eGrants frequently asked questions

All applicants are advised to read through the eGrants user guides before completing an application form for the first time. Please note that all secondary applicants (coapplicants, sponsors, supervisors, research sponsors and mentors) and heads of department will need to register with eGrants to be part of the application.

Details of the changes to eGrants functionality introduced 24 September 2010 can be found here.

Applicants

Is it compulsory to make an application through eGrants?
Yes, where a form is available on our system, submission of applications via eGrants is mandatory.

Can institutions overseas use eGrants?
eGrants is available for eligible institutions overseas, once they have registered. However, if you have difficulties accessing eGrants, please contact the eGrants service desk for further advice.

What if I cannot access eGrants easily?
Applicants who have limited/unreliable access to the internet should contact the eGrants service desk for further advice.

What forms are not available through eGrants?

Preliminary applications for the majority of Wellcome Trust-funding schemes
Public Engagement grants
Technology Transfer grants
Joint applications for Medical Humanities grants

Can I use eGrants to submit joint applications?
Yes, for some schemes. Please contact the eGrants service desk for further advice.

How will I know if my institution is registered with eGrants?
You can check the list of registered institutions . If the institution that would be administering your grant is not registered, the administration department will need to contact the eGr ants service desk to have the institution set up to use eGrants: ga-formsupport@wellcome.ac.uk.

Can I make a preliminary application?
If you are applying for an Investigator Award, a CV Details form is available on eGrants. We are looking at the possibility of making available preliminary stage application forms for other Trust funding schemes in the future. In the meantime, if you wish to submit a preliminary application you should go to the relevant funding scheme webpage and either download the appropriate Word form or supply the information requested. This should then be sent to the relevant funding stream for consideration in the usual way.

How long is the eGrants application process likely to take me?
Both you and the administering institution will need to register with eGrants. If you are submitting a full application, you will need to take into account that all secondary applicants involved in your application must also be registered with eGrants. Secondary applicants will need to agree to your request regarding their role in the application and provide the relevant details. The form cannot be submitted until all sections are completed. We recommend that you read the user guide [PDF 111KB] for secondary applicants to familiarise yourself with their role in your application. Your head of department (if applicable) will need to register and approve your application online, and the final submission to us will be by your administration department. You should also be aware that the administration department may return the form to you for amendments.

What if my secondary applicant cannot access eGrants?
Please contact the eGrants service desk for advice.

Can I delegate access to edit my form to another individual, for example, my research assistant?
You can delegate your form to another eGrants user for them to edit. Further details can be found in our user guide. Delegates can be either partial or full account holders . (NB: You cannot select your institutional administration department user as a delegate).

Do I need to submit a signed copy of the application form as well as the eGrants version?
No, the workflow established for eGrants involves final submission by your institution's administration. Therefore a signed version of the form is not required.

What happens to the notes on the application form once submitted to the Wellcome Trust?
Memo notes cannot be removed from a form once they are created. Memo notes provide a useful means of communication between different users of the form (e.g. coapplicants, heads of department and principal applicants), but they are not submitted to the Wellcome Trust.

How do I view the covering letter once it is created?
On the Forms page, in the Details section for the relevant form, click the link after 'covering letter'.

How do I change the title of my application?
On the Forms page, select ‘Modify form title’ from the Options drop-down menu for the relevant form.

Where do I find the collaborator's form?
You can select collaborators online, provided they have registered with eGrants. Select 'collaborators' in the form and this will open the collaborators section. There you will be given the option to 'find user' or to add their unique identification number (which can be found on their homepage). The nominated collaborator then needs to login to their eGrants account to 'agree' to your request. Alternatively, you can upload a signed collaborator form [Word 73KB] under 'additional information'. Applications for a Sir Henry Dale Fellowship should use this collaborator form [75KB].

How do I change the on-screen font size?
Go to the toolbar, select View > Text size and select the size of text (from largest to smallest).

How do I find my unique reference number (URN)?
The principal investigator can view the URN on their homepage in the top right-hand corner.

I need to assign my head of department to approve the form but their name doesn't appear on the head of department list. What do I need to do?
Your head of department will need to register with eGrants. Your institution's IAD (institutional administration department) super user will then have to give him/her the status of 'head of department' before you can assign him/her to your form. Please note that if your institution has opted out of the head of department approval stage there will be no need to assign a head of department.

I've assigned my head of department; what do I do next?
Once the form has been fully completed you will need to go to the Forms page. Select ‘Submit to head of department’ from the Options drop-down menu for the relevant form.

I cannot submit my form to the head of department/institutional administrator; what do I do?
Check that each section on the form has a green tick beside it confirming that the mandatory questions have been answered, including those for any secondary applicants.

How do I select a secondary applicant?
Select the appropriate 'Applicants' details' page in the form, e.g. 'coapplicant', and there you will be given the option to 'find user' or to add their unique identification number (which can be found on their homepage). The nominated secondary applicant will receive an automated email to ask them to login to their eGrants account to agree to your request. All secondary applicants must register with eGrants.

Why must I email my form to myself in order to see what I am submitting to the Wellcome Trust?
You need to do this to enable the eGrants version to merge into a PDF template, ensuring you have an accurate view of what you are submitting to us. By emailing the form, all processing required to generate the PDF template takes place on Wellcome Trust servers, rather than on your own computer. Creating a PDF version of the form without emailing would significantly slow down your system.

Administering authorities

What are the benefits for my institution?
Institutional administration departments (IADs) have control over the workflow and final sign off of full application forms; better contact with the Trust; and the ability to monitor applications in progress. Routing ensures approval steps are followed, you can maintain your own list of head of department approvers (if required) and there is automatic notification when applications are ready for approval.

Do all applications need to go through the head of department (HoD) stage?
The IAD user can select to bypass the HoD approval stage for all applications administered by the institution, i.e. have a single-stage approval process, where completed forms are sent directly to the institution for approval rather than going through the HoD approval stage. You can change this under your details on your main login page.

Can I edit an applicant's form?
Once the applicant's form is complete and has been passed for approval you can edit their form before the final submission to the Trust.

Can institutions still submit paper applications after they have registered electronically?
Not where the application form is available on eGrants. Please see joint applications and for exceptions.

Can IADs create a dummy application form?
Although there is no specific functionality for IAD users to create new forms, it is relatively simple to create test forms by setting up a test user as described below:

1. Register with eGrants as a 'dummy user'. When registering, we suggest that you:
a. clearly identify the account as a dummy user (e.g. using surname of 'Dummy')
b. enter the minimum information required to create the dummy user's account
c. select your own institution as the host institution
d. enter an email address that does not already exist on the eGrants system - this email address will be used for automatic notifications (e.g. to notify whether coapplicants have accepted their role or that a form has been submitted), so a real email address should be used.

2. Once registered, the dummy user can create new forms from the Forms page. When creating new forms, ensure that you select your own institution as the administering institution.

3. If you wish to test the approval process, you can assign the dummy user as a head of department using your IAD account. A principal applicant can select themselves as the head of department approver for their own forms for testing purposes. If your institute has opted out of the HoD stage, the form will be sent to the IAD account.

4. Please do not submit any dummy forms to the Wellcome Trust.

5. The dummy user can delete any unsubmitted forms where he/she is the principal applicant for the form.

Could you please clarify exactly who receives emails at the following stages?

When the principal applicant submits a full application - all parties are notified (i.e. principal applicant, head of department (if applicable), IAD and secondary applicants).
When the head of department approves a full application (if applicable) - the IAD and principal applicant are notified.
When the IAD submits the full application - all parties are notified (i.e. principal applicant, head of department (if applicable), IAD and secondary applicants).

What is the difference between IAD super users and IAD standard users?
Super users have more functionality than standard users in that they can assign eGrants users within the institution as heads of department; set up and maintain additional IAD accounts; maintain institution contact details; and select to bypass the HoD approval stage for all applications administered by the institution

Secondary applicants and heads of department

Does my institute have to be registered with eGrants for me to be a coapplicant or collaborator on someone else’s grant?
No, your institute does not have to be registered.

How do I release my details if I am a secondary applicant on the grant?
Once you receive the email requesting you to release your details, you need to log into your homepage, go to the Forms page and select 'Agree to be…' from the Options drop-down menu for the relevant form.

How do I change my personal details on my home page?
Once logged in, click on the 'Edit Details' button, which can be found to the top left and at the bottom right of the page.

Are heads of department approvers able to submit forms to the Wellcome Trust?
No, they can only approve and submit the forms to the IAD, who will then submit the form to the Trust.

How do I register as a head of department?
You will need to register on eGrants in the normal way, and then let your institution's IAD super user know, so that they can give you head of department status.

If I am approving an application, as head of department, do I need to complete all the details requested in the registration form?
Not if you are simply approving the application as head of department. You can register using a partial account . If you become involved in an application in the future as a principal applicant, coapplicant, sponsor, supervisor, research sponsor or mentor you can upgrade this to a full account.

Can IADs act on behalf of heads of departments in their absence?
Yes, they can approve forms on behalf of the head of department.

Can the HoD delegate their account to another individual, for example, their personal assistant or another head of department?
Yes, heads of department can delegate their account to someone within their institution who is registered with eGrants. (NB: You cannot delegate to an IAD user).

Delegate users

What are the functions of a delegate user?
A principal applicant may wish to allow a research assistant to edit their application, or a head of department may wish to give their personal assistant or another head of department access to their account. Delegates can be either partial or full account holders.

How do I become a delegate user?
You will need to register with eGrants. The head of department or applicant will then select you through their eGrants account.

Partial and full accounts

What is the difference between a partial account and a full account?
You can select to register for either a partial or full account. The full account option should be selected if you expect to be involved in applications as a principal applicant, coapplicant, sponsor, supervisor, research sponsor or mentor. Partial account users are required to enter fewer details, but can interact with eGrants only as a head of department approver, collaborator or delegated user.

Can I upgrade to a full account at a later date?
If you are likely to be involved in an application in the future - as principal applicant, coapplicant, sponsor, supervisor, research sponsor or mentor – you can upgrade to a full user account.

How do I upgrade to a full account?
1.Click on the 'Your Details' tab
2.Click on the 'Edit Details' button, which can be found at the top left and bottom right corner of the page
3.Click on 'Upgrade to Full Account' next to 'Account Type' to expand your personal details from partial account to full account.

4.Complete steps 3-5.

Help and contact information

Are there any guidance notes available?
Yes, you can access further help and guidance through the help section of eGrants .

Who should I contact if I have a query?
You can contact the eGrants service desk by telephone between 09.00 and 17.00, Monday-Friday (excluding bank holidays) or by email:
T 020 7611 8700
E ga-formsupport@wellcome.ac.uk.