Canadian Student Participation in the 44th Committee on Space Research Scientific Assembly (COSPAR )
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Announcement of Opportunity (AO)
Publication date:
Application deadline: at 11:00 a.m. (ET)
Key dates:
The Canadian Space Agency (CSA) only receives applications when the selection process is open. The Announcement of Opportunity (AO) for COSPAR is currently closed.
- COSPAR : Closed
- Publication date:
- AO closing date:
- Dates of COSPAR : to
- Location: Athens, Greece
- Number of grant recipients: Approximately 12
- Funding from CSA: $4,575/grant recipient
- COSPAR : Open (please see COSPAR AO for details)
- Publication date: To be confirmed (estimated: )
- AO closing date: To be confirmed (estimated: )
- Dates of COSPAR : to
- Location: Busan, South Korea
- Number of grant recipients: To be confirmed
- Funding from CSA: To be confirmed
- COSPAR : Closed
- Publication date: To be confirmed (estimated: )
- AO closing date: To be confirmed (estimated: )
- Dates of COSPAR : To be confirmed
- Location: To be confirmed
- Number of grant recipients: To be confirmed
- Funding from CSA: To be confirmed
1. Introduction
This year, the Canadian Space Agency (CSA) will award grants to students who are interested in participating in the 44th Committee on Space Research Scientific Assembly (COSPAR 2022) to be hosted in Athens, Greece from to .
COSPAR's objective is to promote scientific research in space on an international level, with emphasis on the exchange of results, information and opinions. In addition, COSPAR aims to provide a forum, open to all scientists, for the discussion of problems that may affect scientific space research. COSPAR will provide students with a unique opportunity to deepen their knowledge of space science, develop their international networks, and present their research at a well-established and prestigious forum to a respected audience.
As part of its commitment to support the development of the next generation of space professionals in Canada, the CSA invites university students (master's and doctoral levels) to apply for a grant to participate in this assembly.
2. Eligibility criteria
To apply for a grant under the COSPAR AO, applicants must meet the following eligibility criteria:
- Be a Canadian citizen or permanent resident;
- Be enrolled in a Canadian university as a full-time student in a graduate program (master's or doctoral) for the Winter semester ( – ); and
- Have submitted an abstract to COSPAR for a presentation (oral or poster) at COSPAR .
3. How to apply
In this section
The applicant must read the following section carefully and follow all of the steps that are indicated below in order to ensure their application is completed and submitted successfully:
3.1 How to submit an application electronically
- Download and complete the application form;
- Combine the following documents into a single PDF-formatted file, in the same order as is presented below. A complete application must contain the following:
- A completed original application form signed by the applicant. Electronic, scanned or typed signatures will be accepted for the time being, however applicants must keep a hard copy of the original application form signed by hand (in ink), as the CSA may require the documents with the original signature later in the process;
- A copy of the applicant's proof of citizenship (such as a Canadian passport) or permanent resident card;
- A proof of the student's full-time enrolment in a graduate program at a Canadian university for the Winter semester (e.g. letter of attestation from the university);
- A reference letter (maximum of 1,000 words) from a professor that holds a faculty position at the applicant's university (refer to section 4.3 of the AO or Appendix 1 of the application form for the elements that must be covered in the reference letter). The reference letter must either be included in the PDF file submitted by the applicant, or be sent electronically by the professor to the CSA at stim-stem@asc-csa.gc.ca (the email subject must respect the following formatting standard: "COSPAR -_APPLICANT LAST NAME, APPLICANT FIRST NAME");
- A copy of the applicant's abstract submitted to COSPAR for a presentation (oral or poster) at COSPAR (for more information regarding how to submit an abstract, please visit COSPAR Abstract Submission); and,
- The applicant's curriculum vitae.
The requested documents must be combined into a single PDF-formatted file, in the same order in which they were presented above (with the only exception being the reference letter, which may be e-mailed separately by the professor at his or her discretion). The application and supporting documents must be included in the file as searchable PDF-formatted documents (PDF/A-1a or PDF/A-2a formats preferred), with all security features disabled. It is the sole responsibility of the applicant to ensure that their submitted PDF file is accessible.
The applicant must keep one hard copy of all the original documents above with the only exception being the reference letter. The CSA may require applicants who successfully passed the evaluation stage described in section 4 to send a hard copy of their complete application with the original documents.
- Submit the completed application electronically:
- Submit an account creation request using the Electronic Proposal Portal. Please note that Google Chrome is the browser of choice for submissions. Supported browsers are Google Chrome and Internet Explorer with some restrictions.
- In the "Proposal title" field of the Electronic Proposal Portal, please use the following formatting standard: LAST NAME_FIRST NAME.
- In the "Organization" section, under "Type", please ensure to select "I don't represent an organization (individual)".
- Allow up to 72 hours for the CSA to send you an email confirming your account creation as well as instructions (User Guide) on how to access the platform. It is strongly recommended that you submit your account creation request no later than .
- Using the password assigned to you by the CSA, login to the secured portal to upload protected documents.
- Please refer to the User Guide for instructions on how to securely upload your documents.
IMPORTANT NOTES:
- Applicants using the electronic portal are encouraged to create their account no later than , as technical difficulties may arise. If technical issues cannot be resolved, applicants can submit their application by mail (refer to section 3.2). Applicants are strongly encouraged to upload their complete application well before the submission deadline;
- Applications uploaded electronically must be successfully uploaded to the CSA secure file account by applicants no later than at 11:00 a.m. (ET). A late application is considered to be one that has an electronic timestamp on the CSA system later than the deadline above;
- The onus is on the applicant to ensure that their application is complete and that all documents, including the reference letter (if it is being sent separately), are uploaded or received by the CSA within the prescribed deadline;
- The CSA is not responsible for electronic delivery delays under any circumstances, and may refuse applications that are received after the stipulated deadline;
- Hand-delivered applications will not be accepted;
- Applications sent by e-mail will not be accepted;
- Applicants are asked to not send their application both electronically and by mail or courier service. In the event that an applicant fails to comply with this directive, only the latest valid version received will be considered;
- Incomplete applications may not be considered.
3.2 How to submit an application by mail or using a recognized courier service
The applicant is encouraged to submit their application electronically following the instructions provided in section 3.1 of the AO. However, if the applicant is unable to submit their application electronically, please communicate with stim-stem@asc-csa.gc.ca no later than at 5:00 p.m. (ET) to obtain instructions on how to submit a paper application by mail or using a recognized courier service.
Applications by mail or using a recognized courier service must be received at the CSA no later than at 11:00 a.m. (ET).
The onus is on the applicant to ensure that their application is complete and that all documents are received by the CSA within the prescribed deadline. The CSA is not responsible for any delays under any circumstances, and may refuse applications that are received after the stipulated deadline.
4. Evaluation process
In this section
4.1 Abstract Acceptance or Refusal by COSPAR
In order to be eligible for a grant under the COSPAR AO, the applicant must have submitted an abstract to COSPAR for a presentation (oral or poster) at COSPAR . The COSPAR Secretariat will directly provide the CSA with a confirmation in of which applicants' abstracts were accepted and which were refused. This information is required in order for the CSA to complete the evaluation process (refer to section 4.4 of the AO).
4.2 Eligibility
Applications will first be submitted to an eligibility assessment by the CSA to verify whether they comply with the eligibility criteria listed in section 2 of the AO. Only applications that have passed the eligibility assessment will be given further consideration.
4.3 Evaluation by the CSA
Once the eligibility criteria are confirmed, the CSA's evaluators will assess the screened applications according to the criteria presented in Table 1 below. Applicants shall provide the appropriate documents, as indicated in the "Evidence" column and requested in section 3 of the AO, to demonstrate how each evaluation criterion is met. Only applications that obtain a total minimum score of 70% will be given further consideration.
| Criteria (weighting %) |
Indicators | Evidence |
|---|---|---|
| Relevance of the applicant's experience to the Canadian space sector (35%) |
|
|
| Motivation to contribute to the Canadian space sector (35%) |
|
|
| Personal characteristics and interpersonal skills (30%) |
|
|
Notes:
- The overall score, which is the total of the scores for each of the criteria, will be used to establish a ranking of applications.
- The CSA may, at its sole discretion, reject any application that fails the evaluation.
4.4 Final selection
For the final selection, the CSA will first consider the applicants having the highest final scores. Because of limited funding, priority will be given to:
- Students whose abstract has been selected by COSPAR and who have not previously been funded directly by the CSA to attend a conference. If an insufficient number of applications meet this prerequisite, then the CSA will also consider:
- Students whose abstract has been selected by COSPAR and who have previously been funded directly by the CSA to attend a conference. If an insufficient number of applications meet this prerequisite, then the CSA will also consider:
- Students whose abstract has not been selected by COSPAR and who have not previously been funded directly by the CSA to attend a conference.
Applicants who were previously selected under the COSPAR AO or the International Astronautical Congress (IAC) AO will be considered as not having been previously funded by the CSA to attend a conference, as these initiatives were significantly impacted by the Covid-19 pandemic.
Students may submit co-authored abstracts to receive a grant; however the CSA will offer just one grant per abstract.
The CSA could also take into consideration factors such as a balanced grants distribution across Canada as well as a diversified representativeness among the four designated groups. The CSA encourages applicants to indicate on a voluntary basis if they belong to one or more of the four following groups: women, Indigenous People, persons with disabilities and member of visibility minority. Please visit Employment equity for a complete definition of each group.
Please note that the results from the COSPAR AO evaluation committee are final.
5. Service standards
Applicants will be notified by email of decisions regarding their application. The CSA has set the following service standards for application processing times, including acknowledgements of receipt, funding decisions and payment procedures (see key dates):
- Acknowledgement: the CSA's objective is to acknowledge the receipt of the applications within two (2) weeks following the AO's closing date.
- Decisions: the CSA's objective is to respond within ten (10) weeks following the AO's closing date and, to send to selected students the grant agreements for signature within three (3) weeks following the notice of decision.
- Payment: the CSA's objective is to issue the payment within four (4) weeks from the date of receipt of the funding agreement signed by the student.
Meeting these service standards is a shared responsibility. Applicants must provide all the required documents at the right time.
Key dates:
- : Deadline for reception by the CSA of funding applications
- : Deadline for acknowledgement of receipt of applications
- : Deadline of disclosure of applicants selected for funding by the CSA
- : Deadline of funding agreements mailing by the CSA
6. Financing and eligible costs
In this section
The maximum amount for each grant is $4,575 for in-person attendance, or $330 for virtual participation. The total budget for this AO should be sufficient to support approximately twelve (12) students. The CSA reserves the right to reject applications or to reduce the amount of a grant at its sole discretion.
6.1 In-person attendance
The recipient will have to accept to use the awarded grant to cover (partially or totally) the costs associated with his/her participation in COSPAR . The funding should be used to cover the following expenses:
- Round-trip airfare to Athens, Greece from the recipient's city of departure;
- Student registration fees to COSPAR ;
- Accommodations in Athens, Greece during COSPAR ;
- Local transportation expenses during COSPAR ; and,
- Meals for the duration of COSPAR , including during round-trip travel between the recipient's city of departure and Athens, Greece.
All other costs exceeding the CSA grant amount are entirely the recipient's responsibility.
Each recipient will receive:
- $295 per nightFootnote 1 while in Athens, Greece to cover accommodations, local transportation expenses and meals (minimum of 3 nights and maximum of 9 nights between and for a maximum of $2,655); and,
- A lump sum of $1,920 for all other costs (airfare, registration fees, meals during travel, and transportation to/from the airport).
6.2 Virtual participation
Applicants who wish to participate virtually in COSPAR must indicate so in their application form. In this case, the recipient will have to accept to use the awarded grant to cover (partially or totally) the cost associated with their virtual participation in COSPAR . The funding should be used to cover the following expense:
- Student registration fees to COSPAR .
All other costs exceeding the CSA grant amount are entirely the recipient's responsibility.
Each recipient will receive a lump sum of $330.
7. Grants agreement
In this section
The CSA and each successful applicant will sign a grant agreement. This condition must be met for the CSA to issue a payment. Such an agreement will include a condition that the recipient must attend all of the events scheduled within the Scientific Commission in which their research will be presented at COSPAR 2022, unless an adequate justification is provided to the CSA in advance.
7.1 Payment
Payment will be made in the form of a single payment, as indicated in the grant agreement that will be signed. Recipients undertake to inform the CSA in writing of any change in the conditions used to establish their eligibility for the grant.
7.2 Final report
The CSA will require that each recipient submit a report within 30 days following the end of COSPAR using a template the CSA will make available in advance.
8. Confidentiality
The CSA manages and protects the information provided by the applicant under the Privacy Act and the Access to Information Act. By submitting your personal information, you consent to its collection, use and disclosure in accordance with the following Privacy Statement, which explains how the information about the applicant will be processed.
The information is collected under the CSA Class Grants and Contributions Program in Support of Awareness, Research and Learning - Research Component (ASC PPU 045) and Awareness and Learning Component (ASC PPU 040). This information will be used for administration and application evaluation purposes. Failing to provide some of the required personal information may result in your application not being considered by Canadian Space Agency. Personal information will be kept accordingly to the retention schedule. You may also refer to Info Source for additional information about the functions, programs, activities and related information holdings of government institutions subject to the Access to Information Act and the Privacy Act. According to the Privacy Act, any individual may, upon request, have access to his or her personal data and request correction of the incorrect information. Under this act, you also have the right to file a complaint to the Privacy Commissioner of Canada about the Canadian Space Agency's privacy practices.
Applicants should also note that information relating to the Funding Agreement could be disclosed publicly in accordance with the laws, policies and directives of the Government of Canada.
For additional information regarding this statement, please contact:
Access to Information and Privacy
Canadian Space Agency
Email: aiprp-atip@asc-csa.gc.ca
9. Outreach activities
Applicants that are selected to participate in COSPAR are encouraged, upon their return, to take part in outreach activities to share their experience with other students. Applicants may refer to Section L of the Application Form to indicate their interest, if they are selected, to participate in outreach activities upon their return.
Important note:
- The applicant's response to this question will not influence the assessment of their application.
10. Additional information
- Recipients are advised to contact their insurers (travel, medical, and others) in order to verify their coverage with respect to foreign travel and participation in COSPAR . The CSA provides no protection in this regard.
- Recipients are also advised to ensure that they have in their possession all the documents needed (valid passport or visa, if applicable) to enter Greece, and that their documents meet the country's entry/exit requirements. For more details, please refer to the website of the Department of Foreign Affairs Canada.
- COSPAR will be hosted at the Megaron, Athens International Conference Centre in Athens, Greece.
- It is the sole responsibility of the recipient to plan and book their travel arrangements, both internationally and locally. For lodging, recipients may refer to the COSPAR website for discounted options.
- Please go to the COSPAR official website for additional information on the COSPAR scientific program.
11. Frequently asked questions (FAQ)
Should the need arise, it is up to applicants to obtain clarification regarding the requirements contained in this opportunity before applying.
For all questions, applicants must use this generic e-mail address: stim-stem@asc-csa.gc.ca. Questions and their answers will be posted on the CSA website under the "Frequently Asked Questions" section of this AO. The CSA will not answer questions received after 5:00 p.m. (ET) on .
Question 1: I am a Canadian permanent resident with a background in aerospace engineering, however I am not yet enrolled in a university. Can I still apply for this opportunity?
Answer 1: As stipulated in section 2 of the AO, applicants must be enrolled in a Canadian university as a full-time student in a graduate program (master's or doctoral) for the Winter semester (January – ) in order to be eligible for a grant. A proof of the student's full-time enrolment in a graduate program at a Canadian university for the Winter semester (e.g. letter of attestation from the university) must be provided with the application. Applicants who do not meet this requirement are not eligible for a grant.
Question 2: The application document is not allowing me to fill out any sections. Can you please advise on how to resolve this issue?
Answer 2: In Microsoft Word, you may remove the restrictions on the application form by selecting the "Review" menu and clicking on "Restrict Editing." In the side panel, click on "Stop Protection." You should now be able to input text into the form fields, however please ensure to not change the form itself.
Question 3: Are students who are enrolled in a Doctor of Medicine (MD) program eligible to apply for a grant under this AO?
Answer 3: Yes. Students who are enrolled in a Doctor of Medicine (MD) program are eligible to apply for a grant under this AO as long as they fulfil all of the eligibility criteria outlined in section 2 of the AO (including being enrolled in a Canadian university as a full-time student for the Winter semester).
Question 4: The research project that I am working on and submitting to COSPAR is through another institution than the one I am currently attending. I would like my reference letter to be from the Principal Investigator (PI) on my project. This implies that my reference letter is not from a professor that holds a faculty position at my university, although they are a faculty member at another Canadian university. Is this acceptable?
Answer 4: Yes. In this situation, a reference letter from the professor who supervised your research will be accepted. Please ensure that this professor clearly explains the nature of your relationship in their reference letter.
Question 5: Will there be publication of conference proceedings following COSPAR ? Is it possible to submit an abstract to COSPAR for research that was already published elsewhere?
Answer 5: For publication information and for questions relating to abstract submission to COSPAR, please visit the COSPAR Call for Papers, or e-mail the COSPAR Secretariat at cospar@cospar-assembly.org.
Question 6: I will be starting my postgraduate training through the United States Navy and Canadian Armed Forces in Florida in . Am I eligible to apply for a grant under this AO?
Answer 6: As stipulated in section 2 of the AO, applicants must be enrolled in a Canadian university as a full-time student in a graduate program (master's or doctoral) for the Winter semester (January – ) in order to be eligible for a grant. A proof of the student's full-time enrolment in a graduate program at a Canadian university for the Winter semester (e.g. letter of attestation from the university) must be provided with the application. Applicants who do not meet this requirement are not eligible for a grant.
COSPAR offers financial support to a select number of scientists to participate in COSPAR . For more information, please visit this website.
Question 7: I am enrolled in a Canadian university as a full-time student in a doctoral program for the Winter semester, however I am an international student (non-Canadian) with a study permit. Am I eligible to apply for a grant under this AO?
Answer 7: As stipulated in section 2 of the AO, must be a Canadian citizen or permanent resident in order to be eligible for a grant. A copy of the applicant's proof of citizenship (such as a Canadian passport) or permanent resident card must be provided with the application. Applicants who do not meet this requirement are not eligible for a grant.
COSPAR offers financial support to a select number of scientists to participate in COSPAR . For more information, please visit this website.
Question 8: I am currently a part-time student who intends on presenting research at COSPAR that was carried out in the past while I was a full-time undergraduate student. Am I eligible to apply for a grant under this AO?
Answer 8: As stipulated in section 2 of the AO, applicants must be enrolled in a Canadian university as a full-time student in a graduate program (master's or doctoral) for the Winter semester (January – ) in order to be eligible for a grant. A proof of the student's full-time enrolment in a graduate program at a Canadian university for the Winter semester (e.g. letter of attestation from the university) must be provided with the application. Applicants who do not meet this requirement are not eligible for a grant.
COSPAR offers financial support to a select number of scientists to participate in COSPAR . For more information, please visit this website.
Question 9 : The AO states that the applicant must provide a reference letter from a professor that holds a faculty position at the applicant's university. Can the reference letter be provided by an adjunct professor from the applicant's university?
Answer 9 : Yes. A reference letter from an adjunct professor will be accepted provided that they supervised your research.
Question 10 : The AO states that "students may prolong their stay in Athens, Greece for personal travel provided that they do so at their own expense". Will the grant still cover roundtrip airfare if the student prolongs their stay or arrives early? Relatedly, if the student is travelling to COSPAR from a location other than Canada, will the airfare be covered?
Answer 10 : Yes, the grant can be used to cover roundtrip airfare if the student prolongs their stay in Athens or arrives early. The grant can also be used to cover airfare if the student travels to Athens from a location other than Canada. However, in both cases, the funds used for travel (flight, transportation, meals and hotel) should not exceed those that would normally incurred for a return trip from Canada (city of residence) to Athens between and .