Merit scholarship program for foreign students (PBEEE)

1. Objectives

The Fonds de recherche du Québec – Nature et technologies (FRQNT) is responsible for managing the program. It was commissioned by the Ministère de l’Éducation et de l’Enseignement supérieur du Québec (MEES) which provides the funding. The program has a component open to students of all countries and six specific components reserved for students from Brazil, China, India, Israel, Mexico and Wallonia. These specific components arise from agreements concluded between Québec and foreign governments.

The objective of the Merit Scholarship Program for Foreign Students (PBEEE) is to support the internationalization of research activities in Québec’s institutions of higher education, to attract the best foreign researchers and students, and to promote abroad Québec universities and College Centres for the Transfer of Technologies (CCTT).

The program covers higher education as a whole by giving to the CCTT researchers and administrators the opportunity to participate.

In a more generic way, the attribution of scholarships for foreign students aims at creating cultural links and allowing the setting up of possible common scientific research projects.

The program also represents an instrument for the MEES to support the Government of Québec’s scientific policy.

2. Clientele

These scholarships are intended for foreign students or researchers from all research sectors (health, humanities and social sciences, arts and letters, natural sciences, and engineering) preselected by a Québec university, Synchronex, the China Scholarship Council (CSC), the Ministry of Foreign Affairs of Mexico (SRE) or the National Council on Science and Technology of Mexico (CONACYT) to begin or continue studies or research activities in Québec. There is no privileged research sector.

3. Features of the scholarships

The Merit Scholarship Programs for Foreign Students has three components:

• Doctoral research scholarships (V1, 1B, 1C, 1I, 1IS, 1M, 1W);
• Postdoctoral scholarships (V2, 2B, 2C, 2I, 2M);
• Short-term research or professional development scholarships (V3, 3B, 3C, 3I, 3IS, 3M, 3W)

Value of Scholarships

In addition to the scholarship, MEES offers all scholarship recipients an exemption from paying the higher tuition fees required for foreign students and the medical insurance coverage offered by the Régie de l’assurance maladie du Québec (RAMQ).

Value of scholarships for each component

Doctoral research scholarships (V1, 1B, 1C, 1I, 1IS, 1M, 1W): $25,000 a year. The duration of the scholarship is three years, with a possible extension of up to 12 months (monthly allowance of $1,000).

Postdoctoral scholarships (V2, 2B, 2C, 2I, 2M): $35,000 for one year (cannot be renewed).

Short-term research or professional development scholarships (V3, 3B, 3C, 3I, 3IS, 3M, 3W): $3,000 a month for a period of up to four months.

All countries scholarships

Doctoral research scholarships (V1)
Postdoctoral scholarships (V2)
Short-term research or professional development scholarships (V3)

Québec-Brazil scholarships

Québec-Brazil Doctoral research scholarships (1B)
Québec-Brazil Postdoctoral scholarships (2B)
Québec-Brazil Short-term research or professional development scholarships (3B)

Québec-China scholarships

Québec-China Doctoral research scholarships (1C)
Québec-China Postdoctoral scholarships (2C)
Québec-China Short-term research or professional development scholarships (3C)

Québec-India scholarships

Québec-India Doctoral research scholarships (1I)
Québec-India Postdoctoral scholarships (2I)
Québec-India Short-term research or professional development scholarships (3I)

Québec-Israel scholarships

Québec-Israel Doctoral research scholarships (1IS)
Québec-Israel Short-term research or professional development scholarships (3IS)

Québec-Mexico scholarships

Québec-Mexico Doctoral research scholarships (1M)
Québec-Mexico Postdoctoral scholarships (2M)
Québec-Mexico Short-term research or professional development scholarships (3M)

Québec-Wallonia scholarships

Québec-Wallonia Doctoral research scholarships (1W)
Québec-Wallonia Short-term research or professional development scholarships (3W)

4. Eligibility conditions and citizenship

Candidates:

• Must meet all eligibility conditions at the closing date of the competition (a different closing date has to be confirmed for the students preselected by CSC).
• Must have been preselected by a university or Synchronex (a CCTT).
• For the Québec-China scholarship, must be preselected by the CSC.
• Cannot have already received a Merit Scholarship for Foreign Students from MEES, FRQNT or theFonds de recherche du Québec – Société et culture (FRQSC).
• Cannot be a Canadian citizen or a permanent resident of Canada.
• Cannot have applied for permanent resident status under Canadian immigration law.

Restriction for programs of study

• Double doctoral degree programs are not eligible.
• Québec-Wallonia scholarship applicants must have previously studied in a French-language university-level institution in Belgium by the time they are granted their scholarship.

Doctoral research (V1, 1B, 1C, 1I, 1IS, 1M, 1W) scholarship recipients must:

• Have a Certificat d’acceptation du Québec (CAQ) issued by the ministère de l’Immigration, de la Diversité et de l’Inclusion du Québec and a study permit issued by the Canadian Consulate valid for the entire duration of their scholarship.

Postdoctoral scholarship (V2, 2B, 2C, 2I, 2M) recipients must:

• Have a work permit issued by the Canadian Consulate for the entire duration of their scholarship.

Short-term research or professional development scholarship (V3, 3B, 3C, 3I, 3IS, 3M, 3W) recipients must:

• Have a temporary resident visa or electronic travel authorization to come to Canada. More information about this is available at this website: http://www.cic.gc.ca/english/work/apply-who-nopermit-result.asp?q1_options=24

Elegibility period

Doctoral research component (V1, 1B, 1C, 1I, 1IS, 1M, 1W)

The doctoral research scholarships are intended for post-graduate students.

Candidates are eligible for doctoral merit program scholarships from MEES in the first nine semesters of their doctoral studies. All doctoral semesters, funded or unfunded, completed before the scholarship takes effect, are used in calculating the eligibility period.

A candidate admitted into a doctoral program from a bachelor’s program and one who fast-tracks into a doctoral program without writing a thesis must apply to the PhD scholarships competition (V1, 1B, 1C, 1I, 1IS, 1M, 1W) to obtain the scholarship during the 3rd, 4th, and 5th years of his/her graduate studies (semesters 7th to 15th).

The maximum duration of the scholarship is three years (nine semesters), with a possible extension of up to 12 months.

Postdoctoral component (V2, 2B, 2C, 2I, 2M)

Postdoctoral scholarship are intended for researchers who have obtained their degree no more than two years before the deadline of the competition or who submitted their dissertation by January 15^th 2021 at the latest, the deadline for the beginning of scholarship use.

Postdoctoral research must be conducted in an institution other than the one that granted the PhD degree. The applicant’s doctoral supervisors and co-supervisors may not act as his/her postdoctoral supervisor, even if they have changed institutions.

The duration of this scholarship is one year. This scholarship is not renewable.

A scholarship of lesser duration can be granted if the duration of the research is less than 12 months.

Short-term research or professional development component (V3, 3B, 3C, 3I, 3IS, 3M, 3W)

Short-term research or professional development scholarships are intended for technical and university students (option A) or researchers who have completed a doctorate no more than five years before the deadline for the competition (option B).

The short-term research or professional development must be conducted in an institution other than the one at which the student was enrolled when he or she applied.

The duration of this scholarship is four months. The scholarship is not renewable. A scholarship of lesser duration can be granted if the duration of the research is less than four months.

Exceptional measures concerning calculation of the eligibility period

The only exception to the rules governing the eligibility period concerns circumstances beyond the candidate’s control.

Candidates who suspend their studies due to maternity or parental leave can request an extension of their eligibility period for a maximum of 12 months. The FRQNT reserves the right to refuse any request that is not sufficiently justified

5. Preselection of candidates

Only candidates preselected by a Québec university or Synchronex as of October 1^st, 2019, can be part of this competition. Candidates to the Québec-China scholarship must be preselected by the CSC as of March 31^st, 2020.

The universities, Synchronex, the SRE or the CONACYT and the CSC assume full responsibility for candidate preselection. You can consult the various deadlines for the preselection competition of each Québec university and the Réseau Trans-tech in the FRQNT website.

Those in charge of candidates preselection must refer to the instructions in the FRQNT website for candidates preselection in the Merit Scholarship Program for Foreign Students.

Those in charge of candidates preselection in a Québec university or in Synchronex must complete the form for nominating candidates for the Merit Scholarship Programs for Foreign Students available through the FRQnet system. It must be completed and transmitted electronically by 4 pm on October 1^st, 2019.

Candidates must meet all the eligibility requirements of this program. Candidates proposed by a Québec university, Synchronex, the CSC, the SRE or CONACYT may be declared ineligible by the FRQNT if these criteria are not met.

Candidates preselected to the general program components (V1, V2, V3) can also be preselected for the Québec-Brazil-China-India-Israel-Mexico-Wallonia program components.

All countries scholarships (V1, V2, V3)

Universities can recommend four candidates per year for each of these three components.

Synchronex can recommend four candidates for Postdoctoral scholarships (V2) and Short-term research or professional development scholarships (V3).

There are no quotas per country.

Québec-Brazil scholarships (1B, 2B, 3B)

Universities can recommend one candidate per year for each of these three components..

Synchronex  can recommend one candidate for Postdoctoral scholarships (2B) and Short-term research or professional development scholarships (3B).

Québec-China scholarships (1C, 2C, 3C)

The CSC will recommend at least 10 applicants for each of the competition’s three components. The CSC must take into account Québec’s linguistic specificities.

Québec-India scholarships (1I, 2I, 3I)

Synchronex can recommend one candidate for Postdoctoral scholarships (2I) and Short-term research or professional development scholarships (3I).

Québec-Israel scholarships (1IS, 3IS)

Universities can recommend one candidate per year for each of these two components.

Synchronex  can recommend one candidate for Short-term research or professional development scholarships (3IS).

Québec-Mexico scholarships (1M, 2M, 3M)

The SRE or the CONACYT will recommend at least 10 applicants for each of the competition’s three components. The CONACYT must take Québec’s linguistic specificities into account.

Québec-Wallonia scholarships (1W, 3W)

Universities can recommend one candidate per year for each of these two components.

Synchronex can recommend one candidate for Short-term research or professional development scholarships (3W).

6. Submitting applications

Once preselected, the candidate must create his account in the FRQnet system. The FRQNT will then contact all preselected candidates to complete an electronic form to which the required documents will be attached. Applicants can consult the “Instructions for completing an application” document in the Toolbox.

Only the 2020-2021 competition electronic forms and other required documents will be accepted. No documents other than those requested will be transmitted to the evaluation committee.

E-forms are available only in the secure zone of the FRQnet system of the FRQNT. They must be completed and sent electronically.

Files cannot be updated after the closing date for applications. It is suggested to keep a printed copy of your form for your records

The form may be completed in French or English. Candidates who apply in English must provide a French title for their project.

7. Required supporting documents

A) Documents to include in the electronic form (PDF)

The documents listed below must be attached to the electronic form in the section « Other documents » of the form. The student must ensure that the documents are not protected by a password.

Documents submitted in a language other than French or English must be accompanied by a translation of the original.

Documents required for all components of the program (V1, 1B, 1C, 1I, 1IS, 1M, 1W // V2, 2B, 2C, 2I, 2M // V3, 3B, 3C, 3I, 3IS, 3M, 3W)

• A copy of the identification page of a valid passport from the candidate’s country of origin or of any official document that enables the candidate’s citizenship to be determined
• Transcripts for every year of all university studies, whether completed or not (certificates, diplomas, Bachelor’s, Master’s, Ph.D. etc.). You do not have to include a copy of the diplomas unless it shows academic grades. Transcripts for equivalences granted for courses taken at other institutions or for previous programs must be enclosed with the file. For transcripts from outside North America, candidates must enclose a letter explaining the grading system used by the institution concerned. The FRQNT reserves the right to verify with institutions the authenticity of any information given by applicants. Transcripts must be organized chronologically from newest to oldest.
• Acknowledgements of receipt from the editor for all articles submitted and notices received from editors for articles accepted for publication (acknowledgements of receipt for articles already published are not sent to the evaluation committee)

Additional documents: Doctoral research component (V1, 1B, 1C, 1I, 1IS, 1M, 1W)

• If applicable, an attestation from the registrar’s office identifying part-time or unregistered semesters

• An official attestation of interrupted enrolment and, where applicable, a medical certificate indicating the duration and the reasons for the interruption;

Additional document: Postdoctoral scholarship component (V2, 2B, 2C, 2I, 2M)

• A copy of the Ph.D. diploma (or attestation of the first reading of the dissertation). If these documents cannot be provided, a copy of the doctoral transcript is required.

B) Letter of reference (Online)

For all components of the program, two letters of reference from referees should be transmitted to the program manager. To allow the referee to complete the reference letter, the candidate must enter the referee’s account information in the FRQnet form. The referee will then have access to the letter through his Portfolio in the “As a referee” section.

Candidates for the Postdoctoral and the Short-term research or professional development scholarships must also provide a letter of acceptance from their supervisor in Québec.

C) Letter of acceptance (online)

For the Postdoctoral and Short-term research or professional development components (V2, 2B, 2C, 2I, 2M, V3, 3B, 3C, 3I, 3IS, 3W), a letter of acceptance from the supervisor should be sent to the program manager. To allow the supervisor to complete the letter of acceptance, the candidate must include in his FRQnet form the information related to the supervisor’s account. The supervisor will then have access to the letter of acceptance through his Portfolio in the section “As a Director, Supervisor or Mentor”.

Procedure for submitting the required supporting documents

It is the applicant’s responsibility to verify that the documents attached to the electronic form (PDF) include all of the required information for the application to be considered acceptable. No document requested in the electronic form that would be sent by email or by mail will be accepted.

The candidate must ensure that his referees and his supervisor have sent, if applicable, the letters of reference (all components) and the letter of acceptance (postdoctoral and short-term research) no later than the competition deadline.

Prior to the competition deadline, candidates must submit the required documents in the “Other Documents” section of the application form. No reminder will be made and no document will be added after the competition deadline.

In the impossibility to attach one or more documents within the prescribed period, the applicant must attach to their file a justification for each missing document. The Fund reserves the right to refuse any requests for extension insufficiently justified.

Acknowledgement of receipt

Candidates will be emailed an acknowledgement of receipt in December. The candidate who has not received this notice must contact the program manager before December 15^th (a different closing date has to be confirmed by the students preselected by CSC).

8. Evaluation of applications

Evaluation criteria

Applications are evaluated based on the following criteria and weighting:

Excellence of university record

The following indicators are used:

• Cumulative average obtained;
• Progression of studies;
• Duration of studies;
• Prizes and distinctions.

Aptitude for research and relevant research experience, where applicable

The following indicators are used:

• Reason for the application;
• Candidate’s experience and achievements;
• Leadership skills;
• Referee’s letters of evaluation;
• General presentation of the file.

Scientific quality and interest of the research project and the proposed research environment

The following indicators are used:

• Quality of the supervision provided by the environment;
• Clarity of the scientific objectives;
• Relevance of the methodology for the objectives sought;
• Originality of the project;
• Contribution to the advancement of knowledge in the concerned field;
• Compatibility of the proposed project with the supervisor’s field of research (doctoral scholarships only).

Evaluation procedure

Role of FRQNT

The FRQNT manages the Merit Scholarship Program for Foreign Students for the MEES.

Role of multidisciplinary evaluation committees

Eligible applications are submitted to evaluation committees composed of four members representing all research sectors (health, humanities and social sciences, arts and letters, natural sciences and engineering).

The evaluation committees compare the applications submitted according to the evaluation criteria in effect. Consequently, these committees are responsible for ranking all of the applications on merit.

Role of the program manager

The FRQNT program manager prepares the annual call for applications and appoints the evaluation committees. The program manager  will also follow up with applicants, scholarship holders and the people who oversee student scholarships in Québec universities. The program manager will ensure that committee members respect the assessment criteria and ethical rules in effect.

Role of MEES

The MEES determines policy directions and grants the subsidy required for the program funding. It is the depository of the annual program report prepared by the FRQNT.

9. Awarding of scholarships and announcement of results

Awarding of scholarships

Scholarships are offered on an excellence basis.

The scholarship holders are selected by multidisciplinary committees formed of professors-researchers.

Scholarships are offered according to the available budget.

Announcement of results

Results are announced by e-mail at the beginning of April 2020. Candidates can access the letter of announcement in their application e-file. Each candidate is then informed of his/her ranking and can print the letter of announcement.

Contacting members of the committees, who are subject to rules of confidentiality, is strictly prohibited.

Decisions are final and cannot be appealed. There is no review process.

10. Rules for using scholarships

The scholarship holders have to conform to all the rules described in details in the scholarship holder’s guide.

At the time candidates receive the scholarship instalments, they must be dedicated full-time to the program of study, research, or professional development for which they were awarded the scholarship.

Scholarships are awarded for the duration of the eligibility period and are subject to the presentation of progress reports deemed satisfactory for each full year of funding in the case of doctoral research (V1, 1B, 1C, 1I, 1IS, 1M, 1W) scholarships, and at the midpoint of the funding period in the case of postdoctoral scholarship (V2, 2B, 2C, 2I, 2M).

Period for using scholarships

The scholarship period must begin between May 1^st, 2020, and January 15^th, 2021.

Scholarships cannot be carried over from one year to another year. It is therefore not possible to delay the scholarship starting date after January 15^th, 2021.

Doctoral research (V1, 1B, 1C, 1I, 1IS, 1M, 1W) scholarships are not retroactive and semesters completed before summer 2020 cannot be financed.

Place where scholarship is used

Scholarship recipients must attend the Quebec university or the CCTT at which they were preselected and study or conduct their research in Québec.

Double doctoral degree programs are not eligible.

Rules regarding concurrent scholarships

Holding several scholarships concurrently is not permitted in the case of:

Scholarships granted by government departments or by Canadian or Québec government grant agencies.

Holding several scholarships concurrently is permitted in the case of:

Scholarships from the private sector, from the government of the scholarship holder’s country of origin, and from university scholarships.

Remuneration

Regarding part-time work, the scholarship holder must respect the requirements of their study permit or work permit. These requirements are specified by Citizenship and Immigration Canada. Part-time work, if any, could be made only if the supervisor of the scholarship holder does not object and if such activities do not affect the program.

The salary that students receive from their supervisor for working solely on their research project is considered a scholarship for which concurrency is permitted.

11. Research ethics and Conformity

Any individual or institution that receives funding must demonstrate the highest standards of research ethics and scientific integrity. See the Common General Rules for further details.

12. Integrity of the evaluation process

At no time may applicants or their institutional authorities make contact with evaluation committee members, unless such contact is specified as part of the evaluation process. Similarly, evaluation committee members must not make contact with applicants, unless such contact is specifically indicated in the evaluation process. The identities of evaluation committee members are kept confidential to avoid any attempt at collusion. The Fonds reserve the right to withdraw an application from competition if there is any inappropriate intervention, lobby, undue influence or collusion during the evaluation process, as stipulated in the Policy for the Responsible Conduct of Research.

13. Liability of the Fonds

The Fonds make all reasonable efforts to ensure optimal service. However, they cannot be held liable for any direct or indirect damage resulting from their handling of applications for funding. Furthermore, without limiting the generality of the foregoing, the Fonds are not liable for any direct or indirect damage resulting from the disclosure of personal or confidential information that was not authorized by the Fonds

14. False or misleading information

The Fonds presume the good faith of the declaration provided in funding applications or in any other document submitted at any time during the funding cycle, from the initial funding application to the final report. Applicants and funding holders must be transparent and provide accurate and precise information. They must be conscientious about advising the Fonds of any changes in their situation, where applicable.

Under the Act Respecting the Ministère de l’Enseignement supérieur, de la Recherche, de la Science et de la Technologie (CQLR, c. M-15.1.0.1), any individual who submits an application containing false or misleading information to obtain or procure financial support is committing an offence, is liable to a fine and could be barred from receiving financial support for a period of up to five years. Where a legal person commits such an offence, every director or representative of that legal person who was aware of the offence may be liable to a fine. Furthermore, such a declaration constitutes a breach of responsible research conduct, as set forth in the Fonds de recherche du Québec Policy for the Responsible Conduct of Research, and may be subject to sanctions in accordance with this policy.

The Fonds reserve the right to take immediate measures to stop the use of public funds obtained through false or misleading information, and to take legal action to recover fraudulently obtained funds and claim compensation for damages caused where appropriate.

15. Other aspects

Please refer to the Common General Rules for any questions regarding the responsible conduct of research, confidentiality and the protection of personal information, intellectual property and the protection of academic freedom.

16. General considerations

Researchers and institutions must meet the general eligibility requirements in effect at the time of submission of the funding application. All specific program rules set out in the Common General Rules must be followed throughout the period covered by the grant.