As of July 20, 2017, members of the scientific community who want to transact 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). FRQnet aims to ensure the harmonization, technological updating and simplification of the FRQ's competition processes and administrative follow-ups, to everyone's benefit.


The system manages every step from the submission of applications for funding through the evaluation and grant awarding processes, as well as program impact assessment for the three Fonds de recherche du Québec.

 

The FAQ has been updated on September 15, 2017.

Montréal, September 29, 2017 – The implementation of FRQnet, the new joint integrated award and grant management system of the three Fonds de recherche du Québec, has been ongoing since the launch on July 20.

The FRQnet team is working tirelessly to correct bugs as they arise. Once again, we would like to thank all the members of the scientific community for their patience and invaluable collaboration in enhancing this new management tool. We encourage you to continue to bring any system issues to our attention.

All the resources available to support community members as they take ownership of the new tool, including the video tutorials and contact information, are listed at the end of this message. The FRQnet implementation team has been mobilized to respond to your questions and requests as quickly as possible.

To meet the needs of international applicants, certain video tutorials will soon be translated into English.

Creating a user account

Note that users who change their e-mail address should not create a new account. Indeed, a range of information is linked to the user account, including past applications, funding details and the Canadian Common CV. When a user changes e-mail address, he/she should simply log in to his/her e-portfolio using the old e-mail address and then change the address in the profile. In this way, none of the data associated with the account will be lost.

Here are a few details on the advancement of the initiative and some of the measures taken in recent weeks.

Forms

Since the last message, the forms for approximately ten programs of all three Fonds were made available online, including, most recently, the forms of the FRQS career grants: research scholars, clinical research scholars, emeritus research scholars. Note that for these FRQS programs, the competition deadline was extended to October 19.

The FRQ will make more funding application e-forms available as soon as possible. When the documents are accessible, the FRQ will notify the research offices so that they may inform the members of their respective communities.

Note that for competitions in which a letter or notice of intent is mandatory, the application form will only be made available to the individuals who submitted a letter or notice of intent.

CCV

In addition to the information on CCV provided in our previous release (September 6), we would like to remind you that it is very important that applicants who submit a Canadian Common CV (CCV) ensure that their CV was saved to their e-portfolio after submitting it and that the attachment on their detailed contributions was also saved.

Payments

Most of the training awards have been paid out to the awardees. The summer payments for the research grants will begin to be made in the next few days and should be completed by mid October.

Financial reports

The FRQ will soon invite financial department managers in institutions to an information sessions on the ways in which FRQnet will impact financial reporting.

Institutions portal and other questions on FRQnet

The FRQ have invited the heads of the research offices to an exchange meeting on October 18, 2017, to explore topics that were not discussed at the first meeting in June and address any concerns that may have arisen in recent weeks with regard to FRQnet among members of the scientific community. A detailed invitation, including the meeting time, has been sent to those concerned.

Key reminders

  • Important tip: Get started on your application for funding as early as possible to become familiar with the new interface and meet the competition deadlines.
     
  • Given the extent of the changes to the Common General Rules and programs and the new FRQnet system, all users should acquaint themselves with the new elements before filing an application for funding (award or grant) so as to avoid misunderstandings and errors when filling in the forms.
     
  • Once an application has been submitted to the Fonds by a student (training award), researcher (grant) or institution (career award, grant that requires institutional approval), it cannot be modified.
     
  • Co-investigators must now provide their consent to be considered as stakeholders in a funding application.
     
  • There are now fewer research statuses. Also, their definitions were harmonized for the three Fonds. Go to the Definitions section of the Common General Rules (pages 5 and following) and make sure that your status is eligible under the program rules.
     
  • In the Common General Rules, the FRQ stipulate that only institutions recognized by the FRQ may manage FRQ funding. Consult the list of recognized institutions.

Need help?

For technical questions on the Fonds de recherche e-portfolio:

For general technical questions (e.g. log in, password, etc.): centre.assistance@frq.gouv.qc.ca

For program questions, contact the program manager of the Fonds that oversees the program. The contact information is available on the Web sites of the Fonds.

For general comments on FRQnet, suggestions for improvements or the development of new video tutorials: infoFRQnet@frq.gouv.qc.ca

The FRQ encourage you to share this release with your colleagues and visit the FAQ page on the Web sites of the Fonds.

 

E-Portfolio (in French)

 

Institution portal (in French)

 


Last update: September 15, 2017

  1. What is FRQnet?

FRQnet is the name of the new awards and grants management system shared by the three Fonds de recherche du Québec (FRQ): Nature et technologies, Santé and Société et culture.

  1. Why a new system?

FRQnet was developed to align and simplify the FRQ's competition and administration processes and carry out technology updates.

  1. What are the advantages of FRQnet?

The system ensures the integrated management of every step, from the submission and review of applications and the awarding of funding to the analysis of the programs' impacts for the FRQ. It is the main tool to transact with the FRQ and each Fonds.

  1. Who uses FRQNet?

All individuals (applicants, award and grant holders, reviewers, respondents, mentors, supervisors, institutional managers, etc.) who interact with the FRQ in connection with an application for funding or grant management must use FRQnet. Note that only a few programs are not managed through FRQnet.

  1. Does FRQnet impact the e-Regroupement application of the FRQNT and FRQSC or the Registre des centres et instituts de recherche of the FRQS?

No, e-Regroupement and the Registre are not affected by the current FRQnet implementation phase. In this respect, the FRQS research centre funding programs and the FRQNT and FRQSC strategic clusters programs have not been integrated into FRQnet.

  1. When will FRQnet be functional?

FRQnet will launch on July 20, 2017.

  1. How does FRQnet impact current processes?

FRQnet is a joint system shared by the three Fonds. Its functions are different from those that users are accustomed to. While the changes are more or less significant for different uses, FRQnet aims to be as user friendly as possible. Information sessions (workshops) were held in recent weeks and video tutorials are available on the Web sites of each Fonds (see video tutorials tab on this page). Other tutorials, including a series on the review process, will be released in fall.

  1. How do the Fonds share information?

The information entered into FRQnet is stored in a shared database. However, only authorized individuals who must know the information to review an application or manage or follow-up on a grant may access the information.

Scientific advisors and other FRQ agents, reviewers, managing institution employees and the individuals mandated to collaborate on reviews or manage grants must sign a confidentiality agreement. This sharing of information is in keeping with the law that constitutes the Fonds, which calls for the pooling of the Fonds' activities (CQLR, c M-15.1.0.1, section 33).

  1. Are the awards and grants application forms in FRQnet common to the FRQ's joint programs?

In the short term, each Fonds will ensure the links between its programs and forms. In the longer term, the FRQ will work to align the format and content of the forms for programs that are the same from one agency to the next. All programs are based on the FRQ's Common General Rules.

  1. Are the CCV attachments harmonized?

There are no changes to the CCV attachments for the 2017 competitions. Each individual must still fill out the attachment from the Fonds to which he/she is applying. The FRQ are currently in discussions with those who oversee the CCV to improve the process.

  1. Are FRQnet users required to create a new PIN?

No, FRQnet does not require a PIN. When logging on to FRQnet for the first time, users will be prompted to read the new FRQnet use policy and create a new profile. However, individuals who used a PIN to access the FRQ's previous system must enter it along with their password to log on to FRQnet for the first time. Once they fill in their profile, their e-mail address becomes their primary identifier.

  1. Are FRQnet users required to fill in a profile?

Yes, all FRQnet users must fill in a profile. For each profile, the individual's e-mail address serves as a primary identifier. Still, the FRQ will link each user's old and new files to ensure follow up.

In FRQnet, a user must always use the same identifier and password, regardless of his/her role (i.e. applicant, reviewer, employee, managing institution representative, etc.).

  1. If a user changes e-mail address, does he/she need to create a new user account?

No, a user who changes e-mail address should not create a new user account. Different data (e.g. previous applications, details on awards/grants received and the association with the Canadian Common CV) are linked to the user account. When a user changes e-mail address, he/she must use his/her former e-mail address to access the e-portfolio and go to his/her profile to change the personal information. This way, all the account data will still be stored.

  1. Are FRQnet users required to create a different account for each of the three Fonds?

No, users can access all three Fonds and the different portals through a single account. Users can access the pages specific to a particular Fonds through a shared home page.

  1. Are FRQnet users required to create a different account for each of their roles (applicant, supervisor, reviewer, institutional manager, etc.)?

No, users can access FRQnet in any capacity through a single account.

  1. Have current files been transferred to FRQnet?

Yes, current awards and grants files have been transferred. So have some sections of files whose funding has ended. However, the entire archives will not be transferred to FRQnet for safety reasons and in keeping with the FRQ's records retention schedule.

Note that FRQnet is not a long-term archiving tool. We recommend that you keep copies of your own records.

  1. Are there changes to the process in terms of accountability for award and grant holders?

The interfaces with FRQnet are different from those that were available up until now and the types of interventions by grants and awards holders are better aligned between the three FRQs (progress report, payment request, final report, financial report, request for changes, etc.).

The FRQ produced video tutorials to ensure that the grants and awards management and accountability modules are correctly filled in. They are available in the video tutorials tab on this page. Additional tutorials will be released in fall. All users must carefully read the information when the e-portfolio portal, which replaces the My file section (FRQNT and FRQSC), becomes available. Awardees funded by the FRQS already use an electronic portfolio portal to which certain changes have been made.

  1. Are there any changes to the process to submit a financial report or the submission deadlines?

Yes, there are changes for certain Fonds. For the current year, the deadline to submit the 2016–2017 financial reports that must be filed with the FRQNT and FRQSC has been postponed until December 4, 2017. These reports must be entered and submitted via the FRQnet system.

The FRQS has not postponed the date at which its financial reports must be received. They are required in their current format (Excel or PDF file) until the end of March 2018. As of April 2018, the financial reports (all formats) will be aligned between the three Fonds and must be filled in and submitted directly through FRQnet.

  1. Which browsers does FRQnet support?

FRQnet was tested on the most recent versions of these browsers:

  •  Chrome (versions C35 and C34 or most recent)
  •  Firefox (versions FF30 and FF29 or most recent)
  •  Internet Explorer (versions IE 10, IE 11 or most recent)
  •  Safari (version S7 or more recent)

If your browser is not up to date, you may have difficulty accessing FRQnet. The site is visible (but not tested) on other versions of the browsers and some elements may not display properly.

  1. Will FRQnet be available in English?

Certain sections of FRQnet—including the general interfaces of the e-portfolio, the page to create accounts and profiles, the consent forms and certain funding application forms—will be available in English.

  1. What type of support do the FRQ provide to users who have difficulty using the system?

All the FRQ teams are available to provide support to FRQnet users.

For technical questions on the FRQ e-portfolio, write to:

For general technical questions (login, password, etc.), write to: centre.assistance@frq.gouv.qc.ca.

For questions on the funding programs, contact the program manager of the Fonds that manages the program.

To provide feedback on FRQnet or suggest improvements or topics for new video tutorials, write to: infoFRQnet@frq.gouv.qc.ca.

The list of FRQ video tutorials is available on this page. Go to the tutorials tab.

 

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