Frequently Asked Questions about the Self-identification Questionnaire

The collection of self-identification data is a central piece of the CIHR’s commitment to equity, diversity and inclusion (EDI). This data provides information on the diversity of the population applying for and receiving agency funds and participating in peer review. The information increases CIHR’s capacity to monitor its progress on increasing EDI in its programs, to recognize and remove barriers to equal and diverse access to funding, to design corrective measures where barriers exist, and to achieve greater equity, diversity and inclusion as an outcome of the research enterprise.

The self-identification information is collected, used, disclosed, retained and disposed of in accordance with the Privacy Act.

The personal information you provide in this questionnaire will be used or disclosed for the following purposes:

• Implementing funding equalization measures designed to ensure that underrepresented groups have access to CIHR funding proportional to other groups;
• Determining applicant eligibility for funding opportunities designed for specific groups;
• To inform reviewer recruitment for peer review, Reviewer Pathway programs and College of Reviewer membership; and
• Future program design and delivery, results measurement and reporting purposes.

Your personal information is stored and may be used as listed in CIHR Info Source Chapter - Bank number: CIHR PPU 005 and CIHR PPU 025.

Your information will be stored securely and separately from your application details. Although your responses will be linked to your CIHR Personal Identification Number (PIN), which is done to ensure that your data is saved for future competitions, the data itself is stored in a separate section of CIHR's database. As noted in Question 21, this means that the information cannot be seen by other applicant participants or by peer reviewers, and it will only be seen by a small group of CIHR staff with the appropriate security clearance and access.

The information collected will be retained and disposed of in accordance with CIHR’s retention and disposition schedules pursuant to Library and Archives Canada's requirements and Treasury Board of Canada Secretariat's Directive on Recordkeeping.

Self-identification statistics will always be reported in aggregate form to ensure confidentiality.

To protect the privacy of individuals, if the number of individuals who selected a specific response option is less than five, the data will not be publicly reported.

Appropriate privacy notices are provided and consent is obtained when self-identification information is collected.

For further information on how self-identification information is / will be used and stored by the program, contact staff directly at edi@cihr-irsc.gc.ca.

For privacy-related issues, or where someone wishes to remain anonymous, contact Access to Information Act and Privacy (ATIP) staff at CIHR: ATIPCoordinator-CoordonnateurAIPRP@cihr-irsc.gc.ca.

See Question 20: Will my responses be tied to funding decisions in any way? and Question 21: Who will see my information? Will peer reviewers be able to access this information?

Applicants, peer reviewers and participants in the Reviewer Pathway programs are required to complete the questionnaire.

For Applications:

Participant types required to complete the questionnaire are:

• Nominated Principal Applicant
• Principal Knowledge User
• Knowledge User
• Principal Applicant
• Program Leader
• Project Leader
• Co-Applicant
• Project Expert
• Primary Supervisor
• Program Expert
• Supervisor

Collaborators are the only participant type exempted from the questionnaire requirement. All other application participants must complete the questionnaire. In fact, the Nominated Principal Applicant will not be able to submit the application until all eligible participants have completed their questionnaires.

For Peer Review:

Peer review participant types required to complete the questionnaire are:

• Peer reviewers
• Committee chairs
• Scientific Officers
• Reviewer in Training and other mentees
• Other committee panel members

The questionnaire was first launched in mid-2018. At that time, it included questions related to five dimensions: age, gender identity, Indigenous identity, visible minority identity and identity as a person with a disability. Only applicants were required to complete it.

The questionnaire has been expanded to provide CIHR with data that it can use to understand how its programs and peer review processes are being accessed within underrepresented groups. Broad identity categories such as “visible minority” or “disability status” can potentially hide the heterogenous or unique experiences of individuals who identify as belonging to one or more underrepresented groups. The expanded survey allows CIHR to form a more nuanced understanding of who is and who is not accessing and participating in its funding programs based on disaggregated data and intersectional analysis.

The changes also ensure that CIHR is aligned with legal requirements, new legislation, and feedback from the research community. For example, the 2019 Addendum to the 2006 human rights settlement agreement pertaining to the Canada Research Chairs Program required revisions to the self-identification questionnaire to collect data on nominees and chairholders who identify with LGBTQ2+ communities or who identify as white.

Yes. The questionnaire was first developed collaboratively by CIHR, the Natural Sciences and Engineering Research Council (NSERC), and the Social Sciences and Humanities Research Council (SSHRC). The expanded Tri-agency questionnaire was developed in collaboration with the Canada Foundation for Innovation (CFI).

Individuals can and should self-identify in relation to all dimensions covered by the questionnaire (see Question #9 Why are these particular questions asked). Some questions allow individuals to select more than one response option whereas others, for data integrity and reportability reasons, limit individuals to one response option.

In accordance with the Privacy Act, government institutions must collect personal information such as self-identification information directly from the individual. The government institution must inform the individual of the specific purposes for collecting their personal information and how it can be used and disclosed, and must obtain their consent for the collection. Also, there may be differences in the way questions are asked by different organizations, and responses provided by individuals can change over time.

The questionnaire covers eight dimensions: age, gender identity, sexual orientation, Indigenous identity, visible minority identity, population group, disability and language. While the questionnaire does not include every important diversity dimension, these eight dimensions cover aspects of identity that are generally recognized as being impacted by bias and discrimination in the postsecondary research sector.

See Question 5: Why has the questionnaire been expanded and revised?

The questions are based on research and analysis of approaches to self-identification, as well as targeted engagement with stakeholders and experts. The question format and response options are primarily based on standards in place in 2018, as used by Statistics Canada in census questionnaires, and wording from federal legislation, including the Employment Equity Act and Accessible Canada Act. For some of the new or revised questions, current federal standards are either not available or not being used as they would not suit the specific uses of this self-identification form (see Question 1: Why am I being asked to complete the self-identification questionnaire?).

CIHR recognizes that, for certain identities, terminology is not universally agreed upon and continues to evolve. The terminology and approach to the questions seek to balance inclusion, respect for privacy and reportability. Feedback is welcomed. See Question 25: Who can I contact for more information or to provide feedback?

The age question asks for your year of birth. This information distinguishes users with the same or similar names, and helps the program to identify individuals who may have duplicate personal identification numbers (PINs). The data also helps us to monitor bias related to age in CIHR’s programming.

The gender identity question asks you to indicate the term(s) that best describe your current gender identity. It also asks you to indicate the sex you were assigned at birth.

"Gender identity" refers to a person’s internal sense of being a woman, man, both, neither or somewhere along the gender spectrum. Some of the response options may overlap. The question allows you to choose multiple options. Choose the responses that best represent you.

The response options for this question are defined as follows:

• Agender refers to a person who does not relate to any gender identity, who does not experience gender or who places themselves beyond the gender spectrum.
• Bigender/Multigender Bigender refers to a person who identifies as having two genders. Multigender refers to a person who identifies as having more than one gender.
• Gender fluid refers to a person whose gender identity or expression changes or shifts along the gender spectrum.
• Genderqueer refers to a person who challenges social norms regarding gender with their identity, their gender expression and their sexual practices.
• Man refers to a person who internally identifies and/or publicly expresses as a man. This may include cisgender and transgender individuals. Cisgender refers to a person whose gender identity corresponds with the sex they were assigned at birth. Cisgender is an adjective that some individuals use to define their gender identity. Transgender is defined below.
• Nonbinary refers to a person whose gender identity does not align with a binary understanding of gender such as man or woman.
• Transgender refers to a person whose gender identity does not correspond with the sex they were assigned at birth. Transgender is an adjective that some individuals use to define their gender identity.
• Two-Spirit is a term used by some North American Indigenous people to indicate a person who embodies both female and male spirits or whose gender identity, sexual orientation or spiritual identity is not limited by the male/female dichotomy.
• Woman refers to a person who internally identifies and/or publicly expresses as a woman. This may include cisgender and transgender individuals. Cisgender refers to a person whose gender identity corresponds with the sex they were assigned at birth. Cisgender is an adjective that some individuals use to define their gender identity. Transgender is defined above.

Why is the gender identity question a 2-step question?

The gender identity question is a two-step question that asks first your current gender identity and then your sex assigned at birth.

Sex assigned at birth refers to the sex recorded on your original birth certificate. Sex at birth is typically assigned based on a person's reproductive system and other physical characteristics.

This question permits measurement of the transgender and cisgender populations through cross-classification while allowing respondents to select the terminology they use to describe themselves.

The federal funding agencies recognize that the terms woman and man may be used by people who are cisgender, people who are transgender and/or by people who are gender diverse. Recognizing the barriers faced by gender diverse communities, the collection of nuanced data on gender identity enables analysis of the degree to which transgender and gender diverse individuals participate in and benefit from tri-agency activities in comparison with cisgender individuals.

If you indicate in the second part of the question that your sex assigned at birth does not correspond with your current gender, the funding agencies will be able to recognize and count your trans experience. If you indicate that your sex assigned at birth corresponds with your gender (for example, female and woman), we can recognize and count your cisgender identity.

How will the data be reported and protected?

Displaying multiple gender identity response options means that some gender identities will only be selected by a small number of respondents. To protect privacy, responses below the acceptable threshold will be combined under the category "gender diverse” when reported.

The data on sex assigned at birth will only be used for measurement of the transgender and cisgender populations through cross-classification. No data on sex assigned at birth will be reported publicly. Datasets and reports will contain aggregate, depersonalized data related to the gender identity responses. For example, applicants may be screened into funding opportunities on the basis of certain combinations of gender identity, but never only on the basis of sex assigned at birth.

The sexual orientation question asks you to select how you currently identify.

The response options for this question are defined as follows:

• Asexual refers to a person who identifies as feeling very little or no sexual desire.
• Bisexual refers to a person who identifies as being sexually attracted to people of their sex and/or gender and people of a different sex and/or gender.
• Gay refers to a person who identifies as being sexually attracted to people of their sex and/or gender.
• Heterosexual refers to a person who identifies as sexually attracted to people of a different sex and/or gender.
• Lesbian refers to a person who identifies as a woman and as being sexually attracted to women.
• Pansexual refers to a person who identifies as being sexually attracted to another person regardless of their sex or gender.
• Queer refers to a person whose sexual orientation differs from the normative binary vision of sexuality.
• Two-Spirit is a term used by some North American Indigenous people to indicate a person who identifies as embodying both female and male spirits or whose gender identity, sexual orientation or spiritual identity is not limited by the male/female dichotomy.

The Indigenous identity question asks you if you identify as an Indigenous person. In Canada, an Indigenous person is someone who identifies as First Nation, Métis, or Inuk (Inuit). This question is about personal identity, not legal status or registration.

The visible minority identity question asks you to indicate if you identify as a member of a visible minority, as defined by the Employment Equity Act. The Act defines visible minorities as "persons, other than Aboriginal peoples, who are non-Caucasian in race or non-white in colour."

The population group options listed are those used by Statistics Canada in the national census. Population group should not be confused with citizenship or nationality. You may select all categories that apply.

If you have already identified as an Indigenous person and do not identify with any other population group, you are asked to select "population group not listed above" and specify Indigenous.

The disability question asks you to indicate whether you personally identify as having a disability, according to the definition provided by the Accessible Canada Act. According to the Act, disability means any impairment, including a physical, mental, intellectual, cognitive, learning, communication or sensory impairment—or a functional limitation—whether permanent, temporary or episodic in nature, or evident or not, that in interaction with a barrier, hinders a person’s full and equal participation in society. You may select all categories that apply.

The question does not ask whether you have ever qualified for a disability benefit under the Canada Pension Plan or other program. It also does not take into consideration whether you have received accommodations.

The language question asks you to identify which language you first learned and which language you use most often at home. You may select all categories that apply.

The question does not ask which language you prefer to use to communicate with the agencies or in which language you submit an application. This information is collected elsewhere in the application process.

If you do not wish to self-identify, you have the option to choose “I prefer not to answer” for each question. You must select this option and save your responses for your questionnaire to be marked as complete. Doing so fulfills the mandatory requirement for completing the questionnaire.

Choosing “I prefer not to answer” may have different consequences depending on the specific requirements of the funding opportunity or peer review committee.

For applicants, if the opportunity engages in equalization or other specific measures, or includes eligibility criteria on the basis of self-identity, choosing “I prefer not to answer” could impact an applicant’s access to funding. Applicants are encouraged to read the requirements of every funding opportunity carefully to understand how responses to the self-identification questionnaire will be used throughout the application process. See Question 20: Will my responses be tied to funding decisions in any way?

Peer reviewers may be invited to participate on review committees based on the responses they provide to this questionnaire, in addition to other factors.

Responses to the self-identification questionnaire may be tied to funding decisions, depending on the nature and criteria of each specific funding opportunity. Applicants are encouraged to refer to the specific information provided with each funding opportunity to understand whether self-identification responses are tied to decisions that will be made regarding their application.

Specifically, the information that you provide could be used or disclosed for the following purposes:

• Implementing funding equalization measures designed to ensure that underrepresented groups have access to CIHR funding proportional to other groups;
• Determining your eligibility for funding opportunities designed for specific groups;
• To inform reviewer recruitment for peer review, Reviewer Pathway programs and College of Reviewer Membership; and
• Future program design and delivery, results measurement and reporting purposes.

These measures are key to addressing historical and ongoing systemic barriers that prevent all applicants from accessing CIHR funding and participating in its programs in an equitable and inclusive manner.

See Question 1: Why am I being asked to complete the self-identification questionnaire?

Access to these data is strictly limited to a small number of CIHR staff with the appropriate training and security clearance and on a need-to-know basis. Self-identification information is not part of your application and will be neither accessible to, nor shared with, peer reviewers.

In addition to their program monitoring, the agencies share aggregated self-identification data.

See Question 2: How will my information be used? How will it be stored?

For Applicants:

In ResearchNet, the Nominated Principal Applicant (NPA) is responsible for adding application participants in the "Application Details – Identify Participants" task. When a participant is added to the application, ResearchNet is prompted to send an e-mail to that participant with a link to the self-identification questionnaire. This e-mail also includes instructions on how to access and complete the questionnaire, either through the link provided in the e-mail or through the participant's own ResearchNet account.

Note: If a person is added as a participant on multiple applications within a single competition or on applications across multiple competitions, they will only receive one of those emails from ResearchNet if their current self-identification questionnaire status is "Pending".

The NPA will not receive a separate e-mail with a reminder to complete their own self-identification questionnaire. The NPA will be able to access the questionnaire directly from ResearchNet.

If, as the application deadline approaches, the NPA notices that any application participants have not yet completed the self-identification questionnaire, they can prompt ResearchNet to send another e-mail to those participants with the questionnaire link and instructions. Note that the NPA will not be able to submit the application for funding until all application participants (with the exception of Collaborators) have completed their questionnaires.

When an application participant completes the questionnaire, the information is saved for future competitions (based on the participant's CIHR PIN).

For Peer Reviewers:

The questionnaire is completed in ResearchNet and is a sub-task of the “Review of Confidentiality and Conflict of Interest Guidelines” task. Review tasks will remain closed until the Confidentiality and Conflict of Interest Policy task is completed, which now also includes the mandatory self-identification questionnaire subtask.

In this subtask, peer review committee members will be able to complete the self-identification questionnaire for the first time or review the responses they may have previously provided as an applicant or as part of a previous peer review activity.

If you do not wish to provide a response to a question, you may choose "I prefer not to answer" for one or more questions, but you must select this option (or another option) for each question and save your responses in order for the questionnaire subtask to be marked as complete.

Once you have confirmed and saved your self-identification responses, the responses will be collected and associated with the specific Peer Review Committee meeting in question.

If you make a change to your responses, these changes will ALSO be reflected in all of your current ResearchNet equity, diversity, and inclusion self-identification questionnaire activities when you click save, including open applications for current funding opportunities.

CIHR encourages all applicants to keep their questionnaire responses up to date.

Yes. Self-identification information can be changed at any time. However, you will only be prompted to provide information at the time of submitting an application.

The agencies continually monitor the development of new standards for the collection of self-identification information by such agencies as Statistics Canada. They review and update the questionnaire every four years.

The agencies welcome feedback from the research community on all aspects of the self-identification questionnaire and its implementation. You may provide suggestions or comments by contacting CIHR at: edi@cihr-irsc.gc.ca.