Frequently Asked Questions(FAQs)
Q1. What are the roles of the organizing committee during the proposal preparation stage?
• A member of the organizing committee should be designated as the **lead organizer** or **contact organizer**. All other members of the organizing committee are called **co-organizers** or **supporting organizers**.
• The lead organizer serves as the main point of contact between the organizing committee and BIRS. Co-organizers are expected to assist in all aspects of proposal preparation, planning and program delivery.
• During proposal preparation, the lead organizer alone can edit the proposal. Co-organizers can review the proposal and are expected to contribute in key aspects of the proposed program. The lead organizer is responsible for proposal submission and for possible revisions.
Q2. What are the roles and responsibilities of the organizing committee *after* a proposal has been accepted?
If a proposal is successful, all organizers are expected to be on-site during the delivery of their program and participate actively in the execution of the event. The organizing committee:
• is responsible for ensuring that the composition of program participants and the activities that take place during the program should be in accordance with the original proposal and schedule approved by the BIRS Program Committee.
• is required to manage/collect title and abstract of the talks from the invited speakers and upload schedule items to the BIRS Workshops system and coordinate any special program requirements with BIRS staff.
• is expected to manage the participant list and meet with the set deadlines.
• is committed to provide a welcoming environment that encourages the free expression and exchange of ideas, following the BIRS Code of Conduct for Events
• is required to provide a post-event report within 10 weeks of the conclusion of the program.
Q3. Number of proposal submissions by an individual organizer
• An individual can be the lead organizer of at most one proposal of the same type in a given year. They can be a co-organizer in other proposals.
• An individual can be a co-organizer or supporting organizer in any number of proposals, even in the same year.
• Organizers of multiple 5-day proposals should disclose this information under the "Additional Comments" section of every proposal they are involved in.
Q4. How many organizing committees can one person be part of, during the proposal submission stage?
• Lead organizer: 1 proposal per program type per year
• Co-organizer or supporter: Any number
Q5. How does BIRS assess organizer composition?
• A clear articulation of the role of each member of the organizing committee and the experience they bring to the team.
• Breadth across career stage, geography, institution, subject area.
• NSERC-mandated considerations: https://www.nserc-crsng.gc.ca/NSERC-CRSNG/EDI/Index_eng.asp for Canadian researchers.
Q1. What makes a strong participant list?
• A wide range of research expertise, with a description of their alignment with the scientific goals of the event
• Presence of early-career researchers, with a plan for their meaningful engagement in the program
• An enriched program structure with a variety of interaction formats that fosters collaboration
Q2. How many people should I invite during proposal preparation?
See the guidelines https://proposals.birs.ca/guidelines for specific limits by location and program.
While the system will only allow invitations up to the cap, it is strongly recommended that you invite less than the maximum allowable invitations. This will leave room for possible additions if revisions are requested at a later stage.
If a proposal is successful, BIRS will invite the researches who indicated interest through the BIRS portal during the proposal stage. Only solicit expressions of interest from those who you intend to invite.
Q3. How are invitations handled?
You provide the names/emails. BIRS contacts the invitees with an opt-in link and survey.
Q4. Are invitees required to fill out the survey?
Yes, if they express interest the proposed event.
Q1. Why am I being asked to complete the 'Participation and Engagement' Survey?
BIRS is committed to providing a welcoming environment to all participants at BIRS events. It is our goal to host workshops and to foster opportunities for career growth and development for all.
The collection of information from our participants is one way that BIRS supports this goal. This information enables us to see trends, improvements, and shortfalls in the participation list. Ultimately, it provides data that can be used for evidence-based decision-making to promote greater participation and engagement within mathematics.
Q2. Who is required to complete the 'Participation and Engagement' Survey?
Organizers and participants invited to indicate their interest in a given proposal are required to complete the 'Participation and Engagement' Survey.
While your response is mandatory, you have the option to select Prefer not to answer for any/all of the questions if you choose not to self-identify. There is no penalty for selecting Prefer not to answer.
Q3. Are my answers to the 'Participation and Engagement' Survey anonymous or confidential?
Answers to all other questions provided in the survey can only be viewed by BIRS staff, and only on a need-to-know basis. These responses are collated every year across all programs for BIRS’s annual reporting.
Q4. As an organizer, will my answers to the 'Participation and Engagement' Survey have an impact on the outcomes of my proposal, or any future proposals?
No. Your answers on the 'Participation and Engagement' Survey are not used for assessing the merits of the proposal in any way and are not shared with the reviewers. This survey is primarily about self-identification, and there is no correct or incorrect answer.
Q5. I do not want to answer the questions in the 'Participation and Engagement' Survey. What are my next steps?
Taking part in this survey is a compulsory part of the application/participation process. However, we recognize that individuals may prefer not to share their responses to some questions. Each question has the option Prefer not to answer, which respondents are invited to use for any questions they feel uncomfortable answering.
A survey that is answered by selecting Prefer not to answer for every answer will be considered a fully completed survey that meets the mandatory requirement.
If you still have concerns about participating in the survey, you can discuss it further with the BIRS Program Coordinator at birs@birs.ca.
Q6. How is my data stored securely?
Your responses will be stored electronically upon submission. Your information will remain confidential, and it will only be used or disclosed as authorized under the Freedom of Information Protection and Privacy Act (FIPPA) and The Banff Centre's privacy policy (if applicable).
Should you have any questions about the collection or use of information, please contact the BIRS Program Coordinator at birs@birs.ca.
Q7. Can I make changes to my answers to the 'Participation and Engagement' Survey after it has been completed and submitted?
Yes. You can create a proposal account and update your personal information.
Q8. How do I fill in the 'Participation and Engagement' Survey? How will I know that the questionnaire has been completed?
Upon indicating your interest for a BIRS proposal, you will be automatically redirected to the 'Participation and Engagement' Survey. The first page will provide a description of the survey’s purpose and a disclaimer, which notes that completing the survey is a mandatory step in the RSVP process. You are encouraged, but not required, to self-identify, and responding with Prefer not to answer has no consequences or effect on a given proposal. To continue, check off the acknowledgement box and click Submit Query to view the survey.
The survey consists of 9 questions related to self-identity. Questions 1 (country of citizenship) and 3 (ethnicity) allow for multiple selections—you can select all those that apply while pressing Ctrl/⌘ on your keyboard. All other questions allow one selection only. You are encouraged to select the response that best describes you.
Once you complete the questions, you can click Submit, which will bring you to a confirmation page that thanks you for your response. You will not receive a confirmation email from your submission. At this point, you can close the survey window.
Q9. Why do you want to know about the demographics of your organizers and participants?
BIRS is committed to providing a welcoming environment to all participants at BIRS events. It is our goal to host workshops and to foster opportunities for career growth and development for all..
The collection of information from our participants is one way that BIRS supports this goal. This information enables us to see trends, improvements, and shortfalls in the participation list. Ultimately, it provides data that can be used for evidence-based decision-making to promote greater participation and engagement within mathematics.
This is in line with the approach taken by the Social Sciences and Humanities Research Council (SSHRC), the Natural Sciences and Engineering Research Council (NSERC), and the Canadian Institutes of Health Research (CIHR), among others. If you would like more insight into this policy, a great resource is Science.gc.ca:.
Q10. Why did you choose these questions in the 'Participation and Engagement' Survey? Why take a self-identification approach?
The questions in the self-identification questionnaire are aligned with the data guidelines of NSERC https://www.nserc-crsng.gc.ca/NSERC-CRSNG/EDI/data-donnees_eng.asp. They aim to assess broad engagement.
Q11. Can I identify in more than one group?
Individuals are able and encouraged to self-identify for each of the questions in the 'Participation and Engagement' Survey. Some questions allow for multiple responses by selecting all those that apply while pressing Ctrl/⌘, while others may limit responses to one selection for data reportability reasons.
Q12. I have a disability, impairment, or ongoing medical condition that might have an impact on my participation. How can BIRS support my attendance?
BIRS firmly believes that all attendees should be treated with respect and dignity and will make accommodations where possible to ensure that everyone is able to fully engage with the workshops, regardless of disability, impairment, or medical conditions.
Some practical steps might include working with the catering and hospitality team to ensure that there are appropriate food and accommodation options, or perhaps ensuring the location and contents of the workshops are accessible. It may involve providing information on various support available in the vicinity of the conference, such as medical centres, even if those services are not provided directly by BIRS.
If you are hoping to participate in a workshop but have concerns about how your participation will be supported, please email the BIRS Program Coordinator at birs@birs.ca to discuss accommodations that can be made to suit your unique needs.
To comply with NSERC, NSF, and Alberta Government policies.
Q2. What are my responsibilities?
Review applicable guidance:
• Canada: Safeguarding Your Research: https://science.gc.ca/site/science/en/safeguarding-your-research
• NSF: Research Security: https://www.nsf.gov/research-security
• Institutional policies in your own jurisdiction
• Confirm you are not aware of any barriers to participation for proposed invitees
BIRS proposals are evaluated based on two main criteria:
(a) Scientific merit, and
(b) Broad participation and engagement
The rubrics are as follows
Scientific merit
Broad participation and engagement
Q2. How does BIRS assess organizing committee composition in a proposal?
BIRS strongly encourages organizing teams to reflect the breadth of the global mathematical sciences community. Organizing committees should include researchers from a range of career stages, institutions, geographic regions, and subject areas. A competitive proposal is expected to clarify the criteria used to convene the organizing committee, and the unique value and perspective each member brings to the team.
As a Canadian organization, BIRS is committed to advancing equity, diversity and inclusion in alignment with Tri-Agency (NSERC, SSHRC, CIHR) principles. Organizers based in Canada are encouraged to consider the inclusion of individuals from equity-deserving groups, including women, Indigenous peoples, visible minorities, persons with disabilities, and LGBTQ2+ individuals, as outlined in the Tri-Agency EDI Action Plan
BIRS recognizes that researchers operate within varying legal, institutional, and funding frameworks. Organizers are invited to consider strategies that align with the legal and policy requirements of their home institutions and funding bodies.
Q3. How does BIRS assess the prospective participant list in a proposal?
Organizers play a critical role in shaping the participant list and ensuring that the program is broadly accessible to qualified researchers.
Participant invitations should be guided by scholarly relevance, with attention to disciplinary fit, research promise, and the potential to benefit from and contribute to the workshop.
Organizers are encouraged to assemble participant lists that reflect:
• Geographic distribution, including representation from institutions and regions with limited access to international collaboration; Range of career stages, with particular consideration for early-career researchers;
• Variety of institutional types, such as research-intensive universities, teaching-focused colleges, and emerging research hubs;
• Subject-matter breadth, where appropriate, to promote fruitful cross-pollination of ideas.
As a Canadian institute, BIRS supports efforts that advance equity, diversity, and inclusion (EDI), in alignment with https://www.nserc-crsng.gc.ca/NSERC-CRSNG/EDI/Index_eng.asp Tri-Agency principles. Canadian applicants may consider outreach to equity-deserving groups consistent with these guidelines.
At the same time, BIRS respects the legal, institutional, and policy environments of researchers from other jurisdictions. Organizers should ensure that their invitation strategies align with the relevant funding frameworks and laws in their home countries.
Q4. How does BIRS assess the "participation and engagement" component of the proposal?
Applicants are encouraged to align participation strategies with relevant funding agency and institutional policies. Proposals are evaluated not only for their scientific merit but also for their potential to support broad participation and strengthen the global mathematical sciences community.
Participation strategies vary by topic and format, but strong proposals tend to consider the following:
Team Composition
• Researchers from different career stages, including at least one early-career organizer
• Representation from multiple institutions, ideally spanning different types (e.g., research-intensive, teaching-focused, regional)
• International collaborators representing globally distributed research clusters
• Applicants may also consider inviting participants with a range of disciplinary backgrounds, institutional affiliations, geographic regions, and lived experiences, consistent with applicable institutional and jurisdictional policies
Participant Outreach and Access
• Geographic representation (regional, national, international)
• Range of career stages, with particular attention to early-career researchers
• Participants from a variety of institutional types and regions, including those with fewer opportunities for collaboration
• Disciplinary breadth, including interdisciplinary links where relevant
• These strategies should be developed in a way that supports the scientific goals of the workshop while promoting breadth along multiple axes
Mentorship and Opportunity
• Opportunities for presentations or visibility
• Structured or informal mentoring plans
• Activities that promote professional development
Contextual Justification (if applicable)
• If a proposal’s scope or structure limits its ability to meet one or more of these goals (e.g., highly specialized topic, small research community, field-specific travel constraints), applicants are encouraged to provide a brief explanation. Such justification will help reviewers fairly assess the participation strategy in context.