A Guide to the Wellcome Trust eGRANTS application

Wellcome Trust (eGrants)
2012
INTERNAL USER GUIDE
A Guide to the Wellcome Trust
eGRANTS application system
A Quick Guide for Applicants applying for funding from the Wellcome Trust
Wellcome Trust web page: http://www.wellcome.ac.uk/index.htm
Wellcome Trust (eGRANTS) applicant guide July 2012
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Wellcome Trust (eGrants)
2012
Contents
Section
Page
A
Introduction
……………………..………………………………
3
B
How to Register using eGrants
……………………..………………………………
3
C
How to Complete your application using
eGrants
……………………..………………………………
4
D
Helpdesk
……………………..………………………………
8
Appendix I
Page
A flow chart overview of the Grant Tracker Submission process for research grants and fellowship
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Wellcome Trust (eGrants)
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A
INTRODUCTION
1.
The Wellcome Trust grant application system (eGRANTS) enables applicants to apply for research funding online.
A list of grant schemes can be found on the Wellcome Trust website using the following link:
http://www.wellcome.ac.uk/Funding/index.htm
2.
You will not be able to use the system unless you have a username and password


If you do not have an account, go to Section B (How to register)
If you do have an account, go to Section C (How to complete and submit an application)
B
How to Register using eGRANTS
1.
Go to the Grant Tracker log in page: https://grants.wellcome.ac.uk/eGrants/Authentication/login.aspx where the
following screen will appear:
2.
Click on Register (as shown above) and then follow the step by step onscreen instructions until you have a registered
account.
N.B. You will be offered the chance to register a Partial Account or a Full Account. Always choose to create a Full
Account in order to be able to create applications (you can only approve applications with a Partial Account).
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C
How to Complete your Application using eGRANTS
1.
Once registered log into eGRANTS at https://grants.wellcome.ac.uk/eGrants/Authentication/login.aspx and enter
your username and password. This will take you to the Home screen of eGRANTS.
N.B.
The home screen is your starting point to managing your grant applications. A wide variety of tasks is available here such as the ability to update
your personal details, as well as detailed guidance notes helping you complete your grant applications.
2.
Once you have successfully logged onto eGRANTS click on FORMS and then on NEW FORM as can be seen in the
screen shot below:
3.
Complete the Form Type, Project Title, and Administering Institution fields.
Then click on Add New
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Wellcome Trust (eGrants)
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4.
In the Options field select Edit this Form (if you are starting a new application, or if you want to amend an existing
one).
5a.
Enter appropriate responses to ALL of the sections on the left hand menu (see line 1 on the screenshot below). You will
probably need to refer to the eGRANTS guidance notes on how to complete these fields as the questions and options
vary depending on the scheme you are applying for. You can find the necessary step by step notes on the Homepage
tab of your eGRANTS account (see line 2 below).
5b.
Once you have returned to the Homepage click on the Guidance and Help tab to access the relevant instructions (see
the screenshot below).
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6.
As you complete each page, the symbol to the left of each section on the menu will change to reflect the status.
Mandatory fields are highlighted with an asterisk.
7.
Every page must have a green tick to confirm that is has been completed.
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8.
9.
The Wellcome Trust asks for information on Full Economic Costs for the application. You will find this information on
the Budget Costing of the original InfoEd proposal.
Additional help information is available by clicking on the
icon in the different sections of the application.
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10.
After you have completed your application and are ready to submit you may be confronted with 3 submission routes
(this may differ depending on the Scheme you are applying for):
1) Submit directly to Wellcome Trust - It is very rare (unless stipulated otherwise in the Guidance Notes on the
Homepage of eGRANTS) that you will ever select to submit directly to Wellcome Trust.
2) Submit to Head of Department (HoD) – Imperial College as an institution has decided it is not necessary for
applicants to submit to the HoD since HoD approval would have been granted on corresponding InfoEd proposal.
Therefore do not select this option if it is available.
3) Submit to Organisation Admin Department – You should always select this option (unless stipulated otherwise in
the Guidance Notes)

By selecting this option an automatic notification email is sent to the Research Office Mailbox
([email protected])

The Research Office then forwards this email to the applicants Research Services (RS) or Joint Research Office
(JRO) Faculty team

The RS/JRO team will then retrieve the application and check the data for accuracy. If the data is deemed to
be inaccurate then RS/JRO will reject the application and re-routed back to the Lead Applicant for changes to
be made. If the data is deemed to be accurate then the RS/JRO team will then approve the application and
submit to the Wellcome Trust. The PI will then be informed that an application has been Successfully
Submitted to the Wellcome Trust.
D
HELPDESK
1.
The Wellcome Trust have extensive notes on the entire application process available from the Guidance Notes link on
the home page of Grant Tracker (see section C, point 5b)
You can also the Help guidance notes from the following link:
https://grants.wellcome.ac.uk/egrants/General/Help/eGrantsManual.aspx
2.
You can also seek help via email or phone by contacting the Wellcome Trust egrants support team
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APPENDIX I
Wellcome Trust eGrants Electronic Submission System
A Flowchart Overview
Wellcome Trust eGrants online submission process
Lead Applicant Registers
with eGrants
Application created by Lead
Applicant
Lead Applicant adds any coapplicants
N.B. Co-applicants must be registered with
eGrants. They will then receive an automatic
email once the Lead applicant has included
them in their application.
Co-applicants must log in and
confirm involvement
Applicant finishes entering data
Lead Applicant can now submit the
application to the Organisation
Admin Department
N.B. After the application is submitted to the
Organisation Admin Department, an email is
sent to the Research Office, who will then
forward the email onto the appropriate
Research Services team
Organisation Admin Department
must log in and approve the
application
N.B. Your Research Services team will
approve the application as the Organisation
Admin Department
Application is submitted to the
Wellcome Trust
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