RGMS User Guide – Assessment Processes
Contents
1. Select Save And Re People Postgraduate Scholarships m People Research Fellowship Requred Enter Figure 11 Create Panel Nominations and Invitations 7 Select Save 8 Anew page Panel Nominations and Invitations Properties nominations General will open From the Response Type And Closing Date dropdown field select the appropriate option Depending on the initiative selected either one or two options may be available at Step 8 If no options are available the selected initiative is not currently accepting nominations N Properties Processes My Profile and CV Panel Nominations and Invitations nomination General Hints amp Instructions Values for type and response cannot be entered after the response period end date Homination Invitation E Initiative Research Project Response Type And Closing Date Select Nomination for panel member 30 12 2014 Figure 12 Create Panel Nomination and Invitations Response Type 9 Onthe same screen select Yes from the Submit Nomination for GRP Membership Dropdown field or a If rescinding a previous action select Yes in the Want to Cancel My Response dropdown field 10 Use the Comments field if you wish to enter comments with regards to your expertise that may assist NHMRC 11 Select Save and Return And Return to send your nomination to NHMRC and return to the My Profile and CV Profile pag2. Administering Institution Select 5 221 Authorise The RAO s At This Institution To Attach And Submit Response Required B Enter Once Figure 47 Authorising RAO Access to Rebuttals Process 8 Select Save and Return _ 2 to save your actions and return to the Assessment Rebuttals List After the Save and Return is clicked the RAO 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 submitted 5 2 2 RAOs Submitting rebuttal comments an applicant s behalf As an RAO you may be required to submit a rebuttal on behalf of one of your applicants 1 From the RGMS Home page navigate to and select the RAO Finance Officers tab Home My Profile amp CV Account Applicants Referees Assessors Panel Members Grantees RAO Finance Officers Overview Home Important information i Missing Profile Data Figure 48 Accessing the RAO Finance Officers Page WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHIMIRIC 2 Navigate to the Quicklinks for RAOs and select the Submit Rebuttals on behalf of CIAs quicklink RAO Finance Officer Tab B Quicklinks for RAOs General P View My RAO Dashboard RP Institution Information P Download results documents Post Award Financial Rep
3. is not available is displayed wait another two minutes and retry DE Round 2014 Project Grant funding commencing 2015 9 O 0 Applications For Generate Zip File Generated File Summaries for all ications will be in the Zip File EJ URL populated by RGMS 0 Date Generated populated by RGMS Save Sm dtum Retur Figure 19 Download Documents Download Properties page 9 Use the Applications For dropdown field to select the relevant panel 10 Create a password for the zip file and enter it in the Password field IMPORTANT NOTE The password will be used to gain access to the downloaded zip file ONLY and must be no more than 20 characters in length It will be recorded on this page for future reference and will be visible both to you and some NHMRC staff 11 Select Yes from the Generate Zip File dropdown menu 12 Select Save to save your data and generate the zip file This may take a few minutes to generate 13 The URL link should appear If not you may need to refresh page for the URL appear 14 When the URL is generated select the hyperlink to the file You will have 48 hours to download the zip file You may be prompted to save or open the zip file 15 Save the file to your computer as per your operating system process 16 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
4. 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 a time out by completing 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 navigate to and select the Assessors Panel Members tab WyProme amp cviAccount Applicants Referees _Assioners Grantees Overview Assessors Panel Members Assessor Tab Figure 24 Accessing the Assessors Panel Members Page 2 Select the Complete my assessments quicklink Assessor Tab B Quicklinks for Assessors General Register an unavailability for peer review P Panel nomination and response Applications for review E Declare conflicts of interest b Figure 25 Complete My Assessments Quicklink 3 Use the lookup field by selecting the binoculars icon to select the relevant round Filter 4 Enter the round name and select the Filter button Select the relevant round and select Add _ 7 5 Select the properties icon amp of the application for which you want to enter an assessment WORKING TO BUILD A HEALTHY AUSTRALIA 22 RGMS User Guide Assessment Processes NIHIMIRIC 6 From the Properties dropdown menu select the Panel SP Assessment Part 1 Selection Criteria li
5. A complete profile is a pre requisite to Edit my Profile and CV applying for NHMRC grants NHMRC also uses this information for peer review and to communicate with you See the Change my password RGMS User Guide Introduction to Change my secret question answer RGMS for instructions on updating your Register an unavailability for peer review profile or contact the Research Hel Centre for assistance Update my email address or name Figure 7 Accessing Panel nomination and response 3 Select the Properties Icon to open the profile required WORKING TO BUILD A HEALTHY AUSTRALIA 10 RGMS User Guide Assessment Processes NIHIMIRIC Profile and CV List Filter None te RGMS Profile ID RMIS ID Title Last Names First Name Preferred Email Preferred Phone Last Updated Date 5012155 Chief Investigator Test testing capture nhmre gow au 00 0000 0000 56 08 14 Displaying 1 1 af 1 Save Delete Figure 8 Accessing the Profile and CV Profile page 4 Navigate to the Properties tab dropdown menu at the top of the page and select the sub menu Pro PN Panel Nominations and Invitations link n Properties F General Pro PD Personal Details Pro PN Panel Nominations and Invitations Pro PU Peer Review Unavailability Pro Address Pro RE Research Interests Pro FR Fields of Research CV QAP Qualifications Awards and Prizes CV EH Employment History CV A A
6. Assessment Processes NIHIMIRIC 5 2 Completing and submitting your rebuttal After viewing the assessor comments you are able to submit a response 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 Home My Profile amp CV Account Applicants Referees Assessors Panel Members Grantees RAO Finance Officers Overview Applicants Tah Figure 38 Accessing the Applicants Page 2 Navigate to the Quicklinks for Applicants and select the Upload my rebuttal quicklink Overview Applicants Applicants Tab Quicklinks for Applicants Applying for grants P Create new application P Continue View an existing application Responding to assessor comments View assessor comments gt Upload my rebuttal Jutcomes P View my results letter Figure 39 Accessing the Upload My Rebuttal Quicklink 3 Use any of the filter options to assist in selecting the relevant Application by using the Initiative dropdown field and or entering search words in the Round Title and select the Filter button Assessment Rebuttals List Filter 2014 ase Assessment Panel NHMRC m Only Round Select a round first before selecting a panel Assessment Visibility v RGMS Application ID Please use as a wikicard e g 1001111 Endorse v Application Tile An v Pl
7. Figure 44 Accessing the Applicants Page 2 Select the Upload my rebuttal quicklink Overview Applicants Applicants Tab Quicklinks for Applicants Applying for grants gt Create new application Continue View an existing application Responding to assessor comments View assessor comments Outcomes gt View my results letter Figure 45 Upload My Rebuttal Quicklink 3 Use the filters to select the relevant initiative round and application ID and select the Filter riter button For more information on lookup fields Refer to Section 3 8 Lookups of RGMS User Guide Introduction to RGMS Research Community 4 Select the properties icon to access the relevant application The new screen will be opened up on the Results tab 5 Navigate to the Rebuttal tab and select the Allow RAO to Submit Response link from the dropdown menu Allow RAO To Submit Response Figure 46 Accessing the Allow RAO to Submit Response link Rebuttal WORKING TO BUILD A HEALTHY AUSTRALIA 34 RGMS User Guide Assessment Processes NIHIMIRIC 6 Navigate to the Administering Institution dropdown field and select the relevant institution 7 Navigate to the 1 Authorise the RAO at This Institution to Attach and Submit My Response dropdown field and select Yes Properties Results Rebuttal HHMRC Only Processes Assessment Rebuttals CIA Rebuttal RAO Access
8. Information gt Research Help Centre gt NHMRC website Figure 29 Accessing the Complete My Assessments Quicklink 3 Enter the round name directly in the Round field and select the appropriate entry from the options provided then select the Filter Fiter button Entering the Panel field at the bottom right is optional 4 Alternatively you can use the lookup field by selecting the binoculars icon to select the relevant Round Code or Round Name Select the relevant round and select Add Add Round El Figure 30 Binoculars Look up Icon WORKING TO BUILD A HEALTHY AUSTRALIA 25 RGMS User Guide Assessment Processes NIHIMIRIC Round e g project Figure 31 Round Code Round Name Selection For more information on lookup fields Refer to Section 3 8 Lookups of RGMS User Guide Introduction to RGMS Research Community 5 Select the properties icon Bto open the assessment 6 Click the Detail tab Navigate to the Properties tab dropdown menu and select Update Final Score from the menu Select the New button 9 Select Selection Criteria Type from the dropdown field 10 Select the Selection Criteria to Update from the dropdown field 11 Select the New Final Score from the dropdown field Save And Return 12 Select the Save and Return button The score will now be updated for this specific selection criterion Repeat the process from step 5 to alter any of the scores w
9. field Please ensure whole numbers are used 8 Enter comments against each criterion for the application in the Initial Comments field by clicking in the cell and typing directly into the editable 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 Navigate to the Properties dropdown menu and select Panel SP Assessment Part 2 Comments and Verification Properties v Home General Home Panel Member Conflict of Interest Fellowship Level and Type Panel SP Assessment Part 1 Selection Criteria Panel SP Assessment Part 2 Comments and Verification Control Attributes Active Figure 27 Accessing Panel SP Assessment Part 2 Comments and Verification WORKING TO BUILD A HEALTHY AUSTRALIA 23 RGMS User Guide Assessment Processes NIHIMIRIC 11 In the fields provided enter any Budget Comments and or Overall Comments Questions you want to include with this assessment Properties Snapshot Reports Processes Assessment Detail CIA Properties Hints amp Instructions Click SAVE to save work and remain on this page Click SAVE AND RETURN to save work and then return to the list view Panel Assessment Overall Comments Budget Comments Please provide any budget related comments in regards to this application 2000 character limit this limit includes spaces and lin
10. now invited to respond to submitting your Applicant Response Rebuttal Your Rebuttal must be uploaded inin RGMS by 17 00 brs AEST Friday 4 2014 to ensure that it is provided to the relevant Grant Review Panel GRP for consideration along with your application Please ensure your Rebuttal is 2 ee for applications being assessed by the Indigenous Health To ensure successful submission the fle cammot exceed 2M m size Other formatting a submit your Rebuttal provided at Attachment Rebuttals that do not Maine requirements may be excluded As your response is limited to two pages please use your judgement m responding assessors comments and address the most a membership Instructions for g your Rebuttal are n JU eee the Rebuttal process please contact NHMRC Resea Unclassified For Official Use MORNING TC BUILD A HEALTHY Figure 36 Example Cover Letter WORKING TO BUILD A HEALTHY AUSTRALIA 29 RGMS User Guide Assessment Processes NIHIMIRIC sit ial Lan d 2er Tml NHMRC TET aa tt cclarmaru sa d jiri NCC 01 nn MS or research brine the strenght and i 5 refer tache C af the 2014 Figure 37 Sample Assessor Comments Attachment WORKING TO BUILD A HEALTHY AUSTRALIA 30 RGMS User Guide
11. 4 EB LEN GaN Australian Government National Health and Medical Research Council 110 10r E NAT 1010101010101010 1p 1 10 1 01 0 110 0 1 1 1 uo 100 00101250101 10 190108158 e Us 1010 EEI if T 1 Research Grants Management System User Guide Assessment Processes Target Audience Assessors Applicants and RAOs Version 1 0 20 May 2015 WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHIMIRIC VERSION CONTROL Date Version Author Details 20 5 15 Lynne Sell Approved for publication MER 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 rgmstraining nhmrc gov au CONTINUOUS IMPROVEMENT NHMRC endeavours to provide the best training to the Australian medical and health research community through a continuous 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 RGMS User Guide Assessment Processes NIH
12. 4 09 27 There are no items to display ESEN Smpsottenons Eel Assessment Detail WW CIA v v Snapshot Reports Only the application summary will display before the conflict of interest has been declared Other documents will only display when NHMRC confirms the declared conflicts and sets assessment involvement to full Proposal pdf There are no items to display Figure 4 Assigners Tab Viewing Assessment Snapshot Reports WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHIMIRIC 6 Once you have reviewed the required documentation you are ready to enter your assessment Navigate to and select the Properties tab dropdown menu at the top of the page Conflict of Interest Conflict of Interest NHMRC Figure 5 Accessing the detail tab 7 Select the External Assessment Part 1 Selection Criteria link from the menu 8 Enter your comments questions strengths weaknesses for each criterion in the Comments fields as detailed within the scheme specific peer review guidelines It is recommended comments be copied from another source i e Word document and pasted into the Comments fields Editable Fields Assessment Detail Properties O Filter System Default e External Assessment Selection Criteria Title a Selection Criteria Description Data Required greng amp 01 Scientific Quality I includes the clarity of the Co
13. I MIRIC Contents E EEO UCU OIA RO RR 3 PUIG ICING 3 1 2 What is the Research Grants Management 3 L3 susieiciudj ei E nr 4 UE BROMO BOI a E E a e 4 2 External Assessment Project Grants Development Grants and Program Grants only 5 2 1 Accept an invitation and declare any potential conflicts of interest 5 22 Compieing am ASSSSSINEI 6 3 Self nomination for Participation a Peer Review Panel eere eere 10 4 Panel PIODSSSRS aiios dio sum esc EVE a a 14 4 1 Downloading Application 14 4 1 1 Additional details Tor Mac users oto ata CH c oa Prato 18 4 2 Declaring Conflicts of Interest and Indicating Suitability as a Spokesperson 19 4 3 Spokesperson Assessments 22 4 3 1 Rescoring an application Project and Development Grants only 25 5 Applicant Rebuttal Not applicable to Partnership Projects 27 5 1 Viewing assessor comments sssssssssssssssssssssssssssssssess
14. PORTANT NOTE Take note of the All Active Conflicts List section at the bottom of the page Although 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 Complete your declarations and suitability by clicking on each application and selecting from a dropdown menu within each cell outlined below The cells to be edited are e Declaration Complete Complete this step once all other entries for this particular application are completed The dropdown menu will appear when you click on the red X Use this dropdown menu to change the default setting of No to Yes e Are you in Conflict The default is set to have no conflicts You can change this by clicking dropdown menu and selecting the appropriate response If you are uncertain select I require a ruling e Details of Conflict The default is set to There are no conflicts of interest If you have selected High Low or I require a ruling use this field to provide staff with sufficient detail to assess your level of conflict by typing directly into it The field holds no more than 500 characters e Suitable as SP Use the dropdown menu to best describe your suitability to act as a Spokesperson on this application o Yes This is within my area of expertise and would feel comfortable acting as a spokesperson on this application o Limited have limit
15. attach a PDF file for upload 2MB limit The POF file MUST not exceed ZMB in size NHMRC exceeding 2 037 152 bytes will not be accepted Applicants are advised to retain a copy of the PDF Submit Rebuttal for NHMRC Rewiew of Rebuttal Do you wish to submit your completed rebuttal response PDF to NHMRC Please note submitting submits the rebuttal an email will also be sent to the RAS If you do receive the email please Save And Return El Required Figure 43 Using the Browse Button to Search for Do Rebuttal Document 7 Inthe Completion of Rebuttal dropdown field select Yes Submit my response to NHMRC IMPORTANT NOTE Please note that once you have submitted you will be unable to do any further edits 8 Select Save and Return _ AndReturn to save your edits and return to the Assessment Rebuttals List An automated email from RGMS will be generated notifying the CIA and RAO if the RAO submitted on behalf of the CIA as per Section 5 2 2 that the rebuttal has been successfully submitted WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHIMIRIC 5 2 1 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 1 From the RGMS Home page select the Applicants tab Overview Applicants
16. e Note You will not be able to submit a nomination for lodgement if the closing date has passed Closing date is displayed in the Response Type And Closing Date dropdown field WORKING TO BUILD A HEALTHY AUSTRALIA 12 RGMS User Guide Assessment Processes NIHIMIRIC REY o au BENING Response ensure any unavailability is entered on page Pro PU of your profile E Submit Nomination For Select E Decision For This Invitation Select v GRP Membership ave one active nomination per You can only have one active decision per initiative and type combination Cancel Response Ell Want To Cancel Response tts Changes made after the response period Figure 13 Submit Nomination for GRP Membership 12 Refresh your screen o 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 Properties Check List Processes Profile and CV mmm Properties Filter System Default Pro PM PanelNoms Initiatives Research Project Nomination for panel member 30 12 2014 B Research Project Research Project Displaying 1 3 013 jm nmm Figure 14 Confirmation of Nomination Lodgement WORKING TO BUILD A HEALTHY AUSTRALIA 13 RGMS User Guide Assessment Proce
17. e breaks Overall Please provide any overall comments on your final assessment 2000 character limit this limit includes spaces and line breaks Comments Questions Verify Panel Assessment g Please verify that you have completed your panel assessment Once verified this assessment will become locked and cannot be altered in any way Yes Assessment is complete 7 Select Save And No Assessment is incomplete Yes Assessment is complete Figure 28 Assessment Detail Budget Comments and or Overall Comments Questions 12 From the Verify Panel Assessment dropdown field at bottom of page select Yes Assessment is complete 13 Select Save and Return _ 5 to complete the submission of your assessment and return to the Assessment Detail List IMPORTANT NOTE Once submitted and the verification process is complete your assessment will be locked and cannot be altered in any way However should you require the Verify Panel Assessment field to be unlocked to rectify an error please contact the Research Help Centre WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHIMIRIC 4 3 1 Rescoring an application Project and Development Grants only IMPORTANT NOTE This section only applies to spokespersons participating in the Development Grants and Project Grants schemes The following instructions outline the steps for rescoring an application following a
18. ease use as a wildcard e g cancer Fitter Show All Save Filter Clear Round a Initiative Project Figure 40 Filtering in the Assessment Rebuttals List For further information refer to the RGMS User Guide Introduction to RGMS Research Community section 3 5 Filtering WORKING TO BUILD A HEALTHY AUSTRALIA 31 RGMS User Guide Assessment Processes 4 Select the Upload my rebuttal quicklink Overview Applicants Applicants Tab Quicklinks for Applicants Applying for grants P Create new application Continue View an existing application Responding to assessor comments View assessor comments ebuttal Outcomes P View my results letter Figure 41 Accessing the Upload My Rebuttal Quicklink NIHIMIRIC 5 Navigate to the Rebuttal tab and select the Rebuttal link from the dropdown menu at the top of this tab Assessment Rebuttals 4 Rebuttal Allow RAO To Submit Response HOME PAGE 1 Rebuttals will be visible if rebuttals have been enabled for the relevant 2 Glick the down arrow on the tab to access available options Figure 42 Accessing the Rebuttals Tab Dropdown WORKING TO BUILD A HEALTHY AUSTRALIA 32 RGMS User Guide Assessment Processes NIHIMIRIC 6 Select the Browse button navigate to and select the document to be uploaded Assessment Rebuttals APP Rebuttal ElApplcant Response Please
19. ed expertise in this area o No This application falls outside my area of expertise Conflict of Interest Assessors Click amp type select dropdown menu directly in cell Conflict of Interest Assessor Declaration RGMS Application ID mur lus e Application Team Are ygu in Conflict mirer x Irequire a ruling Ihave no conflicts Yes I have conflicts to declare igh Financial EXAMPLE You have the potential for finan igh Work EXAMPLE You and an Applicant Chief Investig igh Teaching EXAMPLE You have had teaching or supe igh Active Collaboration EXAMPLES You provided signifi igh Professional EXAMPLE you or your institution have igh Social EXAMPLE You your partner or another mem igh Associated with Application Applicants EXAMPLE Yo Indirect Collaboration EXAMPLE You are considering Professional EXAMPLES You are a member of same Social EXAMPLE You are acquainted with the applic Teaching EXAMPLES You taught supervised a CI 6 Figure 22 In field editing within the Conflict of Interest Assessors Page WORKING TO BUILD A HEALTHY AUSTRALIA 20 RGMS User Guide Assessment Processes NIHIMIRIC To verify that your declarations have been recorded in RGMS a red tag refer to Figure 23 will appear in the left hand corner of the cell you have edited once you have clicked out of the cell The red tag will disappear once yo
20. elect the hyperlink to the downloadable zip file This will download the file and the Mac operating system will immediately try to decompress the file and may fail 2 Use the Finder utility to navigate to the directory where Safari stores downloaded files eg Users user ID 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 refer to previous section 6 Asubdirectory folder containing the relevant files will be created in the current directory folder WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHIMIRIC 4 2 Declaring Conflicts of Interest and Indicating Suitability as a opokesperson Before RGMS allows you access to the full set of relevant documentation associated with any application you must first declare any conflicts of interest Col Panel members will be given access to the full application only if they have a 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 navigate to and select the Assessors Panel Members tab 2 Navigate to the Quicklink for Assessors section and select the Declare conflicts of interest quicklink a Ho
21. ent Processes NIHIM R C Use the Round lookup field by typing a part of the Round name directly into the field and select the appropriate options or by selecting the binoculars icon to select the relevant round and select Add For more information on lookup fields refer to section 3 2 2 Lookup in the RGMS User Guide Introduction to RGMS Research Community To commence your review you will need to gain access to various documentation e g grant proposal or summary documents 4 Select the folder icon for the application to review the documents you require A small portlet window will open in RGMS displaying the Snapshot Reports tab 5 Click on the name of the file you require to open download the document EEE EEE Assessment Detail CIA v v Snapshot Reports Only the application summary will display before the conflict of interest has been declared Other documents will only display when NHMRC confirms the declared conflicts and sets assessment involvement to full 28 02 2014 09 10 28 02 2014 09 10 06 03 2014 09 27 There are no items to display EEE ons EEE Assessment Detail CIA v v Snapshot Reports Only the application summary will display before the conflict of interest has been declared Other documents will only display when NHMRC confirms the declared conflicts and sets assessment involvement to full 28 02 2014 09 10 28 02 2014 09 10 06 03 201
22. ent in RGMS 1 From the RGMS Home page select the Assessors Panel Members tab 2 Navigate to the Quicklinks for Assessors section and select the Complete my assessments quicklink My Profile amp CV Account Applicants Referees Assigners Grantees Overview Assessors Panel Members Assessor Tab Quicklinks for Assessors Information and Help Tips and Reminders General Key Information gt Step by step instructions for declaring gt Register an unavailability for peer review b Guide to NHMRC Peer Review conflicts of interest and completing an assessment in RGMS are provided in gt Panel nomination and response b Scheme specific documentation and peer the RGMS User Guide Assessment review guidelines Applications for review Dos ocesses These should be read in conjuction with relevant NHMRC peer Review application documents b Whats Changed Quick Reference Guide review guidelines funding rules and bulk download only b Introduction to RGMS advice and instructions to applicants which can be found on the NHMRC website RGMS User Guides and eLearning Declare conflicts of interest gt Self nomination for Participation in a Peer Review Panel b Further Information b Research Help Centre gt NHMRC website Figure 3 Accessing the Assessors Panel Members Page and Complete My Assessments Quicklink WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessm
23. ing the proposed project Scores opportunity and or ability to deliver the proposed project in terms of having the appropriate mix of research skills and experience Where an application involves a CI team the track record of all Cis is considered and will be assessed relative to opportunity including career stage based on relevance to the research being proposed and taking into account time commitment Team Quality and Capability is considered in relation to opportunity with regard to factors such as career disruption administrative and clinical teaching load and typical performance including publications for the field in question For Project Grants Team Quality and Capability will be judged on the most recent five years except where there is a career disruption see Advice and Instructions to Applicants for further details Applicants should note that journal impact factors or person centric citation metrics such as the H index should not be used The NHMRC Funding Rules provide more detailed descriptions of relative to opportunity and career disruption Please refer to Attachment C of the NHMRC 2014 Funding rules for funding commencing in 2015 Score Weighted 6 Score Displaying 1 3 of 3 Save lt Delete Return Figure 26 In field Editing Criteria Score and Comments Fields 7 Enter the application scores in the Initial Criteria Score fields by clicking on score and typing directly into the editable
24. ithin the same application WORKING TO BUILD A HEALTHY AUSTRALIA 26 RGMS User Guide Assessment Processes NIHIMIRIC B Applicant Rebuttal Not applicable to Partnership Projects IMPORTANT NOTE This function is available to applicants and research administration officers RAO only When all assessments have been received applicants will receive an email advising that they can now prepare their rebuttals The email will inform RAOs and applicants that the assessors comments document is available and they will need to download the document from RGMS This section outlines the following Viewing assessor comments Completing and submitting your response Authorising an RAO to submit rebuttal comments on your behalf oubmitting rebuttal comments on an applicant s 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 Home Applicants Referees AssessorsiPanelMembers Grantees Overview Applicants Applicants Tab Figure 32 Accessing the Applicants Page WORKING TO BUILD A HEALTHY AUSTRALIA 27 RGMS User Guide Assessment Processes NIHIMIRIC 2 Navigate to the Quicklinks for Applicants and select the View assessor comments quicklink Applicants Tab Quicklinks for Applicants Ap
25. licatk I r7 E dE m 7 Applicati New Download Documents Figure 16 Download Documents List Creating a new download documents WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHIMIRIC 4 Select the relevant Round from the Round dropdown field Create Download Documents General BBRound Select 0 Document Type Select Save Save And Re Application Documents Assigner Application Summaries Assessor Required Ente Post Col Declaration Documents GRP Documentation Round Results Ry Figure 17 Create Download Documents page General 5 Select the appropriate Document Type from the dropdown menu a Application Summaries Assessor download all of the application summaries used for declaring Cols b Post Col Declaration Documents download each full application used once Cols are complete for preparing written assessments c GRP Documentation download each full application with assessor comments and applicant Responses rebuttals included used for Dementia Research Team Grants Project Grants Development Grants Program Grants once the Rebuttal process is complete for panel review d Funding Round Results RAO Only download outcome documentation result letters feedback reports and schedules f
26. lings 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 WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHI MIRIC 2 2 Completing an Assessment Following the Conflict of Interest steps if you have either no Col or have a low level of Col you will have access to the full application within RGMS for the purpose of completing your assessment against the published assessment criteria IMPORTANT NOTE 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 When entering data into text fields with large character limits avoid a time out by completing a draft of your work in an offline document such as Microsoft Word from which you can copy and paste into the relevant RGMS fields Please note that the character count used within RGMS differs from that used by Word and Adobe To check that your data fits within the RGMS character limit restrictions please use the following resource htto www nhmrc gov au files nhmrc rgms charcount rgms char count html The following instructions outline the steps for locating the application documentation and completing an assessm
27. me My Profile amp CV Account Applicants igne Assessors Panel Members Overview Assessors Panel Members Assessor Tab Quicklinks for Assessors Information and Help Tips and Reminders General Key Information P Step by step instructions for declaring P Register an unavailability for peer review P Guide to NHMRC Peer Review conflicts of interest and completing an assessment in RGMS are provided in the RGMS User Guide Assessment Processes These should be read in conjuction with relevant NHMRC peer Review application documents P Whats Changed Quick Reference Guide review guidelines funding rules and bulk download only Introduction to RGMS advice and instructions to applicants which can be found on the NHMRC website P Panel nomination and response P Scheme specific documentation and peer review guidelines Applications for review P Declare conflicts of interest RGMS User Guides and eLearning P Complete my assessment s P Sel nomination for Participation in a Peer Review Panel P Assessment processes Further Information t Research Help Centre P NHMRC website Figure 20 Accessing the Declare Conflicts of Interest Quicklink 3 Use the Round lookup field to enter the Round name by typing in the field directly and selecting the matching option then select the Filter button Alternatively you can use the binocular icon to select the relevant round then select the relevant round and select Add 7 Fo
28. mments 24 00 proposal hypothesises that E DUI E 0 ime signifies changes made but not saved Figure 6 In line Editing in the External Selection Criteria table IMPORTANT NOTE External Assessors for Project Grants and Program Grants do not enter scores 9 Select Save Swe 10 Navigate to the Properties tab dropdown menu at the top of the page again and select External Assessment Part 2 Comments and Verification from the menu 11 In the fields provided enter any budget comments and or additional comments you want to include with this assessment WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHIM R C 12 From the Verify External Assessment dropdown field select Yes Assessment is complete Note if you haven t entered all necessary scores or comments the dropdown list will instead inform you what is missing You will need to complete the missing information before returning to this step 13 To complete the submission of your assessment select Save and Return Save And Return IMPORTANT NOTE Once submitted and the verification process is complete your assessment will be locked and cannot be altered in any way WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHIMIRIC 3 oelf nomination for Participation in a Peer Review Panel The following instructions outline the steps o
29. n how to nominate yourself to participate in a 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 self nomination e Login to 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 e Follow steps 1 4 below e At step 5 under the Properties tab dropdown menu 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 hito www nhmrc gov au grants funding calendar 3 month funding scheme activity calendar 1 Select the My Profile amp CV Account tab 2 Navigate to the Quicklinks to Edit My Account section and select Panel Nomination and Response link The Profile and CV List page will open Home Applicants Referees Assigners Assessors Panel Members Grantees RAO Finance Officers NHMRC Staff Only Overview My Profile amp CV Account xl My Profile amp CV Account Tab i Quicklinks to Edit My Account Tips and Reminders Managing my account and personal details
30. nk The page will display all assessment criteria for this application and fields to populate your considered assessment The Initial Criteria Score and Initial Comments columns are the editable fields required to be used for the subsequent steps Properties Snapshot Reports Processes Assessment Detail mom CIA Es Properties O Filter System Default Click amp Type to edit SP Assessment Selection Criteria Title Selection Criteria Description 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 details please refer to Attachment C of the 2014 Project Grant Funding Rules for funding commencing in 2015 02 Significance of the This includes the potential to increase knowledge about human health disease diagnoses or Comments and Expected Outcomes AND OR biology of agents that affect human health or the application of new ideas procedures Scores Innovation of the Concept technologies programs or health policy settings to important topics that will impact on human health For further details please refer to Attachment C of the 2014 Project Grant Funding Rules for funding commencing in 2015 03 Team Quality and Team Quality and Capability is considered in terms of whether an applicant s previous Comments and Capability relative to research demonstrates that the investigator s is capable of achiev
31. nterest and completing an assessment in RGMS are provided in the RGMS User Guide A ment Processes These should be read in conjuction with relevant NHMRC peer b What s Changed Quick Reference Guide review guidelines funding rules and b Introduction to RGMS advice and instructions to applicants which can be found on the NHMRC website b Panel nomination and response b Scheme specific documentation and peer review guidelines Applications for review RGMS User Guides and eLearning P Declare conflicts of interest Complete my assessment s gt Self nomination for Participation in a Peer Review Panel P Assessment proce Further Information P Research Help Centre gt NHMRC website Figure 15 Accessing the Review Application Documents Quicklink WORKING TO BUILD A HEALTHY AUSTRALIA 14 RGMS User Guide Assessment Processes NIHIMIRIC New Download Documents 3 Select the New Download Documents button at the very bottom of the page to create a new download request Download Documents List Be Filter None Y Round E Mame Document Type Applications For Pi NHMRC only Filter Show All Save Filter Clear Rounda Mame Applicatid Applicati Applicati Applicatid Applicatid Applicatk Applicatk Applicatiq Applicatk Applicatk Applicati Applicatk Applicati Applicati Applicatiq Applicati App
32. or your institution for all schemes also refer to section 2 2 of the RGMS User Guide Awarding Grants The process to generate your downlo page occasionally wait two minutes b displayed wait another two minutes an Figure 18 Accessing the requested document type 6 Select Save this will return you to the Document Download Properties page 7 Navigate to Properties dropdown menu and select the Document Type you selected at Step 5 i e Application Documents Assigner Application Summaries Assessor Post Col Declaration Documentations or GRP Documentation This will open to the Download Documents download Properties page WORKING TO BUILD A HEALTHY AUSTRALIA 16 RGMS User Guide Assessment Processes NIHIMIRIC 8 In the Name field use the automatic lookup function by typing directly into the field and selecting from the matching options provided Alternatively you can select the binoculars icon H select your name and select Add _ 9 For more information on lookup fields Refer to Section 3 8 Lookup of RGMS User Guide Introduction to RGMS Research Community Download Documents download Properties Hints amp Instructions 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 f a message indicating that the requested resource
33. orts Upload Information Institutional Annual Compliance Reports scientific Reports Financial Reports Variation Requests View existing grants Figure 49 Submit Rebuttals on behalf of CIAs 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 to access the relevant application The new screen will be opened up on the Results tab 5 Navigate to the Rebuttal tab at the top of the page and select the Rebuttal link from the dropdown menu 6 Select the Browse 9 e button navigate to and select the document to be uploaded 7 Navigate to the Completion of Rebuttal dropdown field and select Yes Submit my response to NHMRC Save And Return 8 Select Save and Return to save your actions and return to the Assessment Rebuttals List An automated email from RGMS will be generated notifying the CIA and RAO that the rebuttal has been successfully submitted WORKING TO BUILD A HEALTHY AUSTRALIA TUVINA FOZ BEES FUE
34. plicant eFinance Officer Finance Officer s Applicant Referee Assessor Grantee Grantee Research eAssigner RAGO RAO Administration RAO Officer RAO Figure 2 RGMS Roles by Phase WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHI MIRIC 2 External Assessment Project Grants Development Grants and Program Grants only IMPORTANT NOTE This section only applies to external assessors for the following schemes e Project Grants e Development 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 2 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 actual or perceived conflicts of interest s e Request a ruling as to whether a conflict is of a high or low level IMPORTANT NOTE To assist assigners NHMRC staff in making accurate ru
35. plying for grants Create new application k Continue View an existing application Qutcomes k View my results letter Figure 33 Accessing the View assessor comments quicklink 3 Use the Initiative Round or Application ID to narrow your results and click the Properties icon of the application Assessment Rebuttals List Filter 2014 initiative Assessment Panel NHMRC nan Select a round first before selecting a panel Assessment Visibility All v RGMS Application ID Please use as wikicard e g 1001111 Endorse All v Application Title Rebuttal Submitted All vw Please use as a wildcard e g cancer Show AII Save Filter Clear a Initiative oe B Project E Bj Figure 34 Selecting an Application s Properties WORKING TO BUILD A HEALTHY AUSTRALIA 28 RGMS User Guide Assessment Processes NIHIMIRIC 4 Onthe Assessment Rebuttals Results page click the icon in the Letter of Result column for Assessor Comments to display the letters from RGMS containing the assessor comments Figure 35 Accessing the Assessor Comments Letters M i o ral Fini Covernamerni GET ee NHMRC i 2 250 Mahal Fal Sess iil i MFI Eze eee AI 1 EEN V Planin laike Deel Cee Hg Al DEED Subject Applicant Response Project Grant APP Dear ncs oes E mime commencing in 2015 You are
36. pplicant responses rebuttal 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 2 Navigate to the Quicklinks for Assessors section and select the Complete my assessment s link from the menu My Profile amp Account Applicants Referees Assigners Grantees RAO Finance Officers Overview Assessors Panel Members xe 2 Assessor Tab i Quicklinks for Assessors Information and Help Tips and Reminders General Key Information gt Step by step instructions for declaring gt Register an unavailability for peer review gt Guide to NHMRC Peer Review conflicts of interest and completing an assessment in RGMS are provided in b Panel nomination and response b Scheme specific documentation and peer the RGMS User Guide Assessment review guidelines Applications for review P These should be read in RGMS User Guides and eLearning Declare conflicts of interest conjuction with relevant NHMRC peer Review application documents b What s Changed Quick Reference Guide review guidelines funding rules and bulk download only gt Introduction to RGMS advice and instructions to applicants which can be found on the NHMRC gt Self nomination for Participation in a Peer KR i website Review Panel P Assessment processes Further
37. ppointments CV CD Career Disruption not required for CDF applicants see application CV PM Professional Memberships CV CP Conference Participation 1 nmmirmms nip Figure 9 Accessing the Panel Nominations and Invitations page 5 Select New to open the Create Panel Nominations and Invitations page Profile and CV Properties Filter System Default E Pro PN Panel Homs Initiative a Response Type amp Closing Date Applies to the Next Round Decision Lodgement Date Cancelled Research Project Displaying 1 1 of 1 Delete Return Figure 10 Accessing the Create Panel Nominations and Invitations page 6 From the Initiative dropdown field 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 dropdown menu at Step 6 WORKING TO BUILD A HEALTHY AUSTRALIA 11 RGMS User Guide Assessment Processes NIHIMIRIC My Profile and CV Create Panel Nominations and Invitations General Select the initiative and click Save only initiatives with a currenthy open response period will be visible On the Properties page ensure that your research keywords reflect your curent interests and complete the appropriate fields Initiative Select
38. r more information on lookup fields Refer to Section 3 8 Lookup of RGMS User Guide Introduction to RGMS Research Community Conflict of Interest Assessors Conflict of Interest Assessor e xai ee By default ions Azzezzor A Application Team Panel members please select yourself in this field before clicking Use as a wildcard Fiter NHMRC staff please use this field whenever possible Privacy Message NHMRC is committed to protecting the privacy of applicants and the confidentiality of commercial information in compliance with the Please use a wildcard e g 1001111 Privacy Act 1988 and the NHMRC Act 19532 Accordingly you must not use or disclose applicants personal or commercial information Panel A except for the purposes of performing your assessor duties i e declaring Conflicts of Interest and completing your assessment In Australia NHMRC asks that you take extra care ta protect such information This includes avoiding printing applications where destroyed or kept securely in your possession Filter Save Filter Clear Figure 21 Round Look up Field WORKING TO BUILD A HEALTHY AUSTRALIA 19 RGMS User Guide Assessment Processes NIHIMIRIC 4 The selected funding round now populates the Round field Select Filter _ 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 IM
39. rch Grants Management System RGMS is a program and portfolio management system that enables you to apply for track and administer NHMRC grants online as well as participate in peer review Researchers can also maintain a profile and curriculum vitae which is used for application and administrative purposes WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHIM RI C 1 3 NHMRC Grants Lifecycle The NHMRC grant lifecycle consists of four broad phases see Figure 1 Application Peer Review Administration Application preparation Eligibility checking l3rant Variations Announcement Data collection Scientific Application Peer review from awardees Reporting certification Acceptance Financial Ethics Other RET endorsement approvals Institutional Submission to Funding Compliance NHMRC commences Reporting Figure 1 NHMRC Grant 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 1 4 RGMS Roles Members of the research community play a number of different roles in the granting cycle Typical roles are illustrated below Application Assessment Award Administration Ap
40. refresh the page and then re select the URL 17 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 WORKING TO BUILD A HEALTHY AUSTRALIA 17 RGMS User Guide Assessment Processes NIHIMIRIC 18 If you are a Mac user and experience difficulties with this step please refer to section 4 1 1 below 19 Extract the application documents to a folder on your computer refer to your zip file expander program processes This will save having to enter the password each time the documents are opened IMPORTANT NOTE 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 1 1 Additional details for Mac users Macintosh users may experience problems opening downloaded zip files from RGMS The problem may occur because the default utility selected by Macs may be incompatible with the RGMS zip file Mac users may need to use Stuffit Expander program to read this file but by default a Mac will attempt 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 s
41. ss 27 5 2 Completing and submitting your 31 5 2 1 Authorising an RAO to submit rebuttal comments on your behalf 34 5 2 2 RAOs Submitting rebuttal comments on an applicant s behalf 35 WORKING TO BUILD A HEALTHY AUSTRALIA RGMS User Guide Assessment Processes NIHIM R C 1 Introduction This is the fifth in a series of RGMS user guides for members of the research community This document should be read in conjunction with the Guide to NHMRC Peer Review and scheme specific guidelines The focus of this guide is the assessment phase of the NHMRC grant lifecycle Topics covered in this guide include e External assessment e Panel processes including declaring conflicts of interest and spokesperson assessments e Applicant rebuttals It is expected that anyone referring to this guide is familiar with the content in the RGMS Users Guide Introduction to RGMS Research Community To view the RGMS User Guide Assigner Processes select this link 1 1 Target Audience This guide is primarily targeted at external assessors and peer review panel members However Section 5 addressing the rebuttal process applies to applicants and RAOs only Where sections of this guide are only relevant to particular schemes a note is appended at the beginning of the section 1 2 What is the Resea
42. sses NIHIMIRIC 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 e Download application documents e Declare conflicts of interest and indicate suitability as a spokesperson e Record spokesperson assessments selected schemes only e Rescore an application Development Grants and Project Grants only 4 1 Downloading Application Documents The following instructions outline the steps for utilising the Download All function As an assessor you will need to download documents at various stages of the peer review process for example e download application summaries to declare conflicts of interest Cols e download full application documentation to assess the application The downloaded documents will be extracted from RGMS in a password protected zip file 1 From the RGMS Home page select the Assessors Panel Members tab 2 Navigate the Quicklinks for Assessors and select the Review application documents bulk download only quicklink B Home My Profile amp CV Account Applicants Referees Assigners Grantees RAO Finance Officers Overview Assessors Panel Members xp a Assessor Tab Quicklinks for Assessors Information and Help Tips and Reminders General Key Information gt Step by step instructions for declaring b Register an unavailability for peer review gt Guide to NHMRC Peer Review conflicts of i
43. u have saved Details of Conflict amp changes here Panel Figure 23 Verifying declarations have been recorded in RGMS 6 Select Save to save your declarations IMPORTANT NOTE RGMS will not save any data if you move to another page within the Conflict of Interest Assessor page without saving 4 of2 DD If the number of applications occupies more than one page vete JOU must Save each page before advancing to the next 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 WORKING TO BUILD A HEALTHY AUSTRALIA 21 RGMS User Guide Assessment Processes NIHIMIRIC 4 3 Spokesperson Assessments As a spokesperson for a peer review panel you will need to submit your initial scores and comments in RGMS for all applications assigned to you Depending on the scheme once this has been completed these comments may be provided to the applicant and they may be provided the opportunity for rebuttal against these comments Following this final scoring rescoring then takes place as outlined in the following section 4 3 1 IMPORTANT NOTE e Save your work often RGMS will time out
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