Wellcome Trust's eGrants System

eGrants is the Wellcome Trust's online grant application system. It allows applicants to create and edit grant applications for most major schemes using a series of web forms. The grant applications can then be routed electronically to the Departmental Approver (who is nominated by the Head of Department) for checking and approval and then to Research Services for final checking, authorisation, and on-line submission to the Wellcome Trust.

Step by step guide to eGrants

Step 1 - create a user account

Anyone who will need to edit, submit, approve or be named on a grant application will need a user account on eGrants.

Create a user account: go to https://grants.wellcome.ac.uk/eGrants/Authentication/login.aspx, click on the Register button and complete the registration information.

If you are a Principal Investigator, Co-Investigator or Supervisor, you will need a Full Account and should complete steps 1-5 of the eGrants registration process. Following the completion of step 2, you should click on the Complete Full Registration button.

If you will only hold the role of Collaborator, Head of Department approver, or Delegated User (any user who needs to edit an application on behalf of a PI or approve/reject an application on behalf of the 'Head of Department'), you will need a Partial Account and should complete steps 1 and 2 of the eGrants registration process. Following the completion of step 2, you should click on the Go to my homepage button.

For both Full and Partial Accounts, your account will be created immediately and does not need approval by the University.

Departmental Approvers should read the Guidelines for Departmental Administrators/Approvers before creating their user accounts on eGrants.

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Step 2 - create a new application

The Principal Investigator (PI) should log in to the eGrants system at https://grants.wellcome.ac.uk/eGrants/Authentication/login.aspx and click Applications on the top menu bar and then the Create a New Application button to create the application. The PI can then start to enter information into the form.

The PI can also delegate access to the application to anyone with an eGrants account via the Application Details page by selecting the [Update] option available next to the Delegates title. Please note that those delegated access to an application are not notified automatically by the eGrants system, therefore PIs will need to inform any delegates themselves.

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Step 3 - add a Co-Applicant to an application

To add a Co-Applicant to the application, the Co-Applicant must have a Full Account on eGrants. The PI can then use the 'find user' button on the 'Coapplicants' page to select an Institution and then select a specific user. Alternatively if the PI has the Co-Applicant's unique eGrants reference number (displayed at the top of the 'Your Details' tab on the Co-Applicant's eGrants homepage), this can be entered in the field in the 'Coapplicants' page. The Co-Applicant is then sent an email requesting them to release their details or decline the invitation to be named as a secondary applicant on the application.
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Step 4 - complete the application

The PI or those with delegated access can then complete the remaining details required for the application through a series of web forms. Documents can be uploaded to the application via the appropriate forms: 'Principal Applicant - Publications' (Word or PDF), 'Details of research project' (Word or PDF), Additional Information page (up to ten documents in various formats, see context specific help for acceptable file formats).
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Step 5 - assign a 'Head of Department'

Before the PI can submit the application to their department for approval they must assign a 'Head of Department' - this can be done at any stage, but the application cannot move forward for approval until this is done. The 'Head of Department' role is the Departmental Approver nominated by the Head of Department (see Guidelines for Departmental Approvers for eGrants).

Please note that this could be the Departmental Administrator rather than the actual Head of the Oxford University Department. The 'Head of Department' is assigned via the Application Details page, by selecting the [Update] option available next to the Head of Department title.

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Step 6 - submit the application to the department for approval

Once all the details for the application have been completed and a 'Head of Department' has been assigned, the PI should submit the application to the department for approval. Please note that only the PI can submit the application to the 'Head of Department'. This is done via the Application Details page, by clicking on the Submit to Head of Department button.
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Step 7 - the 'Head of Department' reviews the application

The 'Head of Department' will receive an email notifying them that an application is awaiting their approval. The 'Head of Department' will need to log-in to the eGrants system to review the application.

If amendments are necessary the 'Head of Department' must return the application to the PI to make the changes as they do not have edit access. This is done via the Application Details page by clicking on the Return to Applicant button.

The PI makes the changes and re-submits the application to the 'Head of Department' again.

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Step 8 - the 'Head of Department' submits the application to Research Services

The 'Head of Department' then submits the application to Research Services five working days in advance of the deadline. This is done via the Application Details page, by clicking on the Approve & Submit to Admin. Dept. button.
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Step 9 - submit the X5 costing to Research Services

The PI should also ensure that their Departmental Administrator submits the X5 costing FIVE WORKING DAYS in advance of the deadline to Research Services.

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Step 10 - Research Services checks the application

Research Services will check the application within five working days and will notify the PI of any amendments that are needed or recommended. If any changes are required Research Services will return the application back to the PI.
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Step 11 - PI makes any necessary amendments to the application

The necessary amendments should be made by the PI and the application should be re-submitted through the process described above
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Step 12 - 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 the Wellcome Trust.

Please note that Research Services cannot submit applications after 5 pm regardless of the deadline set by the sponsor.

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