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CCV Submission Guide

Important

Compute Canada (CC) ceased its operations on March 31, 2022. On April 1, 2022, the Digital Research Alliance of Canada (the Alliance) assumed the coordination and funding activities for Canada’s national advanced research computing (ARC) platform. CC, its institutional and regional partners, and the Alliance are committed to minimizing the disruption of service to researchers during the period in which CC responsibilities are being transitioned to the Alliance.

The way you access our computational resources will remain the same. While CC will no longer exist, the members of the Federation team will continue to be in place, so you can also expect the same high level of support that you have always received from them. You may also notice that a number of key resources, such as the Documentation Wiki, will remain branded as Compute Canada. These resources are still valid and will be rebranded over time.

Until further notice, please Principal Investigators should select Compute Canada as the funding source in CCV website and continue to use the Compute Canada template to renew your CCDB account.

1. General Information

1.1.​ What is the Canadian Common CV?

The Canadian Common CV (CCV) is a Canadian Institutes of Health Research (CIHR)-funded software system aimed at standardizing CV submissions to granting agencies for funding competitions. CCV is currently used by a number of major funding agencies, including NSERC, SSHRC, NCE, and CIHR itself, as well as Compute Canada.

​1.2.​ Why is a CCV required?

We are required to report to our funders the contributions enabled by Compute Canada and Federation resources. To avoid Principal Investigators (PIs) having to duplicate effort reporting contributions with multiple methods, we rely on the contributions reported on the CCV.

All faculty users are required to submit a CCV for the following:

  1. To renew your CCDB account: This is required for all users with Faculty and Adjunct Faculty roles, with the exception of Emeritus Professors, Retired Faculty, Librarians (for whom submitting a CCV is optional).
    • To renew your account, your CCV must have been submitted in the last 300 days.
  2. To apply for the Resource Allocation Competitions (RAC): An updated CCV is required for the Principal Investigator (PI) and ALL the co-PIs of a RAC application.
    • This means that CCVs on file must have been submitted within the last 90 days. 

Please note:

  • A message in the online renewal form will indicate whether the submission of the CCV is mandatory or optional in each case.
  • Emeritus Professors, Retired Faculty and Librarians may choose not to submit a CCV when renewing their Compute Canada account. However, submission of the CCV is mandatory for ALL PIs and Co-PIs of a RAC application.

PIs can update their CCV at any time by going to My Account → View Reporting on CCDB.

​1.3.​ Who should I contact for support?

Since January 31, 2019, the CCV has had a centralized helpdesk. If you forgot your username or password, or if you need technical support to access https://ccv-cvc.ca/, please contact the CCV helpdesk directly by email at support@cihr-irsc.gc.ca or by phone at 613-954-1968 or 1-888-603-4178.

If you have specific questions about the information required in the CCV template, or if you have issues submitting your CCV on the CCDB, please email to ccv@computecanada.ca.

We provide support only for CCDB users that need to submit a CCV to renew an account or apply for RAC. 

If you are not a current user, please contact the agency to which you are trying to submit a CCV directly.

​1.4.​ Who should submit a CCV?

The CCV is mandatory for all university Faculty that want to renew their CCDB account and/or submit an application to any of our Resource Allocation Competitions (RAC) in the Fall. Note that only users with active accounts will be able to submit applications to RAC. 

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2. Register for a CCV Account

If you already have a CCV account, skip this step.

  1. Go to https://ccv-cvc.ca/
  2. Click on your preferred language.
  3. Click the “Login” button at the top right-hand corner of the screen. 
  4. Click the “Register” button at the bottom of the screen.
  5. Fill out the form with the relevant information, making sure to enter a valid email address, and then click on "Next.”
  6. Select your password and security questions, click on the "I'm not a robot" box and then click on the "Submit" button.
  7. Follow any further instructions contained in the confirmation email and log in to the CCV website. 

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3. Submit a CCV

Submitting your CCV requires you to add and update items to your CV, and then submit explicitly to the "Compute Canada" template. Any items you add or update while filling out a CCV will be added to your Generic CCV for future use, e.g. for submitting to other agencies’ templates.

Before following the below steps, ensure that you are logged in to the CCV site.

  1. Select the “CV” menu item from the top menu bar. A drop-down will appear. Select “Funding.” 
  2. Choose “Compute Canada” from the drop-down menu labelled “Funding Source.” 
  3. Choose “Compute Canada” from the drop-down menu labelled “CV Type.” 
  4. Click “Load.”
    Canadian Common CV Site - CV-type Screenshot
  5. You will see a list of sections. This list does not contain all the CCV fields -- just the subset which Compute Canada is requesting.

  6. Add any items you would like to submit and update any existing items as necessary.

  7. Ensure that each section row has a green checkmark next to it. This indicates that the section is filled out in such a way that satisfies the criteria for submission.

  8. For each row with a red x-mark rather than a checkmark, click the pencil icon in order to edit the section. The CCV interface will inform you which fields are missing or filled out incorrectly.

  9. To preview your CCV submission, click “Preview"

  10. To begin the submission process, click “Submit.”

  11. Make note of the confirmation number you are assigned upon submission. It is mandatory to enter this number on the CCDB to link your RAC application with your CCV submission.

    Canadian Common CV Site - Confirmation Screenshot
    • Important: Only confirmation numbers for CCVs submitted using the Compute Canada template will be accepted. You cannot use confirmation numbers for other CCV templates that you may already have (e.g., NSERC, CIHR, etc.)

  12. Agree to the consent terms and confirm your submission.

3.1.​ Required Fields

The following fields must be submitted to us:

Section Name

Description

Personal Information (Mandatory)

Title, family name, first name, and language of correspondence.

Education

(Mandatory)

Degrees

Recognitions (Optional)

Prizes and Awards over the last five years.

Employment (Mandatory)

Academic Work Experience, Non-Academic Work Experience.

Research Funding History (Mandatory)

Research funding over the last five years.

Activities (Optional)

Supervisory activities, Knowledge and Technology Translation, International Collaboration Activities.

Contributions (Optional)

Presentations, Publications, Artistic Performances, Intellectual Property.

Note: While this section is marked as optional, we do need to report to our funders the contributions enabled by Compute Canada and Federation resources. 

Right after uploading your CCV on CCDB, you will see the option to easily select in bulk the contributions enabled by Compute Canada resources that you want to report. To import all your contributions into CCDB – in the case they are all relevant to Compute Canada – just "Select all" and save. 

(PIs can update their CCV at any time by going to My Account → View Reporting on the CCDB.)

A note about research area classifications: The current CCV research area classification system is not representative of all possible research areas. Further, there is no way for researchers or Compute Canada to add or modify research areas at this time. To avoid delaying your CCV submission, please just select the research area that is the best fit for you and your research program, even if it isn’t a perfect fit. 

View the full CCV research area classification system to help you fill out your submission.

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​4.​ Renew your CCDB account - Faculty only

Only users with Faculty and Adjunct Faculty roles are required to submit a CCV to renew their account.

  • Important: Submitting a CCV to renew an account is only optional for Emeritus Professors, Retired Faculty and Librarians. If you do not wish to submit a CCV, please send an email to ccv@computecanada.ca

To renew your account, your CCV must have been submitted in the last 300 days. 

  1. Click on  https://ccdb.computecanada.ca/account_renewal
  2. Once in the account renewals application form, scroll down to the “Canadian Common CV” section.
  3. Enter the submission confirmation number you obtained from completing your Compute Canada CCV. Remember that only confirmation numbers for the Compute Canada template will be accepted.
  4. Click on the "Update CCV" button: 
    • If we were able to process a submission given the parameters you provided, your application will save and you will see all the publications reported in your Compute Canada CCV.
    • If there is an error trying to process your submission, you will receive an error message. 
    • If you are absolutely sure that your CCV submission was successful and the parameters you have entered are correct, yet you receive an error on CCDB, please contact ccv@computecanada.ca for assistance.
  5. Report contributions enabled by Compute Canada resources (see here for instructions.)

If you have further questions about the renewals process, please visit our Renewals FAQ page.

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​5.​ Apply to the Resource Allocation Competitions

An updated CCV is required for the Principal Investigator (PI) and ALL the co-PIs of a RAC application. 

Important: Since faculty are required to update their CCV to renew Compute Canada accounts in the Spring, most PIs will have an updated CCV when submitting a RAC application in the Fall. In this case, submitting a new CCV (e.g., because new information was added to the CCV since the Spring) it at the discretion of the PI.

If you have further questions about the Resource Allocation Competitions, please visit this page.

​5.1.​ Principal Investigator of a RAC application

Note: if you have delegated your application to a sponsored user, have the delegated person follow the steps below to submit on your behalf.

  1. Navigate to the Resource Application page on CCDB: https://ccdb.computecanada.ca/allocation/resource_applications
  2. Under the Resource Allocation Competitions section, click on the button of the competition (RRG or RPP) to start a new application, or go to the Current Resource Applications section and click on "Edit" to continue working on an already created application.
    Current Resource Applications
  3. Scroll down to the “Canadian Common CV” section.
  4. Enter the submission confirmation number you obtained from this step. Remember that only confirmation numbers for the Compute Canada template will be accepted.
  5. Click on the "Submit CCV" button.
    1. If we were able to process a submission given the parameters you provided, your publications will be uploaded and shown in the CCV Publications Reporting section. 
    2. If there is an error trying to process your submission, you will receive an error message.
    3. If you are absolutely sure that your CCV submission was successful and the parameters you have entered are correct, yet you receive an error on CCDB, please contact ccv@computecanada.ca for assistance.
  6. Report contributions enabled by Compute Canada resources (see instructions here).

5.2.​ Co-Principal Investigator of a RAC application

All Co-PIs of the RAC application must have an updated CCV on file. This means that CCVs on file must have been submitted within the last 90 days. The PI will not be able to submit their RAC application until all the CCVs meet this requirement.

In the RAC application form, the PI will be able to see the status of the CCV for each of the Co-PIs included in the application, as well as the action required (if any).

RAC Application CO-PI Screenshot

To update a CCV, Co-PIs must follow these steps:

  1. Log in to CCDB and go to: https://ccdb.computecanada.ca/reporting
  2. Follow the instructions in this guide for creating or updating a CCV, depending on your case.

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​6.​ Report Publications

Please note that the more publications we can report, the stronger the case we can build to advocate for additional compute and storage resources. The CCV is also one of the inputs of the scientific review process for RAC applications.

6.1.​ PI submitting a new CCV

Once you submit a new CCV (either because you are doing it for the first time or submitting an updated CCV), the publications included in your Compute Canada CCV template will show in the CCV Publications Reporting section of the CCV submission form on CCDB surrounded by a red square.

CCV Publications Reporting Screenshot
  1. When a new CCV is uploaded, publications you have not yet provided an answer for are surrounded by a red border. In order to submit your RAC application, you must provide an answer for all publications: there should be no red borders left once you complete this process.
  2. Check the box next to each publication to clear the red border one-by-one or simply click "Select all new" to mark all of your publications as Enabled by Compute Canada resources.
    CCV Publications Reporting Screenshot 2
  3. If some of the selected publications are not enabled by Compute Canada resources, simply uncheck that specific box, or click on the "Clear all new" button if none of the unreported publications are Enabled by Compute Canada.

Important: If you choose not to use the “Select all” or “Clear all” button but instead prefer to go over your publications one-by-one, please note that you have to double click on each publication to mark it as not enabled by Compute Canada:

  • the first time you click on it, a check shows to indicate that the publication has been marked as enabled by Compute Canada;
  • the second time you click on the same box, the selection is removed thus marking the publication as not enabled by Compute Canada.

6.2.​ PI with an existing CCV on file

​6.2.1.​ CCV uploaded within the last 3 months

If the version of the CCV that we have on file was updated within the previous 90 days, submitting a new one (e.g. adding new publications) with your RAC application is optional. In this case, CCDB will show your latest CCV available on file, the date when it was last submitted and your selection of CC-enabled publications for that CCV. 

​6.2.2.​ CCV is older than 3 months

If your CCV on file is older than 90 days, you will be required to submit a new CCV with your RAC application. 

  1. Go to the CCV website, make changes as needed to the Compute Canada CCV template and submit when ready.
  2. Enter the new CCV confirmation code on CCDB and click on "Update CCV.”
    PI Reporting Screenshot
  3. Once the new CCV has been successfully uploaded, you will see the list of publications included in the most recently submitted CCV, showing the CC enabled publications as you marked them the last time you submitted your CCV.

    1. If you have added new publications to your Compute Canada CCV (compared to the ones that we have on file), CCDB will "remember" your previously reported publications and will mark with a red border only the recently added ones. In this case, you only need to click on the ones with the red border.

    2. Since publications are shown in chronological order (most recent at the top), please scroll down to make sure that you have checked (as applicable) all the new publications with a red border. Otherwise, the reporting process will be incomplete and you will not be able to submit your application.

      CCV Publications List Screenshot

Important: You have to double click on each publication to mark it as not enabled by Compute Canada: the first time you click on it, a check shows to indicate that the publication has been marked as enabled by Compute Canada; the second time you click on the same box, the selection is removed thus marking the publication as not enabled by Compute Canada.

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