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Research Grants Management System User Guide – Assessment

1. Figure 26 Col Drop Down Menu The options for the conflict of interest level are a Ruling Required indicates you are unsure if you may have a conflict of interest b Yes indicates you have a conflict of interest c Leaving the default Select indicates you have no conflict of interest 19 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community For applications where you select Ruling Required or Yes as the level of conflict detail the nature of your conflict in the Note column free text field in the far right column E Assigner Col Suitability E Assigner E Application Application Team Invitations Resend Accepted Completed Declined Overdue Cancelled Ruling Required Yes v Test 1 External APP1076853 12 0 2 0 l 0 5 lEnter free text notes here i Associate CIA Miss testci Professor testci Figure 27 Note Column Free Text Field NHMRC will review the information provided to determine an appropriate level of conflict with the application The guidelines for managing conflicts of interest are outlined in your scheme s peer review guidelines For further information please refer to those guidelines 6 For each application indicate your appropriateness to act as the assigner in the Assigner Suitability column a ASSigner Col Suitability Assigner Select Select Test 1 External Associate i Professor Yes Test 1 External Associate Pro
2. Register an unavailability for peer review e Panel nomination and response Applications for review e D Figure 87 Review Application Documents Quicklink 3 Select New to create a new download request 4 Select the relevant Round from the Round drop down menu 5 Select the appropriate Document Type from the drop down menu e Application Summaries Assessor download all of the application summaries used for declaring Cols e Post COI Declaration Documents download the full applications used once Cols are complete e GRP Documentation download the full applications with external assessments and rebutals included used for Project Grants once the Rebuttal process is complete 6 Select Save 7 On the left hand menu select the Document Type selected at Step 5 8 Inthe Name field use the lookup function by selecting the 04 binoculars icon Select your name and select Add _ 50 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community For more information on lookup fields refer to section 3 2 2 Lookup in the RGMS User Guide Introduction to RGMS Research Community 9 Use the Applications For drop down to select the relevant panel 10 Enter a password in the Password field IMPORTANT NOTE The password must be no more than 20 characters in length It will be used to gain access to the downloaded zip file and will be recorded on
3. osina Date Assigner invitation 14 02 2014 Research Keywords edit these on page Pro RE of your profile Keyword 1 albinism Keyword agoraphobia Keyword 3 amnesia Keyword 4 blurred vision Keyword 5 bone fusion Response ensure any unavailability is entered on page Pro PU of your profile Submit Nomination For GRP Select Decision For This Invitation 9 Select Membership You can only have one active You can only have one active nomination per initiate decision per initiative and type Cancel Response IWant To Cancel My 23 L 4 Select Response Comment sei rae a pod chin ke A E Figure 6 Profile and CV Panel Nominations and Invitations Properties 3 From the Decision For This Invitation drop down menu select Accept or Decline Ed Decision For This Invitation Figure 7 Panel Nominations and Invitations Properties Page 4 Select Save to save your data and remain on the page Alternatively select Submit to complete the process and you will navigate to the Profile and CV Panel Nominations and Invitations list For more information about the differences between save and submit refer to section 3 2 3 Save Submit and Cancel in the RGMS User Guide Introduction to RGMS Research Community You will be sent an email notifying you that your response has been submitted to NHMRC 11 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Res
4. Sie tie Australian Government T eye F me National Health and Medical Research Council Research Grants Management System User Guide Assessment Processes Target Audience Research Community WORKING TO BUILD A HEALTHY Assessment Processes Research Community Version Control Date ___ Version Author Details Amalgamated the existing material into one guide Reviewed content and updated screenshots pass review Lee Clayton Academy subjects 04 01 2014 Benn Fleming Applied recommendations to new version 1 4 02 04 2014 0 Lynne Sell Tom Applied recommended changes and comparison Flannery amp to other documentation Lindsay Pennock r 18 06 2014 1 Lynne Sell Added chapter on accessing results applicant and RAO Transferred Accessing Assessment Results chapter to Awarding Grants user guide Added section on Self nomination for Participation in a Peer Review Panel Document Control Commonwealth of Australia 2014 This work is copyright Apart from any use as permitted under the Copyright Act 1968 no part may be reproduced by any process without prior written permission from the Australian Government National Health and Medical Research Council NHMRC For any queries please contact the RGMS training team at rqmstraining nhmrc gov au Continuous Improvement NHMRC endeavours to provide the best training to the Australian medical and health research community through a continuou
5. Macintosh users may experience problems opening downloaded zip files from RGMS The problem occurs as the default utility selected by Macs is incompatible with the RGMS zip file Mac users need to use Stuffit Expander to read this file but by default attempts to use Archive Utility The following steps will allow the zip file s content to be successfully extracted on a Mac 1 When the URL is generated select the Hyperlink This will download the file and the Mac operating system will immediately try to decompress the file and fail 51 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 2 Use the Finder utility to navigate to the directory where Safari stores downloaded files eg Users lt user ID gt downloads 3 Highlight the required file 4 From the File menu in Finder select Open With and choose Stufflt Expander from the displayed options 5 When requested enter the password previously entered into RGMS when the file was generated This field is still visible in RGMS if confirmation of the value is required 6 A subdirectory containing the relevant files will be created in the current directory 4 3 Declaring Conflicts of Interest and Indicating Suitability as a Spokesperson Before RGMS allows you access to the full set of relevant documentation associated with any applications you must first declare any conflicts of interest Col Panel members will
6. NHMRC RGMS User Guide Assessment Processes Research Community 9 If you wish to customise the default text for this specific cancellation make your amendments in the relevant field 10 Select Yes from the Cancel Invitation drop down list 11 Select Submit to cancel the invitation and return to the Assigner Application Properties page 12 To review cancelled invitations ensure that Inactive is selected from the Status Filter and refresh the page Using this filter allows you to view cancellation dates and total cancellations for this application as well as reducing the chance of sending an invitation to a potential External Assessor who has already declined a previous invitation 2 8 4 Accept or Cancel an Invitation on an External Assessor s Behalf On occasion external assessors may contact an Assigners Academy member outside of RGMS to indicate their willingness to review an application It is important that external assessors decisions are recorded in RGMS to either allow them access to provide assessments or to signal that an alternative assessor is required Instructions on recording external assessors decisions in RGMS are outlined below 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profle amp CW Account Applicants Referees Assigners Lesessors Panel Members Grantees RAO Finance Officers Assigners Tab Figure 58 Accessing the Assigners Page
7. 2 Select the Monitor and manage assigned applications quicklink Assigners Tab Quicklinks for Assigners Assigning applications to external assessors Configure assessor invitation emails Review application documents Identify potential assessors b b t Declare conflicts of interest b e Assign applications to assessors Managing assessor responses gt Monitor and manage assigned applications Figure 59 Monitor and Manage Assigned Applications quicklink 32 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 3 Ensure the standard filter preferences are selected and select Filter _ Fite For more information refer to section 2 3 Setting an Assigners Custom Filter 4 Select an application by selecting the hyperlink in the Application ID column you will be directed to the Assigner Application Properties page 5 Select the Assignments link from the menu on the left side 6 Select the hyperlink in the Last Name column of the relevant external assessor 7 Identify the corresponding response in the Candidate s Decision drop down menu as e Accepted Assigner External assessor has accepted the invitation e Decline Assigner External assessor has declined the invitation e Decline NHMRC OS External assessor is an overseas assessor and has declined the invitation If the Accepted option is selected the external assessor will r
8. Assigners Assessors PanelMembers Grantees RAO Finance Officers Applicants Tab Figure 95 Accessing the Applicants Page 57 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 2 Select the Upload my rebuttal quicklink Applicants Tab Quicklinks for Applicants Applying for grants b Create new application e Continue View an existing application Responding to assessor comments View assessor comments Outcomes b View my results letter Figure 96 Upload My Rebuttal Quicklink 3 Use the filters to select the relevant initiative in the Initiative drop down menu and select the Filter _ Fitter button For further information refer to the RGMS User Guide Introduction to RGMS Research Community section 3 2 1 Filtering 4 Click on the properties icon E next to your application 5 Select the folder icon L in the Letter of Results column to open your letter of result 5 2 Completing and submitting your response After viewing the assessor comments you are able to submit a response This response consists of a document that you attach to the application When you have prepared the written response follow the steps below to upload the document 1 From the RGMS Home page select the Applicants tab Overview Applicants Home My Profle amp CV Account Plo Ce ic Referees Assigners A Applicants Tab Figure 97 Accessin
9. Processes Research Community 1 From the RGMS Home page select the Applicants tab Overview Applicants Home My Profle amp CVs Account pE To tee Referees Assigners Assessors PanelMembers Grantees RAO Finance Officers Applicants Tab Figure 99 Accessing the Applicants Page 2 Select the Upload my rebuttal quicklink Applicants Tab Quicklinks for Applicants Applying for grants Create new application e Continue View an existing application Responding to assessor comments View assessor comments bi Upload my ret Outcomes e View my results letter Figure 100 Upload My Rebuttal Quicklink 3 Use the filters to select the relevant initiative round and application ID and select the Filter _ Filter button 4 Select the properties icon El to access the relevant application The new screen will be opened up on the Results tab 5 Select the Rebuttal tab 6 Select the Allow RAO To Submit Response link from the menu on the left 7 Select the relevant Administering Institution from the drop down menu 8 Select Yes for the Authorise The RAQ s At This Institution To Attach And Submit My Response drop down menu 9 Select Submit E m After the submit button is clicked the RAO s will be able to upload and submit the rebuttal response document on behalf of the CIA The CIA and the RAO will receive an automated notification of submission email once the document has been successfully submitte
10. please provide as much detail Surrounding your conflict as possible Once these steps have been completed the details entered will be imported into RGMS and depending on your response you will be granted access to the relevant application documentation within RGMS 3 2 Completing an Assessment You have been asked to assess a grant application in RGMS You have declared any Conflicts of Interest and are ready to review the application and complete your assessment As you complete the assessment bear in mind the following e Save your work often RGMS will time out after 30 minutes of inactivity and DOES NOT recognise typing as an activity A time out will cause you to lose any unsaved data e Avoid atime out by completing a draft of your work in an offline document such as Word from which you can copy and paste into the RGMS assessment fields 43 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community IMPORTANT NOTE When copying and pasting from an offline document such as Word please note that the character count used within RGMS differs from that used by Word To check that your data fits within the RGMS character limit restrictions please use the following resource http www webworldindex com countcharacters htm The following instructions outline the steps for locating the application documentation and completing an assessment in RGMS 1 From the RGMS
11. set the Default checkbox this filter will become the default filter E Fitter Name Assigner Filter Defaut F Required E Unique Figure 13 Entering a Filter Name 8 Select the Default tick box 9 Select Submit to save the filter and return to the Assigner Application list The filter will now appear in the Filter drop down menu at the top left hand side of the page 13 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community Assigner Application List Assiqner To Register a Col Select Edit Mode In MEM Assigner Fiter 2013 Mental Health TCR into gh M Figure 14 The Saved Filters Drop Down Menu 2 4 Download Application Summary Documents Assigners Academy members review application summaries to identify potential conflicts of interest and suitability to be the assigner The application summaries are provided in a password protected zip file which is downloaded from RGMS You will require a zip file expander program such as WinZip or Peazip PC or Stufflt Expander Mac to extract the application documents from the file Instructions to download the summaries for all applications in your research area to which you have been allocated as an assigner are outlined below 1 From the RGMS Home page select the Assigners tab Overview Assigners Home MyProfile amp CV Account Applicants Referees el Assessors Panel Members Grantees RAO Finance
12. this page for future reference 11 Select Yes from the Generate Zip File drop down menu 12 Select Save to save your data and generate the zip file This may take a few minutes to generate The URL link should appear If not you may need to refresh the page for the URL to appear 13 When the URL Is generated select the hyperlink You will have 48 hours to download the zip file 14 You may be prompted to save or open the zip file Save the file to your computer If an error message appears e g Status 404 Error or nothing happens when you select the URL close the error message wait five minutes refresh the page and then re select the URL 15 Open the zip file on your computer using a zip file expander program such as WinZip or Peazip PC or Stufflt Expander Mac You will be required to enter the password you entered to open the files If you are a Mac user and experience difficulties with this step please refer to section 4 1 1 below 16 Extract the application documents to a folder on your computer This will save having to enter the password each time the documents are opened All application documentation will be extracted to the specified file destination Within the extracted files will be a document called AAA_ Assessor Name this document itemises the applications contained within the generated file and indicates the currently assigned assessment type for each one 4 2 1 Additional details for Mac users
13. to and interpreting the Assignments table 2 11 Monitor External Assessor EA Progress Assigners Academy members can track their progress in obtaining external assessments using features provided in RGMS Progress is presented at the overall applications level as well as the specific external assessors for an application 2 11 1 Monitoring Applications EA Overall Progress Instructions on monitoring the progress of application external assessments are outlined below 36 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profile amp CV Account Applicants Referees Assigners Acceso Panel Assigners Tab Figure 63 Accessing the Assigners Page 2 Select the Monitor and manage assigned applications quicklink Assigners Tab Quicklinks for Assigners Assigning applications to external assessors Configure assessor invitation emails Review application documents Declare conflicts of interest Identify potential assessors Assign applications to assessors e Monitor and manage assigned applications Figure 64 Monitor and Manage Assigned Applications Quicklink 3 Ensure the standard filter preferences are selected and select Filter Fite For more information refer to section 2 3 Setting an Assigners Custom Filter 4 The filter options to the right of the page custom
14. will not be able to review the application Select Save lf there are insufficient details to make a ruling contact the external assessor If the Col Ruling Requested box is ticked a ruling on the conflict must be made in RGMS before the Candidate s Decision drop down menu can be changed and the external assessor given access to the application 2 9 2 Recording EA Col Declared Outside of RGMS When external assessors declare a conflict of interest outside RGMS e g via email it is important that this conflict of interest information is documented in RGMS Instructions on recording a conflict of interest are outlined below 34 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profle amp CV Account Applicants Referees RESP ar Assessors Panel Members Grantees RAO Finance Officers Assigners Tab Figure 61 Accessing the Assigners Page 2 Select the Monitor and manage assigned applications quicklink Assigners Tab Quicklinks for Assigners Assigning applications to external assessors Configure assessor invitation emails Review application documents Declare conflicts of interest Identify potential assessors Assign applications to assessors e Monitor and manage assigned applications Figure 62 Monitor and Manage Assigned Applications Quicklink 3 Ens
15. D A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 8 Select Selection Criteria Type from the drop down box 9 Select the Selection Criteria to Update from the drop down box 10 Select the New Final Score from the drop down box 11 Select the Submit button The score will now be updated for this specific selection criterion Repeat the process from step 5 to alter any of the scores within the same application 5 Applicant Rebuttal IMPORTANT NOTE This function is available to applicants and research administration officers RAO only When all assessments are in the system you will receive an email advising that rebuttals are due That email will contain the assessors comments and questions as well as instructions on the format you are to follow in preparing a word document with your rebuttal comments That document will then be uploaded as a PDF into RGMS and submitted to NHMRC This section will outline the following Viewing assessor comments Completing and submitting your response Authorising an RAO to submit rebuttal comments on your behalf Submitting rebuttal comments on an applicants behalf RAO s 5 1 Viewing assessor comments In order to complete your rebuttal you will need to access the initial comments from the spokesperson 1 From the RGMS Home page select the Applicants tab Overview Applicants Home My Profle amp CV Account p ti CE Referees
16. Home page select the Assessors Panel Members tab n Home My Profle amp CV Account Applicants Referees Assigners PMC ea T e ea eae ee Grantees RAO Finance Officers Assessor Tab Figure 73 Accessing the Assessors Panel Members Page 2 Select the Complete my assessments quicklink Assessor Tab D gt Quicklinks for Assessors General e Register an unavailability for peer review e Panel nomination and response Applications for review b Declare conflicts of interest e Review application documents bulk download only omplete my assessments Figure 74 Complete My Assessments Quicklink 3 Use the lookup field by selecting the binoculars i icon to select the relevant round Enter the round name and select the Filter _ Fit button Select the relevant round and select Add _ 4 For more information on lookup fields refer to section 3 2 2 Lookup in the RGMS User Guide Introduction to RGMS Research Community 4 Select the folder 8 icon for the application you wish to review the documents and enter an assessment 44 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 5 Click on the name of the file you require assessor snapshot grant proposal etc to open download the document 6 Once you have reviewed the required documentation and you are ready to enter your assessment select the Detail tab Assessment Detail Snapshot Reports Asse
17. MS will not save any data if you move to another page without saving To verify that your declarations have been recorded in RGMS return to the top of the page and follow these steps 7 From the Actions drop down menu select Display Mode 8 From the Declaration Complete drop down menu select No 9 Select Filter _ Fiter The text No items to display should appear in the filtered results section indicating that there are no further applications for which you need to declare conflicts If applications continue to appear in the filtered results you will need to repeat steps 5 and 6 in relation to those applications until No items to display appears in the filtered results 53 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 4 4 Spokesperson Assessments Selected Schemes Only IMPORTANT NOTE This section only applies to spokespersons participating in the following schemes e Project Grants Research Fellowships Practitioner Fellowships Translating Research Into Practice TRIP Fellowships Program Grants Partnership Projects As a spokesperson for one of the above schemes you will need to submit your rating and comments in RGMS for all applications assigned to you As you complete the assessment bear in mind the following e Save your work often RGMS will time out after 30 minutes of inactivity and DOES NOT recognise typing as an activity A ti
18. Officers Assigners Tab Figure 15 Accessing the Assigners Page 14 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 2 Select the Review application documents quicklink Home My Profile amp CV Account Applicants Referees EET Assigners Tab Quicklinks for Assigners Assigning applications to external assessors t Configure assessor invitation emails Review application documents Declare conflicts of interest Identify potential assessors Assign applications to assessors Figure 16 Review Application Documents Quicklink 3 Select New _ to create a new download request 4 Select the relevant round from the Round drop down menu General Round 2013_Project Grant_funding_commencing_2014 Document Application Summaries Assigner Type Required El Enter Once Figure 17 Create Download Documents Page 5 Select Application Summaries Assigner from the Document Type drop down menu 6 Select Save 7 On the left hand menu select Summaries Assigner 8 Inthe Name field use the lookup field by selecting the 04 binoculars icon Enter your details and select Filter F Select your name and select Add _ 15 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community Download Documents Properties Do
19. RC RGMS User Guide Assessment Processes Research Community 2 9 1 Assigners Ruling on an External Assessor s Col The invitation email sent to external assessors provides a hyperlink to an online form where they indicate their willingness to review an application External assessors may accept the invitation but indicate that they have potential conflict of interest Where this is the case the Assigners Academy member will receive an email from RGMS indicating that a ruling is required The instructions below outline the process of ruling on a conflict of interest 1 Select the link in the email 2 Log into RGMS you will be navigated to the Assignment Properties Conflict of Interest page 3 Review the details of the potential conflict of interest as found in the Col Comments Candidate field 4 Enter any comments into the Col Comments Assigner NHMRC field and select Save Assignment Properties ir ms Processes f EL General irratadon Conflict of Interest Ch st Due O Figure 60 Assignment Properties Conflict of Interest page 5 Determine and select the level of conflict using the Col Ruling drop down menu e None There is no conflict of interest and the external assessor can review the application e Low The conflict of interest is low and the external assessor can review the application e High There is a conflict of interest and the external assessor
20. ached because of their unavailability e Decision Pending an invitation has been sent but a decision has not been entered in RGMS e Accepted an invitation has been accepted e Inactive an invitation to this external assessor has been either cancelled or declined 39 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community Assigners Academy members can use the Status filter to customise the external assessors displayed in the table based on their progress For example you may want to only see the external assessors who are yet to respond to the invitation How to customise the external assessors listed is outlined in the instructions below 1 Select the type of status from the Status field it will become highlighted in blue 2 Select the Filter button _ Fite lt is possible to filter for multiple status types concurrently For example you can choose to display only those external assessors who are either New or Decision Pending To view multiple status types hold the Shift or Ctrl key while clicking the required types then select Filter _ Fite To display all the status types select Show All The status type s you choose to display in the table for one application will be the same for all other applications 2 12 Extend the Due Date for External Assessment External assessors are initially requested to complete their assessments within 14 calendar days
21. age assigned applications quicklink Quicklinks for Assigners Assigning applications to external assessors Configure assessor invitation emails Review application documents Identify potential assessors b b t Declare conflicts of interest b be Assign applications to assessors Managing assessor responses t Monitor and manage assigned applications Figure 72 Monitor and Manage Assigned Applications Quicklink Ensure the standard filter preferences are selected and select Filter _ For more information refer to section 2 3 Setting an Assigners Custom Filter Select an application by selecting the hyperlink in the Application ID column you will be directed to the Assigner Application Properties page Select Copy Assignments link from the menu on the left Against the Assignees Candidates field select the external assessor s who have been approached for that application whom you wish to also approach for other application s by clicking the binoculars icon 4 Against the Target Applications field select the application s that you want the external assessor s added to by clicking the binoculars icon Select Yes from the Create Assignments drop down menu Select Submit E m Select the hyperlink in the Application ID column of the relevant application Select the Assignments link from the menu on the left The external assessor s will appear in the Assignments table of the target application s T
22. alendar 3 Month Funding Scheme Activity Calendar aan Research 133 million boost Research Help Centre Highlights for medical Administering grants research Research funding statistics and data Outcomes of funding rounds Policy Po rtals and Ti Research Grants Management System RGMS Figure 3 NHMRC Website Grants Drop Down Menu WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 3 Scroll down to the Assigners Academy section and select the NHMRC Assigners Academy hyperlink NHMRC Assigners Academy The NHMRC Assigners Academy is a prestigious body of eminent researchers thal enhances NHMRC s peer review processes by giving independent expert advice to NHMRC s CEO In particular the role of the Academy will be to assist in identifying the most suitable experts to undertake the peer review tasks EXPLORE NHMRC Home About YOU ARE HERE Home Grants In this section Apply for funding NHMRC Funding Calendar 3 Month Funding Scheme Activity Calender Research Help Centre Administering grants Research funding statistics and data Outcomes of funding rounds Peer review Extemal Assessor Honour Roll 2010 2012 Guiding Principles for NHMRC Peer Review Panel Membership Momination and Appointments NHMRC Principles of Peer Review Streamlining NHMRC Application and ssessment Processes Overview of NHHMR C s Application and Asses
23. anel Nominations O GEAL and Invitations There are no items to display Pro PU Peer Review Unavailability Pro A Address Panel Nominations and Invitations Pro RE Research Interests Pro FR Fields of Research Figure 81 Accessing the Create Panel Nominations and Invitations page 7 From the Initiative drop down menu select the appropriate initiative e g for Project Grants select Research Project from the list At certain times during the NHMRC funding cycle there may be no funding initiatives actively accepting nominations If that is the case you will find no options available in the drop down menu at Step 7 8 Select Save Create Panel Nominations and Invitations My Profile and CV Seve Submit cancer General Select the initiative and click Sawe On the Properties page ensure that your research key Initiative Select m 7 Select Research NHMRC European Union m _ Research Program Eiaa Eaten iae Research Project Research Targeted Research Figure 82 Create Panel Nominations and Invitations 9 Anew page Panel Nominations and Invitations Properties General will open From the Response Type And Closing Date drop down menu select the appropriate entry Depending on the initiative selected either one or two options may be available at Step 9 If no options are available the selected initiative is
24. be given access to the full application only if they have no or a low Col Where panel members have a high Col they will not be granted access to the full details of the application 1 From the RGMS Home page select the Assessors Panel Members tab M Home My Profile amp CW Account Applicants Referees Assigners PFCs oe eae Grantees RAO Finance Officers Assessor Tab Figure 88 Accessing the Assessors Panel Members Page 2 Select the Declare conflicts of interest quicklink Assessor Tab Quicklinks for Assessors General e Register an unavailability for peer review e Panel nomination and response Applications for review ti Declare conflicts of interest e Review application documents bulk download only e Complete my assessment s Figure 89 Declare Conflicts of Interest Quicklink 52 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 3 Use the lookup field by selecting the 04 binoculars icon to select the relevant round Enter the round name and select the Filter _ Fite button Select the relevant round and select Add _ 4 4 4 The selected funding round now populates the Round field Select Filter _ Fiter to update the listed results The default display on the resulting page is a list of applications for which you have not yet declared a Col Take note of the All Active Conflicts List section at the bottom of the page Althoug
25. bove 1 To reset the text to the default templates select the Initialise email address and text tick box so that it is not ticked and select Save 2 Select the Initialise email address and text tick box so that it is now ticked and select Save again Refresh the page to display the default text Processes select the appropriate field and click save Initialise email address and text M Checking this box and clicking Save will load default values into relevant fields above Wat a few moments and then refresh this page to verify the fields have populated before you make any customisations Figure 41 Initialise Email Address and Text 2 Identifying External Assessors RGMS provides application details search functions and additional resources to assist Assigners Academy members in identifying potential external assessors IMPORTANT NOTE To assist you to identify external assessors you will need to download the application documentation For further information on how to download this information refer to 2 4 Download Application Summary Documents Instructions on identifying appropriate external assessors for applications are outlined below 24 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profile amp CV Account Applicants Referees CTT UAE Asses
26. d 60 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 5 4 Submitting rebuttal comments on an applicant s behalf RAOs As an RAO it may be required that you submit a rebuttal on behalf of one of your applicants 1 From the RGMS Home page select the RAO Finance Officers tab Overview RAO Finance Officers Home My Profle amp C Account Applicants Referees Assigners Assessors Panel Members Grantees 08 eit ahi RAO Finance Officer Tab Figure 101 Accessing the RAO Finance Officers Page 2 Select the Submit Rebuttals on behalf of CIAs quicklink RAW Finance Officer Tab Quicklinks for RAOs General t View My RAO Dashboard k Institution Information Post Award t Financial Reports Upload Information t Institutional Annual Compliance Reports e Scientific Reports t Financial Reports t Variation Requests Figure 102 Submit Rebuttals on behalf of CIAs Quicklink 3 Use the filters to select the relevant initiative round and application ID and select the Filter _ Fit button 4 Select the properties icon El to access the relevant application The new screen will be opened up on the Results tab 5 Select the Rebuttal tab 6 Select the Rebuttal link from the menu on the left 7 Select the Browse _2 wze button navigate to and select the document to be uploaded 8 In the dropdown box next to the Completion of Rebuttal fi
27. e declared a High Col The download will contain documents for applications on which your declared Col is either Low or None 10 Enter a password in the Password field IMPORTANT NOTE The password must be no more than 20 characters in length It will be used to gain access to the downloaded zip file and will be recorded on this page for future reference 11 Select Yes from the Generate Zip File drop down menu Generated File LEE No Figure 20 Generate Zip File Drop Down Menu 16 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 12 Select Save to save your data and generate the zip file The URL link should appear If not you may need to refresh the page for the URL to appear 13 When the URL Is generated select the hyperlink You will have 48 hours to download the zip file 14 You may be prompted to save or open the zip file Save the file to your computer If an error message appears e g Status 404 Error or nothing happens when you select the URL close the error message wait five minutes refresh the page and then re select the URL 15 Open the zip file on your computer using a zip file expander program such as WinZip or Peazip PC or Stufflt Expander Mac You will be required to enter the password entered in Step 10 to open the files 16 Extract the application documents to a folder on your computer This will save having to enter t
28. e fields have populated before you make any customisations Figure 39 Initialise Email Address and Text 9 Select the Initiative for sample email 10 Select Save 11 Refresh your browser to update RGMS with the changes This will generate the default template text for your invitation and cancellation emails 12 To preview an example of your emails select the Generate sample invitation email tick box or Generate sample cancellation email and select Save The email address entered at the top of the page will shortly receive an example of the email generated If you would like to revise your email templates return to step 2 23 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community Generate sample invitation email Checking this box and clicking Save will generate a sample email with the same text and layout as you will send to potential ASSESSOTS Generate sample cancellation T cking this box and clicking Save will generate a sample email with the same text and layout as you will send to potential ess0rs Figure 40 Generate Sample Invitation Email and Generate Sample Cancellation Email Tick Boxes 13 Once complete select Submit to save your work and return to the Profile and CV list 2 6 1 Resetting the Assigner Email Text You may wish to reset the text of your template emails The instructions below continue from the steps a
29. e from the Actions drop down menu in the upper right of the screen Actions Actions Configure Multisort Edit Mode Figure 92 Edit Mode Option in the Actions Drop Down Menu Once in Edit Mode the page will display all selection criteria for this application There are editable fields under the Criteria Score and Comments columns 7 Enter the application scores in the Criteria Score fields 8 Enter the comments for the application in the Comments field It is recommended that comments be copied from another source i e Word document and pasted into the Comments field 9 Select Save 10 Select Display Mode from the Actions drop down menu in the upper right of the screen 11 Select Panel SP Assessment Part 2 Comments and Verification from the menu on the left 12 In the fields provided enter any Budget Comments and or Overall Comments Questions you want to include with this assessment 13 From the Verify External Assessment drop down menu select Yes Assessment is complete 14 To complete the submission of your assessment select Submit IMPORTANT NOTE Once submitted and the verification process is complete your assessment will be locked and cannot be altered in any way 55 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 4 4 1 Rescoring an application Project Grants Only IMPORTANT NOTE This sectio
30. earch Community 2 3 Setting an Assigners Custom Filter Assigners Academy members will frequently use the Assigner Application List page Custom filters can be prepared to remember your filter preferences to streamline navigating RGMS The filter settings below are appropriate for the majority of processes in RGMS and will be referred to as the standard filter preferences Where different filter preferences are required e g when declaring conflicts of interest the necessary preferences are outlined 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profile amp CV Account Applicants Referees toes Assigners Tab Figure 8 Accessing the Assigners Page 2 Select the Identify potential assessors quicklink Home My Profile amp CW Account Applicants Referees E TIN ae Assigners Tab Quicklinks for Assigners Assigning applications to external assessors t Configure assessor invitation emails t Review application documents t Declare conflicts of interest Identity potential assessors e Assign applications to assessors Figure 9 Identify Potential Assessors Quicklink 3 Use the Round lookup field by selecting the 0 binoculars icon Enter the details of the round and select Filter _ Fi Choose the relevant round and select Add ASSIGNER ROUNDS 01 Filter GMS 2013_Mental Health TCR into Indigenous Youth Suicide 0467 Preventio
31. eceeeeeeeeeeeeeeeueeeeeeseueeeeeeaeeeessaeeeessaneessneneeessaees 57 5 2 Completing and submitting your response ccceceeeeeeeeeeeeeeeeeeeeaeeeeeeeeeaaaeeeeeeeaeneeeeeenas 58 WORKING TO BUILD A HEALTHY AUST B A i A RALIA Assessment Processes Research Community 5 3 Authorising an RAO to submit rebuttal comments on your behalf 5 4 Submitting rebuttal comments on an applicant s behalf RAOs WORKING TO BUILD A HEALTHY AUSTRALIA Assessment Processes Research Community 1 Introduction This is the third in a series of RGMS user guides for members of the research community This document should be read in conjunction with the advice and instructions document specific to the scheme for which you are reviewing The focus of this guide is the assessment phase of the NHMRC grant lifecycle Topics covered in this guide include Assigning applications to external assessors External assessment Panel processes including declaring conflicts of interest and spokesperson assessments Applicant rebuttals It is expected that anyone referring to this guide is familiar with the content in the RGMS User Guide Introduction to RGMS Research Community 1 1 Target Audience This guide is primarily targeted at assigners external assessors and peer review panel members Section 5 addressing the rebuttal process applies to applicants and RAOs only Where sections of this guide are only relevant to particular scheme
32. eceive an automatic email from RGMS advising that they can now access the application in RGMS and commence their assessment 8 Select Submit E m IMPORTANT NOTE External assessors living in Australia will require a RGMS account to access the application in RGMS and complete their assessment The accepted assigner Candidate s Decision option will not be available if the assessor does not have an account The invitation email includes instructions on creating an account and accessing the application Once the external assessor follows the email instructions they will gain access to the application in RGMS At this stage RGMS will update the Candidate s Decision drop down menu 2 9 Assigners Decisions on Conflicts of Interest Col for External Assessors External assessors approached by Assigners may indicate they have a potential conflict of interest Col with an application they have been invited to review Managing Col is essential to maintaining a robust and equitable peer review process For information on what constitutes a conflict of interest refer to the Guideline for Managing Conflicts of Interest in NHMRC Peer Review outlined in your scheme s peer review guidelines IMPORTANT NOTE The members of Assigners Academy who are assigning for Project Grants are able to obtain policy advice on COI rulings by contacting the Project Grants team at academy nhmrc gov au 33 WORKING TO BUILD A HEALTHY AUSTRALIA NHM
33. eld select Yes Submit my response to NHMRC 9 Select Submit E m An automated email from RGMS will be generated notifying the CIA and RAO that the rebuttal has been successfully submitted 61 WORKING TO BUILD A HEALTHY AUSTRALIA AUSTRALIA
34. ess to fail and the assessor will not be able to be invited 9 Select Submit E m The potential external assessor will now appear in the Assignments table Repeat this process to add more potential external assessors 10 Click on the person icon next to the potential external assessor This will not be available for external assessors without an RGMS account Use the relevant tabs to review the external assessor s details such as research alignment commitment and publications to determine whether they are a suitable reviewer for the application Please pay particular attention to the Commitments and Unavailability This Year tab as this will indicate whether or not the potential assessor is available to participate in peer review Assessors who are listed as unavailable should not be approached 11 Close the Assignment Portlets Personal Details page and return to the Assignments table 2 8 2 Invite External Assessors Assigners Academy members are responsible for obtaining two external assessments for each application they are assigned Instructions on inviting an external assessor to review an application are outlined below 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profle amp CW Account Applicants Referees Assessors Panel Members Grantees RAO Finance Officers Assigners Tab Figure 53 Accessing the Assigners Page 2 Select the Assign applications to as
35. essaees 21 2 6 1 Resetting the Assigner Email Text cccccccssececcesseeeceseeeceeseeseeaeeeeseseeessaeeeeess 24 2 7 Identifying External ASSCSSOIS cccccccseeeeeceeeeeeeeeseeeeseeeeeseeaeeeeseaueeessaeeeesaaseeeesaneesensess 24 2 8 Managing External Assessors Invitations 0 cccccccseeeeeeeeeeeeeeeeeeeaeeeeeeeeeaeaeeeesesaeneeeeeeeas 28 2 8 1 Identify Potential External Assessors cccccceeceeeeeeeeeeeeeeeeeeeaeeeeeeeesaaeeeeseesaneeeess 28 2 8 2 Invite External Assessors cccccscccccseseeeceeseeeceeseeceauseeeseueeessaeeessagseeessuseesssageeeess 29 2 8 3 Cancel MV ICA OWNS srainnsear Eeri 31 2 8 4 Accept or Cancel an Invitation on an External Assessor s Behalf cc cseceee 32 2 9 Assigners Decisions on Conflicts of Interest Col for External ASSeSsors 008 33 2 9 1 Assigners Ruling on an External AsSeSsor s Col ccccccceceeeeeeeeeeeeeeeeeeaeseeeeeeees 34 2 9 2 Recording EA Col Declared Outside of RGMS eee eeeneeeee terete eeenaaneeeeeeees 34 2 10 Coordinating Review by Overseas External ASSESSOIS ccccsseseeeeeeeeeeeeeeeeaeeeeeeeeeas 36 2 11 Monitor External Assessor EA ProgreSs cccccccsesececseeeeeeseseeeseaeeeetaaeeessaeeeeesaess 36 2 11 1 Monitoring Applications EA Overall Progress cccccsesseeeeeeeeaeeeeeeeeeeeeeeeeesaeees 36 2 11 2 Monitoring external assessors progress on individual applicat
36. essors applications Figure 67 Monitor and Manage Assigned Applications Quicklink 3 Ensure the standard filter preferences are selected and select Filter Fitter For more information refer to section 2 3 Setting an Assigners Custom Filter Select an application by selecting the hyperlink in the Application ID column you will be directed to the Assigner Application Properties page 4 Select the Assignments link to the left side of the page 5 The Assignments table for this application will be displayed Actions Wolpe values can Be selected by presang the SHR or CHi key while choking required wales _ Fiter Show Al Save Fer Clear RGMS Last Resend Cal Ruling Col Decision Agsegenvent ASsesament Info Profile Status Hime First Hante Tithe invite Request Ruling Decision Date Complete Overdue Cancelled Hote Associate Professor Professor 20 04 13 24 04 13 Declined 5 06 13 Assigner Ms 24 04 13 28 04 153 Professor 20 04 13 Derlinasd 24 0 13 Dogar 5 06 13 o OG 13 Accepted 100613 1 07713 1 z a Figure 68 Assignments Table Actions associated with potential external assessors for this application are recorded in this table The status of each potential external assessor is represented by a coloured arrow defined below e New a potential external assessor who has not been invited This will include individuals who may have been considered as potential reviewers but were not appro
37. fessor Figure 28 Assigner Suitability Drop Down Menu You may need to refer to the application summary previously downloaded Select from the following options a Yes applications for which you are comfortable to be the Assigner b No applications completely out of your area of expertise or c Limited although not ideal applications for which you could still be the assigner 7 Select Save after declaring your conflict of interest and assigner suitability for each application 8 There may be multiple pages of applications to declare your conflicts of interest and assigner suitability against If numbers appear at the top or bottom of the page be sure to select each number and review the applications on the pages Remember to Savel before going to a new page Assigner Suitability A F Select Select Figure 29 Multiple pages for Review To revert back to a display mode select the Actions drop down menu at the top right of the page and select Display Mode 20 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community Actions i Actions Multisort Export to Excel Data Only Display Mode Test 1 External Associate P Figure 31 Return to Display Mode For further information refer to section 3 2 4 The Actions Drop Down Menu in the RGMS User Guide Introduction to RGMS Research Community 2 6 Formatt
38. g the Applicants Page 58 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 2 9 Select the Upload my rebuttal quicklink Applicants Tab Quicklinks for Applicants Applying for grants b Create new application e Continue View an existing application Responding to assessor comments View assessorc Outcomes b View my results letter Figure 98 Upload My Rebuttal Quicklink Use the filters to select the relevant initiative round and application ID and select the Filter _ Fiter button Select the properties icon H to access the relevant application The new screen will be opened up on the Results tab Select the Rebuttal tab Select the Rebuttal link from the menu on the left Select the Browse _2 ws button navigate to and select the document to be uploaded In the dropdown box next to the Completion of Rebuttal field select Yes Submit my response to NHMRC Select Submit E m An automated email from RGMS will be generated notifying the CIA and RAO if the RAO submitted on behalf of the CIA that the rebuttal has been successfully submitted 5 3 Authorising an RAO to submit rebuttal comments on your behalf It may be necessary for the RAO to submit the rebuttal on your behalf This topic outlines how to enable the RAO to submit the rebuttal 59 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment
39. h not every possible conflict scenario is included here many of the more common High and Low conflicts are displayed to assist you with determining your level of conflict 5 Inthe top right corner of the screen click on the Actions drop down menu and select Edit Mode Selecting Edit Mode opens four editable fields for each application These fields are e Declaration Complete Use this drop down menu to change the default setting of No to Yes after all other entries for this particular application are complete e Are you in Conflict The default is set to have no conflicts You can change this by clicking on the M4 binoculars icon and filtering for an appropriate selection If you are uncertain select require a ruling e Details of Conflict Any Col other than have no conflicts will be reviewed by NHMRC Use this field to provide staff with sufficient detail to assess your level of conflict e Suitable as SP Use the drop down menu to best describe your Suitability to act as a Spokesperson on this application e Yes This is within my area of expertise and would feel comfortable acting as a spokesperson on this application e No This application falls outside my area of expertise e Limited have limited expertise in this area 6 Select Save to save your declarations IMPORTANT NOTE lf the conflicts you are declaring occupy more than one page you must save each page before advancing to the next RG
40. hat are considered by peer review panels when reviewing applications Where requested by the CEO Assigners Academy members in areas in which they have relevant expertise are to 1 Identify extemal assessors and secure their written assessment s for applications receved by NHMRC for research support schemes and monitor the delivery of those reports Provide advice on potential experts who may be invited by NHMRC to participate in peer review panels taking into consideration disciplinary composition gender and institutional spread and relevant research and or clinical experience 3 Provide advice on the allocation of received applications to the appropriate peer review discipline area 4 Adhere to the principles outlined in the Australian Code for Responsible Conduct of Research and 5 Participate in other elements of peer review and or provide ongoing advice as required On 11 April 2013 Assigners Academy members will meet in Canberra to commence their work in assisting the Project Grants scheme Membership of the 2013 Assigners will be published following the conclusion of the 2013 Project Grant peer review process Previous NHMRC Academy members Information about the NHMRC Assigners Academy and membership for 2012 Information about the NHMRC Academy and membership for the period 2009 2011 Figure 5 The NHMRC Assigners Academy Page WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Proce
41. he password each time the documents are opened The extracted files will include a csv file entitled AAA_ lt Assigner Name gt which lists the CIA name and application ID of all the application summaries that have been downloaded Some Mac users have reported problems in opening the zip files This occurs when Apple s default Archive Utility program is used to open the zip file Use of an alternative zip expander program is recommended 2 5 Declaring Conflicts of Interest and Assigner Suitability Assigners declare their potential conflicts of interest against applications and indicate their appropriateness to act as the assigner for the applications Assigners will need to complete their declarations in RGMS via the instructions below IMPORTANT NOTE It is strongly advised that when using RGMS you select Save frequently to avoid potential data loss 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profle amp CV Account Applicants Referees Assigners Assessors Panel Members Grantees RAO Finance Officers Assigners Tab Figure 21 Accessing the Assigners Page 17 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 2 Select the Declare conflicts of interest quicklink Assigners Tab i Quicklinks for Assigners Assigning applications to external assessors e Configure assessor invitation emails Review ap plication doc
42. hey will not have been invited to review the target application s Refer to section 2 8 1 Invite External Assessors to add the external assessor to review the application s 42 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 3 External Assessment Project Grants and Program Grants only IMPORTANT NOTE This section only applies to external assessors for the following schemes e Project Grants e Program Grants You have been asked to provide an external assessment for one or more application s This is in order to provide impartial advice regarding the application that is being considered for a grant In this section we will outline how to e Accept an invitation and or declare any conflicts of interest e Complete your assessment Project Grants e Complete your assessment Program Grants 3 1 Accept an Invitation and declare any potential conflicts of interest The process for accepting an invitation and declaring potential conflicts of interest is outlined within the invitation emails sent by members of NHMRC s assigners academy The emails contain a link to an external website where you are able to perform the following e Accept or decline the invitation e Register any existing conflicts of interest e Request a ruling as to whether an existing conflict is of a high or low level IMPORTANT NOTE To assist assigners NHMRC staff in making accurate rulings
43. ing Assigner Email Stationery Assigners Academy members approach external assessors to review applications by sending invitation emails from RGMS Templates for invitation and cancellation email are generated in RGMS and may be customised by Assigners Academy members Instructions on preparing the emails are outlined below 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profle amp CVs Account Applicants Referees _ Assigners Assessors Panel Members Grantees RAO Finance Officers Assigners Tab Figure 32 Accessing the Assigners Page 2 Select the Configure assessor invitation emails quicklink Assiqners Tab amp Quicklinks for Assigners Review lt a documents Declare conflicts of interest Identify potential assessors Assign applications to assessors Figure 33 Configure Assessor Invitation Emails Quicklink 21 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 3 Select one of the hyperlinks against your details or select the properties icon El 4 Select the Assigner link from the menu on the left hand side Profile and CV Properties Snapshot Request Figure 34 Accessing the Profile and CV Properties Assigner Configure Assessor Page Email settings Replace in the fields below with your preferred values Email testing capture nhmrc gov au address Enter the address you want included in emails to
44. ions 38 2 12 Extend the Due Date for External ASSESSMEN1 ccccceeeeeeeeeeeeeeeeeeeeeeaeeeeeeeeeeeeeeaas 40 2 13 Copy External Assessors to Another Application cccccccecsssseeeeeeeeeeeeeeessaeeeseeeeeas 41 3 External Assessment Project Grants and Program Grants Only cccccecsseeeeeeeeeeeeeeeeees 43 3 1 Accept an Invitation and declare any potential conflicts of interest ccceeseeeeeeeeees 43 3 2 Completing an Assessment cccccccccsseeeceeeceeeeeeeeeceeaeceeesseseceeesaaaeeeesseaeeeeessaageeeeeeaas 43 A Fae OCCS Seo eipenictnytari Semanosrssaackel mvansansranvie A saan 46 4 1 Self nomination for Participation in a Peer Review Panel cccccseseeceeeeeeeeeeeeeseeees 46 4 2 Download Application Documents ccccccsssececeeseeeeeeeeeeeeeceeeeaeeeeeeeeesaaeeeeeeseaseeeessaaess 50 4 2 1 Additional details for Mac USEIS cccccceeecccceeseeeceeeeeeeceeeeeeseeeeesaeeeeesseeeeeesaeeeeeeas 51 4 3 Declaring Conflicts of Interest and Indicating Suitability as a Spokesperson 52 4 4 Spokesperson Assessments Selected Schemes Onlly eeeeeeeeeeeeeeeeeeeeeeanaaaes 54 4 4 1 Rescoring an application Project Grants Only cccceecceeeseeeeeeeeeeeeeseeeeeeeaeeeenens 56 D 2 6721 156 gn 0 18 gt enna nn ee en en eee eee 57 5 1 Viewing assessor comments ccccseecceceeeee
45. irected to the Assigner Application Properties page Select the Assignments link from the menu on the left Select the hyperlink in the Last Name column of the relevant external assessor Review the Assessment Must Be Completed By date for this assessment Any extension to the assessment due date cannot be past this date which has been pre determined by NHMRC Select the calendar icon E amp next to the Assessment Due Date field A calendar will appear in a new window Select the new date of the assessment 10 Select Save If you extend the due date of an assessment that was flagged as overdue it will reset The external assessor will be notified that the due date has changed 2 13 Copy External Assessors to Another Application Assigners Academy members may wish to approach the same potential external assessors for multiple applications Once external assessors have been approached for one application their information can be transferred to other applications The instructions below outline this process 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profle amp CV Account Applicants Referees Assigners Assessors Panel Members Grantees RAO Finance Officers Assigners Tab Figure 71 Accessing the Assigners Page 41 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 2 10 11 Select the Monitor and man
46. ise the applications displayed Only applications which meet specific criteria are displayed This may assist you to identify applications requiring attention Assigner Application List Assigner To Register a Col Select Edit Mode In The Actions Pull Down Menu At The End Of This Heading Yes only display applications the assigner is responsible for All display all applications the assigner is potentially responsible for Active Applications Yes v Yes exclude withdrawn applications Assigner Suitability All Assigner Historical This field is for the use of NHMRC staff only Figure 65 Assigner Filter Options 3 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community The adjustable criteria are identified as e Invitations the number of external assessors invited to review an application e Resend the number of invitations that have been resent due to no response being received within the four day response period e Accepted the number of external assessors who have accepted to review an application Completed the number of completed assessments e Declined the number of external assessors who have declined to review an application e Overdue the number of assessments which are past the due date e Cancelled the number of invitations cancelled for an application 5 Enter the desired number ra
47. ity RGMS Training Program for the research community Introduction RGMS eLearning Applying for Grants E E Application RGMS eLearning Assigner Processes Administration Figure 2 RGMS Training Program for the research community Assessment WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 2 Assigning Applications Assigners Academy IMPORTANT NOTE This section applies to Project Grants only The first step in the peer review process is the assigning of applications to external assessors The assigning of applications is completed by members of the Assigners Academy This section outlines how assigners use RGMS to manage external assessors and monitor their assessment progress 2 1 Information for Assigners General information updates and publications relevant to assigners can be found on the Assigners Academy page on the NHMRC website The steps below outline how to access the Assigners Academy page To access the Assigners Academy page use your internet browser to navigate to http Awww nhmrc gov au grants peer review nhmrc academy Alternatively you can access the Assigners Academy page via the NHMRC website 1 Navigate to the NHMRC website at www nhmrc gov au 2 Under the Grants drop down menu select Peer review Home About Grants Guidelines amp Publications Health ethics Media Researchi Apply for funding NHMRC Funding C
48. ld directly below it ie the top left full keyword filter field e Ifyou choose to use the Keyword Name Contains field the portlet will return rows for people whose keywords phrases contain your search criterion anywhere in the name All other kef Figure 50 Accessing the Keyword Search Page This page allows you to perform keyword searches to identify potential external assessors Detailed instructions on using this function are provided on the Assigner Application Keyword Search page 11 Once you have identified a potential external assessor invite them to review the application by selecting the Properties tab and following step 4 and onwards of section 2 8 1 Invite External Assessors 2 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 2 8 Managing External Assessors Invitations When an appropriate external assessor has been identified they need to be invited to be an external assessor This section will outline how to e Invite an external assessor e Cancel an invitation e Accept or cancel an invitation of behalf of an external assessor 2 8 1 Identify Potential External Assessors Assigners Academy members are responsible for obtaining two external assessments for each application they are assigned Instructions on identifying potential external assessors to review an application are outlined below 1 From the RGMS Home page select the Assigners tab Ove
49. lect Filter _ Fit until an appropriate assessor is identified 26 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community Candidates Based on Matching Keywords with Application fer System Default To wiew results click Show All or enter search criteria and click Filter Figure 48 Candidates Matches With Application Page 8 Select Filter _ Fiter 9 Select the J plus icon to display additional information about the potential external assessor s recent research expertise j Fiia gt re Ft rr ee e D hinum Matches With Say Appa fin Save Fitar Cex Hama inethution Boyard Ema Phort Tima road Research Aree Flold of Research Ej Test 2 External Associate Professor TI RHM Tent fo hor Uae GTR Date Scienca agoraphobia alten amua blurred voa bons fusion DCONOMITRICS iconom Modeli and Perecagteng eurent Figure 49 Candidates Based on Matching Keywords with Application 10 If you have not been able to select an appropriate external assessor you can select the Keyword Search tab This step is not required if you have found the required external assessors Properties Application C Publications Ineligible Candidates Candidates Based on Keyword Matches BPC Bo A Assessments Approaching Overdue Processes Assigners Keyword Portlet Instructions e You must enter a value in either the Keyword Name Contains filter field or the fie
50. me out will cause you to lose any unsaved data e Avoid atime out by completing a draft of your work in an offline document such as Word from which you can copy and paste into the RGMS assessment fields The following instructions outline the steps for completing an assessment in RGMS 1 From the RGMS Home page select the Assessors Panel Members tab Home My Profile amp CW F Account Applicants Referees Assigners Assessors Panel Members Grantees RAOQsFinance Officers Assessor Tab Figure 90 Accessing the Assessors Panel Members Page 2 Select the Complete my assessments quicklink Assessor Tab Quicklinks for Assessors General e Register an unavailability for peer review Panel nomination and response Applications for review e Declare conflicts of interest e Review application documents bulk download only f assessments Figure 91 Complete My Assessments Quicklink 54 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 3 Use the lookup field by selecting the binoculars icon to select the relevant round Enter the round name and select the Filter _ Fit button Select the relevant round and select Add _ 4 4 Select the properties icon amp of the application for which you want to enter an assessment 5 Select the Panel SP Assessment Part 1 Selection Criteria link from the menu on the left 6 Select Edit Mod
51. ment 300 characters Changes made after the response period closing date will not be considered by NHMRC Required Enter Once Figure 84 14 Refresh your screen F5 on a PC Command R on a Mac to display the date as confirmation your nomination is lodged with NHMRC Depending on system activity you may have to refresh more than once Additionally an email will be sent to you confirming receipt of your nomination Panel Nominations and Invitations Actions Response Type amp Closing Date Applies to the Next Round Decision Lodgement Date Cancelled Nomination for panel member 17 09 2013 Pf 16 09 13 Filter System Default v Total Results 1 New v Delete Exit Figure 85 49 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 4 2 Download Application Documents The following instructions outline the steps for utilising the Download All function After logging into RGMS follow the steps below to download the application documentation relevant to your panel 1 From the RGMS Home page select the Assessors Panel Members tab Home My Profile amp CW Account Applicants Referees Assigners PP Ttto tee a e Grantees RAO Finance Officers Assessor Tab Figure 86 Accessing the Assessors Panel Members Page 2 Select the Review application documents quicklink Assessor Tab D gt Quicklinks for Assessors General
52. n only applies to spokespersons participating in the following schemes e Project Grants The following instructions outline the steps for completing rescoring of an application following applicant responses After logging into RGMS follow the steps below to rescore applications following the applicant response relevant to your panel and or assessments 1 From the RGMS Home page select the Assessors Panel Members tab n Home My Profile amp CW Account Applicants Referees Assigners PFCs a n Ae Grantees RAO Finance Officers Assessor Tab Figure 93 Accessing the Assessors Panel Members Page 2 Select the Complete my assessment s link from the menu on the left Assessor Tab Quicklinks for Assessors General e Register an unavailability for peer review e Panel nomination and response Applications for review e Declare conflicts of interest Review application documents bulk download only ny assessments OMe Figure 94 Complete My Assessments Quicklink 3 Use the lookup field by selecting the binoculars icon to select the relevant round Enter the round name and select the Filter _ Fite button Select the relevant round and select Add _ 4 Entering the Panel field at the bottom right is optional 4 Select the properties icon Elto open the assessment 5 Click the Detail tab 6 Select Update Final Score from the menu on the left 7 Select the New button 56 WORKING TO BUIL
53. n_funding_commencing_2014 GMS 2013 _ Project Grant_funding_commencing_2014 0455 fig GMS 2014 _Project_Grant_funding_commencing_2015 Total Results 3 Figure 10 Identify Potential Assessors Quicklink 12 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community For more information on lookup fields refer to section 3 2 2 Lookup in the RGMS User Guide Introduction to RGMS Research Community 4 Ensure the Assigned drop down menu is set to Yes Assigned Yes w es ony display applications the assigner is responsible for AF display all applications the assigner is potentially responsible for Figure 11 Assigned Drop Down Menu IMPORTANT NOTE To see applications already assigned to external assessors you will need to change the Assigned drop down menu from No to Yes This will assist you in monitoring the status of external assessments For further information on monitoring the status of external assessment refer to section 2 11 Monitor External Assessor EA Progress 5 Ensure the Active Applications drop down menu is set to Yes Active Yes Applications Yes exclude withdrawn applications Figure 12 Active Applications Drop Down Menu 6 Select Save Filter Save Fiter 7 Enter a name for this filter in the Filter Name field e g Assigner Filter A default filter already exists If you
54. nd layout as you will send to potential ASSessors Figure 35 Profile and CV Properties Assigner Page 22 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 5 Inthe Email Address field enter your preferred email address to be used for assigner related correspondence Email settings Replace in the fields below with your preferred values Email testing capture nhmre gov au address Enter the address you want included in emails to potential asses Figure 36 Email Address Field 6 Select the CC addressee on emails you generate tick box if you want to be copied into all email correspondence sent from RGMS cc you Select this check box if you want to be copied on emails that use your signature block eg invitations cancellations Col rulings generate Figure 37 CC Addresses on Email You Generate Field 7 Enter your preferred email sign off in the Sign off and signature block field Enter your preferred sign off and signature block Figure 38 Sign Off and Signature Block Field 8 Select the Initialise email address and text tick box at the bottom of the page Processes select the appropriate field and click save Initialise email address and text El Checking this box and clicking Save will load default values into relevant fields above Wait a few moments and then refresh this page to verify th
55. ne if you have a potential conflict of interest Assigner Application List a a ETT oe oes To Register a Col Select Edit Mode In The Actions Pull Down Menu At The End Of This Heading Filter Select v Round p014 Project_Grant_funding_ g IN Assigner o PT Application AR Col All v Assigned Yes v Yes only display applications the assigner is responsible for All display all applications the assigner is potentially responsible for Active Applications Yes v Yes exclude withdrawn applications Assigner Suitability All v Assigner Historical This field is for the use of NHMRC staff only Fiter Save Filter Clear E Assigner Suitability Assigner E Application Test 1 External Associate APP1076853 CIA Miss testci Professor testci E Yes Test 1 External Associate APP1076869 CIA Miss testci Professor testci Total Results 2 Save v Delete Required Figure 25 Determine Potential Conflict of Interest You may also need to refer to the application summary previously downloaded For more information refer to section 2 4 Download Application Summary Documents 5 To declare your conflict of interest level for an application select the corresponding Col drop down menu y Filter Sawe Filter Clear Save v Delete New Assiqner Col Suitability 12345 6 F 8 3 10 D gt E El select Select Ruling Required Yes
56. nge s in the available fields For example you could filter for applications where there are e Less than two accepted invitations e Less than two completed assessments or e One or more overdue assessments etc 6 After defining the criteria select Filter _ mter 7 The filters can be reset by clearing any values from the fields and selecting Filter 2 11 2 Monitoring external assessors progress on individual applications The specific external assessors for each application are detailed in and managed through the Assignments table The information provided in this table can be customised to aid Assigners Academy members monitor the progress of invitations responses and assessments Instructions on customising the Assignments table are outlined below 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profle amp CV Account Applicants Referees Assigners e5encors Panel Members Grantees RAO Finance Officers Assigners Tab Figure 66 Accessing the Assigners Page 2 Select the Monitor and manage assigned applications quicklink 38 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community Assigners Tab Quicklinks for Assigners Assigning applications to external assessors Configure assessor invitation emails Review application documents Declare conflicts of interest Identify potential assessors Assign applications to ass
57. not currently accepting nominations 48 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community Mecca Processes zm General Hints amp Instructions _ Values for type response or cancellation cannot be ente Nomination Invitation Initiative Research Project EG Response Type And en ee ae Closing Date L a Research Keywords edi Nomination for panel member i 17 09 20 13 Figure 83 10 On the same screen select Yes from the Submit Nomination for GRP Membership drop down menu or 11 If rescinding a previous action select Yes in the Want to Cancel My Response drop down menu 12 Use this field if you wish to enter comments with regards to your expertise that may assist NHMRC 13 Select Submit to send your nomination to NHMRC and return to the Profile and CV Profile page Step 14 Note You will not be able to submit a nomination if the closing date has passed Closing date is displayed in the drop down menu at Step 9 Response ensure any unavailability is entered on page Pro PU of your profile Submit Nomination For Select v Decision For This Select v GRP Membership T Select 2 one active nomination per initiative Invitation You can only have one active decision per initiative and type Yes combination Cancel Response B Want To Cancel My Response Select 7 Comment Com
58. ns See the RGMS User Guide General Information for All Users for step by step instructions on how to complete your profile and cv or contact the Research Help Centre for assistance Figure 78 Accessing Panel nomination and response The Profile and CV List page will open 3 Select the Properties Icon to open your profile My Profile and CV Click your name or the Properties icon to continue Fiter Select RGMS5 Profile ID Title B Doctor Total Results 1 Figure 79 Accessing the Profile and CV Profile page 4 Select the Profile Tab to open the Profile and CV Profile page 5 Select the sub menu Pro PN Panel Nominations and Invitations link Profile and CV Profile Profile and cv ies Profile CW Check List Processes a mit Cancel Pro PD Personal Details Pro PN Panel Nominations and Hints amp Instructions Invitations Time out functi Pro PU Peer Review Unavailability Pro A Address Pro RE Research Interests Pro FR Fields of Research Peer Review Figure 80 Accessing the Panel Nominations and Invitations page 47 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 6 Select New to open the Create Panel Nominations and Invitations page Properties ire jis CV CheckList Processes _ Pro PO Personal Details Pro PN P
59. of the date they accept the invitation Once an external assessor accepts the invitation to review an application the Assigners Academy member may change the due date if required The due date cannot be extended past the final completion date for that application outlined in RGMS Instructions on changing the due date of an assessment are outlined below 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profle amp CV Account Applicants Referees Assigqners Assessors Panel Members Grantees RAO Finance Officers Assigners Tab Figure 69 Accessing the Assigners Page 2 Select the Monitor and manage assigned applications quicklink Assigners Tab Quicklinks for Assigners Assigning applications to external assessors Configure assessor invitation emails Review application documents Identify potential assessors b b t Declare conflicts of interest b e Assign applications to assessors Managing assessor responses e Monitor and manage assigned applications Figure 70 Monitor and Manage Assigned Applications Quicklink 40 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 9 Ensure the standard filter preferences are select and select Filter _ Fa For more information refer to section 2 3 Setting an Assigners Custom Filter Select an application by selecting the hyperlink in the Application ID column you will be d
60. ovided enter any additional comments you want to include with this assessment 14 From the Verify External Assessment drop down menu select Yes Assessment is complete note if you haven t entered all necessary scores or comments the drop down list will instead inform you what is missing You will need to complete the missing information before returning to this step 45 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 15 To complete the submission of your assessment select Submit E m IMPORTANT NOTE Once submitted and the verification process is complete your assessment will be locked and cannot be altered in any way 4 Panel Processes As a panel member you will be required to perform a portion of your duties within RGMS This section outlines how to Self Nominate to Participate in a Peer Review Panel Download application documents Declare conflicts of interest and indicate suitability as a spokesperson Record spokesperson assessments selected schemes only Rescore an application Project Grants only 4 1 Self nomination for Participation in a Peer Review Panel The following instructions outline the steps on how to nominate yourself to participate ina peer review panel for an upcoming funding initiative Self nomination is not available at all times for all schemes Availability is advertised via Research Tracker when appropriate Before starting your
61. p down list e None There is no conflict of interest and the external assessor can review the application e Low The conflict of interest is low and the external assessor can review the application e High There is a conflict of interest and the external assessor will not be able to review the application 11 Select Save E 2 10 Coordinating Review by Overseas External Assessors Assigners Academy members may contact overseas researchers to provide an external assessment for an application they are assigned Assessments by overseas external assessors without an RGMS account will be managed differently as outlined below 1 Invite the overseas external assessor as outlined in section 2 8 1 Invite External Assessors 2 The invitation email requests that overseas external assessors contact NHMRC to indicate their willingness to review the application IMPORTANT NOTE Where assigners for Project Grants receive email from overseas external assessors indicating their willingness please forward this to the Project Grants team at projects rulings nhmrc qgov au 3 This will notify NHMRC to contact the assessor to coordinate review of the application 4 Once the assessment is complete and has been submitted in RGMS by NHMRC the Assignments table for that application will be updated to reflect a completed external assessment Refer to section 2 11 Monitor External Assessor EA Progress for assistance with navigating
62. potential assessors cc addressee on emails Select this check box if you want to be copied on emails that use your signature block eg invitations cancellations C you generate Default with r The default text provided by NHMRC will appear in the box above after iniialising this page This default text can be edited if required you will have the opportunity to further change replace this text on a case by case basis as you invite each potential assessor The defaut text provided by NHMRC will appear in the box above after initialising this page This default text can be edited if required ou will have the opportunity to further change replace this text on a case by case basis if you cancel invitations E Sign off r and signature block Enter your preferred sign off and signature block Processes select the appropriate field and click sawe Initialise email address and text Checking this box and clicking Save will load default values into relevant fields above Wait a few moments and then refresh this page to verify the fields have populated before you make any customisations Initiatiwe for sample emails Project r an le invitation F email Checking this box and clicking Save will generate a sample email with the same text and layout as you will send to potential Hse Sors Seer 7 email Checking this box and clicking Sawe will generate a sample email with the same text a
63. pplication summary document e Team members e Nominated possible assessors e Research keywords 5 Select the Ineligible Candidates tab This displays a list of individuals who should not be approached to review the application Properties Application Cl Publications PR ts fern Candidates Based on Keyword Matches Keyword Search Assessments Approaching Overdue Processes Ineligible Candidates Figure 45 Accessing the Ineligible Candidates Page Properties Appicaton CiPubications UP OTOT conidstes Based on Keyword Matches Keyword Search Assessments Approaching Overdue Processes Ineligible Candidates AARAA 33244 Chee investigator Test Miss ZZ HMRC Test Do Mot Use Figure 46 Ineligible Candidates Page 6 Select the Candidates Based on Keyword Matches tab m Properties Application CI Publications Ineligible Candidates Een e e a a a a E Keyword Search Assessments Approachi Candidates Based on Matching Keywords with Application System Default Figure 47 Candidates Based on Keyword Matches 7 Inthe Minimum Matches With Application field enter a number 1 5 to display RGMS account holders with at least the specified number of keywords in common with this application IMPORTANT NOTE In order to identify the best external assessor begin with a value of 5 in the Minimum Matches With Application field If no external assessor is found reduce the value by one and se
64. r tie general of i relation to i components os Ga appkcabon wil emplant the othe a Stesements berg pro Ades Wy Brother xternal assessor and the primary spokesperson for thes ageiica jon Could you please provide a written OaE echt thea bo unds of yours sidis and expertise drawing on car resources ok feel are appropria ate bearing in mand that the confidentabty of the assessment process must be respected Cancellation 2000 characters recently ented you to prode an external assessment of the above NHMRC grant appbeabon I appreciate your willingness to undertake this role for the above appication However no further acton required from you at thes use The malabon cannot be canceled urti tire Geld is populated and saved Candidate ts A Frend Canadate Mad Made a a A thend s preferred name wil be used o these email Decisic name wil be used Oc Cancel imitatio aml Prefened Name f ext appropriate Yes arty CCIA Gave Consent Far An d palect gt Overseas nite sor O Sead imitation Emal Select You able to te a Cana date you already have two acte wvestic x canceled Cancel Automatic Emal Resend iye Save Suamet Cancel Figure 55 Invitation page 9 By default invitations address potential external assessors formally using their title and last name entered in RGMS To use an alternative name tick the Candidate is a Friend box and enter the alternative name in the P
65. referred Name field IMPORTANT NOTE When submitting their application applicants are asked whether or not they consent to their application s being reviewed by an Overseas External Assessor RGMS displays their nomination in the CIA Gave Consent For An Overseas Assessor field with either a green for Yes or a red for No If consent has not been given Assigners must not assign the application to an Overseas External Assessor 10 Select Yes from the Send Invitation Email drop down menu Depending on the individual s involvement with the NHMRC assessment process for the calendar year one of four different options will appear Yes Yes GRP member Yes gt 6 assessments Yes gt 6 assessments and GRP member a ae ee 30 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community With the exception of the first option these selections indicate a potential assessor with a recent substantial commitment to NHMRC Although RGMS will not prevent you from sending an invitation displaying one oth the last three instances you may want to reconsider your choice if any but the first option appears 11 Select Submit to complete the process and send the invitation You will be navigated back to the Assigner Application Properties page from where you are able to invite additional external assessors for this application 2 8 3 Cancel Invita
66. rview Assigners Home My Profle amp CV Account Applicants Referees ETT el Assessors Panel Members Grantees RAO Finance Officers Assigners Tab Figure 51 Accessing the Assigners Page 2 Select the Identify potential assessors quicklink Home My Profile amp CW Account Applicants Referees PEE IAE Assigners Tab Quicklinks for Assigners Assigning applications to external assessors t Configure assessor invitation emails Review application documents t Declare conflicts of interest identity potential assessors e Assign applications to assessors Figure 52 Identify Potential Assessors Quicklink 3 You can apply the filters to narrow the result and select Filter Applications that you are responsible for will be listed automatically 4 Select an application by selecting the hyperlink in the Application ID column 5 Select the Assignments link in the menu on the left 6 Select the New button 7 Search for your intended external assessor using the Candidate with RGMS Profile option 8 If they cannot be found enter their details manually using the Candidate without RGMS Profile option 28 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community IMPORTANT NOTE Please use one option only either the binocular lookup or entering the details manually Using the binocular lookup and also entering the assessor s details manually will cause the proc
67. s a note is appended at the beginning of the section 1 2 RGMS Training Program Training is structured around the four phases of the NHMRC grant lifecycle as illustrated in Figure 1 over the page The training program aims to provide the skills and knowledge needed to perform common tasks Target audiences for the program include Applicants Assigners Assessors Grantees Research Administration Officers Finance Officers WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC Assessment Processes Research Community Assessment Award Administration Application E gt Opening and Eligibility checking Recommendation Grant Variations publication of scheme Peerreviewprocess Announcement Scientific Reporting details Acceptance amp Financial Reporting Application Commencement Complaints Process preparation and Supporting submission information Part A General information required for all schemes Part B Scheme specific information Profile amp CV RAO Endorsement Funding Figure 1 NHMRC Grants Lifecycle IMPORTANT NOTE While this diagram summarises the typical steps in the process the unique requirements of each NHMRC funding scheme may introduce additional or fewer steps Always refer to the scheme specific funding rules for further information and clarification WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC Assessment Processes Research Commun
68. s improvement practice Your feedback and recommendations will be used to review and update the training materials in the future Any feedback can be sent to the RGMS training team at rgmstraining nhmrc gov au WORKING TO BUILD A HEALTHY AUSTRALIA Assessment Processes Research Community RGMS User Guide Assessment Processes Research Community Contents te HPO GIG OU ses taen aac enevesteeodesteceetdseeetonc E EE 5 bise FANG SUIAUIGION CS seriscesctacccadettevinensadindeog Atenseesy ERE a Raani 5 1 2 RGMS Training Program cick cascncassnaceie carsideansieumensseuniemelaincneniaanetencuinnmensscanieiadhsonmentagandeaaniumnnndis 5 2 Assigning Applications Assigners Academy cccccccsseseeeeeeseeeseeeeeeeeeseeeessaeeeeeeeesaeaeeeeesaaaess 8 2 1 Information for Assigners cccccccssececcesseecceseecceeueeeceeuseeessuseeecsageeessauseeeseseeessneeessaaeees 8 2 2 Responding to an Assigner Academy Invitation ccccccseeeccceeceeeeeeeeeceeeeeeeeeaeeeeeeeeeas 10 2 3 Setting an Assigners Custom Filter eccccccssceecceeceeeeeceeeceeeeeeeeeeseeeeeeeeseeaeeeeessseeeeeeeeeas 12 2 4 Download Application Summary DOCUMENNS ccccccceecseeeeeeeeeeeeeeeeeeeaaeeeeeeesaaeeeeeeeas 14 2 5 Declaring Conflicts of Interest and Assigner Suitability ccccccccccsseeceseseeeseeseeeeeeees 17 2 6 Formatting Assigner Email Stationery ccccccccccsssseecceseeeeeeeeeeeeseeeeeeseaeeeesaaeeeesaeee
69. self nomination e Log into RGMS at https www rgms nhmrc gov au e Ensure all keywords in your Profile are accurate e Ensure NHMRC is aware of any future Peer Review Unavailability If you need to update this information o Follow steps 1 4 below o At step 5 select either the sub menu Pro RE Research Interests link or Pro PU Peer Review Unavailability link as appropriate e lf there is no need to update follow Steps 1 14 For indicative dates of when peer review panels are expected to meet refer to the Funding scheme Activity Calendar on the NHMRC website at http www nhmrc gov au grants funding calendar 3 month funding scheme activity calendar 1 Select the My Profile amp CV Account tab 2 From the Quicklinks section select Panel Nomination and Response 46 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community N HM R e Overview My Profile amp CV Account z Home My Profile amp CW Account Applicants Referees Assessors Panel Members Grantees My Profile amp CV Account Tab E gt Quicklinks to Edit My Account Y Tips and Reminders Managing my account and personal details t Profile information is used to t Edit my Profile and CV process grant applications ensure t Update my email address or name the best possible Peer review and Change my password communicate with applicants grantees and institutio
70. sessors quicklink Assigners Tab Quicklinks for Assigners Assigning applications to external assessors t Configure assessor invitation emails t Review application documents Declare conflicts of interest b i b Figure 54 Accessing the Assigners Page 29 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 3 You can apply the filters to narrow the result and select Filter Applications that you are responsible for will be automatically listed 4 Select an application by selecting the hyperlink in the Application ID column 5 Select the Assignments link in the menu on the left 6 Select the hyperlink in the Last Name column of the relevant external assessor 7 Select the Invitation link from the left hand menu 8 The default invitation text will appear in the Invitation field If you wish to customise the invitation email text for this specific invitation make your amendments in the relevant field Any changes made will apply to this invitation only Assignment Properties Save Submit Cancel Email Toxt D trvtation 2000 characters am wn ibng to mte you to be an externa al pee vewer of the above apphca ation in a National Health and Medical Research Counce NHMRC 2013 Propect Grants round perhap o aani ae Academy I have been tasked with identifying and secu myn te xtermal assessors I have mas cached y 5 l bebeve your siiis and expe
71. sment Processes vision for NHMR Cs Streamlining Application and Assessment Project Plan to Streamline Application and Assessment Processes Strategic Context for Streamlining Application and Assessments Figure 4 Accessing the Assigners Academy Guidelines amp Publications Health ethics Media Research Research Translation Your health Peerreview The NHMRC Assiqners Academy The NHMRC Assigners Academy NHMRC relies on peer review to judge the relative quality of research proposals competing for funding and this can only occur with the assistance of the researchers who participate on the peer review panels Good peer review relies on the fact and the perception that it is fair infonmed expert able to identify quality and generally able to undertake the task without fear or favour To maintain a high level of independence and increase the transparency of the peer review process the NHMRC Assigners Academy has been established to assist with these processes The Assigners Academy is a prestigious body of researchers who provide independent advice to the CEO on matters related to the administration of NHMRC s peer review process The NHMRC Assigners Academy is responsible for identifying external assessors and monitoring the successful completion of their reports for applications received under the Project Grants scheme Their contribution provides a more streamlined and efficient process for the submission of external assessments t
72. sors Panel Members Grantees RAQ Finance Officers Assigners Tab Figure 42 Accessing the Assigners Page 2 Select the Identify potential assessors quicklink Assigners Tab Quicklinks for Assigners Assigning applications to external assessors e Configure assessor invitation emails e Review application documents e Declare conflicts of interest 5 Emi potential assessors e Assign applications to assessors Figure 43 Identify Potential Assessors Quicklink For information on how to create a default assigners filter refer to section 2 3 Setting an Assigners Custom Filter 3 Select the relevant application by selecting the hyperlink Application ID column 4 Select the Application tab Assigner Application Application Assigner Application APP1076853 CIA Miss testci test Properties Per ail CiPublications Ineligible Candidates Candidates Based on Keyword One Page Application Summary APP1076853_Summary pdf Total Results 1 Application Team Members SS E A Test Chief Investigator Miss Total Results 1 Nominated Possible Assesso rs There are no items to display Research Keywords albinism agoraphobia amnesia Figure 44 Assigner Application Application Page 25 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community Here you will be able to view application details including the e A
73. sses Research Community 2 2 Responding to an Assigner Academy Invitation NHMRC identifies and invites potential Assigners Academy members through RGMS and the steps below articulate how this process is initiated 1 NHMRC will email potential Assigners Academy members an invitation to join the Assigners Academy Below is an example of an email sent to a potential assigner Dear Professor Smith Please see the attached letter seeking your willingness to participate as a member of the 2014 Project Grant Assigners Academy If you experience any difficulties with this email or its attachment please contact the Research Help Centre on 1800 500 983 or via helo nhmrc gov au Please lodge your response to this invitation in RGMS by clicking the following link and selecting your decision for the Project initiative lt Link to RGMS gt Some email clients split long URLs across lines Please ensure that the complete URL is displayed on a single line with no breaks before Clicking it Regards Dr Joe Bloggs Director Project Grants 10 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 2 Once you have selected the hyperlink you will be directed to your Panel Nominations and Invitations Properties page in RGMS Hints amp Instructions Values for type and response cannot be entered after the response period end date Nomination Invitation Initiative Research Project
74. ssment Detail APP Properties Guidance amp Instructions Detail Seta gee 4 Figure 75 Accessing the detail tab 7 Select the External Assessment Part 1 Selection Criteria link from the menu on the left 8 Select Edit Mode from the Actions drop down menu in the upper right of the screen Actions Actions Configure Edit Mode Figure 76 Edit Mode Option in the Actions Drop Down Menu Once in Edit Mode the page will display all selection criteria for this application There are editable fields under the Comments column 9 Enter your comments for each criterion in the Comments fields It is recommended comments be copied from another source i e Word document and pasted into the Comments fields Panel Assessments Click Actions gt EDIT MODE to modify ra Selection Criteria Title Selection Criteria Description Initial Comments 2000 Character Limit E 01 Scientific Quality This includes the clarity of the hypotheses or research objectives the strengths and weaknesses of the study design and feasibility For further detail please refer to section 9 1 of the Project Grants Funding Rules for funding commencing in 2014 Figure 77 10 Select Save 11 Select Display Mode from the Actions drop down menu in the upper right of the screen 12 Select External Assessment Part 2 Comments and Verification from the menu on the left 13 In the fields pr
75. tions Assigners Academy members may cancel an invitation to an external assessor at any point in time The instructions below outline this process 1 From the RGMS Home page select the Assigners tab Overview Assigners Home My Profle amp CV Account Applicants Referees REC oe Assessors Panel Members Grantees RAQ Finance Officers Assigners Tab Figure 56 Accessing the Assigners Page 2 Select the Identify potential assessors quicklink Home My Profle amp CV Account Applicants Referees Assigners Assigners Tab Quicklinks for Assigners Ini Assigning applications to external assessors Key In t Configure assessor invitation emails e A t Review application documents e G t Declare conflicts of interest b gt Identity potential assessors and pe e Assign applications to assessors Figure 57 Identify Potential Assessors quicklink 3 Ensure the standard filter preferences are selected and select Filter _ Fite For more information refer to section 2 3 Setting an Assigners Custom Filter 4 Select the hyperlink in the Application ID column for the application for which you want to cancel the invitation 5 Select the Assignments link from the menu on the left 6 Select the external assessor s last name 7 Select the Invitation link from the left hand menu 8 The default cancellation text will appear in the Cancellation field 31 WORKING TO BUILD A HEALTHY AUSTRALIA
76. uments identify Sa assessors Assign applications to assessors Figure 22 Declare conflicts of interest quicklink For information on how to create a default assigners filter refer to section 2 3 Setting an Assigners Custom Filter Assigner Application List Assigner To Register a Col Select Edit Mode In The Actions Pull Down Menu At The End Of This Heading Filter System Default v E Round 2014_Project_Grant_funding_ ghm Col All v Assigned Yes v Yes only display applications the assigner is responsible for All display all applications the assigner is potentially responsible for Active Applications Yes v Yes exclude withdrawn applications Assigner Suitability All X Assigner Historical This field is for the use of NHMRC staff only Figure 23 Setting an Assigners Custom Filter see section 2 3 3 Atthe top right of the page select the Actions dropdown list and select Edit Mode Actions Actions Multisort Export to Excel Edit Mode Figure 24 Actions Drop Down Menu For further information on the Actions drop down menu refer to section 3 2 4 The Actions Drop Down Menu in the RGMS User Guide Introduction to RGMS Research Community 18 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 4 For each application listed review the application title team and institution to determi
77. ure the standard filter preferences are selected and select Filter F Fie For more information refer to section 2 3 Setting an Assigners Custom Filter 4 Select an application by selecting the hyperlink in the Application ID column you will be directed to the Assigner Application Properties page 5 Select the Assignments link from the menu on the left 6 Select the hyperlink in the Last Name column of the relevant external assessor IMPORTANT NOTE When the RGMS Profile tick box is ticked the external assessor has a RGMS account If you rule the conflict to be None or Low then the assessor will gain access to the application in RGMS and receive a corresponding email If the tick box is not ticked then the assessor will need to create a RGMS account before they can access the application in RGMS If the conflict is ruled to be None or Low the assessor will receive an email advising how to create an RGMS account and access the application The invitation email also includes instructions on creating an account and accessing the application 7 Select the Conflict of Interest link from the menu on the left 8 Select the Col Ruling Requested tick box 35 WORKING TO BUILD A HEALTHY AUSTRALIA NHMRC RGMS User Guide Assessment Processes Research Community 9 Enter the conflict details into the Col Comments Assigner NHMRC field and select Save 10 Determine and select the level of conflict using the Col Ruling dro
78. wnload Documents download A Instructions L L aE aE _ The process to generate your download file may require several minutes After the URL field is populated determined by refreshing the page occasionally wait two minutes before clicking the link If a message indicating that the requested resource is not available is displayed wait another two minutes and retry Round 2011_Project Grant_funding_commencing_2012 Download Purpose Select v Bg Password Generate Zip Fie Select v Generated File Summaries for all Selected Applications will be in the Zip File URL populated by RGMS Date Generated populated by RGMS a Save Submit Cancel Required Enter Once Figure 18 Summaries Assigner Page 9 Select the download purpose from the Download Purpose drop down menu Download Purpose Determine Col Select Allocate Assessors Determine Col Figure 19 Download Purpose Drop Down Menu The options available to you include e Determine Col Select this option to extract the application summaries for all applications listed within your research area and to assist you in declaring your conflict of interest and suitability e Allocate Assessors Post Col declaration documents can be generated after the Col declaration process has been completed This selection will produce a download which excludes documents associated with applications on which you hav

Research Grants Management System User Guide – Assessment

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Research Grants Management System User Guide &ndash; Assessment

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Research Grants Management System User Guide – Assessment