Trainee GMS User Guide
Contents
1. Staging Common CV site In a new window e View your common Cv j 2012 11 21 15 39 21 Crant Application Status El ID Program Deadline Status Last Update Print Preview No Crant Applications 0 rows b You will be taken to a page enabling you to select which application you d like to complete Select your application program The name of the award program will appear on each application page c Select which Research pillar your research falls under click Save and next page and then your screen will change to this format d As you move through the application the page you are on will be highlighted in the left menu If you have entered all the required information for a section a will appear next to that section name At any time you can click on a page in the menu to either return to it or preview it e Your application has been given a number Keep this number for your reference as well as the reference of your Supervisor and Department Head CONTENTS Page 50f8 GMS User Guide for Trainees Application Changes Saved Application 34 Application Information ener a pplication Information Program Masters Research wees Address and Contact Numbers ah hni Street Address Required Fields Whenever you have tried to save and go to the next page without filling in all the REQUIRED fields you will be required to complete them before you can move forward No need to complete your applica2. Release Notes FAQ Overview IMPORTANT NOTICE News The CCV application has been redeveloped If you had an account on the old CCV application you can Members access the new application by using your previous username and password However the following need to be done as soon as you log in How To e Change your password if required to meet the new security guidelines Webinars e Change your reminder questions and answers On top of a predefined list of questions you can now add your own question Note that this is an important step as you will be asked to answer Glossa ry the chosen questions if you ever forget your username or password in the future It is CONTENTS Page 3 of 8 GMS User Guide for Trainees You can always return to this page for instructions on how to complete your CV Use the links on the left side for help The link provides a list of video demos for steps of the process Create a CCV user account log in demo Register with CCV Select a Funding Source CV The CCV enables researchers to create CVs for different funding agencies Select AY from the second row menu Then avin liats Then MHRC as Funding Source then Research Application as your CV Type If you run into difficulty review the instructional demo Complete your CV The CCV is completed section by section by selecting the pencil to edit or enter that section s information The pencil takes you to a selection page from which yo
3. Deadline Status Last Update Prints Preview Review Contact Us r 7 No Crant Applications 0 rows 2 Creating your CCV and attaching it to your GMS account Your GMS portfolio page above shows whether you have a CCV Canadian Common CV attached to your account and if you do when that CCV was attached see above If you created one earlier we encourage you to update it and attach the newest version of it to your GMS account Getting to the CCV site If you haven t attached a CCV the text Your CV is not yet attached will appear above the Grant Application Status list To create your CV Open the Common CV website link Note that at any time you can go to the CCV site directly to work on your CV without going via the GMS You do not have to complete your CV all at once Notices and Help Page After clicking on the ENGLISH button from the CCV home page you ll arrive at the Notices and Help page recommended to use a question answer pair that can easily be remembered Migration Verify all your CV data During the development process CV data was migrated wherever possible from the old to the new application You need to make sure that the data was properly migrated by inspecting each section and field Any missing or wrongly formatted data will have to be corrected For your convenience the old CCV application will be available until further notice for you to retrieve any data at www ccv cvc 2004 ca Documentation
4. Manitoba Health Research Council Trainee GMS User Guide CONTENTS Click on the any of these links to go to that section of the guide 1 Creating your MHRC GMS User Account 2 Creating your CCV and attaching it to your GMS Account 3 Completing your GMS Trainee Application Application Deadline 4 00pm Friday January 31 2014 4 Referees Follow up 5 Transcripts Not Submitted On GMS Reference Letter and Transcript Deadline 4 00pm Friday February 14 2014 BOTH your SUPERVISOR and DEPARTMENT HEAD must electronically approve your GMS application before it can be successfully submitted YOU must advise THEM to CREATE THEIR OWN GMS ACCOUNT through which they will be able to review and consent to YOUR APPLICATION PhD Dissertation application forms are not part of the GMS however a CCV is required CONTENTS Page 1of 8 GMS User Guide for Trainees Each application form in the Grant Management System GMS follows the same basic process Trainee applications have these common elements e Online Award Application completed by applicant e Applicant s current CCV MHRC version must be attached to the applicant s GMS account e Online consent prior to application submission is required by both your Supervisor AND Department Head e Supervisor s CCV MHRC version must be attached to the supervisor s GMS account e Assessor reference letters must be uploaded by the referees to the online application on or before the Re
5. RAM REFERENCE LETTER and TRANSCRIPT DEADLINE 4 00 pm Friday February 14 2014 CONTENTS Page 8 of 8 GMS User Guide for Trainees
6. Sor Account e mail address iverify Save amp Next Fage PDF Version W CONTENTS Page 6 of 8 GMS User Guide for Trainees Enter each email address and click on verify to create a link between your application and your Supervisor or Department Head s GMS account Once verified the message will change to waiting for consent in your applicant account AND your Supervisor Department Head will be able to see your application from their GMS account Supervisor Consent Once you have completed all sections of your application including your Project Description attachment and have your CCV attached to your GMS account you can advise your Supervisor and Co Supervisor if you have one that they should now view consent to your completed application When your application is consented to you will see a amp next to that person s name Department Head email and Consent Once your Supervisor provides consent an email is automatically sent to your Department Head advising that your Supervisor has consented to your application and that they Department Head can now log on to their GMS account and view consent to your application Their consent will also show as a amp next to that person s name on your Supervisor Page It is your responsibility to ensure that you have received both consents BEFORE you submit your application The GMS system will not allow you to submit your application without both consents NOTE If a Co Superv
7. ference letters and transcripts deadline e Transcripts are not attached to the GMS application but must be sent directly to MHRC and arrive on or before the Assessor letters and transcripts deadline See the Application Materials section of your program s description in the Awards Guide 1 Creating your MHRC GMS User Account a If you do not already have a user account you will need to create one b From the login page click on a sign up link second line in the centre top right or in the menu left c Review the Terms of Use and then click I ACCEPT at the bottom of the page to continue d Enter the required information in the following Create your MHRC System Account page All asterixed fields are required The system won t let you move forward until these fields are completed Be sure to select your institution at the bottom of the page NOTE the University of Manitoba is listed under T for The e The email you use here will be your GMS system account email t will also be your PIN for the MHRC version of your CCV see following f Click on Submit Registration at the bottom of this page will result in an account verification email being sent to the email address you have provided g Follow the link from within this email and add your password to validate your account Returning Users Forgot your password From the login page click on Forgot Your Password next to the login button
8. isor is listed in the application not mandatory the Co Supervisor must also link a revised CCV to the GMS and provide consent to the application Submission of your Application The GMS system will not allow you to submit your application without e Your Referee names and email addresses e the required attachments e your own CCV attached to your GMS account e your Supervisor s CCV and Co Supervisor s CCV if applicable attached to their GMS account s and e both your Supervisor and Department Head have consented to your application or the consents of your Supervisor and Department Head If you try to submit before all of the required information is completed you will receive messages in red text indicating what is still required When complete and submitted a confirmation page with your submission number will appear Make a note of this number Your referees will be sent system generated emails when you submit your online application See REFEREES FOLLOWUP for additional information Congratulations APPLICATION DEADLINE 4 00pm Friday January 31 2014 CONTENTS Page 7 of 8 GMS User Guide for Trainees 4 Referees Follow up If you have not already done so email your referees the link to their Referee Instructions Once you SUBMIT your online application your referees will each be sent emails with following text Subject line MHRC Reference Letter Applicant Name Dear Referee referee email address Re A
9. ncies Preview Previous Submit Funding Source Manitoba Health Research Councl Q CV Type ResearchAppication PIN Status naa O Submit by clicking the Submit button This will take you to a consent page which needs review and I Agree clicked CONTENTS Page 4of 8 GMS User Guide for Trainees You should then see a notice in green text confirming your CCV submission to MHRC and providing a confirmation number which you should make a note of Log back into your GMS account to check your CCV is there If you didn t logout then logout and log back in You should now see that in your portfolio page your CCV is now attached and the date of attachment NOTE you can revise and re submit your CCV up to the submission of your GMS application When you re submit your CCV to the GMS the previous version is replaced Once you submit your GMS Grant or Award Application however the version of your CCV attached at that moment will be submitted with your application Any changes you make to your CCV after your GMS Application is submitted will not be updated on the submitted application CCV version Completing your GMS Trainee Application a From the portfolio page within your GMS account click on the large green button Grant or Awardh Manitoba Gill Health ambroslo catalla mhrc mb ca Logout Research Council Grants Management System Applicat gt Portfolio Apply for Grant or Award e Open the
10. or in the left menu You ll be taken to a Password Reset Page where you ll need to enter your email address and click the Reset my password button Follow the instructions in the email you are sent to reset your password Forgot your username OR BOTH your username the email address you used last time AND password Please contact the MHRC Helpdesk 204 775 1096 Mon Fri 8 30am 4 30pm for support CONTENTS Page 2 of 8 GMS User Guide for Trainees Portfolio Page Once you ve logged in to the GMS using your user account you will arrive at your Portfolio page Access MHRC Support Material from Portolio Page From this page you can access the e Trainee GMS User Guide e Trainee FAQs e Application Checklists and the e MHRC Award Guide in the left side menu _ Applicant Applicant Portfolio Apply for Grant or Award Portfolio ee eee Open the Common CV site Ina new window ncaa sc as Your CV Is not yet attached ig hac pelea ff pou previously validated pour MHC PIN for a prior CCV submisshon please DELETE THE OLD Trainee FAQ VALIDATION AND REVALIDATE to successfully submit your CW Note to Applicants Co Applicants Supervisors and Co Supervisors Guide Contribution Details must be populated within appropriate CCV fields not attached to your CCV Trainee User T FI User Guide uide Grant Application Status Awards G b b b b e Pl FAG b b b b b Application Checklists ID Program
11. pplicant Name Thank you for agreeing to write a letter of reference for this MHRC Award Name candidate Please follow the instructions following and when you are ready click on the link provided below to be taken to a site on MHRC s online grant award application system GMS where you can upload your letter Instructions e Please write your letter and print on letterhead if possible Sign your letter Scan the letter to PDF and give the scanned version the file name Letter your name Click on the link to a confidential GMS site where you will be asked to upload your PDF Upload your PDF Your assessment Is greatly appreciated http mhre functionfour ca submit referee letter specific link MHRC From your GMS portfolio you will be able to see which referees have uploaded their letters and which have not by hovering your mouse over the green text in the Application Status section Grant Application Status ID Program Deadline Status Last Update Print Preview Review January 23 2014 EA 45 Masters January 31 2014 Submitted 0 3 referees It is your responsibility to ensure that your referees upload their letters by the Reference Letter and Transcript deadline 5 Transcripts Not Submitted on GMS See the Awards Guide and your award Application Checklist for information and requirements The Checklist can be found either on the left side of your GMS portfolio page or at the bottom of the webpage for YOUR AWARD PROG
12. tion in one try You can log out of the GMS logout top right corner and return to your application by logging back in as many times as you need to complete your application Once an application is opened that application will show up in your portfolio and you will be able to click on the edit pencil to re enter your application Application Status The Status of your application is will be In Progress until it is successfully submitted at which time the status will change to Submitted sd Applicant Portfolio Apply for Grant or Award Portfolio e Open the Staging Common CV site In a new window A aN Your CV 1s not yet attached e ae Grant Application Status Tra i er Guide El ID Program Deadline Status Last Update Print Preview Pl User culde T J 34 Masters Dec 1 2012 3 15 p m In Progress Now 27 2012 be 1 rows Supervisor Identification Page To complete this page you will need to have asked both your Supervisor and Department Head to provide you with their MHRC Grants Management System account email address Make sure you have the very email address that they use to login to their GMS user account Other emails will not work Supervisor Identification Program Agasters Please provide the system account e mall addresses of the project supervisor co supervisor f any and department head Superv sor Ms LIZ Ford waiting for consent change CoS Ure rl
13. u click the Add button to add a single entry you could add more than one entry for each information group required See the instructional demo here Validate your PIN You need to do this to create the link between the CCV site and the MHRC GMS site which allows your CCV to be attached to your GMS account Click gi from the second row menu above The PIN for MHRC here is your GMS system account email ie the email address you use to login to your GMS account Be sure to click the Validate button You will then be taken through several screens ending with the entry of your MHRC GMS password See the demo here Submit your CV Once all sections are complete have a Y you can submit your CV If you have missed some sections or have not validated your PIN you will receive an error message like this Go back and complete everything you need to Canadian Common C ccv cvc Staging ca Home Contact Us Welcome CV History Consent Transfer PIN Account Funding CV List of Sections TEST 2013 11 22 13 40 EST Your PIN has not been validated or is invalid Access the PIN menu item to validate your PIN for the agency you wish to submit to Note the PIN and password you supply when you validate must match those of the agency If you cannot validate successfully please contact the helpdesk of the agency for which you are validating your PIN You may select the Contact Us menu item to obtain the contact details of the age
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