.2). The Fonds allows temporary suspension of studies for up to two years (unpaid).

In addition to the suspension of studies for health reasons, the Fonds allows temporary suspension of studies for up to two years (unpaid) for beneficiaries with serious family obligations (informal caregiver, education of children, etc.) if permitted by your university and if your supervisor is duly informed. However, once your university stops authorizing these leaves, the Fonds will stop deferring the payments due to illness. To receive the remaining payments, you must meet all of the scholarship conditions. In all cases you are required to complete and forward the "Demande de modification ou de mise à jour du dossier" (request for changes or updating your file information) form indicating the length of the suspension of studies and the reason for your request, and to attach a medical certificate, where applicable. The grant holders must send a letter or e-mail to the Fonds confirming that the supervisor agrees with the leave. In the letter, the supervisor must agree to oversee the internship once the leave has ended.The FRQSC reserves the right to reject any request it deems insufficiently justified.

 

3.7 PARENTAL LEAVE

 

Parental leave may be requested for an interruption of research due to the birth or adoption of a child. The FRQSC authorizes parental leave provided the research institution allows it and the research supervisor is duly informed. The fellowship holder must not be enrolled in a study program for the duration of parental leave.

Parental leave may not exceed twelve months. It must begin during the academic term the birth or adoption is expected and end no later than one year after the child's birth or adoption.

It is important to note that only one parental leave is granted per child, even if both parents are Fonds scholarship or fellowship holders. The parents may arrange and share the leave at their discretion.

The fellowship holder must apply for parental leave by:

  • Completing the "Demande de modification ou de mise à jour du dossier" e-form available in the "Scolarship holder's Account", indicating the exact dates of the leave;
  • Providing a copy of the medical certificate attesting to the pregnancy;
  • Providing proof of interruption of research activities;
  • Providing, in due time, a copy of the child's birth or adoption certificate.

Once the parental leave has ended, the host institution must send a letter by e-mail to the FRQSC confirming the resumption of full-time research at the research site.

Paid parental leave:

During parental leave, one additional instalment is available for a period of four months. To take advantage of this term of paid parental leave, the fellowship holder must have received at least one fellowship instalment.

The fellowship holder may not accept any employment for the duration of the paid parental leave.

Only one term of paid parental leave is granted per child, even if both parents are Fonds scholarship or fellowship holders.

A fellowship holder may extend parental leave by an additional eight months without pay if permitted by the host institution.

Paid parental leave amounts may be combined with benefits granted under the Québec parental insurance plan (QPIP).

Note that FRQSC Fellowship amounts are not considered taxable income within the meaning of the QPIP. This means that fellowship holders for whom a FRQSC fellowship is the only income are not eligible for QPIP benefits.


3.8 WITHDRAWAL FROM THE POSTDOCTORAL RESEARCH PROJECT

 

Fellowship holders who withdraw from their postdoctoral research or fail to respect the rules governing the fellowship (CHAPTER 3) are no longer eligible for the fellowship. Depending on the number of months of research completed since the last instalment, the fellowship holder may be required to reimburse the current instalment in full or in part, or the entire fellowship, where applicable.

 

3.9 CONVERTIBILITY OF THE FELLOWSHIP

 

A fellowship holder who obtains regular employment as a regular professor in a Québec university may, after having completed one full year of postdoctoral research, request permission to use part of the fellowship as a start-up subsidy. A maximum amount of $15,000 may be converted into a subsidy.

The rules governing the use of this subsidy will be the same as those governing the Start-up program for new research professors. To benefit from the conversion of the fellowship, the fellowship holder must submit the following to the FRQSC:

  • A completed "Demande de modification ou de mise à jour du dossier" e-form available in the "Scolarship holder's Account", with the starting date of the new position of regular professor in Québec;
  • A copy of the letter of appointment from the university, attesting to the employment starting date (no information regarding salary is required);
  • An e-mail confirmation from his research supervisor indicating the postdoctoral training end date.

The FRQSC reserves the right to refuse any requests that that do not meet FRQSC requirements.

 

3.10 TRAVEL EXPENSES

 

Expenses incurred to travel to the host institution research site at the start of the postdoctoral training and to return home at the end will be reimbursed.

The only exception will be made for fellowship holders whose thesis defence takes place during the postdoctoral training period, in which case an additional round-trip between the research site and the location of the thesis defence may be reimbursed.

The least expensive public transit option must be used for travel in locations with an adequate public transit service. Only economy tickets will be reimbursed, provided they are not reimbursed by another organization.

All claims for reimbursement of travel expenses must be accompanied by the following support documents, to be sent to bourpost.transaction.sc@frq.gouv.qc.ca:

  • A price comparison showing that the chosen option is the most economical transport option to/from the research site (travel agent quote, screenshot of a travel website)
  • A copy of detailed invoices of all expenses claimed (bank statements are not admissible, and may only serve as proof of exchange rate);
  • A copy of tickets and boarding passes, where applicable(boarding pass must always be provided in the case of air travel).

For travel by train or bus, reimbursement will be made upon submission of supporting documents

For air travel, the FRQSC will reimburse a one-way ticket for each trip. However, the FRQSC will reimburse a round-trip ticket should this represent the most economical choice, either for departure or return. Tip :  A roundtrip ticket can actually be cheaper than a one-way ticket, even if the return is not used. It is anyhow required to provide a comparison of rates between roundtrip and one-way.

Example for the departure flight (supporting documents must be provided):

 

Company

One-way ticket

Round-trip ticket

A

$1,500

$1,620

B

$1,400

$1,600

C

$1,250

$1,100


In this example, the round-trip ticket from Company C is the most advantageous choice. The same demonstration must be made for the return trip.

For travel by car, the FRQSC will reimburse $0.43 per kilometre up to a maximum amount equivalent to the price of the least expensive public transport ticket. Car travel expenses will be payable upon presentation of receipts from two service stations, one at the start of the trip and the other at the destination, indicating the car's odometer reading at each.

No additional allowance will be allocated to cover other expenses such as travel expenses for a spouse or other dependants, moving of personal effects or transportation of research material.

 

3.11 SUPPLEMENT FOR PARTNERSHIP, TRANSFER AND DISSEMINATION ACTIVITIES (Program B3 only)

 

This supplement is available only if requested in the Postdoctoral Fellowship application.

Publication costs; participation in seminars, conferences and symposia; and other expenses related to partnership activities and/or activities for the transfer and dissemination of the postdoctoral research may be reimbursed throughout the duration of the fellowship, provided they are not reimbursed by another organization.

Research activities are not covered by the supplement. Only the costs incurred by the fellowship holder will be reimbursed, and only for the days corresponding to the activity.

It is strongly recommended to verify that the planned activities are covered by the supplement before incurring the costs. This can be done by submitting the following to bourpost.transaction.sc@frq.gouv.qc.ca:

  • A brief supporting letter explaining how participation in this specific activity will contribute to the dissemination of the postdoctoral research;
  • A copy of the program, indicating where to find the announcement of the fellowship holder's presentation, where applicable,
  • A copy of a translation estimate or any other relevant supporting document regarding the activity in question.

Expenses will be reimbursed after the activity, subject to the amount of the available supplement and upon submission of the following supporting documents to bourpost.transaction.sc@frq.gouv.qc.ca:

  • A summary of the expenses claimed;
  • Accommodation and meal costs must be calculated by multiplying the per diem rate (APPENDIX A) by the number of days corresponding to the activity. If necessary, the day prior to the activity may also be covered;
  • For travel to/from the activity, see the supporting documents required for travel expense claims (ARTICLE 3.10);
  • A copy of detailed invoices of all other expenses claimed (bank statements are not admissible, and may only serve as proof of exchange rate).

Example of a request for reimbursement:

Presentation at a political science conference in Tangier, Morocco from August 12 to 14 (arrival in Tangier on August 11 – departure on August 15). Prior authorization was obtained from the FRQSC following submission of a brief supporting letter and a copy of the conference program (ARTICLE 3.11).

Type of expense

Number of days

Amount claimed

Receipt required

Round-trip airfare from place of tenure to Tangier

 

$1,000

yes (ARTICLE 3.10)

Accommodation

4

$142,85 * 4 = $571,40

no (APPENDIX A)

Meals

4

$59,50 * 4 = $238

no (APPENDIX A)

Conference registration fee

 

$126

yes (ARTICLE 3.11)

TOTAL (CAN $)

 

$1,935.40

 

 

3.12 SUPPLEMENT FOR PRODUCTION COSTS (Program B5 only)

 

This supplement is available only if requested in the Postdoctoral Research-Creation Fellowship application.

Costs relating to the production, promotion and dissemination of works (workshop rental, purchase of materials and supplies, equipment rental, transport costs for works or equipment, etc.) and costs incurred by the non-academic project host for expenses relating to the research-creation project may be reimbursed throughout the duration of the fellowship, provided they are not reimbursed by another organization. The organization's fixed costs are not admissible.

Expenses will be reimbursed after the activity, subject to the amount of the available supplement and upon submission of the following supporting documents to bourpost.transaction.sc@frq.gouv.qc.ca:

  • A brief justification of the expenses relating to the research-creation project;
  • A summary of the expenses claimed;
  • A copy of detailed invoices of all other expenses claimed (bank statements are not admissible, and may only serve as proof of exchange rate);
  •  For travel expenses, see the supporting documents required for travel expense claims (ARTICLE 3.10).

 

CHAPTER 4 - CHANGES TO THE CONDITIONS OF THE FELLOWSHIP



To make any changes to the conditions of the fellowship, the fellowship holder must first submit a request to the FRQSC by completing the e-form provided for this purpose in the "Demande de modification ou de mise à jour du dossier" e-form in the "Scolarship holder's Account". To ensure fairness, prior to authorising any change, the FRQSC must ensure that such a change does not affect the evaluation received at the time of application or the fellowship holder's eligibility for the program. If the request for change is refused, the fellowship will be cancelled from the moment the change occurs. The FRQSC reserves the right to refuse any requests that that do not meet FRQSC requirements.

The most frequent situations requiring changes to the conditions of the fellowship are as follows:



4.1 DEFERRAL OF RESEARCH STARTING DATE

 

Postdoctoral research must start on or before March 31 of the year following the fellowship offer, without having an impact on the total amount of the fellowship. Financial support cannot begin until the fellowship holder is engaged in full-time research. To defer the research starting date, the fellowship holder must submit a "Demande de modification ou de mise à jour du dossier" e-form available in the "Scolarship holder's Account" indicating the projected starting date.

Certain exceptions may be made under exceptional circumstances beyond the control of the fellowship holder, such as serious illness preventing the start of the research before March 31 of the year following the fellowship offer. In these exceptional cases, in addition to submitting a "Demande de modification ou de mise à jour du dossier" e-form indicating the duration and reason for the deferral request, a medical certificate must be provided.

4.2 CHANGE OF RESEARCH PROJECT

 

A fellowship holder who wishes to modify his initial research project must submit a new proposal to the FRQSC and show that its scientific value is equivalent to the initial proposal. Before making a decision, the FRQSC will ascertain that the change does not affect the evaluation received. Any change to the field of research, supervisor or institution must be clearly specified in the new proposal. If one or more of these elements change, the change must be reported and justified using the "Demande de modification ou de mise à jour du dossier" e-form available in the "Scolarship holder's Account".

Where applicable, the fellowship holder's supervisor must provide the FRQSC with a supporting letter justifying the changes to the research proposal. This letter must be sent by e-mail to bourpost.sc@frq.gouv.qc.ca.

 

4.3 CHANGE OF SUPERVISOR OR LOCATION OF RESEARCH

 

As is the case for a change of project, the FRQSC must make sure that the requested change does not affect the initial evaluation received. The fellowship holder must show that the quality of the new research environment is equivalent to that of the initial proposal and forward a letter of acceptance from his new supervisor. Furthermore, the new research environment must respect program regulations relating to location of research.

 

CHAPTER 5 - RESPONSIBLE CONDUCT OF RESEARCH



The responsible conduct of research refers to the behaviour expected of the various actors carrying out research activities or research support activities. This expected behaviour includes respecting the standards and regulations specific to research integrity and research ethics and, as such, is based on the values recognized by the international community: honesty, reliability, rigour, objectivity, impartiality, independence, justice (especially in recognizing the contributions of others), trust, accountability, benevolence, openness and transparency.

Fellowship holders are invited to consult, and comply with, the Responsible conduct of research . 

 

LINKS OF INTEREST


 

 

APPENDIX A - PER DIEM RATES (MEALS & ACCOMODATION)