Guide to Fellowships
Institute of Social and Economic Research
Value and Payment of Fellowships
Research Fellows Responsibilities
Institute of Social and Economic Research (ISER)
■ General Information
ISER Purpose and Mandate
The purpose of the Institute shall be to undertake, sponsor and publish research within such disciplines and in such parts of the world as are deemed of relevance to Newfoundland and Labrador. Without limiting the generality of the above, research pertaining directly to social and economic development in Newfoundland and Labrador shall be of special importance.
ISER Books
ISER runs an active publications programme. Most of the publications originate in research undertaken by ISER itself, through its Fellowships and Grants, or from conferences convened under its auspices.
Other Publications
ISER Research and Policy Papers: shorter papers on basic and applied social science research.
ISER Reports: reports resulting from ISER-sponsored research which are not appropriate for publication as ISER Books.
ISER Conference Papers: collections of papers presented at ISER-sponsored conferences.
ISER Occasional Papers: include those papers that have not been developed to the level of a Research and Policy Paper. They reflect work in progress and have been judged to be of sufficient topical interest to be worthy of limited circulation at a limited cost.
Seminars and Conferences
ISER sponsors seminars and conferences on topics that fall under its research mandate.
Applied and Contract Research
ISER engages in various forms of applied and contract research. Ideas should be discussed with the Director.
Structure
The ultimate responsibility for the affairs of the Institute is vested in the Executive Committee. The Director assumes the responsibility for the day-to-day affairs of the Institute and provides leadership for the activities of the Institute. An Administrative Officer and Secretary work directly with the Director.
ISER Books is under the control of a Manager who is assisted by a five-member Publications Panel. A Managing Editor works directly with the Manager.
Detailed brochures on the Institute as well as a complete listing of ISER books and other publications are available from the ISER office:
Institute of Social and Economic Research
Faculty of Arts
Memorial University of Newfoundland
St. John’s, Newfoundland, Canada
A1C 5S7
Telephone: (709) 864-8156
Facsimile: (709) 864-2041
E-mail: iser@mun.ca
Web site: http://www.mun.ca/iser/
Fellowships
■ Purpose and Definition
Most of the research under ISER auspices is conducted by scholars directly employed by the Institute for the duration of their particular research project. These scholars are referred to as ISER Research Fellows.
Fellowship holders are normally expected to be in residence at Memorial, except when conducting fieldwork. ISER Fellows must commence ISER-sponsored research in the calendar year in which the award is made. If research is not commenced by December 31, the candidate must reapply in another competition.
Research Fellows’ projects must fall under the research mandate of ISER (see page 1).
Awards in any category may not be granted in every competition.
■ Categories of Fellowships
Joint Appointment Fellowship
A limited number of Joint Appointment Fellowships is available to full-time Memorial University faculty members. Joint Appointment Fellowships are intended to relieve recipients of teaching responsibilities for two courses in one semester to enable them to pursue research related to ISER’s mandate (see page 1). To achieve this teaching relief, ISER will cover the cost of teaching two courses in one semester. Applications must include a statement signed by the relevant Department Head and Dean that defines the cost of replacing the teaching concerned and signifies that such an arrangement is consistent with the operational requirements of the unit. Joint Appointment Fellowships carry no research stipend, but applicants may also apply for regular ISER Research Grants. Joint Appointments are awarded for one semester only.
ISER Books Post-Doctoral Fellowship
The ISER Books Post-Doctoral Fellowship is intended to support the development of an outstanding doctoral dissertation in the area of North Atlantic Studies into a manuscript suitable for publication by ISER Books. The topic must lie within the social sciences and be of relevance to Newfoundland and Labrador.
This fellowship is available on a competitive basis to researchers from Memorial University of Newfoundland or elsewhere. The doctoral degree must have been completed within the three-year period immediately preceding the application deadline date. The topic must fall within the research mandate of ISER (see page 1).
ISER Books Post-Doctoral Fellowship is tenable for one year and the award holder must be in residence at Memorial University during the tenure of the fellowship.
Only one award per competition will be made depending on the availability of funding and receipt of a suitable application.
Post-Doctoral Fellowship
Post-Doctoral Fellowships are available on a competitive basis to researchers from Memorial University of Newfoundland or elsewhere who have completed their doctorate and have presented a research proposal which falls under the research mandate of ISER (see page 1).
The doctoral degree must have been completed within the three-year period immediately preceding the application deadline date.
Post-Doctoral Fellowships are awarded for up to one year and Research Fellows must be in residence at Memorial during the tenure of the fellowship. Renewal for a second year may be granted on evidence of satisfactory progress but priority will be given to new applications. Applications for renewal must be accompanied by a written progress report.
Eligible candidates must also apply to other granting agencies, such as the Social Sciences and Humanities Research Council of Canada (SSHRCC), that offer post-doctoral fellowships. Evidence of these applications must be submitted with the ISER application. Normally, an applicant will not hold an ISER Fellowship concurrently with an award from these sources, although ISER may, in some circumstances, award research expenses to
holders of external fellowships.
Doctoral Fellowship
Doctoral Fellowships are available on a competitive basis to candidates who are enrolled in a full-time doctoral programme at Memorial University of Newfoundland. Fellowships are awarded specifically for the carrying out of the candidate’s doctoral research on a topic which falls under the mandate of the Institute (see page 1).
Candidates must have completed all requirements for the doctoral degree, other than the dissertation. Doctoral Fellowships are normally awarded for up to one year. Renewal for a second year may be granted on evidence of satisfactory progress. Applications for renewal must be accompanied by a written progress report.
All candidates must also apply for graduate fellowships from Memorial University, and eligible doctoral candidates must also apply to the Social Sciences and Humanities Research Council of Canada (SSHRCC) Doctoral Fellowship programme. Evidence of these applications must be submitted with the ISER application. Normally, a student will not hold an ISER Fellowship concurrently with an award from these sources, although ISER may, in some circumstances, award research expenses to holders of fellowships from other agencies.
All proposals for ISER Doctoral Fellowships must first be approved by the candidate’s Head of Department.
Master Fellowship
Master Fellowships are available on a competitive basis to students at Memorial University of Newfoundland who are enrolled in a Master programme and involved in a research project which falls under the Institute’s mandate (see page 1). Candidates must have completed two semesters of full-time course work or the equivalent.
Master Fellowships are awarded for up to one year.
All proposals for the Master Fellowships must first be approved by the candidate’s Head of Department.
Research Associate Fellowship
Occasionally, researchers from other universities or independent scholars may become ISER Research Fellows. Their research projects must fall under the Institute’s research mandate (see page 1).
The tenure and terms of such Research Associate Fellowships are negotiable on a case-by-case basis, depending upon the nature of the research project and the seniority of the applicant.
Note: ISER also offers Research Grants. Applicants should consult the appropriate guidebook to determine which programme is appropriate.
■ Adjudication
Fellowship applications are adjudicated by the ISER Awards Panel. The Awards Panel’s recommendations must be approved by the Executive Committee.
■ Appeals and Resubmission
Although no appeals can be entertained, unsuccessful applicants may resubmit, in the next competition, a revised application which addresses the concerns of the Awards Panel. It will be adjudicated in accordance with normal procedures.
Applications - Fellowships
■ Application Forms
Prospective Research Fellows with individual research projects* should apply using the appropriate application form as provided by the Institute.
■ Deadlines and Announcements
Deadline date for Master Fellowship applications is March 1 of each year.
Deadline date for all other fellowship applications is February 10 of each year.
Awards are typically announced by mid-May.
*Researchers can apply for a Fellowship as part of a joint project. If so, a separate research proposal and description of the research project is not required, provided the Research proposal and responsibilities are clearly specified in the Fellowship application.
■ Materials Required
The following materials must accompany an application form:
- Curriculum vitae of the applicant and any other personnel involved in the research project. The tasks and need for any personnel must be clearly stated.
- Applicants for the ISER Books Post-Doctoral Fellowship must submit one copy of the doctoral thesis.
- A research proposal consisting of a maximum of six typewritten pages (single-spaced, 12 pt. font).
- Any questionnaires or other research instruments to be used in the research.
- One copy of a sample of the applicant’s written work.
- Applicants for the ISER Books Post-Doctoral Fellowship must submit evidence of completion of the doctoral degree.
- Applicants for a Master or Doctoral Fellowship must submit a transcript of grades from the previous two semesters.
- For research proposals involving the use of human subjects, written notification of approval from the applicant’s university’s ethics committee.
- Three confidential letters of appraisal (forms enclosed with the application). Applicants should provide a curriculum vitae and detailed budget to their selected referees.
- Applications must be typewritten.
■ Signatures
All applications must be signed by the following:
- The applicant.
- Head/Director of Academic Unit (required for faculty and graduate students only)
- Graduate Co-ordinator of Academic Unit (required for graduates students only)
■ Eligibility of Proposals
All research proposals must fall under the research mandate of the Institute (see page 1).
Value and Payment of Fellowships
■ General
Fellows must commence their fellowships in the calendar year in which the award is made. If research is not commenced by December 31 the candidate must reapply in another competition.
No expenses are to be charged to Memorial University of Newfoundland.
The holder of a Fellowship is accountable to the Administrative Officer for the proper disposition of funds designated for travel, research assistance, subsistence, materials, supplies or other approved expenses.
The holder of a Fellowship is responsible for providing original receipts for all accountable expenses.
■ Fellowship Honoraria
The honorarium shall be paid in equal, bi-weekly instalments in accordance with the scale stipulated in the letter of appointment. Income tax can be deducted if requested by the Research Fellow. Canada Pension or Employment Insurance deductions are not applicable to Fellowships.
Joint Appointment Fellowship: Honorarium covers the cost of replacement teaching for two courses for one semester, and awards are for one semester only.
Research Associate Fellowship: The value of the Research Associate Fellowship is negotiable.
ISER Books Post-Doctoral Fellowship: Refer to Current Rates for Fellowships and Grants.
Post-Doctoral Fellowship: Social Sciences and Humanities Research Council of Canada
(SSHRCC) rate. Refer to Current Rates for Fellowships and Grants.
Doctoral Fellowship: SSHRCC rate. Refer to Current Rates for Fellowships and Grants.
Master Fellowship: Refer to Current Rates for Fellowships and Grants.
In addition to the basic Fellowship, ISER Research Fellows may be allowed certain travel and research expenses.
■ Basic Travel Expenses
Basic travel costs (not to exceed economy airfare), consisting of return transportation
- from place of residence to Memorial University of Newfoundland (applicable if researcher plans to reside in St. John’s), and
- from place of residence (or St. John’s) to fieldwork location (if applicable).
A full justification must be provided, including written evidence of travel and accommodation costs (such as travel agent quotations, bed and breakfast quotations, etc.).
Travel costs of dependents will not be covered.
All travel forms are available from the Administrative Officer of the Institute.
All travel must be preauthorized well in advance of the travel. To receive monies allocated for basic travel, Fellowship holders may do one of the following:
1) request a travel advance at least 15 working days before the travel commences. Travel advances must be accounted for within 10 days of completion of the travel.
2) pay for travel expenses personally and submit original receipts for reimbursement upon completion of the trip.
When accounting for travel advances or requesting reimbursement, Fellowship holders must complete a “travel claim form” identifying all expenses on a daily basis. All expenses listed on the travel claim must have an original receipt for backup. These receipts should be numbered consecutively as listed on the travel claim.
■ Research Expenses
Research Fellows may apply to ISER for research funds in the regular annual competition. Research expenses are normally not awarded in the case of fellowship renewals. This research expense allocation covers costs such as:
Materials and Supplies
Disposable supplies - reasonable amounts are allowable for stationery, tapes, or other materials required for the research project.
Non-disposable supplies - normally, ISER does not fund the purchase of or repair of non-disposable equipment or supplies such as computers, tape recorders, or reference materials. Where possible, Fellows will be supplied with such equipment as needed, by ISER, for the duration of their Fellowship tenure. Special requests can be submitted with full justification. If an exception is made, the non-disposable equipment or supplies must be returned to ISER upon completion of the research project. ISER has limited computer and other equipment available for loan to researchers. Such requests should be stated in the application.
Fellowship holders should provide original receipts to the Administrative Officer for reimbursement of approved materials and supplies.
Research Assistance/Personnel
Applicants wishing to hire research assistants, student assistants and/or clerical staff must show that this is justified by the research needs of the project.
Research assistants, student assistants and clerical staff must be paid in accordance with Memorial University of Newfoundland rates. Research assistants and other personnel must be Canadian citizens or permanent residents unless it can be shown either that suitable candidates are not available in Canada or that projects require the hiring of assistants abroad. Personnel hired in Canada who are neither Canadian citizens nor permanent residents must have employment visas issued by Employment and Immigration Canada.
All such personnel must be appointed by the Department of Human Resources, Memorial University of Newfoundland. Fellowship holders should contact the Administrative Officer at least four weeks before the actual work is to begin, in order to have personnel set up on payroll by the beginning date. Personnel will subsequently be paid, bi-weekly, on the submission of time reports.
Research-Related Travel and Subsistence
Travel and subsistence expenses will be approved where data or sources of information essential to the research project are not available from the applicant’s place of residence during the Fellowship period.
To receive monies allocated for research-related travel and subsistence, Fellowship holders should follow the procedures listed under the Basic Travel section on page 7-8.
The following guidelines must be followed regarding approved research-related travel and subsistence.
When air fare is authorized, it will be reimbursed at the cheapest available rate. Fellowship holders will purchase and pay for their own ticket, the cost of which is claimable provided the original ticket stub is included with the travel claim. The Fellowship holder is responsible to recover funds for all unused portions of airline tickets.
When bus or train fare is authorized, Fellowship holders must purchase and pay for their own ticket, the cost of which is claimable provided the original ticket stub is included with the travel claim.
A taxi may be used when the use of such transportation is justifiable and reasonable and when it is the most economical means of transportation under the circumstances. When taxis are authorized, original vouchers are required for all taxi expenses in excess of $5.00. The starting point and destination of a taxi trip must be stated on the travel claim.
When travel by a privately-owned vehicle is authorized, the reimbursement rate will be at the current Memorial University of Newfoundland rate. Fellowship holders must keep a record of odometer readings. Charges for bridge, ferry and highway tolls are allowed, but claims may not be made for storage, traffic violations, repairs, towing, etc.
When car rental is approved, Fellowship holders must arrange and pay for car rental themselves, the cost of which is claimable provided original receipts are submitted with the travel claim.
Subsistence may only be applied to time spent away from principal place of residence. The amount of subsistence requested should be based on local scales of accommodation and meals. Refer to Current Rates for Fellowships and Grants, for meals and accommodations rates.
Original receipts must be submitted with the travel claim for reimbursement of accommodations and meals.
Other Expenses
Reasonable amounts are allowable for other expenses such as photocopying, postage and telephone calls.
Fellowship holders should provide original receipts to the Administrative Officer for reimbursement of other approved expenses.
Applying for Expenses Already Incurred
In the event that legitimate expenses are incurred after submitting an application but before the awarding of the fellowship, if the candidate is successful in the competition, such expenses will be honored as part of the award, retroactive to the competition deadline date.
Research Fellows Responsibilities
■ Fellowship Period
The period for which the Fellowship is requested must be clearly identified on the application form.
The Fellowship holder must commence the fellowship in the calendar year in which the award is made. If research is not commenced by December 31, the candidate must reapply in another competition.
The effective dates of a Fellowship will be stated in the letter of appointment from the Director, to whom the Research Fellow is responsible.
■ Accountability
The holder of a Fellowship of any description shall be accountable to the Administrative Officer of ISER for the proper disposition of funds. (See Value and Payment of a Fellowship section on page 7).
■ Terms and Conditions of Holding a Fellowship
The terms of a Fellowship shall be stated in the letter of appointment from the Director of ISER, to whom the Research Fellow is responsible. ISER reserves the right to terminate any Fellowship on the grounds that the planned research has not been carried out within agreed time limits, or in accordance with agreed terms for which the original research proposal was accepted and the letter of appointment shall be evidentiary. But before such action is taken the holder of the award has the right to one month’s notice with detailed explanation and a hearing by the Executive Committee.
■ Financial Reports
Fellowship holders will be responsible for keeping original receipts of all research expenses for submission to the Administrative Officer. (See Value and Payment of Fellowship section on page 7).
■ Progress Reports
Fellowship holders may be required to submit brief progress reports on their work from time to time as requested by the Director. All Fellowship holders must provide a final report on their research within 30 days of completion of their award.
Applications for renewal must be accompanied by a progress report.
■ Written Materials
Copies of any written materials produced as a result of ISER’s financial support (including the thesis and journal articles) should be submitted to ISER.
■ Publications Rights and Procedures
The Institute reserves the first rights to publish material produced as a result of ISER fellowship support.
Procedures: Manuscripts
1) ISER is interested in considering manuscripts which fall within the Institute’s range of interests. Inquiries as to suitability may be made to the Manager, who handles book-length manuscripts.
2) An initial decision as to whether the manuscript is of interest to ISER is usually made without much delay. A longer interval, however, is needed to secure the considered assessments and recommendations of two or three readers before a final decision on publication is reached.
i. the Publications Panel will identify possible readers/reviewers for the Manager;
ii. independent assessment will be sought for all manuscripts;
iii. for Memorial University of Newfoundland community authors, outside readers will be recommended; iv. individuals invited to serve on the Publications Panel will be advised that as a condition, they will not be permitted to submit manuscripts to ISER Books during their term;
v. members of the Executive Committee and the ISER Director may submit manuscripts; the Publications Panel is an arm’s-length body and independent; should a member of the Executive or the Director submit a manuscript, he/she will not participate in discussions, deliberations, or vote on matters relating to the submission or the contract.
3) An author will be informed of the rejection of the manuscript or consulted concerning the nature of revisions that are recommended. Authors will be sent copies of readers’ reports or a précis thereof.
4) The author undertakes revisions, and if these are satisfactory, decisions are taken concerning publication: either publication and receipt of a subvention (see below) or publication even without a subvention.
5) The next stage is copy editing—getting the manuscript into presentable shape for publication as a book or report.
6) The time elapse between completion of copy editing and publication can vary. When, for example, a manuscript is sent to a granting agency, such as the Aid to Scholarly Publication Programme of the Humanities and Social Sciences Federation of Canada (HSSFC), we are constrained by their timetable. Further revisions may be required in this process.
7) In the stages of final preparation, authors are responsible for the supply of all illustrative material and credits for the same, and for the making of an Index.
Procedures: Articles
Authors of articles are encouraged to submit to appropriate journals. However, if article- length manuscripts and reports are submitted to ISER, there is a review process similar to that described above. After acceptance of the article-length manuscript, the necessary editorial and revision work proceeds. One final copy is produced. A short abstract about that publication will be placed on the ISER web site to serve as notification of publication and to provide information about how copies would be made available. Hard copies will be printed on demand and priced in relation to the cost of reproduction and recovery.
■ Citations
Those who receive financial support from ISER will be expected to cite such support in whatever publications result from their research.
■ Guidelines For Research Involving Human Subjects
Research at Memorial University is subject to ethical approval granted by the Interdisciplinary Committee on Ethics in Human Research (ICEHR). For the most recent information on Memorial University’s ethics policies and procedures, please check the university’s website www.mun.ca/research/ethics.
Applicants from Memorial University where required, must obtain ICEHR approval for their research. Such approval may be included with the application or subsequently, but funds will not be released until evidence of approval is provided. Applicants from outside Memorial University should also seek ICEHR approval or provide evidence of such approval from their own institutions.
■ Seminars
Fellowship holders may be requested by the Director to give a seminar on their research.
■ External Funding
Information on external funding sources is available at ISER or from the Office of Research at Memorial University of Newfoundland. By University policy, requests for external support must be approved by the appropriate Head and Dean or Director, and by the Vice-President (Research) on behalf of the University.
Download the Guide in PDF.
Download a Fellowship Application in PDF.
Effective: January 2007
