USER GUIDE - British Heart Foundation
Contents
1. you wish to apply for Select the type of grant you wish to apply for from the pick list and click on Continue For New Horizons Programme Special Project or Clinical Study applications you first need to complete a preliminary outline and the screen will prompt you to do so APPLICATION FOR A SPECIAL PROJECT British Heart Foundation Principal Co Applicant Application Support Additional Additional Investigator Details Details Details Requested Stakeholders Information Please note A red dotted line around a field indicates that you need to amend the data you have entered into that field Fields with a red asterisk are mandatory Please select the type of grant Continue you wish to apply for Have you completeda_ preliminary outline for this application For all full applications the format is similar with six sets of information to be completed after clicking on each of the six red headings across the top of the page described in more detail below 5 2 Preliminary applications These are only required for New Horizons Programme Special Project or Clinical Study applications Your contact and other registration details from the GMS My Profile area are pre populated onto the form Asterisked fields are indicated where you still need to enter data e g of time devoted to this project PRELIMINARY APPLICATION FORA SPECIAL PROJECT British Heart OCELE Please note A2. British Heart Foundation Principal Co Applicant Application Support Additional Additional Investigator Details Details Details Requested Stakeholders Information Please note A red dotted line around a field indicates that you need to amend the data you have entered into that field Fields with a red asterisk are mandatory Return to My Applications Save As Draft Continue Details of Support Requested Basic salary including increments must be shown separately from London Allowance National Insurance and Superannuation BHF will honour nationally agreed pay awards Do not include a provision for pay awards on salaries or inflation on consumables If you are a Supervisor applying on behalf of a CRTF or named PhD student add their name in the Details of Support Requested area If you are an Intermediate or Senior Fellow or a PI details of named support staff should be entered here Details of Support Requested Basic salary including increments must be shown separately from London Allowance National Insurance and Superannuation BHF will honour nationally agreed pay awards Do not include a provision for pay awards on salaries or inflation on consumables Fellow Post 1 Job title Post duration Full time v Title Forename Initials Surname Select v Nationality Date of birth Degrees Date of PhD if applicable a Current annual basic Source of funding End date salary Post d
3. Title Dr Update personal details Firstname John Sign out Lastname Smith Initials Known As Change Password This will open the screen My Applications which shows all applications in the system that you are currently authorised to edit i e all draft applications that have yet to be completed and submitted or applications that you need to sign off as a co applicant Tip If you don t see the menu bar or My Applications you have not registered your Contact Type correctly or completed all the mandatory fields Please return to the My Registration tab in My Profile tick the right Contact Type box and complete any fields showing a red asterisk If you are an Approver only contact type you will not see My Applications or Start a new application option in the red bar If you want to apply for a grant click the Applicant Co applicant box and complete the My CV and My Area of Expertise tabs and press Save Details Mm If you have yet to apply for a grant the My Applications page will be empty and you will see only the red menu bar with the choice to select Create a new application in the bar GMS Home My Profile My Applications My Documents Sign Out My Applications This section allows you to create new grant applications and view all applications with which you are involved To apply for a grant please ensure you have selected the relevant Contact Types in the My Profile section and completed all relevant tabbed page
4. Write None if not Session time applicable Please Save ti Mandatory entry fields in this tab are denoted by red asterisks Date of Birth this is not a mandatory field but will appear on your application form if you enter it My CV also requests information on your previous appointments etc in seven text boxes which can be populated by cutting and pasting from other documents Cutting and pasting information from other documents GMS supports cutting and pasting functions from Word into the form boxes If you cut and paste from other document types e g PDF Excel you may lose some of the formatting Please note that some boxes have character limits these include words and spaces as well as hidden formatting If exceeded a red dashed border will appear when Save Details is clicked and you will have to reduce the length and re submit Please note that your publication list is not requested as part of My CV this information is captured within the PDF document attached to an application 4 4 My areas of expertise This tab does not need to be completed by Application Approvers GMS Home My Profile My Applications Applications to Review My Documents Sign Out YOU ARE HERE GMS Home gt My Area of Expertise vi Welcome John Smith British Heart Foundation Please complete the information in the tabbed sections below Start a new application My Registration My Contact Details View
5. If the text limit is exceeded the text box will be surrounded by a hatched red line and the text must be edited to the correct limit before it can be saved The Summary of aims and achievements box has a limit of 2500 characters including spaces and formatting The Additional Information box allows you to attach a single PDF file containing the information specified in the numbered checklist Use the Upload a file button to browse to and upload the file you want to upload The file can be viewed after attachment by clicking on the file name and removed replaced by clicking on the Manage Attachment button Additional Information Please attach a single PDF using the button at the bottom of the screen containing the following information in the order listed Name Department and Institute for each co applicant maximum of 4 co applicants allowed Background to your proposal Research proposals for the next 5 years or 3 years for New Horizons including objectives and the main methods to be used to tackle the research aims Your objectives in the longer term An explanation of why the research requires programme rather than project grant support not relevant to New Horizons Summary of expected costs Relevant current and recent grants held by Principal Investigator and Co applicants List of the Principal Investigator s and Co applicant s relevant publications cl elt ci i el el al a Sections 1 6 must not exceed 3
6. a single PDF file containing the full application If you reject the application the system acknowledges this The application will no longer be available to you in the GMS The application s status changes in the PIl s My Application page and the PI will be able to edit the application and restart the approval process The system asks that you email the PI to let him know of your decision and to explain it Once the form has been approved by the Administrative Authority it is submitted to the BHF you will receive a screen message confirming successful submission Thank you Thank you for submitting the application An acknowledgment will be sent to the Principal Applicant once the form has been submitted to the BHF 9 Information for reviewers Assigned reviewers are contacted by email asking whether they can review a specific application To view the application and complete a review form you will need to access the GMS Please note GMS supports Microsoft Internet Explorer and Apple Safari running on a MAC browsers Alternative browsers e g Firefox and Chrome are not currently supported New users of the GMS will be sent an email with a password They should sign into the GMS tick the Reviewer Contact Type box in the My Registration tab and first complete the My Contact Details and My Areas of Expertise tabs in the My Profile section before they can open their Applications to Review page Reviewers do no
7. amend existing application _ _ _ Required for all except those who approve applications Head of Department HoD and Finance Authority Approve an application HoD Administrator _ Please classify your areas of expertise selection up to 3 UKCRC Research Activity codes and up to 10 BHF Subject codes You Review an application can then add up to 10 further keywords or phrases if you feel that the pre specified terms are inadequate but please keep these entries minimum View Document Library Research Activity Update personal details Select up to 3 Ri rch Activity codes Available Research Activity My Research Activity AAN 2 1 Aetiology of disease Biological factors 1 1 Underpinning research Normal biological development 2 2 Aetiology of disease Environmental factors 2 3 Aetiology of disease Psychological social or economic fa 2 4 Aetiology of disease Observational studies surveys reg 2 5 Aetiology of disease Development of epidemiological res 3 1 Primary Prevention of disease Altering personal risk 3 2 Primary Prevention of disease Altering environmental ris 3 3 Primary Prevention of discase Nutrition 4 1 Detection screening and diagnosis Discovery and prec 4 2 Detection screening and diagnosis Clinical evaluation of 5 1 Discovery and development of treatment and therapy 5 2 Discovery and development of treatment and therapy 5 3 Discovery and development of treatment and therapy 5 4 D
8. edit the application and restart the approval process Anyone who rejects an application is requested by the system to email the PI to let him know and to explain their decision Form Rejection Successful The form has been rejected successfully please ensure you contact the relevant parties outlining your reason for rejection please close the form Close Form When the final approval step has been carried out successfully by the Administrative Authority the application is removed from your My Applications page and appears in your My Documents page as a single non editable PDF file It will also be listed in the co applicant s and the administrative authority s My Documents page My Documents This library contains read only versions of all grant applications you have submitted and been asked to review and all reviews you have submitted Type Application Title Author Modified Name A Project Grant Application Sara Clarke 07 12 2012 11 39 30013_Clarke_Sara_Application 16_11_2012_15_19_37 6 Information for principal investigators my documents This page contains read only PDF versions of all grant applications you have successfully submitted My Documents This library contains read only versions of all grant applications you have submitted and been asked to review and all reviews you have submitted Type Application Title Author Modified Name A Project Grant Application Sara Clarke 07 12 2012 11 39 30013_Clarke_S
9. in the previous two lists To separate keywords use a comma This box is mandatory please write none if not applicable 5 Information for principal investigators my applications You should refer to the research grant guidelines when filling in a grant application online Reminder Mandatory entry fields throughout the GMS are denoted by Also note that the system will close after 60 minutes of inactivity return you to the home page and you will lose any unsaved information To start a new application or to view or complete and submit an existing application use the red left panel to navigate away from My Profile or click on the top menu heading My Applications GMS Home My Profile My Applications Applications to Review My Documents Sign Out YOU ARE HERE GMS Home gt My Registration v Welcome John Smith British Heart Foundation Please complete the information in the tabbed sections below Start a new application My Registration My Contact Details My CV My Area of Expertise View amend existing To be completed by all users application If the email you registered with has changed please contact the GMS Helpdesk on 020 7554 0442 or e queries bhf org uk Approve an application f HoD Administrator 4 Applicant Co Applicant i i Please select one or more contact types Review an application Contact Type V Reviewer depending on your role eee vi Application Approver View Document Library
10. of the whole application not just the last page APPLICATION FORA PROJECT GRANT tibet ec pr PLEASE REVIEW ALL PAGES AND CLICK APPROVE OR REJECT ON THE ADDITIONAL INFORMATION PAGE Principal Co Applicant Application Support Additional Additional Investigator Details Details Details Requested Stakeholders Information Approve Reject Additional Information Please attach a single PDF using the button at the bottom of the screen containing the following information in the order listed When you press the Approve button you will be asked to tick a declaration box APPLICATION FOR A PROJECT GRANT British Heart GELA Principal Co Applicant Application Support Additional Additional Investigator Details Details Details Requested Stakeholders Information Declaration Please read the following declaration and tick the box at the bottom to indicate that you agree with the statements I have read and will comply with the BHF Standard Conditions of Grant and consent to the information I have provided in this application being used accordingly I also agree to advise the BHF of any change to my status within the host institution or any scientific managerial or administrative issue which might affect the direction of the research Please tick this box to state that you agree with the declaration above When you approve the application the system acknowledges this and the application will no longer b
11. to apply for research grants by completing an application form online Co applicants to review and complete their sections of an application Applicants colleagues Heads of Department and Finance Officers to check and approve applications Scientists selected by BHF to peer review applications Online grant applications through GMS are currently not available for Infrastructure Grants Personal Chairs and Strategic Initiatives To apply for these grants please refer to the relevant sections on our website Before making an application it is important to read the specific grant guidelines under What we fund the section on How to apply and the GMS User Guide Please note that applications will not be accepted for review if they are incorrectly or inadequately presented If you experience any difficulties with GMS please email e Queries bhf org uk or telephone 020 7554 0442 between 09 00 and 17 00 Monday to Friday excluding bank holidays Please note By logging into GMS you accept our GMS Terms amp Conditions GMS supports Microsoft Internet Explorer and Apple Safari browsers Alternate browsers for example Firefox and Chrome are not currently supported Existing Users Please sign in to access your account New Users Pifase register with us to create your accoun Password REGISTER gt Forgotten your password Email Address Home Need Advice GMS User Guide About Us GMS Terms and Conditions Sign In Existing
12. users who have changed their email address will need to register as a new user and then contact the GMS helpline either via email e Queries bhf org uk or by telephoning 020 7554 0442 to request their records are transferred to the new GMS account Signing in as a registered user leads to display of the My Profile page GMS Home My Profile My Applications Applications to Review My Documents Sign Out YOU ARE HERE GMS Home gt My Registration v Welcome John Smith British Heart Foundation Please complete the information in the tabbed Save Details sections below A fi n Start a new application My Registration My Contact Details My CV My Area of Expertise View amend existing To be completed by all users application If the email you registered with has changed please contact the GMS Helpdesk on 020 7554 0442 or e queries bhf org uk Approve an application HoD Administrator V Applicant Co Applicant a y Please select one or more contact es Review an application Contact Type v Reviewer typ depending on your role _ _ _ _ v Application Approver View Document Library Title Dr Update personal details Firstname Sign out Lastname Initials Known As Change Password Session time remaining 59 57 Please Save your work before time out 3 Registration A new user is first required to select a Contact Type an Applicant or Co Applicant Reviewer o
13. A4 sides Please ensure Arial font size 12 is used If this font size is not used the application will be rejected prior to formal consideration Attachment Uploadafile Manage Attachment Tip The maximum PDF file size that GMS can handle is 20 MB Larger files will not be attached by the system An incomplete application can be saved at any stage by clicking on the Save As Draft button at the bottom of the page The current version of the application will then be listed in and retrievable from My Applications Please note A red dotted line around a field indicates that you need to amend the data you have entered into that field Fields with a red asterisk are mandatory Return to My Applications Save As Draft Submit to BHF for review When complete submit the preliminary application by clicking on the button Submit to BHF for review This sends the preliminary form to BHF You will receive a screen message confirming successful submission If there are any errors or compulsory fields not filled in this will be indicated at this message screen Tip On submission the file can no longer be edited Within a few minutes and requiring screen refresh to detect the version that could previously be viewed in My Applications will move and appear as a single non editable PDF file in My Documents 5 3 Full applications For all full applications the format is similar wi
14. British Heart Foundation BHF GRANTS MANAGEMENT SYSTEM GMS USER GUIDE British Heart Foundation is a registered Charity No 225971 Registered as a Company limited by guarantee in England amp Wales No 699547 Registered office at Greater London House 180 Hampstead Road London NW1 7AW Registered as a Charity in Scotland No SC039426 INDEX 1 Introduction Version 5 October 2013 re 1 Introduction This guide is designed for use with the BHF online Grant Management System GMS You may find it helpful to download the guide for easy reference lt covers the main features of the GMS that are relevant to applicants or reviewers and will be updated as necessary If the guide does not provide sufficient help please contact the GMS helpline with your query either by email e queries bhf org uk or by telephone 020 7554 0442 between 09 00 and 17 00 Monday to Friday excluding bank holidays Please note GMS supports Microsoft Internet Explorer and Apple Safari running on a MAC browsers Alternative browsers for example Firefox and Chrome are not currently supported GMS is entered using email address and password registration Each user must provide a set of personal information relevant to their role s as principal applicant Pl co applicant head of department administrative authority and or reviewer which is stored within their My Profile section of the site and pre populates fields in the application and revie
15. ara_Application 16_11_2012_15 19 37 7 Information for co applicants Application pages for each grant type follow a standard layout in which details of applicant names grant title abstract duration costs etc are entered on six online form pages followed by attachment of a single PDF file containing the main text of the application and any supplementary information When complete the principal applicant PI submits the application Emails are automatically generated and sent sequentially to co applicants requesting them to sign into the GMS to view and approve the application and then similar emails are sent sequentially to the Head of Department and administrative authority Please ensure your email system is set up to accept emails from the BHF check your junk mail soam box if you do not see an expected email or call the GMS helpline if you have any issues New users of the GMS will be sent an email with their log in details They should sign into the GMS with the password provided and complete the My Profile section of the GMS as described in section 4 starting at My Registration tab before they can select and view the application in the My Applications page Existing users should sign in and open the My Applications page Applications for approval show Submitted to Co Applicant 1 2 3 depending on the number order of each co applicant in the Application Status column Open an application by clicking on the page ico
16. aved whenever the Save as Draft button is clicked and can be retrieved for further editing the GMS only displays the separate XML pages Following final approval of the application if you are the applicant the XML version will be lost from My Applications and a single non editable PDF file version of the complete application will be accessible from your My Documents page It will also be listed in the co applicant s and the administrative authority s My Documents page 5 10 Submission of an application The application is submitted by clicking on the Submit to HOD Dean or Submit to Co applicants button on Page 6 If you have failed to complete the application correctly the system will tell you so and provide information about what needs to be corrected before allowing you to submit On successful submission of the application the version in My Applications becomes read only Emails are automatically generated and sent sequentially to co applicants requesting them to sign into the GMS to view and approve the application and then similar emails are sent sequentially to the Head of Department and administrative authority You can keep track of the status of the application by viewing your My Applications and My Documents page lf any approver rejects the application the system acknowledges this and the application s status changes to Reject in your My Applications page You will then be able to re
17. e available to you in your My Applications page Following final approval you will have access in your GMS My Documents page to a single PDF file containing the full application Thank you Thank you for submitting the application An acknowledgment will be sent to the Principal Applicant once the form has been submitted to the BHF If you reject the application the system acknowledges this The application will no longer be available to you in the GMS The application s status changes in the PIl s My Application page and the PI will be able to edit the application and restart the approval process If you reject an application the system will ask you to email the PI to let him know and to explain your decision 8 Information for heads of department and administrative authorities Application pages for each grant type follow a standard layout in which details of applicant names grant title abstract duration costs etc are entered on six online form pages followed by attachment of a single PDF file containing the main text of the application and any supplementary information When complete the principal applicant PI submits the application Emails are automatically generated and sent sequentially to any co applicants requesting them to register on the GMS to view and approve the application and then similar emails are sent sequentially to the Head of Department and administrative authority Please ensure your email system i
18. esk on 020 7554 0442 or e queries bhf org uk Applicant Co Applicant Please select one or more contact types Contact Type Reviewer depending on your role Application Approver Title Mr Firstname e Lastname Initials Known As Change Password Home Need advice GMS User Guide About Us GMS Terms and Conditions Session time remaining 59 42 My Profile Sign Out Please Save your work before eee EP l i er time out Once a user has registered an email is sent to the user s email address confirming their successful registration 4 My profile GMS Home My Profile My Applications Applications to Review My Documents Sign Out YOU ARE HERE GMS Home gt My Registration vo Welcome John Smith British Heart Foundation Please complete the information in the tabbed Start a new appiication View amend existing heme congletedob application If the email you registered with has changed please contact the GMS Helpdesk on 020 7554 0442 or e queries bhf org uk Approve an application HoD Administrator Applicant Co Applicant Please select one or more contact types Review an application Contact Type V Reviewer Yp depending on your role ee lV Application Approver View Document Library lt Title Dr Update personal details Firstname John Sign out Lastname Smith Initials Known As Change Password Session time remaining 57 32 Please Save your work before t
19. ew application Type Application Title Applicant Action Date Modified Application Status Name by Created A Application for a Smith J Head H 20 11 2012 10 12 2012 Submitted to Head of Sara_Clarke Grant_Application Programme Grant 15 12 41 10 54 59 Department 20_11_2012_15_19_42 xml You can review the whole application read only by clicking on each of the six red buttons in turn Financial details are on the page accessed by clicking Support Requested APPLICATION FORA PROJECT GRANT itish Heart ide bors PLEASE REVIEW ALL PAGES AND CLICK APPROVE OR REJECT ON THE ADDITIONAL INFORMATION PAGE Principal Co Applicant Application Support Additional Additional Investigator Details Details Details Requested Stakeholders Information Approve Reject WY ADL ci LJ Return Additional Information Please attach a single PDF using the button at the bottom of the screen containing the following information in the order listed On the last page Additional Information there is an Approve and a Reject button N B as soon as you press one of these you are indicating approval rejection of the whole application not just the current page When you approve the application the system acknowledges this and the application will no longer be available to you in the GMS Following final approval the PI co applicant s and administrative authority will have access in the GMS My Documents page to
20. ff will need to approve the application Please ensure the same email address is not entered more than once on the form Tip Please ensure you input the correct email address for any co applicant the Head of Department and Administrative Authority or the email asking them to approve the application will not be received by them and you may need to start a new application _ E 5 9 Page 6 additional information APPLICATION FORA PROJECT GRANT British Heart GELA Principal Co Applicant Application Support Additional Additional Investigator Details Details Details Requested Stakeholders Information Return to My Applications Save As Draft Submit to HOD Dean Additional Information Please attach a single PDF using the button at the bottom of the screen containing the following information in the order listed Project Grant 1 For resubmissions include previous feedback and provide a detailed response explaining how the revised application has changed from the original submission Abstract of the proposed investigation in less than 150 words Background to the project and pilot data Original hypothesis Experimental details and design of proposed investigation Power calculations Expected value of results List of references relevant to the proposed project List of Principal Investigator s and Co applicant s relevant publications Additional pages for appendices e g charts graph
21. four broad topic groups Biology Disease Process Risk Factors and Subgroups Treatments and Modalities arranged alphabetically within each topic group Keywords allows a free format input of further keywords that you believe are important to describe your application but are not covered in the previous two lists Text boxes N B these have character limits Scientific Abstract 1500 characters including spaces Lay Summary Describe the research 1000 characters including spaces Goal of research 300 characters including spaces Potential benefit of research 300 characters including spaces If the limit is exceeded the SS text box will be surrounded by a hatched red line and the text must be edited to the correct limit before it can be saved Lay Summaries The following summaries may be used to help us communicate BHF research to our supporters and the general public Please write concisely and in simple terms e g suitable for a 12 year old child you will not be able to use any symbols or scientific formulae in any of these summaries Describe the research jmit exceededLimit exceededLimit exceededLimit exceededLimit exceededLimit exceededLimit exceededLimit exceededLimit exceededLimit E i exceededLimit exceededLimit exceededLimit exceededLimit exceededLimit Need guidance Goal of research Need guidance Potential benefit of research Need guidance The Scientific abstract box has a text edi
22. ime out h In My Profile the four tabs lead to fields that require information to be entered My Registration My Contact Details My CV and My Area of Expertise Applicants and co applicants need to complete information for all four tabs Reviewers do not need to complete My CV Application Approvers do not need to complete either My CV or My Areas of Expertise After registration check and if necessary update your profile each time you sign in this information is used to pre populate your details in application forms Starting with the My Contact Details tab fill in all the requested fields and ensure that you click on Save Details button before moving to another tab or the system may lose entered information Any tabs with incomplete fields will be flagged see screenshot below After the My Contact Details tab has been fully completed and saved the other tabs can be saved incomplete by clicking on Save Details 4 1 My registration details This tab is pre populated from the registration page Check and amend Contact Type adding further categories if necessary do not delete any previously checked category GMS Home My Profile My Applications Applications to Review My Documents Sign Out YOU ARE HERE GMS Home gt My Registration vo Welcome John Smith British Heart Foundation Please complete the information in the tabbed Start a new application My Contact Details My CV My Area of Expertise View amend ex
23. ipal Co Applicant Application Support Additional Additional Investigator Details Details Details Requested Stakeholders Information Please note A red dotted line around a field indicates that you need to amend the data you have entered into that field Fields with a red asterisk are mandatory Return to My Applications Save As Draft Continue Application Details Title of proposed research Keywords describing research and techniques Please classify the proposed research by selecting one UKCRC Research Activity Code and up to 10 BHF Subject Codes You can then add up to 10 further keywords or phrases if you feel that the pre specified terms are inadequate but please keep these entries to a minimum Research activity View all Research Activities and Subject Codes Subject code td Add a new subject code Keywords defining the research and techniques to be used in the grant need to be entered in three fields The keywords will be used by the BHF to assist in the grant review process based on matching keywords to keywords supplied by potential reviewers Research Activity allows a single choice from a pick list This list is derived directly from the UKCRC Health Research Classification system and is being used by UK biomedical research funders to classify grant applications in a consistent and comparable manner Subject Codes allows up to 10 choices from a pick list This is a BHF specific list in
24. iscovery and development of treatment and therapy Subject Codes Select up to 10 Subject Codes Available Subject Codes My Subject Codes Ablation Treatments and Modalities Atherosclerosis Disease Process Ageing Risk Factors and Subgroups Aneurysm Disease Process Annionenesic vacculonenesic Rinlnaw Session time remaining 39 Please Save your work befo time out Applicants co applicants and reviewers need to define their areas of expertise in three fields The keywords will be used by the BHF to assist in the grant review process based on matching keywords supplied by grant applicants and in grant applications to keywords supplied by potential reviewers My Research Activity allows up to three choices from a pick list This list is derived directly from the UKCRC Health Research Classification system and is being used by UK biomedical research funders to classify grant applications ina consistent and comparable manner Subject Codes allows up to 10 choices from a pick list This is a BHF specific list in four broad topic groups Biology Disease Process Risk Factors and Subgroups Treatments and Modalities arranged alphabetically within each topic group A full list of Classification of Research activities and subject codes can be found on our website Keywords allows a free format input of further keywords that you believe are important to describe your expertise but are not covered
25. isting users O De Ompleted DY a application If the email you registered with has changed please contact the GMS Helpdesk on 020 7554 0442 or e queries bhf org uk Approve an application HoD Administrator V Applicant Co Applicant 5 Please select one or more contact types Review an application Contact Type v Reviewer YP depending on your role V Application Approver View Document Library Title Dr Update personal details n_a Firstname John Sign out Lastname Smith Initials Known As Change Password Session time remaining 57 32 Please Save your work before time out You can change your password by ticking the Change Password box 4 2 My contact details This tab must be completed by all users GMS Home My Profile My Applications Applications to Review My Documents Sign Out YOU ARE HERE GMS Home gt My Contact Details v Welcome John Smith British Heart Foundation Please complete the information in the tabbed sections below View amend existing To be completed by all users appiication Department Required Field x Approve an application Please supply a Department HoD Administrator Review an application Division Select an Institution View Document Library Update personal details Sign out City County Select a County Postal Code Country Select a Country Phone i e 020 7487 9408 Fax i e 020 7487 9408 Select a Ge
26. itute for Health and Clinical Excellence has recently published upi people who heve had a heart attack http quidance nice ormuk CG4o This Sixth Pubic Report concentrates on the time taken to give thrombolytic treatr the use of drugs o reduce the risk of another heart attack secondary prevention and publication of data enables comparison of performance across the NHS and m suffered a heart attady Measuring performance identifies areas where care can be 22633 Characters Character Limit i exceeded Please delete some content to continue Submission When you have completed the grading and text boxes and checked they are correct click Submit Successful submission will be indicated by display of a Form Save Successful message clicking OK on this returns you to Applications to Review If no message is shown you may need to click outside the text box and click Submit again Once your review form has been submitted it will appear in your My Documents page as a read only PDF file
27. lications and view all applications with which you are involved To apply for a grant please ensure you have selected the relevant Contact Types in the My Profile section and completed all relevant tabbed pages This to create an application by clicking in the menu which will be visible below To open an application double click on the icon at the left of the list More Create a new application Application Title Applicant Action Date Created Modified 4 Application Name by Status Application for a Smith J Smith J 20 11 2012 06 12 2012 Draft Sara_Clarke Grant_Application Programme Grant 15 12 41 15 35 46 20_11 2012 15_19 42 xml Project Grant Smith J Johnston 16 11 2012 06 12 2012 Submitted to Sara_Clarke Grant_Application Application J 15 07 00 15 35 13 CoApplicant 1 16_11_2012_15_19_37 xml The application status is shown in the relevant colunta Retiag the cursor over a column heading exposes an arrow allowing the user to sort the applications by name date status etc To start a new application click on Create a new application To work on an existing application click on its page icon at the left Application pages for each grant type follow a standard layout in which details of applicant names grant title abstract duration costs etc are entered followed by attachment of a single PDF file containing the main text of the application and any supplementary information When complete the principal applicant PI
28. ll take place Place of Research Department x County Division Postcode Institution Address Line 1 Address Line 2 Town City Date you intend to move to this address Institution select your institution from the dropdown list If the UK institution you are looking for is not listed select Other and enter your Institution name into the Other Institution box that will appear 5 5 Page 2 For entry of Co applicant Supervisor or Secondary Supervisor Details depending on grant type selected APPLICATION FORA SPECIAL PROJECT British Heart Foundation Principal Co Applicant Application Support Additional Additional Investigator Details Details Details Requested Stakeholders Information Please note A red dotted line around a field indicates that you need to amend the data you have entered into that field Fields with a red asterisk are mandatory Return to My Applications Save As Draft Continue Please enter a maximum of 10 co applicants Co Applicant 1 Surname Application forms for Project Special Project New Horizons Programme and Clinical Study Grants allow a maximum of ten co applicants Tip Please ensure you input the correct email address for any co applicant the Head of Department and Administrative Authority or the email asking them to approve the application will not be received by them and you may need to start a new application Applicati
29. n at the left GMS Home My Profile My Applications My Documents Sign Out My Applications This section allows you to create new grant applications and view all applications with which you are involved To apply for a grant please ensure you have selected the relevant Contact Types in the My Profile section and completed all relevant tabbed pages This will allow you to create an application by clicking in the menu which will be visible below To open an application double click on the icon at the left of the list More Create a new application Application Title Applicant Action Date Created Modified Application Name by Status Application for a Smith J Coapp C 20 11 2012 10 12 2012 Submitted to Sara_Clarke Grant_Application Programme Grant 15 12 41 10 37 09 CoApplicant 1 20_11 2012 15 19 42 xml You can review the whole application read only by clicking on each of the six red buttons in turn as well as the PDF attachment in the Additional Information tab APPLICATION FORA PROJECT GRANT British Heart Foundation PLEASE REVIEW ALL PAGES AND CLICK APPROVE OR REJECT ON THE ADDITIONAL INFORMATION PAGE Co Applicant Application Support Additional Additional Details Details Requested Stakeholders Information Return to My Applications On the last page Additional Information there is an Approve and a Reject button N B as soon as you press one of these you are indicating approval rejection
30. nder Session time remaining 48 14 Please Save your work before time out Institution select your institution from the dropdown list If the UK institution you are looking for is not listed select Other and enter your Institution name into the Other Institution box that will appear Mandatory entry fields in this tab are denoted by red asterisks 4 3 My CV This tab does not need to be completed by Reviewers or Application Approvers GMS Home My Profile My Applications Applications to Review My Documents Sign Out YOU ARE HERE GMS Home gt My CV v Welcome John Smith British Heart Foundation Please complete the information in the tabbed sections below i r Start a new application My Registration My Contact Details My Area of Expertise View amend existing Required for all applicants and co applicants application Approve an application Date Of Birth dd mm yyyy HoD Administrator Review an application Nationality View Document Library E My Present Appointment Update personal details Appointment Name Sign out Please indicate how your salary is funded i e HEFCE 7 Sh BHF etc If BHF add grant number Start Date End Date If a tenured post please enter retirement date ie OBE BSc PhD FRCS etc Previous ae Appointments u ett ok Fontfamiy Font size Ar Include dates from to YB 2 title of post os department institution
31. on Alternatively any page can be accessed by clicking its red heading The Return to My Applications button checks that you wish to close the draft form before doing so The Email Draft Application to me button sends the application as a PDF file to your email account where you can print a copy or forward it to appropriate parties Please note A red dotted line around a field indicates that you need to amend the data you have entered into that ield Fields with a red asterisk are mandatory Return to My Applications Save As Draft Continue Although draft and incomplete versions of the application are saved whenever the Save as Draft button is clicked and can be retrieved for further editing the GMS only displays the separate XML pages Following final approval of the application if you are the applicant co applicant or administrative authority the XML version will be lost from My Applications and a single non editable PDF file version of the complete application will be accessible from your My Documents page re If No is selected for the question Is this address where the research will take place a new box appears with free text fields asterisked in red to indicate it is compulsory for you to enter the Place of Research name and address details see screenshot below If you clicked No in error clicking Yes will deselect that box option Is this address where the research wi
32. on forms for Clinical Research Training Fellowships MBPhD Studentships and Non clinical PhD Studentships require details for the principal supervisor on Page 1 Page 2 allows details for a second supervisor to be entered BHF regards it as good practice for all PhD MD MS students to have two named supervisors Details of the student are entered on Page 4 Support Requested Application forms for all other Fellowships require details of the Fellow on Page 1 Page 2 requires details of a principal Supervisor and optionally a second supervisor For a Senior Fellowship application the so called principal supervisor is likely to be the Head of Department However it should be noted that at present the GMS requires that the person giving approval to an application as Head of Department is not the PI or any named co applicant or supervisor so an alternative appropriate senior staff member will have to approve the application in this case 5 6 Page 3 application details This page is for entry of the grant title Keywords scientific abstract and lay summary and details of animal or human tissue usage Complete all fields as requested Title text entered or pasted into this field can be formatted using the RTE editor Use the Paste icon if pasting from another document To ensure your title saves correctly after entering click into another field or into the white screen APPLICATION FORA SPECIAL PROJECT British Heart GELA Princ
33. r Application Approver i e either Head of Department or Financial Authority both required to sign off applications It is possible to select all three Mandatory entry fields throughout the GMS are denoted by red asterisks YOU ARE HERE GMS Home Register N Register your Details British Heart Foundation Applicant Co Applicant A Required Field Please select a Profile Type Contact Type Reviewer Application Approver Please use your institute email address if you do Email Address not have an institute email address please contact the GMS Helpdesk for guidance Confirm Email Password Confirm Password Title Ti I have read the GMS Terms and Conditions You will be sent an email confirming your site membership If you are registering as an Applicant Co applicant or Reviewer please complete My Profile before filling in an application form REGISTER gt Need advice GMS User Guide About Us GMS Terms and Conditions British Heart Foundation is a registered Charity No 225971 Registered as a Company limited by guarantee in England amp Wales No 699547 Registered office at Greater London House 180 Hampstead Road London NW1 7AW FundRaising Registered as a Charity in Scotland No SCO39426 Also please note that the system will close after 60 minutes of inactivity return you to the home page and you will lose any unsaved information A timer box will appear at the bottom of your screen wi
34. red dotted line around a field indicates that you need to amend the data you have entered into that field Fields with a red asterisk are mandatory Principal Investigator Surname Title Forename Initials Smith Dr John Degrees suffixes Date of birth Nationality d of time devoted to this project If No is selected for the question Is this address where the research will take place a new box appears with free text fields asterisked in red to indicate it is compulsory for you to enter the Place of Research name and address details see screenshot below If you clicked No in error clicking Yes will deselect that box option Is this address where the research will take place Place of Research Department Division Post Code Institution Please enter the institute below amp click the Find Institute button v Telephone Address Line 1 Fax Address Line 2 Email Town City Date you intend to move to this address Application Details Provide the details requested The title box has a rich text editor RTE which you can use to reformat if cutting and pasting information from another document Application Details Title of proposed research If you click Yes to the question Is this a continuation of a current BHF programme of work you will be asked to provide the award number a summary of aims and achievements of the previous grant and the end date Tip
35. s This will allow you to create an application by clicking in the menu which will be visible below TO OD CD aieereteatO Tat eeerenalick on the icon at the left of the list More i create a new application Clicking on the word More opens a graphic illustrating the lifecycle of a grant application GMS Home My Profile My Applications My Documents Sign Out My Applications This section allows you to create new grant applications and view all applications with which you are involved To apply for a grant please ensure you have selected the relevant Contact Types in the My Profile section and completed all relevant tabbed pages to create an application by clicking in the menu which will be visible below The Application status column indicates the stage your application has reached and affects how the form behaves For example once an applicant s approval to their Head of Department it cannot be amended unless rejected by the HoD Application stages Creation and gt Head of Department D Finance Authority n After this the submitted application will appear only in your My Documents library Create a new application There are no items to show in this view If you have applications pending further edits or waiting for approval they will appear in a list as below GMS Home My Profile My Applications Applications to Review My Documents Sign Out My Applications This section allows you to create new grant app
36. s photos must be kept to a minimum and should be submitted only if essential to the understanding of the application 11 Brief CV 2 A4 sides including email address of named staff for whom salary is requested 12 Supporting letters from collaborators 13 Quotes obtained for requested equipment 14 Valid copy of ethical approval if relevant ee SCWOOBNAUAWN Sections 2 7 must not exceed 6 A4 sides You may supply details of suitable reviewers who may or may not be used or those considered to have a conflict of interest in this section Suitable Conflicted Reviewers Suggested Reviewers Conflicted Reviewers Attachment Uploada file Manage Attachment Return to My Applications Save As Draft Submit to HOD Dean Attach a single PDF file containing the information specified on the form using the Upload a file button The file can be viewed after attachment by clicking on the file name and removed replaced by clicking on the Manage Attachment button N B The maximum PDF file size that GMS can handle is 20 MB larger files will not be attached by the system When you have completed the whole application form it should be saved by clicking the Save as Draft button At this stage the application can be re opened and edited by clicking on its icon in My Applications As already noted above section 5 4 although draft and incomplete versions of the application are s
37. s x x s A Appropriate t Excessive Inadequate Not Applicable Equipment C Appropriate C Excessive C Inadequate Not Applicable How would you rate the application overall Cc C B O Please note that a grade is mandatory for each category or the form cannot be submitted Grade A and B indicate award B and C indicate reject Comments on Science press the Edit button to open the text boxes which may be fed back anonymously to the applicant and Comments for the committee on the gradings and level of funds requested text box Comments on science which may be fed back anonymously to the applicant s Comments for the committee on any of the gradings above and the level of funds requested Save Draft Close Form An incomplete application can be saved at any stage by clicking on the Save Draft button at the bottom of the page Please ensure you save the form before pressing the Close Form button Cutting and pasting information from other documents GMS supports cutting and pasting functions from Word into the text boxes If you cut and paste from other document types e g PDF Excel you may lose some of the formatting Please note the text boxes have character limit including spaces and formatting of 20 000 If exceeded a red message will appear when Save is clicked and you will have to reduce the length informatii see www bhtorguk doubtkills The National Inst
38. s set up to accept emails from the BHF check your junk mail soam box if you do not see an expected email or call the GMS helpline if you have any issues Tip Help the Postman website gives advice on how to mark emails as safe depending on what system you use N B At present the GMS requires that the person giving approval as Head of Department is not the PI or any named co applicant or supervisor Therefore if the Head of Department is already named elsewhere on the application an appropriate alternative senior member of staff will need to approve the application New users of the GMS will receive an email inviting them to sign into GMS with the password provided and complete the My Profile section of the GMS as described in section 4 starting at My Registration tab Existing users should sign in and open the My Applications page Applications for approval are noted in the Application Status column GMS Home My Profile My Applications My Documents Sign Out My Applications This section allows you to create new grant applications and view all applications with which you are involved To apply for a grant please ensure you have selected the relevant Contact Types in the My Profile section and completed all relevant tabbed pages This will allow you to create an application by clicking in the menu which will be visible below To open an application double click on the icon at the left of the list More Create a n
39. submits the application For full applications emails are automatically generated and sent to co applicants requesting them to sign into the GMS to view and approve the application and then similar emails are sent to the Head of Department and administrative authority Only the PI can view an application through the whole process Once the application is submitted by the PI it is converted to read only format Only if the application is rejected at any stage by co applicant head of department or administrative authority when the approval process restarts can the file be modified further by the PI When an application has been approved by the administrative authority it no longer appears on your My Applications page but is converted to a single read only PDF file and is listed on your My Documents page It will also be listed in the co applicant s and the administrative authority s My Documents page 5 1 Application types When you click on Create a new application to create an application this selection screen is presented APPLICATION FORA GRANT British Heart GELA Principal Supervisor Application Support Additional Additional Investigator Details Details Details Requested Stakeholders Information Please note A red dotted line around a field indicates that you need to amend the data you have entered into that field Fields with a red asterisk are mandatory Please select the type of grant Select Continue
40. t requested Back to the Index 5 8 Page 5 additional stakeholders This page is for entry of details of any collaborators and the Head of Department and Administrative Authority responsible for approval of grant submission Complete all fields as requested APPLICATION FORA PROJECT GRANT British Heart GELA Principal Co Applicant Application Support Additional Additional Investigator Details Details Details Requested Stakeholders Information Please note A red dotted line around a field indicates that you need to amend the data you have entered into that field Fields with a red asterisk are mandatory Return to My Applications Save As Draft Continue Additional Stakeholder s Are collaborators involved G Yes No You will be asked to supply a letter of collaboration for each collaborator at the end of this application Head of Department Title Forename Initials Surname Select v x Institution Payee select from the dropdown lists Institution If the UK institution you are looking for is not listed select Other and enter your Institution name into the Other Institution box that will appear N B At present the GMS requires that the person giving approval as Head of Department is not the PI or any named co applicant or supervisor Therefore if the Head of Department is already named elsewhere on the application an appropriate alternative senior member of sta
41. t need to complete the My CV tab Existing users should log in check that Reviewer is ticked in My Registration Details and open their Applications to Review page Home My Profile My Applications Applications to Review My Documents Sign Out YOU ARE HERE GMS Home gt My Registration v Welcome John Smith British Heart Foundation Please complete the information in the tabbed sections below Approve an application n T HoD Administrator My Registration My Contact Details My CV My Area of Expertise Review an application To be completed by all users If the email you registered with has changed please contact the GMS Helpdesk on 020 7554 0442 or e queries bhf org uk View Document Libra y Applicant Co Applicant Please select one or more contact types Update personal details Contact Type V Reviewer depending on your role Application Approver Sign out Title Mr Firstname John Lastname Smith Initials Known As If you have any difficulties please contact the GMS helpline with your query either by email e queries bhf org uk or by telephone 020 7554 0442 between 09 00 and 17 00 Monday to Friday excluding bank holidays To access an application double click on the left hand icon This opens a review form with a link to a PDF file containing the full application This file is also available from your My Documents page Applications for review can be sorted by Due Da
42. te GMS Home My Profile My Applications Applications to Review My Documents Sign Out Applications to Review Listed below are the review forms for all of the research grant applications you have been asked to review To open a document double click on the icon at the left of the list A review cannot be saved in draft form once submitted it cannot be changed and will appear in your My Documents library John Smith 15 05 2013 00 00 00 Project Grant Application To decline to review or flag any potential conflict of interest contact the BHF as specified in your email invitation to review Guidelines for each grant type can be accessed on the BHF web site directly from the link on the form RESEARCH GRANT APPLICATION REVIEW FORM British Heart Foundation The following link will take you to affist of guidelines or all research grants that BHF offers You may find these guidelines helpful when completing Per Reviewer Details Type Ext Reviewer Name John Smith Parent Organisation Belfast Queen s University To carry out the review complete the three sections of the review form Grading radio buttons only Grading Originality of science oe Potential practical value o ER ES Appropriateness of design amp methods Medium Feasibility in the time proposed oo ee Value for money eo Standing of applicant in field oe Staff z C Appropriate C Excessive C Inadequate C Not Applicable Consumable
43. th a countdown to let you know how long you have left before your session times out Session time remaining 57 06 Please Save your Work before time out Email address your email address will become your sign in user name in future Please use your institute not personal email address if you do not have an institute email address contact the GMS Helpdesk for guidance Password enter your desired password If you forget your password in future there is a Forgotten your password facility on GMS where you will be asked a security question you have chosen during registration Security question and answer Please remember your security question and answer as well as your password during registration You will be able to change your password but not your security question or answer After registering the screen then displays the Welcome page below From here you can complete the My Profile pages to continue or select Sign Out aaa My Profile Sign Out YOU ARE HERE GMS Home gt My Registration Welcome e e British Heart Foundation Please complete the information in the tabbed sections below Please correct or complete the information on the tabbed pages indicated with Red below You must complete this before you can use the system My Registration My Contact Details My CV My Area of Expertise To be completed by all users If the email you registered with has changed please contact the GMS Helpd
44. th six sets of information to be completed after clicking on each of the six red headings across the top of the page each of which opens a new page 5 4 Page 1 Headed Principal Investigator Principal Supervisor or Fellow Details depending on grant type selected Project Grants Programme Grants Special Projects Clinical Study and New Horizon grants will show Principal Investigator on the first tab For Clinical Research Training Fellowships or PhD studentships this page is for details of the Principal Supervisor For Intermediate or Senior Fellowships this page is for details of the fellow Relevant fields are pre populated from My Profile APPLICATION FORA CLINICAL STUDY British Heart CELLIE Co Applicant Application Support Additional Additional Details Details Requested Stakeholders Information Please note A red dotted line around a field indicates that you need to amend the data you have entered into that field Fields with a red asterisk are mandatory Email Draft Application to me Return to My Applications Save As Draft Continue Principal Investigator N B Incomplete pages can be saved at any stage by clicking on the Save As Draft button at the top or bottom of the page Ensure you save drafts at regular intervals The current version of the application will then be listed in and retrievable from My Applications The Continue button moves you to the next page of the applicati
45. tor the other Lay Summaries boxes do not If copying from another document some formatting may be lost Summaries Scientific abstract Grant duration The Start Date box can be filled by direct typing in the format dd mm yyyy or by using the dropdown calendar Further Details Insert grant duration to nearest full year If duration is 3 months insert 1 year If duration is 1 5 years insert 2 years etc Proposed start date of Proposed duration of grant grant amp Note that GMS at present only allows entry here of integral years for grant duration Applications for a grant of e g 18 months should ensure that this is made clear on Page 4 Support Requested where the post duration for staff can be entered with decimal fractions of a year e g 1 5 and should also be noted in the final free text box giving the justified exact breakdown of grant duration and costs Explanation of overlap The last free text box on this page should be used to provide a clear summary particularly where any applicant already holds grants with similar titles This box is limited to 2 500 characters including spaces Explain how this application does not overlap with any existing work scientifically or financially 5 7 Page 4 support requested This page is for entry of details of staff to be employed on the grant and consumable and equipment expenditure Complete all fields as requested APPLICATION FORA PROJECT GRANT
46. uration can specify decimal fractions of a year e g 1 5 but can t be more than the total grant duration Date boxes can be filled by direct typing in the format dd mm yyyy or by using the dropdown calendar For named posts GMS mandates entry of current salary and end date For those who have not held a salary 0 with an arbitrary end date can be entered For those who have held a salary but are currently not salaried enter the last salary amount and end date Post 1 Job title Post duration Full time Statistician v a Named post G ves No Title Forename Initials Surname Select v Nationality Date of birth Degrees Date of PhD if applicable Current annual basic Source of funding salary Year 1 basic annual Salary Scale Grade Spine Point Increment date applied for Ea To add more staff named or unnamed click the Insert new Staff Member button Depending on the grant type your options to insert another statf member may be limited If in doubt read the research grant guidelines on the BHF web site i Insert new Staff Member For all the costs requested provide a clear and full justification in the box provided within the limit of 20 000 characters including spaces and formatting Final Support Requested Salaries fo Consumables fo Equipment 0 Total o Proposed duration in months Breakdown of all costs with written justification for suppor
47. wer pages Application pages for each grant type follow a standard layout in which details of applicant names grant title abstract duration costs etc are entered followed by attachment of a single PDF file containing the main text of the application and any supplementary information Principal Applicants therefore need access to Adobe Acrobat to be able to convert other file formats e g Word to a PDF file When complete the principal applicant PI submits the application Emails are automatically generated and sent sequentially to co applicants requesting them to sign into GMS to view and approve the application and then similar emails are sent sequentially to the head of department and administrative authority Pls can keep track of the status of the application by viewing their My Applications and My Documents page Potential reviewers are invited by email and after signing into the GMS and completing My Profile have access to applications for review 2 Home page Existing users need to enter their email address and password and click the button New users need to click the Register button GMS Home Welcome You Are Here GMS Home GMS Home Apply for Research Grants British Heart Welcome to the British Heart Foundation Grants Management System Here you can apply online for medical research Foundation funding into diseases of the heart and circulation GMS is accessible only by registered users and is used by Applicants
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