British Academy's e-GAP2 System

The e-GAP2 system allows applicants to create and edit grant proposals using a series of web forms. The grant applications can then be routed electronically to Research Services for checking, authorisation and online submission to the British Academy. All applications must be made via the e-GAP2 system.

Step 1 - create a user account

The PI should login or register for a new user account at https://egap.britac.ac.uk/ (user accounts are created straight away and do not require institutional approval).

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Step 2 - create a new application

The PI should click on Funding Schemes to access the scheme guidance notes for the relevant scheme (View Notes button) and to create their application (Apply Now button). The scheme guidance notes include some useful guidance about the e-GAP2 system. The PI should complete the application form working through all tabs and uploading any documentation specified in the scheme guidance notes. The draft application can be saved at any time and accessed from the My Applications link on the home page when logged in.

Note that when the PI adds the referees' and Head of Department's details to the application, there are two options: Contact Now and Don't Contact.

  • If Contact Now is chosen, the referees and Head of Department will receive an email asking them to provide a reference, but note that the email does not include login details or any explanation of how to do so. However, if the referees or Head of Department already have an account they will be able to login, see the application and add a reference via the Tasks menu option.

  • If Don't Contact is chosen, the Head of Department and referees will not receive an email at this stage, but will be invited to provide a reference when the final, approved application is submitted to the British Academy by Research Services.

See the 'How do I add a referee to my application' section of the e-GAP2 FAQs for more information. Please note, however, that ALL references must be received by the closing date for the application.

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Step 3 - submit the application to Research Services

Once the PI is satisfied that the application is correct and complete, it should be submitted to Research Services at least FIVE WORKING DAYS in advance of the deadline as detailed in the British Academy guidelines. 

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Step 4 - email the Resolve costing to Research Services

The PI should also ensure that their Departmental Administrator e-mails the Resolve costing at least FIVE WORKING DAYS in advance of the deadline to their dedicated research funding contact in Research Services or to rgo.applications@admin.ox.ac.uk  and, where applicable, sends the signed Resolve F2 signatures page to Research Services.

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Step 5 - Research Services checks the application

Once the Resolve costing has been received, Research Services will check the application within five working days and will notify the PI of any amendments that are needed or recommended. The PI must make any amendments and notify Research Services once this has been done.

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Step 6 - PI makes any neccessary amendments to the application

The PI must make any amendments and notify Research Services once this has been done.

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Step 7 - application is re-checked and submitted by Research Services

Research Services will re-check the amended application and arrange for an authorised signatory to submit the final application to British Academy.

PLEASE NOTE THAT RESEACH SERVICES CANNOT SUBMIT APPLICATIONS AFTER 5PM REGARDLESS OF THE DEADLINE SET BY THE SPONSOR.

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Step 8 - HOD and referees notified

Once the final application has been submitted by Research Services, the referees and Head of Department will receive an automatic email notifying them of the application and requesting an electronic reference (unless this has already been provided). The email contains login details and instructions on how to complete the reference.
It is the responsibility of the applicant to ensure that these references reach the British Academy by the closing date.

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Contacts

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