SSRP FAQ

Q. How can I submit my application?
A. Please submit an online application at survey.ubc.ca/s/SSRP-application. Upload the signed Consent Form as part of the application when prompted.

Q. Is there a separate application form that my supervisor needs to fill out?
A. No, there is only one application. The application contains fields for you to provide information on the student, supervisor and project. It can be filled out by the student, the supervisor, another study team member (e.g. research assistant) or a combination of people.

Q. Can the online application be completed in multiple sittings?
A. Yes. You can return to your in-progress application using the link provided in your initial registration email (but be sure to save any in-progress pages before closing the survey) or by entering the email address associated with your application on the login page.

Q. If I uploaded my signed consent form (as requested) do I also need to drop off the original?
A. No.

Q. Do I need to include references in my application?
A. No, including references is not expected or required. If you wish to do so, they must fit into the allotted space and must not contain any names or other identifiers as specified in the guidelines for all written sections. E.g. use Nature 11(2) 2016 not Name et al. Nature 11(2) 2016.

Q. Do I have to apply for one of the projects listed on the website?
A. No, students may contact a supervisor directly to arrange a project. See Find a Supervisor.

Q. If I have arranged a project with a supervisor, do we need to post our project description online?
A. No. Online posting is simply a means to help students and supervisors connect. If a team has connected via other methods, this step is unnecessary.

Q. How many applications are received?
A. Approximately 200 applications are received (both undergraduates and medical students combined) for this competition. There is no guarantee that your application will be funded.

Q: What confirmations will I receive after I submit my application?
A: Submission of the online application is confirmed by the appearance of the confirmation screen (with the thumbs up logo), and no separate email is sent at this time. 2-3 days after the application deadline, we will email student applicants to confirm application receipt. 1-2 weeks after the application deadline, we will notify student applicants, via email, that their application has been deemed eligible to be forwarded to the review committee.

Please note that academic eligibility is not assessed at this time – we will reach out to applicants individually if there are any concerns with their academic eligibility (i.e. GPA for non-MD students or academic standing for MD students). We recommend applicants who are unsure of their academic eligibility (i.e. GPA potentially <75%) to contact us prior to the application deadline, as we can do individual confirmations at that time if needed.

Q. Can I submit FoM SSRP applications with two different supervisors?
A. No. Applications are restricted to one per individual, this includes both students and supervisors. Multiple applications from the same student will be disqualified and not put forward for adjudication.

Q. Can I submit FoM SSRP applications for two different projects with two different students?
A. No. Applications are restricted to one per individual. This includes both students and supervisors. Multiple applications listing the same primary supervisor will be disqualified and not put forward for adjudication. Note that this restrictions does not apply to project collaborators and you may be listed as a collaborator or co-supervisor on more than one project.

Q: As a student, can I jointly apply with another student to complete one project together under one supervisor?
A: Each FoM SSRP application can only be from one student and one supervisor as each application is for a single award for a single student. We do not accept applications with multiple student partners. If this is a collaborative project between two (or more) researchers, each supervisor could apply separately with a different student for the same project (as long as each application clearly outlines a specific role for the individual student).

Q. I am a Yr 3 MD student (MD 2019), how can I apply for 8 weeks of FoM SSRP funding when we only have a ~4 week summer break in 2018?
A. In 2018, we are offering MD 2019 students the opportunity to apply for 4 weeks of funding. The application form will remain the same but 4-week projects will be adjudicated separately from 8-week projects.

Q. I am not a Yr 3 MD student (MD 2019) but I have other commitments this summer, can I apply for 4 weeks of FoM SSRP funding?
A. No. 4-week projects are restricted to MD 2019 students. No exceptions.

Q. I have other funding for part of the summer, can I reduce my 8-week FoM SSRP to less than 8 weeks?
A. No.

Q. I am applying for 8 weeks of FoM SSRP funding , but will be going away some time during the summer. Do the 8 weeks of funding need to be continuous?
A. No, the 8 weeks of FoM SSRP funding do not need to be continuous. You and your proposed supervisor just need to agree upon a feasible, modified schedule that will equal to 8 weeks of full-time during the eligible funding period (generally June 1 – August 31, exact dates vary each year).

Q: I would like to apply to the FoM SSRP with a project that is a continuation of a FLEX research project. Is this allowed, and how might it be viewed by the adjudication committee?
A: Applications to the FoM SSRP for projects that are continuations of existing projects are accepted, and are not judged differently from new projects. The key is to clarify what will be accomplished within the project specifically during the FoM SSRP funding period. 

Q. Can I get an extension on the deadline?
A. No, the deadline posted on the Faculty of Medicine website is firm.

Q. When will the successful applicants be announced?
A. We generally make funding announcements in early May. Both successful and unsuccessful applicants will be notified. Please note that we strive to make funding announcements as early as possible but much of the funding used for the FoM SSRP is not confirmed until late April or early May (i.e. after the start of the fiscal year).

Q. Can I start my project in May or continue it in September?  
A. The funding period will be specified each year (start date ~June 1). Early start dates cannot be accommodated as we are unable to confirm the program funding. If you plan to start your project early on a volunteer basis please let the FoM Student Research & Education Coordinator know as soon as possible. If you are starting your project well in advance of the notification period your supervisor may need to purchase Volunteer Accident Insurance on your behalf  for that time period (cost ~$4/yr).

Q. What if my project start date changes after I submit my application?
A. Please indicate approximate project dates on your application. If your project dates change once your application has been submitted that is fine as long as your project still occurs during the eligible funding period. Please inform the FoM Student Research & Education Coordinator of the updated project dates during the award acceptance process (if your application is successful).

Q. What is the role of the supervisor? Who is eligible?
A. The supervisor needs to have a UBC Faculty of Medicine appointment (can be affiliate appointments) at the rank of Instructor or higher (i.e. Instructor, Assistant Professor, Associate Professor, Professor, Clinical Instructor, Assistant Clinical Professor, Associate Clinical Professor or Clinical Professor). Someone else can also be involved in the day-to-day direct supervision of the student, as long as the signing supervisor (as named on the application form) is also involved in the student’s project and mentoring.

Q. Why do applications from Instructors require the Department Head or School Director's signature?
A.  Given that the Instructor stream may not necessarily include research/scholarly activity, we are requesting that applicants with Instructor appointments have their applications signed by their Department Head or School Director (or alternate designated signing authority) as indicated in the FoM signing authority list. Alternatively, for the purposes of this application only, faculty members at the distributed campuses (IMP, NMP, SMP) can opt to have their applications signed by a designated local representative instead of their Department Head/School Director. Please contact the FoM Student Research & Education Coordinator for the name(s) of alternate signatories at your location.

Q. My supervisor is an Instructor and received their Department Head or School Director’s signature in previous years/with other student awardees. Do they still need another signature?
A. Yes, the FoM Dean’s Office requires the additional signature from all instructor level applicants regardless of previous approvals.

Q. Can a post-doctoral research fellow or a graduate student be a supervisor?
A. Supervisors are required to have faculty appointments at UBC (see above). A post-doctoral fellow may assist with the project and provide day-to-day direct supervision; however, s/he cannot be the signing supervisor for the project.

Q. I’m not a UBC student. Can I still apply?
A. No. This competition is only open to currently registered UBC students.

Q. I am an international student at UBC. Am I eligible to apply to the FoM SSRP?
A. Yes, currently registered UBC international students are eligible to apply.

Q. I am an Unclassified student at UBC. Am I eligible to apply to the FoM SSRP?
A. Yes.

Q. I am in Science One and do not receive my grades until the end of term 2, am I still eligible to apply to the FoM SSRP?
A. Yes, Science One students are eligible for the FoM SSRP. Please refer to the Transcripts, Grades, and GPA Evaluations section below for further information.

Q. I'm in the Bachelor of Medical Laboratory Science Program (BMLSc) or the Bachelor of Midwifery Program (BMW), am I eligible to apply to the FoM SSRP?
A. Yes, undergraduate students in the BMLSc program or BMW program are eligible for the FoM SSRP. Other eligible undergraduate students include those in direct-entry program in the Faculty of Science, Faculty of Applied Science, Faculty of Pharmaceutical Sciences, Faculty of Arts, etc. .

Q. I am in the UBC-BCIT joint Honours in Biotechnology program, am I eligible to apply to the FoM SSRP?
A. Most likely, we have had eligible applicants from this program in past years but please contact us at fom.ssrp [at] ubc [dot] ca to confirm your eligibility. Please include your student number and confirm that we have your permission to look at your registration record in the body of the email.

Q. I am in the MD/PhD program, am I eligible to apply to the FoM SSRP?
A. No, MD/PhD students are classified as graduate students and as such, they are not eligible for the FoM SSRP.

Q. I'm a non-MD undergraduate student graduating in May, am I eligible to apply to the FoM SSRP?
A. Yes, non-MD undergraduate students are eligible to hold a FoM SSRP award in the semester immediately following graduation as they will still be registered UBC students at the time of application. 

Q. Who reviews the applications? Can I contact them?
A. All applications are adjudicated by an adjudication committee comprised of faculty members from the UBC Faculty of Medicine. Each application is evaluated by multiple reviewers. Applicants cannot contact the adjudication committee so as to keep the competition as fair as possible to all participants.

Q. How are applications evaluated?
A. For information on the adjudication criteria please visit the adjudication section of the website.

Q. Are 4-week projects and 8-week projects adjudicated together?
A. No. 4-week and 8-week projects will be adjudicated separately.

Q. I'm a non-MD undergraduate student in my first year at UBC, what are my chances of getting funded?
A. Currently the FoM SSRP does not specifically give preference to upper level students (years 3+); analysis of previous FoM SSRP competition data does not reveal any differences in funding success rate for students in different years of their degree. However, we only receive a few applications from first or second year students every year so this analysis is based on very limited data. 

Q. How many projects will be funded?
A. The number of projects funded varies based on the number of applications received and the available funding. On average 50% of the projects receive funding, and the FoM SSRP funds an average of 65 MD student projects and 35 non-MD student projects per year. In addition, the availability of funding for specific research areas varies from year to year. For additional information on historical application and funding information, please visit the funding section.

Q. Do all applications have the same chance of being funded?
A. No, not necessarily. The FoM SSRP uses a variety of different funding sources to fund projects. Each of these funding sources has its own set of requirements and restrictions. For example, some funding sources stipulate that they must be distributed only to MD students while other funding sources are restricted to specific research areas. Consequently, the funding success rates vary for different types of students (MD versus non-MD) and different areas of research. Note that we do have lots of general funding available as well.

For additional information on the various funding sources used to support the FoM SSRP please visit the funding section of the website.

Q. If I have applied for a FoM SSRP award, can I apply to other sources for funding as well?
A. Yes, we encourage you to apply to other competitions as the FoM SSRP is a competition and funding is not guaranteed; however, funding for the award period can only be held from one source. Additional weeks or months of work before/after the award period may be funded by the lab or agency associated with the project using alternate sources.

Q. Can I hold a FoM SSRP award during a Co-op placement?
A. No. Due to the way in which the FoM SSRP awards are awarded and administered it is not possible to hold a FoM SSRP award as part of a coop placement.

Q. If I received a FoM SSRP summer studentship in the past, am I guaranteed to receive one this year?
A. Funding is not guaranteed, even if you have been awarded in the past. All applications are subject to the same adjudication process.

Q. If a student/supervisor team are awarded a FoM SSRP summer studentship and the student decides to pursue another opportunity, can the supervisor recommend another student in their place?
A. No, the adjudication committee ranks each project based on the project description as well as the applying student. To be fair to all involved both students and supervisors should ensure that they are committed to a project prior to submitting your application. This commitment is outlined on the consent form.

Q. Do I have to submit transcripts with my application?
A. No. We use the Student Information System (SIS) to access student grades. Students are asked to consent to the process on this FoM SSRP application form. Students in non-standard programs where grades are not available on SIS should contact the FoM SSRP coordinator directly to make arrangements to obtain grades via other channels in advance of the deadline.

Q. I am in Science One, how do I submit my grades?
A. There is an established process in place to obtain and submit your interim grades. Please contact us at fom.ssrp [at] ubc [dot] ca for details.

Q. I am in the UBC-BCIT joint Honours Biotechnology program, how do I submit my grades?
A. There is an established process in place to obtain and submit your interim grades. Please contact us at fom.ssrp [at] ubc [dot] ca for details.

Q: I’m currently a first year undergraduate student at UBC working through my second semester, and understand that the GPA will be based on the best 24 credits earned over the previous two semesters. As I only have one semester worth of grades so far (i.e. 15 credits), how will my GPA be calculated?
A: If you are a first year student, your GPA will be calculated based on all grades currently available.

Q. What grades will be included in the evaluation process?
A. For information on the adjudication criteria please visit the adjudication section of the website.

Q. What is the percentage grade cut-off for funding?
A. The student must have a minimum 75% average. This is consistent with UBC guidelines because FoM SSRP is awarded as a scholarship.

Q. Will grades from the 2017W Term 1 (September - December 2017) and 2017W Term 2 (January - April 2018) be used in the GPA calculation?
A. The 2017W Term 2 semester ends after the application deadline, so it is not included. Students taking classes that last for both terms 1 and 2 are able to provide us with interim grades for Dec 2017 if they wish these grades to be included in the calculation. First year non-MD students are required to provide interim grades for all multi-term courses. As outlined on the website, the onus is on the student to provide any grades not available from the Student Information System (e.g. interim grades, students doing joint degrees with other institutions etc.). Interim grades must be provided prior to the application deadline.

Any research involving human participants that is conducted at UBC facilities (including UBC-affiliated hospitals) or by persons connected to the University must be reviewed and approved by one of UBC’s six sanctioned Research Ethics Boards (REBs). Similarly, research or teaching conducted at UBC or by persons affiliated with UBC that involves the use of animals must have the approval of the UBC Committee on Animal Care. Students conducting FoM SSRP projects are considered to be acting under the auspices of UBC and thus ethics approval must be obtained from one of UBC's REBs. This is in addition to ethics approvals granted by non-UBC REBs (e.g. health authorities or other institutions).

*Note that there is a special coordinated review process in place for FoM SSRP projects being conducted at Fraser Health, Interior Health or Island Health. See Guidance Note on UBC Family Practice Resident Research, UBC Dietetic Interns, UBC Pharmacy Residents, and Summer Medical Students' Research Projects for additional information. This process replaces the need for multiple ethics applications.

  • For UBC Clinical Application Guidance Notes refer to the following link
  • For UBC Behavioural Application Guidance Notes refer to the following link

For more information on REBs visit the Student Research FAQ or research.ubc.ca/ethics.

Questions and clarifications should be directed to the appropriate REB (see http://research.ubc.ca/ethics).

Q. What if my question still isn’t answered?
A. Applicants are encouraged to contact the Student Research & Education Coordinator at fom.ssrp  [at]  ubc [dot]  ca with their questions.