eGrants User Guide
Contents
1. eGrants User Guide Organisation Administration Departments F H eGrants User Guide OAD 1 Last updated 20 05 2014 Contents BACK GOUMNG TTT 3 ORGID INOM iOi onan eure amon iced anieeae eae ee 3 Registering an Organisation TTT 4 OP TION A sgecees ceases iopsansccnonacectaus ueennaasualchaus EES SR 4 OPTION B serr S 5 laires ene Tables E a a a T A 5 Organisation Registration Confirmation sisseseade 6 OPI IS TT 6 OAD USErACCES Snaren a 7 DETAI T 8 APDICaUON TTT 9 S bmit an Applicat esiin r e he eRe 12 Email Print this eiee lt le 12 Applicaton FO SLATS aea A aa ENE 15 All Applications Requiring Action by OAD Head of Department ses ex xe eee 15 AppliCatUons TO LTTE 15 Under Review by Head of Department Or EQUIVAIENT cccceeeeseeeeeeeeeeeeeeneeenes 16 Ts eae 16 10 cTan eat ae ne ner ee REN ec ete nee itr AR ee een nee eee et ee eae 16 Proceed ON INOMMCANON TTT 17 Applications Not Proceeding es sese eee eee 17 ALAPDICaION S eegne a a O 17 AdmMmINSTAUVE ACCOUIMS crore R a a causal 17 Department Heads Or egquivalent esprisini E 19 Assign User as Head of Department or Equivalent cccccseceseesseeeeeeeeeseeeseeens 19 Remove User from Heads of Department LS see eee 19 Change PASS aT D 20 eGrants User Guide OAD 2 Last updated 20 05 2014 Background The eGrants system enables applicants to apply for grants online The system provides a workflow to guide users through the necessary steps2. must be completed e Click Save Please see the OAD User section of this document for further information on access functionality rights for standard and super users Details The information displayed on the Details page is the information provided at the point of registration and will be used for eGrants notifications e Organisation Name e Street e Town e Postcode e Country e Email e Telephone e Fax e Bypass Head of Department It is important that all information in this section is up to date before approving and submitting eGrants application forms to the Wellcome Trust eGrants User Guide OAD 8 Last updated 20 05 2014 To amend your details Click the Your Details tab Click Edit Details Amend your details Click Save n o a o E a Once an application has been submitted to the Wellcome Trust the relevant Trust staff should be informed of any subsequent changes of your details that may be pertinent to submitted applications e g contact details The Details page also allows OAD Super Users to maintain the Organisation s approval process e g 1 or 2 stage by 1 Click Edit Details 2 Select Yes or No from the drop down menu to the question Bypass Head of Department Bypass Head of Department approval 3 Click Save Please note The bypass Head of Department or equivalent option will apply to all forms processed
3. Select the relevant form parts where applicable from the drop down menu Please note only multi part application forms will have the drop down menu available 3 Enter one email address in the space provided optional 4 Click the Generate PDF button The application will automatically be entered into a queue under Current PDFs being generated Email Print Application Refresh Current PDFs being generated Auto refresh PDFs being generated are displayed below Time Submitted Position Details Status ETA Options 1 11 12 App Form Ref 1234 3 min s Cancel Title 5th November IA App Type Sir Henry Wellcome Postdoctoral Fellowship Email To Download Only Recent PDFs Currently no PDFs are being displayed e Position this displays your position in the queue e Time Submitted the time you submitted your request e Details Status the details of the application e Estimated Time of Arrival ETA shows how long your PDF will take to generate e Options Cancel this allows you to stop generating a PDF and delete it from the list of PDFs being generated e Refresh auto refresh this allows you to refresh the page 5 Once the PDF of the application has been generated it will be displayed in the Recent PDFs with the following options available eGrants User Guide OAD 13 Last updated 20 05 2014 Email Print Application Refresh Current PDFs being generated Auto refresh Cur
4. towards final submission to the Wellcome Trust This document provides an overview to help guide Organisation Administration Departments OAD on the application process on eGrants You may find it helpful to read this in conjunction with the eGrants User Guide and eGrants Frequently Asked Questions This document is intended as a quick How To reference for the main functionality that Organisation Administration Departments are likely to use Additional information can be found in the Information box on the left hand side of the screen This is displayed throughout all pages of eGrants and provides information and support during the application process e Help Information e eGrants FAQ Help e Registered Administering Organisations a tee Registered Administering e Sample Application Forms al seas Sample Application Forms e Email and Download Queue Email amp Download Queue cu Grant Conditions e Grant Conditions Policies and Positions e Policies and Positions Feedback e Feedback Please note the email download queue and the feedback options are only available once you have registered with eGrants Specific guidance can be found in the i icons ORCID Information ORCID is a non profit initiative that has established unique person identifiers for researchers and contributors to research and associated funded activity covering all sectors and disciplines As part of eGrants registration applic
5. ants can either verify or register an ORCID id where we will be able to pre populate their ORCID profile with any awarded grant details from the Wellcome Trust Further information can be found in the ORCID FAQ Should you have any further questions relating to ORCID and its integration with eGrants please contact eGrants Support eGrants Support wellcome ac uk or ORCID Support Support orcid org eGrants User Guide OAD 3 Last updated 20 05 2014 Registering an Organisation Before proceeding please refer to the relevant scheme webpage for information on the application process Organisations that will administer awards are required to register with eGrants Once an organisation registration request has been received via eGrants Support the following instructions on how to proceed will be sent Please select one of the options below and follow the instructions OPTION A wish to register the organisation at which am currently based that will not administer the grant e You do not require your organisation to be registered at this stage e Therefore when asked for your organisation in eGrants search and select Other Organisation from the drop down list click Confirm Selection This Organisation other Please select your organisation Other Organisation Confirm Selection e You will then be able to manually enter the name of your organisation Organisation Other Organisation If other ent
6. application e g Investigator Award Please see Application Form Status for details about the status of an application form To view an application 1 Click the Display link to view the application 2 This will open the Application Details page which displays the following information Application Options View this Application Email Print this Application Application Options Options available for the application e Edit this application this option will only be available once the form has been approved by HoD submitted to OAD e View this application e Email print this application App Form Ref The eGrants Application Form Reference number for the application auto generated when an application form is created Title The title of the application form which can be changed at any stage prior to submission eGrants User Guide OAD 10 Last updated 20 05 2014 To change the application title e Click the Update link next to the title e Enter new title in the space provided e Click Save Applicant The Principal Applicant s title and full name Status The status of the application i e In progress Submitted Please refer to the Application Form Status section for further information Type The type of application being completed i e Investigator Award in Biomedical Science Version The version number of your application form Please note The Trust
7. by the organisation not just by department lf an organisation selects to bypass the Head of Department stage when there are already applications at the Head of Department stage awaiting approval the Head of Department can still approve those forms Applications The Applications tab page displays all applications within the organisation at various stages of the application process e g from newly opened to submitted applications To search for a specific application select enter one or all of the following search criteria and press Refresh 1 Form Status i e search by form status 2 Last updated from i e search by date 3 Applicants Surname i e search by entering an applicant s surname eGrants User Guide OAD 9 Last updated 20 05 2014 Note specific guidance can be found in the i icons Applications i Search for Applications Form Status All Forms Requiring Action by OAD Head of Department i Last updated from December 2011 to December 2012 Applicant s Surname Once a search has been performed each application form is then listed with the following headings You can re order the list by clicking on the headings App Form Ref The Application Form Reference number Applicant The Principal Applicant s full name The title of the application Status The status of the application e g pending submission The type of the
8. er organisation name TYPE NAME OF ORGANISATION Please note if you register your organisation by this method you will not be able to select this as your administering organisation Further information on the responsibilities of administering organisations can be found in the Help section eGrants User Guide OAD 4 Last updated 20 05 2014 OPTION B wish to register an organisation that will administer the grant e Please forward the Information Table below to the relevant individual at the Research Office or equivalent who has the authority to submit application forms on behalf of the administering organisation This person will be known as the Organisation Administration Department OAD Super User If you are both the Principal Applicant and the OAD Super User for the administering organisation please provide a separate email address to that of your Principal Applicant account Engaging Science applicants If your organisation does not have a Company Registration Number of Registered Charity Number you must apply as an individual Further guidance can be found here Information Table A Generic Email address for the organisation This email will receive all email notifications from eGrants and is preferably not a personal email address The Full Name of the OAD Super User The Name of the Organisation as it should appear in eGrants 60 characters maximum The Approval Structure e 1 Stage approval
9. ess rights at different stages of the application process which is defined by the Status of application forms All Applications Requiring Action by OAD Head of Department Applications For Review Under Review by Head of Department In Progress Submitted Proceed on Notification Applications Not Proceeding All Forms All Applications Requiring Action by OAD Head of Department This is a combination of applications for review under review by the Head of Department and pending submission Applications for Review Once the Head of Department or equivalent has given approval or been bypassed applications will be assigned the for Review status This is the only stage at which OAD Users are able to amend applications or submit directly to the Wellcome Trust Available access rights at this stage are View all applications Email print applications Approve Reject applications on behalf of Head of Department or equivalent Submit completed applications to the Wellcome Trust View application history eGrants User Guide OAD 15 Last updated 20 05 2014 Under Review by Head of Department or equivalent Application forms with this status have been completed by the Principal Applicant and forwarded to the nominated Head of Department or equivalent for approval Available access rights at this stage are e View all applications e Email print applications e Approve Reject applications on behalf of Head o
10. f Department or equivalent e View application history In Progress This heading displays applications currently being worked on by applicants within the organisation that will need approval Available access rights at this stage are e View all applications e Email print applications e View application history e Release Secondary Applicant details Submitted Applications with this status have been submitted to the Wellcome Trust Available access rights at this stage are e View applications e Email print applications e View application history eGrants User Guide OAD 16 Last updated 20 05 2014 Proceed on Notification Applications with this status have been approved by the Wellcome Trust allowing the Principal Applicant to proceed to the next stage of the application process Please note this only refers to multipart application forms Available access rights at this stage are Proceed with application View all application Email print applications View application history Applications Not Proceeding Allows you to view rejected applications All Applications Allows you to view applications linked to applicants including applications submitted to the Trust Administrative Accounts OAD User accounts are maintained through the Administrative Accounts tab OAD Super Users are able to set up new OAD accounts in this section and amend the details and access permissions Create anew OAD Super o
11. ganisation e Click Add gt gt e The selected user moves from the eGrants accounts list to the Heads of Department list Remove User from Heads of Department List e Select a name from the list of Heads of Department e Click lt lt Remove e The selected user moves from the Heads of Department list to the eGrants accounts list eGrants User Guide OAD 19 Last updated 20 05 2014 Assign Head of Department Status to Accounts eGrants accounts at your organisation Current Heads of Department Filter on this name partial name Redisplay Add gt gt lt lt Remove Change Password Your password can be changed at any time through the Change Password page Simply click the Change Password tab and enter your current and new password Please note passwords must be between 5 and 20 characters long eGrants User Guide OAD 20 Last updated 20 05 2014 eGrants Support Wellcome Trust Gibbs Building 215 Euston Road London NW1 2BE UK T 44 0 20 7611 8383 E eGrants Support wellcome ac uk eGrants User Guide OAD 21 Last updated 20 05 2014
12. ication form will be made available to the Principal Applicant and will move from the Applications for Review header to In Progress on the Applications page Email Print this Application The option to Email Print this Application allows you to email and or print the application form To email print the application form you need to generate a PDF 1 Click Email Print this Application on the Application Details page to display the following page Email Print Application IMPORTANT INFORMATION Emailing and or printing the application form PDF may take longer during busier periods The Additional Information of the application form will not be included in the PDF generated below It will be included in the application submission to the Trust To email print your application form you need to generate a PDF 1 Select the relevant form parts where applicable from the drop down menu 2 Enter email address optional 3 Click Generate PDF App Form Ref Include these part s The entire form Email address optional Generate PDF Current PDFs being generated Z Auto refresh Currently no PDFs are being generated Recent PDFs Currently no PDFs are being displayed For further help please contact eGrants Support welicome ac uk or 0207 611 8700 Security Information System Requirements Download Free Adobe Reader Cookies eGrants User Guide OAD 12 Last updated 20 05 2014 2
13. nder the Select heading e Click Deactivate e The account status will change from Active to Inactive Please note Any OAD User who has deactivated his her own account and logged out of the system will be unable to log back in eGrants User Guide OAD 18 Last updated 20 05 2014 Activate an Account Only users with a status of Active are able to log into eGrants If an account is displayed with a status of Inactive the activate button can be used to re activate that account OAD Super Users are unable to activate the accounts of other OAD super users Only standard OAD accounts can be activated e Select the account to be activated by clicking the radio button next to the appropriate account under the Select heading e Click Activate e The account status will change from Inactive to Active Deleting OAD accounts OAD Super Users are able to delete standard OAD accounts by selecting the name of the OAD user and selecting Remove from the list Please contact the eGrants Support if an OAD Super User account needs to be activated deactivated or deleted Department Heads or equivalent The Department Heads page displays eGrants accounts at your organisation OAD Super Users are responsible for assigning Head of Department Status to accounts Assign User as Head of Department or equivalent e Select a name from the list of eGrants accounts at your or
14. or all applications administered by the organisation eGrants User Guide OAD 6 Last updated 20 05 2014 The accounts have the following access rights to eGrants application forms OAD Super User OAD Standard User Edit applications after HoD Yes Yes approval Applications for Review status behalf of the HoD or equivalent to the Wellcome Trust equivalent User accounts Define edit organisation Yes No ee T details OAD User Access To log in to eGrants 1 Enter the Username and Password using the OAD Super User account information you created at point of registration 2 Click Log in Please see the Administrative Accounts section of this document for further details of how to create a new OAD Super Standard User eGrants Username or e mail New User Register Log in Remember me on this PC 7 eGrants User Guide OAD 7 Last updated 20 05 2014 Once logged in the following information will be displayed at the top right hand side of the screen Administrative Department Change G Details Applications Accounts Heads Password e Details only OAD Super Users can amend these details e Applications e Administrative Accounts OAD Super Users can amend e Department Heads e Change Password To edit details of your own account e On the Details page click Edit Details your account will automatically be selected e Edit contact details all fields marked
15. r Standard account user Click New Select Standard or Super User as appropriate on the Access Level drop down list Enter the contact details for the account all fields marked must be completed Enter a Username and Password Click Add 6 The new user will appear in the list of administrative account holders eGrants User Guide OAD 17 Last updated 20 05 2014 Please remember to provide the account holder the username and password you have created New Administration User Details Access Level Standard Forenames x Surname Title Select a Title x Telephone Mobile Telephone Email UserName Password 1 Confirm Password NB The User Name must be up to 20 characters long with no spaces and the password must be between 5 and 20 characters long Fields marked with an are obligatory e Click Edit e Edit contact details all fields marked must be completed e Click Update Deactivate an Account If the status of an account is Active the Deactivate button can be used to disable the account and prevent that user from logging into the eGrants system OAD Super Users have the ability to e Deactivate OAD Standard User e Deactivate their own OAD Super User account To deactivate an account e Select the account to be deactivated by clicking on the radio button next to the appropriate account u
16. rently no PDFs are being generated Recent PDFs You will need to generate a new PDF to email print the most up to date version of your application Date Time Application Title Options 19 12 2012 11 13 Research Project View Print Generate new PDF Delete Please note e Emailing and or printing the application form PDF may take longer during busier periods e g deadline day e The Additional Information of the application form will not be included in the PDF generated It will be included in the application submission to the Trust Options View Print Click View Print to open and print the application form PDF Generate PDF Click Generate new PDF if you wish to email print the most up to date version of the application form You will need to select this option if you have made any changes to the form after the Date Time shown Click Delete to delete the application form the Recent PDFs list Please note to Email Print from within the form itself in either Edit or View click the Email Print tab MENE on the top right hand corner To View Print PDFs you will require Adobe Reader to view print PDFs If you do not already have this installed on your computer click the Download Free Adobe Reader or contact your organisation s IT department eGrants User Guide OAD 14 Last updated 20 05 2014 Application Form Status The following outlines the different acc
17. required by the OAD Super User only OR 2 Stage approval required by the Head of Department or equivalent and the OAD Super User The Country where the organisation is based Please send the completed Information Table to eGrants Support wellcome ac uk eGrants User Guide OAD 5 Last updated 20 05 2014 Organisation Registration Confirmation We will notify you once we have registered your organisation with eGrants providing you with log in details for the Organisation Administration Department OAD Super User account The notification will also contain guidance on how to create a Full Account as a Principal Applicant and how to access application forms More detailed information on eGrants and account types can be found in the eGrants Help section OAD Users There are two types of OAD Users on eGrants 1 OAD Standard User 2 OAD Super User OAD Standard Users are able to e Edit applications that have been approved by the Head of Department or equivalent e Submit completed applications to the Wellcome Trust e View all eGrants applications at the organisation that will need approval at various stages of the application process OAD Super Users are able to carry out the above including Assign eGrants users within the organisation as Heads of Department Set up and maintain additional OAD accounts Maintain organisation contact details Select to bypass the Head of Department or equivalent approval stage f
18. updates eGrants application forms on a regular basis please make sure you are using the most up to date form If in doubt contact eGrants Support quoting the eGrants Application Reference Number and the date the form was created Created The date when the application form was created Last Updated The date when the application form was last updated Head of Department This displays the Head of Department or equivalent responsible for approving the application form if required Covering Letter This displays the cover letter attached to the application form this is optional Secondary Applicants This shows the list of secondary applicants involved in the application Application History To show the application form history click View Application History eGrants User Guide OAD 11 Last updated 20 05 2014 Submit an Application To submit an application to the Wellcome Trust from the Application Details page when status is Applications for Review e Click Submit Application Submit Application The application will be submitted to the Wellcome Trust and will move from the Applications for Review to the Pending Submission or Submitted status To return an application to the Principal Applicant for amendment from the Applications Details page when status is Applications for Review e Click Return to Applicant The appl
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