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Application Process

UdeS Scholarships program

The following conditions must be maintained throughout the scholarship’s validity period, otherwise it may be cancelled. At the start date of the grant, the student must meet the following conditions:

  • Have an undergraduate or graduate degree based on the program selected;
  • Reside in Quebec;
  • Not be awarded a scholarship from an external agency (e.g., NSERC, SSHRC, CIHR, FRQ, etc.) of equal or higher value or duration than the institutional scholarship;
  • Be registered full time in a graduate research program at the Université de Sherbrooke and dedicate most of their time to research activities or training.

Scholarships are intended for students:

  1. Registered in a master’s or doctoral program for a maximum of one year on the date of the competition they are applying for, i.e. semester S1, S2, or S3, or;
  2. Who are admitted and will register for the subsequent semester, or;
  3. Who are committed to completing the admission process to be registered by the start date of the scholarship if their application is selected.

Students may submit a scholarship application only once for master’s studies and once for doctoral studies.

1.1 Eligibility conditions specific to master's studies

To be eligible for a scholarship, at the time of the application, students must have achieved an average grade above 3.0/4.3 (B) or equivalent during their undergraduate studies, unless the achievements and work experience presented in their resume are deemed exceptional.

Students registered in a Diplôme d’études approfondies (DEA—advanced studies degree) program or equivalent must submit an application for the master’s scholarship competition.

1.2 Fast-track entry to doctoral studies

Students benefitting from a master’s scholarship and fast-tracking their entry to doctoral studies at the UdeS may keep their master’s scholarship, while taking into account the maximum of six semesters of instalments.

1.3  Interruption of studies (maternity leave, parental leave, illness)

Students who interrupt their master’s or doctoral studies to take maternity or parental leave may delay their eligibility for a maximum of one (1) year. Similarly, recipients may postpone their scholarship for major health reasons upon presenting a medical certificate specifying the duration of leave. In any case, the UdeS Scholarships program coordinator of Student Services must be notified and the payments of the scholarship are to be interrupted during that period.

1.4  Obligation to submit applications to external scholarships competitions

Recipients must submit an application to at least one scholarships competition from an external granting agency during the first effective year of their scholarship from the Université de Sherbrooke.

The application must be submitted using the application form (this form is only available during the application period) and must include only one document in PDF format with a maximum of 10 Mb including the following components, in the following order:

  • The commitment form of the recipient and research director signed by all parties;
  • The application document including the presentation of the research project;
  • All official university transcripts (with the institution's seal), including the transcript issued for the degree serving as the basis for admission;
  • The proofs, certificates, publisher notifications, or confirmation e-mails for the required publications and communications in the application;
  • Any other relevant documents.

Application periods occur twice a year: 

  • February 1 to March 1, 11:59 p.m. (winter competition) and
  • July 1 to September 1, 11:59 p.m. (fall competition)

The full application must be submitted before the deadline. An application received after this date will not be considered. No updates will be accepted after the application deadline.

Applications are evaluated by an expert committee composed of UdeS professors from various disciplines and chaired by the Vice-President, Research and Graduate Studies, or a delegated person. The evaluation is based on the excellence criteria for the applications:

Academic recordSkills and experience in research
Excellence of academic recordPublications
Scholarships securedOral communications
Awards and distinctions receivedPoster presentations

The research project must be deemed feasible within the deadlines set by the expert committee for the scholarship to be allocated.

Unless otherwise stated by the members of the selection committee, only the marks related to the degree serving as the basis for admission to the master’s or PhD program are considered.The research project must be deemed feasible within the deadlines set by the expert committee for the scholarship to be allocated.

The effective date of the scholarship is the following:

  • March competition
    • If the program is already in progress, the scholarship must be paid at the beginning of the following summer semester.
    • If the recipient is admitted or in the process of being admitted, the scholarship must be paid at the beginning of the following fall semester.
  • August competition
    • The scholarship must be paid at the beginning of the following winter semester.

A waiting list is established after each competition. In May, grants freed from recipients who have secured an external grant are reassigned to candidates at the top of the waiting lists for the two previous competitions.

6.1 Effective date of the scholarchips allocated to the waiting list

By choice of the recipient and the research director:

  • The scholarship may be paid retroactively at the beginning of the summer semester, or;
  • The scholarship may be paid at the beginning of the fall semester.

7.1 Master's scholarship

The maximum number of semesters during which the recipient is eligible to receive payments is specified in the table below. This scholarship, with a value of up to $25,000, is distributed in equal bi-weekly instalments (pay weeks of the UdeS) over six (6) semesters (maximum duration of the scholarship). These equal instalments are then paid to the recipient until the end of their eligibility period (see table below). The total value of the scholarship may be lower than $25,000 based on the recipient’s status and the eligibility periods.

Recipients with a fast-track entry to doctoral studies that have not used up all instalments of their master’s scholarship may receive the remaining instalments after their registration to their PhD program for up to seven (7) semesters of registration in graduate studies (MSc and PhD combined). The scholarship value shall be the same as for the master’s.

7.2 Doctoral scholarship

The maximum duration of the doctoral scholarship is nine (9) semesters with a maximum value of $45,000. This scholarship is distributed in equal bi-weekly instalments (pay weeks of the UdeS) over nine (9) semesters (maximum duration of the grant). See the table below for details.

7.3 Recipients with an MD-MSc or MD-PhD status

Recipients with an MD-MSc or MD-PhD status must refer to the Graduate Studies Scholarships program of the Faculty of Medicine and Health Sciences for details concerning eligibility periods based on status.

7.4 Eligibility periods based on status

Recipient statusEligibility period (scholarship instalments)
Enrolled in a master’s research programThe scholarship instalments stop once one of the two following situations occurs:
  • End of the 6th semester of instalments (for a recipient who started receiving the scholarship as of semester S1 of their program); or
  • End of the 7th semester of enrolment in the recipient’s master’s program (for a recipient who started receiving the scholarship as of semester S2 or later in their program).
Enrolled in a doctoral research programThe scholarship instalments stop once the first of the two following situations occurs:
  • End of the 9th semester of instalments; or
  • End of the 10th semester of enrolment in the recipient’s program (for a recipient who started receiving the scholarship as of semester S2 in their program); or
  • End of the 11th semester of enrolment in the recipient’s program (for a recipient who started receiving the scholarship as of semester S3 in their program); or
  • End of the 12th semester of enrolment in the recipient’s program (for a recipient who started receiving the scholarship as of semester S4 in their program).
Selected from the waiting listThe rules set out above are applied equally.

On agreement with the research director and provided that the work does not impede the completion of research training and work (research activities), the recipient is allowed to have a maximum teaching load of 30 hours per semester or have a paid job for a maximum of 100 hours per semester.

Recipients with a professional university degree and a valid licence to practise in Quebec may receive a supplementary wage for practising their profession, provided that they dedicate 75% of their time to research.

When a recipient secures a grant from an external agency, a grant supplement from the institution or research director, or payment to conduct research activities, the following rules are applicable:

  • The UdeS scholarship combined with compensation to conduct research activities or a scholarship supplement is authorized for up to $30,000;
  • If the value or duration of the external scholarship or compensation for the research activities is equal or higher than that of the institutional scholarship, the institutional scholarship shall be cancelled and offered to another person in the waiting list or returned to the capitalization fund;
  • If the value of the external scholarship or compensation to conduct research activities is equal or higher and its duration is shorter than that of the institutional scholarship, the institutional scholarship shall be interrupted for the duration of the external scholarship or compensation for the research activities. The unused portion of the institutional scholarship shall be retained and the instalments shall restart once the alternate funding comes to an end, if the recipient is still eligible. The retained portion is calculated as follows:
Duration of the UdeS scholarship set based on the recipient's eligibility (see the "Duration and payment of the scholarship" section)LESS (-)Duration of the external scholarship or compensation for research activities + Portion of the UdeS scholarship already paid before the beginning of the payment of the external scholarchip or compensation for research activities (if applicable)IS EQUAL TO (=)Remaining portion of the UdeS scholarship that will be retained

Any situation not described above shall be brought to the attention of the graduate scholarship program coordinator of Student Services for assessment.

By accepting the scholarship, the recipient commits to:

  • Respecting the general rules related to completing graduate studies at the Université de Sherbrooke, their home faculty, and their program of studies, as well as all the conditions and requirements set out in this program. Recipients who do not comply with these rules shall have their scholarship cancelled immediately;
  • Submitting their application to scholarship competitions from external agencies during the 1st year of the institutional scholarship’s validity (except if no program is available for the recipient);
  • Immediately notifying the secretariat of their program of studies and the graduate scholarship program coordinator at Student Services about securing an external scholarship. In this case, the rules set out in the “Other sources of funding” section shall apply;
  • Presenting their research work at least once during the validity period of the scholarship at the science day event with the most appropriate unifying research theme of the UdeS;
  • Acknowledging the financial assistance allocated by the Université de Sherbrooke (the scholarship) in their publications and during oral presentations or through posters;
  • Submitting an annual report to the donor regarding the status of the work and training.

The research director commits to:

  • Paying a yearly matching fund of 25% (included in the total amount of the UdeS scholarship), for the full duration of the eligibility period to scholarchip instalments of the recipient, coming from either a grant that it holds or any grant held jointly or by a group of researchers:
    • $3,125 for a master’s scholarship;
    • $3,750 for a doctoral scholarship.
  • Overseeing the research work of the recipient;
  • Providing the recipient with the material and financial means to successfully conduct their research project.

When will I know whether my application has been selected, turned down, or is on the waiting list? Usually, reply letters are sent by e-mail a few weeks after the end date of the competition.

In my letter, it says that my application is on the waiting list. What does this mean? It means that if a recipient of a UdeS scholarship secures an external scholarship of an equal or higher value, they will decline the grant offered by the UdeS. This scholarship may then be offered to the next person on the waiting list.

Will I be able to find out where my application was ranked? No, rankings are not disclosed to applicants.

Why do the scholarships have different names? The scholarships are named based on the donors.

How many scholarships were offered in a competition? Once all recipients have accepted their scholarships, the full list will be posted on the competition’s website.

Can I submit my application more than once to the program? No, this is not possible.

I was offered a master’s scholarship by the UdeS. I have also received an external scholarship offer of an equal or higher value, but with a duration of only one year. How does this work? You must accept the external scholarship. The UdeS scholarship will be suspended for the duration of the external scholarship. Once the external scholarship ends, you can be paid the UdeS scholarship for the remaining duration of your eligibility.


Documentation

Information

Contact the graduate scholarships coordinator at the Student Services