rgms user guide - applying for grants v3.1 · rgms user guide – applying for grants 2 1....

RGMS User Guide – Applying for Grants

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Research Grants Management System (RGMS) User Guide – Applying for Grants

Target Audience – Research Community Version: 3.1.1 – 7 January 2016


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Applying for Grants

Contents

1. Introduction ........................................................................................................................................... 2

2. Preparing and Modifying an Application ............................................................................................ 2

2.1. Creating an Application ................................................................................................................ 3

2.2. Accessing an Application .............................................................................................................. 7

2.3. Application Eligibility Checklist ..................................................................................................... 8

2.4. Changing the Administering Institution ......................................................................................... 9

2.5. Deleting an Application ............................................................................................................... 10

3. Research Team Management ............................................................................................................ 11

3.1. Accessing Team Details ............................................................................................................. 11

3.2. Team Member Types.................................................................................................................. 12

3.3. Adding a New Team Member ..................................................................................................... 12

3.4. Adding the Proposed Salary for Team Members ....................................................................... 13

3.5. Changing Chief Investigator Roles ............................................................................................. 14

3.6. Deleting a Team Member from the Application .......................................................................... 15

4. Reviewing and Exporting Application Data ..................................................................................... 17

5. Referee Reports .................................................................................................................................. 20

6. Certification and Submission ............................................................................................................ 22


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1. Introduction

The focus of this guide is the application phase of the NHRMC grant lifecycle. The information in this guide is aimed primarily at applicants (Chief Investigators), unless specifically stated otherwise. However, certain sections of this guide are also relevant to referees.

IMPORTANT NOTE

This document should be read in conjunction with the NHMRC Funding Rules and NHMRC Advice and Instructions to Applicants, including the scheme specific guides available on the Apply for Funding page of the NHMRC Website. It is expected that anyone referring to this guide is familiar with the content in the RGMS User Guide – Introduction to RGMS (Research Community).

2. Preparing and Modifying an Application

IMPORTANT NOTE

It is important to Save your work regularly, and before moving between pages to avoid losing any changes. RGMS ‘times out’ after 30 minutes of inactivity, causing a loss of any unsaved data. To prevent an RGMS time out, execute one of the following RGMS-recognised activities at least once every thirty minutes:

• Select Save;

• Select Save and Return ; or

• Move between pages, being sure to Save first, if you entered new data.

Note - RGMS DOES NOT recognise typing as an activity. Typing data into RGMS will not prevent RGMS from timing out.

MANDATORY FIELDS

You will notice several pages in RGMS contain mandatory fields marked with a red asterisk . In order to save a page containing mandatory fields, ALL mandatory fields on that page must be complete.

ENTER ONCE FIELDS

Some fields in your application are marked with a green arrow . When this information is submitted to NHMRC, you are no longer able to edit the information.


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2.1. Creating an Application

Applications for NHMRC funding schemes must be created in RGMS, unless otherwise specified. Refer to Scheme Specific Funding Rules available on the Apply for Funding page of the NHMRC Website for more information.

To create an application in RGMS, follow the steps below:

From the RGMS Home page, select the Applicants tab. 1.

Under Quicklinks for Applicants - Applying for grants , select Create new application . 2.


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Complete all mandatory fields on the page, including the Funding Initiative . 3.

IMPORTANT NOTE

When creating an application, an RGMS Application ID is automatically generated. It is recommended that you make note of this ID number. You will need it for future reference and/or searching.

Select Yes or No from the RAO Edit Access dropdown menu to indicate if you want your RAO to be 4.able to edit your application. This nomination can be amended later if you change your mind.

Minimum RGMS Profile Data Entered – If your minimum Profile and CV data requirements are 5.complete, select Yes from the Core Profile Data Entered? dropdown menu. If your Profile is incomplete, Yes will not appear as an option in the menu. You will be unable to proceed with your application until you meet minimum Profile and CV data requirements in RGMS.


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IMPORTANT NOTE

If Yes does not appear as an option in the Core Profile Data Entered? dropdown menu, ensure the following sections of your RGMS Profile are complete:

• Pro-PD (Personal Details) page – Title and Preferred Phone Number; • Pro-A (Address) page – Institution (Primary); and • Pro- RE (Research Interests) page – Broad Research Area, Research Keywords 1-5.

It is important to update relevant parts of your Profile and CV before submitting your application, as these are used in the assessment process.

Refer to section 4 Profile and Curriculum Vitae in the RGMS User Guide – Introduction to RGMS .

Select Save. If you select Save and Return , you will be directed to the Application List page. To 6.return to the application, you will need to follow the directions from section 2.2 Accessing an Application before you can continue.

Selecting Save opens the Application – Properties page. Complete all mandatory fields. Note - 7.The Synopsis and Plain English Summary fields have character limits. RGMS will not allow you to save entries that exceed specified character limits. When all mandatory fields are complete, select Save.


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IMPORTANT NOTE

Please note that the character count used within RGMS differs from that used by Word and Adobe.

To check that your data fits within the RGMS character limit restrictions, please use the following resource:

http://www.nhmrc.gov.au/_files_nhmrc/rgms_charcount/rgms_char_count.html#

To continue entering application data, select the Properties tab. The Properties dropdown menu 8.opens to display all subpages required by your funding scheme.

IMPORTANT NOTE

Applications in RGMS have two parts. Part A contains data common to all funding schemes and will appear the same in all dropdown menus. Part B covers scheme specific data. Contents in Part B of the dropdown menu varies from scheme to scheme.

For more information on how to complete each subpage, refer to the Scheme Specific Advice and Instructions available on the Apply for Funding page of the NHMRC website.

Navigate through each of the subpages listed in the Properties dropdown menu. Complete all fields 9.and select Save as you complete each page.

IMPORTANT NOTE

Some subpages have links to other areas of RGMS. If you follow one of these links, you may need to click Save and Return to navigate back to the Application – Properties Page.


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2.2. Accessing an Application

Now that you have created an application, you will need to locate your application later in RGMS.

To find your application in RGMS, follow the steps below.

From the RGMS Home page select the Applicants tab. 1.

Under Quicklinks for Applicants - Applying for grants , select Continue/view an existing 2.application .

RGMS navigates to the Application List Page. Use the Initiative and Round dropdown menus to 3.narrow your selection to a specific funding round. Select Filter to display a list of your applications in the selected round. For further information on how to apply, clear, save and manage filters, refer to section 3.5 Filtering in the RGMS User Guide.

The Status column on the far right hand side displays the application’s current status. 4.

To open an application, select any of the application hyperlinks. 5.


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2.3. Application Eligibility Checklist

As you enter data, RGMS tracks your application, allowing you to monitor your progress.

IMPORTANT NOTE

It should be noted that the Eligibility Checklist is intended ONLY as a guide, not a final ruling.

Final eligibility rulings are made in accordance with each scheme’s funding rules, following application submission. It is up to each applicant, in consultation with their RAO, to ensure requirements of relevant funding rules are met.

For more information, refer to the Scheme Specific Funding Rules, available on the Apply for Funding page of the NHMRC website.

To access the Eligibility Checklist , follow the steps below.

Navigate to the relevant application in RGMS. For further information, refer to section 2.2 Accessing 1.an Application.

Select the Eligibility Checklist Tab. 2.

Depending on your circumstances, you may see the following indicators, explained below:

• A green tick

• A red cross

• A grey diamond

A green tick indicates that RGMS eligibility requirements have been met. Please note, this does not ‘guarantee’ eligibility.


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One or more red crosses indicate a possible conflict with eligibility requirements, as set out in the relevant funding rules. The Eligibility Description and Additional Information columns will provide further details.

One or more grey diamonds indicate that more information is needed to fully determine an applicant’s eligibility against the relevant criteria.

Although you may check your eligibility at any time, it is highly recommended that you confirm your status under the Eligibility Checklist tab early in the application process, then once again, just prior to initiating certification. For further information, refer to section 6. Certification and Submission.

2.4. Changing the Administering Institution

To change the administering institution, follow the steps below.

Navigate to the relevant application in RGMS. For further information, refer to section 2.2 Accessing 1.an Application.

From the Properties dropdown menu, select Change admin institution from the list. 2.


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Use the Binoculars Icon to search for and select a new administering institution. 3.

Select Save. Alternatively, select Save and Return to complete the process and return to the 4.Application List page.

The request is processed automatically. Refresh your browser to update the Request Status from 5.Inactive to Request Complete .

2.5. Deleting an Application

You may occasionally need to delete an application. For example, a duplicate application is created, but not needed.

IMPORTANT NOTE

Before you attempt to delete an application, ensure mandatory fields on the Application – General – Properties page are complete. These fields may be completed with ‘dummy’ data.

To delete an application, follow the steps below.

Navigate to the relevant application in RGMS. For further information, refer to 2.2 Accessing an 1.Application.


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Under the General section on this page, select Yes from the Mark for deletion dropdown menu. 2.

Select Save. Alternatively, select Save and Return to complete the process and return to the 3.Applications List page.

IMPORTANT NOTE

Selecting Yes and clicking the Save button authorises NHMRC to delete this application. Your application will not be deleted while the funding round remains open for application submission.

3. Research Team Management

IMPORTANT NOTE

For more information on team member requirements, refer to the Scheme Specific Funding Rules, available on the Apply for Funding page of the NHMRC website.

3.1. Accessing Team Details

To access the team details of your application, follow the steps below.

Navigate to the relevant application in RGMS. For further information, refer to section 2.2 Accessing 1.an Application


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From the Properties dropdown menu, select A-RT: Research Team and Commitment . 2.

3.2. Team Member Types

You are able to add four types of team members to an application:

• Chief Investigator;

• Associate Investigator;

• Professional Research Person; and

• Technical Support Staff.

IMPORTANT NOTE

A researcher cannot be selected as a CI in RGMS unless the researcher has an active RGMS account with all mandatory Profile fields complete.

If you are trying to add a team member but cannot find their details in RGMS, it is likely this person has not yet created an account. If you locate the name, but RGMS will not allow you to add the person as a CI, it is likely they do not meet minimum data requirements in their Profile and CV.

RGMS does not apply minimum Profile data requirements to the nomination of an Associate Investigator, a Professional Research Person or Technical Support Staff.

3.3. Adding a New Team Member

To add team members to your application, follow the steps below.

Navigate to the Research Team and Commitment page for the relevant application in RGMS. For 1.further instructions, refer to section 3.1 Accessing Team Details.

Select New. 2.


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Select the relevant team member type from the Type dropdown menu. 3.

In the Position Title field, enter the position of role. This field allows a maximum of 100 characters. 4. The Position Title field is used to identify a specific Professional Research Person or Technical Support Staff role e.g. Registered Nurse or Animal Handler. This field does not need to be completed for CIs and is optional for Associate Investigators

Select Save to continue and activate the team member Properties page. 5.

Complete all mandatory fields on the Properties page. 6.

Select Save. 7.

IMPORTANT NOTE

The fields on the Properties page differ depending on the team member type. To complete the fields, follow the guidance available on the Properties page or refer to the Scheme Specific Advice and Instructions, available on the Apply for Funding page of the NHMRC website.

3.4. Adding the Proposed Salary for Team Members

To add a proposed salary for team members, follow the instructions below.


Select the relevant team member by selecting the Properties icon or the hyperlink under the Type 2.column.

From the Properties dropdown menu, select A-RT: Proposed Salary . 3.


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Enter the relevant Proposed Salary details for the team member. 4.

Select Save. Alternatively, select Save and Return to complete the process and return to the 5.Research Team and Commitment page.

3.5. Changing Chief Investigator Roles

To swap or reassign CI roles in RGMS, follow the steps below.


Select the relevant CI by selecting the Properties icon or the hyperlink under the Type column. 2.

From the Properties menu, select A-RT: Swap CI . 3.


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Use the New Role dropdown to select the CI that you wish to swap with. 4.

IMPORTANT NOTE

If the CIA is swapped, a system-generated email is sent to the new CIA advising of the change. The application name and editing rights are also updated.

If assigning a CI to a previously unassigned role, use the Role dropdown menu to allocate a new 5.assignment to the team member.

Select Save. Alternatively, select Save and Return to complete the process and return to the 6.Research Team and Commitment page.

3.6. Deleting a Team Member from the Application

Deleting a team member from an application is a two-step process. First you must to cancel the team member’s nomination. Once this step is complete in RGMS, you can finalise deletion of the team member.

To cancel a nomination, follow the steps below.


Select the relevant team member by selecting the Properties icon or the hyperlink under the Type 2.column.


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From the Properties menu, select A-RT: Cancel Nomination . 3.

Select Yes from the Cancel Nomination dropdown menu. 4.

Select Save and Return . This returns you to the Research Team and Commitment page where 5.you will complete the deletion process.

IMPORTANT NOTE

Do not to hit Save and Return multiple times. This can cause the process to malfunction. Click Save and Return one time only.

After a short delay, the nomination status will change to Nomination Cancelled . You may have to refresh your browser to view the change.

To complete the deletion process, select the appropriate team member by ticking the check box in the 6.left hand column.


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Select Delete . 7.

The Confirm Research Team and Commitment Delete page opens. Select Delete to confirm. 8.

After a brief delay, the team member will be removed from the list.

IMPORTANT NOTE

If the deleted team member is a CI, this will trigger a system email to the CI to notify them their nomination has been cancelled.

4. Reviewing and Exporting Application Data

In RGMS, the Snapshot Reports function allows you to export your application data to a series of documents for review and archiving purposes.


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IMPORTANT NOTE

Only the Chief Investigator A (CIA) can request a snapshot report.

To request a snapshot report, follow the steps below.

Navigate to the relevant application. For further information, refer to section 2.2 Accessing an 1.Application.

From the Properties dropdown menu, select Request latest snapshot . 2.

Select Yes from the Request Snapshot? dropdown menu. 3.

Select Save. Alternatively, select Save and Return to complete the process and return to the 4.Application List page.


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IMPORTANT NOTE

You may have to wait a few minutes for the system to process the request and run the snapshot reports. Do not attempt to run the process twice in short succession. This process puts extra load on the system. Snapshots should be run sparingly and only when necessary.

Select the Snapshot Reports tab. 5.

The snapshot reports and any associated attachment(s) previously uploaded will be provided in a list, 6.along with a timestamp of when the snapshot was generated or when the associated document was uploaded.

To open the required snapshot, select the hyperlink in the Attachment column. 7.

You will be prompted to choose between Open , Save or Save As . You can print a copy of your report 8.from any of these options.


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5. Referee Reports

IMPORTANT NOTE FOR APPLICANTS

Postgraduate Fellowships and Early Career Fellowships require referee reports. If applying to either of these funding schemes, refer to Scheme Specific Advice and Instructions for more information on how to nominate a referee.

Scheme Specific Advice and Instructions are available on the Apply for Funding page of the NHMRC Website

The Eligibility Checklist tab in RGMS also alerts you if your application requires referee reports. For further information, see section 2.3 Confirming Application Eligibility.

If you are nominated to submit a referee report, the steps to submit your report are outlined below.

From the RGMS Home page select the Referees tab. 1.

Under Quicklinks for Referees, select Upload referee report . 2.


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From the Referee Comments List page, select the relevant initiative from the Initiative dropdown 3.menu.

Select the relevant round from the Round dropdown menu. 4.

Select the Application field and enter the Application ID. Alternatively, use the Application lookup 5.icon to find and add the Application ID.

To add the document containing the referees comments, select Browse . 6.

Navigate to the relevant file and select Open. 7.

Select Save. Alternatively, select Save and Return to complete the process and return to the 8.Referee Comments List page.


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6. Certification and Submission

When an applicant completes all required entries, the last step is to certify and submit the application. Certification should only be commenced when the application is:

• Complete;

• Proof-read by other research team members; and

• Ready to send to your RAO for certification.

As the CIA, you will also need to certify your application after commencing this process.

It is recommended the CIA alert the RAO before certifying, as it is much easier for the CIA to implement edits from the RAO prior to certification.

IMPORTANT NOTE

COMMENCING CERTIFICATION LOCKS YOUR APPLICATION AND PREVENTS FURTHER EDITS. If you discover an error after initiating the certification process, your RAO must reject the application in order to unlock it for editing. Following any edits, the CIA must certify the application again.

The Eligibility Checklist tab can be used to indicate if the range of information required has been entered against an application in RGMS. For further information, see section 2.3 Confirming Application Eligibility.

To certify your application and submit it to your RAO for endorsement, follow the steps below.

Navigate to the relevant application. For further information, refer to section 2.2 Accessing an 1.Application

Select the Certification tab. 2.

From the Certification dropdown menu, select CI Certification . 3.


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Select Yes, Request CI Certification from the Do you wish to commence certification? dropdown 4.list.

Select Save. Alternatively, select Save and Return to complete the process and return to the 5.Application List page. NOTE – THIS ACTION LOCKS YOU OUT OF THE APPLICATION, PREVENTING FURTHER EDITS.

The application is now submitted to your RAO for endorsement. On the Application List page, the status of the application is changed to Application Submitted to RAO.

IMPORTANT NOTE

If certification of the application is rejected or cancelled by the RAO for any reason, you will need to re-certify the application before you can continue the submission process. If re-certification is required, you will receive a courtesy notification from RGMS via email.


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VERSION CONTROL

Version # Date Author Details

0.1 19/11/2013 Benn Fleming Created first draft

0.2 25/11/2013 Benn Fleming Updated with feedback from review process.

0.3 26/11/2013 Chris Webb Additional edits and suggestions.

1.0 27/11/2013 Benn Fleming Added final RAO steps, finalised for document approval.

1.1 03/12/2013 Benn Fleming Minor corrections and added further notes to mention scheme specific advice and instructions. Added hyperlinks to the other RGMS user guides.

1.2 15/01/2014 Benn Fleming Added final hyperlinks and minor corrections.

1.3 17/02/2014 Chris Webb Updated references and added named destinations

1.4 01/04/2014 Chris Webb Added instructions re: RAO edit access and CIA swapping

2.0 26/08/14 Fabiola Guzman Updated for RGMS v13 upgrade

2.1 17/11/14 Sophia Piccoli Addition of RAO steps in Application status v13

2.2 20/01/15 Sophia Piccoli Inserted CI Applications and Awards Tab info

2.3 13/02/15 Chris Webb Inserted minimum data instructions

2.4 25/02/15 Roger Sayers Modified to reflect revised RAO dashboard data (min data portlet) refresh timetable

2.5 12/11/2015 Jess Moore Modified to reflect RGMS revisions

2.5.2 15/12/2015 David Wollum Update embedded links

3.0.2 23/12/2015 David Wollum Updated for RGMS v14 upgrade

3.1 06/01/2016 David Wollum Removed RAO-specific instructions

3.1.1 07/01/2016 David Wollum Update embedded links

DOCUMENT CONTROL

Copyright: © Commonwealth of Australia 2016

This work is licensed under a http://creativecommons.org/licenses/by-nc/4.0/

Copyright for the Commonwealth Coat of Arms, the National Health and Medical Research Council logo, photographs, images and signatures, and content supplied by third parties is not supplied under a CC licence (see Other Copyright below). The terms under which the Commonwealth Coat of Arms can be used are detailed on the It's an Honour website(link is external).

Attribution

Use of National Health and Medical Research Council material under a CC BY NC licence requires you to attribute the work (but not in any way that suggests that the National Health and Medical Research Council endorses you or your use of the work).Provided you have not adapted, modified or transformed National Health and Medical Research Council material in any way then the following attribution needs to be given:

Source: National Health and Medical Research Council

Adapted and derived material


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If you have adapted, modified or transformed National Health and Medical Research Council material, or derived new material from those of the National Health and Medical Research Council in any way, then following attribution needs to be given:

Based on material provided by the National Health and Medical Research Council

Other Copyright

Where National Health and Medical Research Council material is not available under a CC licence then:

You may download, display, print and reproduce this material in unaltered form only (retaining this notice) for your personal, non-commercial use or use within your organisation. Apart from any use as permitted under the Copyright Act 1968, all other rights are reserved.

CONTINUOUS IMPROVEMENT

NHMRC endeavours to provide the best training to the Australian medical and health research community through a continuous improvement practice. Your feedback and recommendations will be used to review and update the training materials in the future. Any feedback can be sent to the RGMS training team at [email protected].


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rgms user guide - applying for grants v3.1 · rgms user guide – applying for grants 2 1....

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