Royal Society's e-GAP2 System
Overview of the e-GAP2 System
The majority of grant applications to the Royal Society can be submitted using the electronic Grant Application and Processing system (e-GAP2). This web-based 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 Royal Society.
Step by Step Guide to the e-GAP2 System
- Step 1 - create a user account
- Step 2 - create a new application
- Step 3 - submit the application to Research Services
- Step 4 - email the Resolve costing to Research Services
- Step 5 - Research Services checks the application
- Step 6 - PI makes any neccessary amendments to the application
- Step 7 - application is re-checked and submitted by Research Services
- Step 8 - HOD and referees notified
Step 1 - create a user account
The PI should login or register for a new user account at https://e-gap.royalsociety.org/ (user accounts are created straight away and do not require institutional approval).
Step 2 - create a new application
The Principal Investigator (PI) logs in to the e-GAP2 system at https://e-gap.royalsociety.org/ and selects Funding Schemes from the Sections menu. The PI must then choose the scheme for which he or she intends to apply from the menu and download the scheme notes by selecting View Notes.
The PI must then click on 'Apply Now' and complete all details as required for that scheme and upload any documentation specified in the scheme notes, for example previous publications, ethical permission letters etc.
New: When the PI adds the referees' and Head of Department's details to the application, the PI will be able to contact them and give them access to the application/create references before the application goes to Research Services. However, automatic e-mails requesting references from the referees and Head of Department will also be sent once the final, approved application has been submitted by Research Services.
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 Royal Society guidelines.
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.
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.
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.
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 Royal Society.
PLEASE NOTE THAT RESEACH SERVICES CANNOT SUBMIT APPLICATIONS AFTER 5PM REGARDLESS OF THE DEADLINE SET BY THE SPONSOR.
Step 8 - HOD and referees notified
New: 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. They must obtain a password from the Royal Society by following the instructions contained within the email and login to the Royal Society website to complete the reference.
It is the responsibility of the applicant to ensure that these references reach the sponsor by the closing date