Using the Grants Management Portal - a "how to" guide

 

We operate an online application system.   The software we have chosen for this is Flexigrant® from Fluent Technology.  If you are an academic or clinical researcher, you may be familiar with the system, which is also used by the Academy of Medical Sciences and the Royal Society amongst others.

If you wish to apply for a grant, you will first need to create an account in the system.

Register
You can register by clicking on the Register button.

You will then need to provide your contact details and a password in order to register.

You should then receive an email requesting that you confirm your account. If this does not appear in your in-box, please check your junk mail folder.

Complete your account profile

Once logged in you have the ability to complete an account profile by selecting My account (under Update my information).

The information saved here will then be used to automatically populate the relevant parts of the application form.

Clicking on My applications in the lefthand menu bar will take you to a page listing  the various open grants schemes and once you have started your application it will be saved in this section and you may log in and return to it to edit it until you are ready to submit.

Before you begin your application...
We encourage you to discuss your application with your co-applicants, Head of Department (or other colleague responsible for signing off on your application) and Administration (Finance) Officer who will need to complete the budget section of the application prior to making a submission.  This is because we operate a two-stage process and, if you are successful in being shortlisted and invited to stage two and submit a full application, you will need to invite them to participate in the preparation of your application, for which they will need to create accounts on the system.

Please note that will not be possible for you to submit a full application until they have completed their sections.

You will be asked in the application form to confirm that you meet the Trust’s eligibility criteria . Please ensure that you read the criteria carefully to ensure that you are eligible to apply.

Please note that:

  • It is possible to download the application form at any stage in the process as a pdf file.
  • You should save your application regularly, ideally at the end of each section.
The Outline application

Our application process is in two stages – Outline and Full.  If you are successful at Outline stage, you will be invited to complete a Full application form in which you will be required to provide more details.

As the lead applicant (PI) you can complete all sections of the Outline application form (although you may prefer to request the input of your Finance officer to complete the Outline budget section).  Only at Full application stage will you require the input of your Co-Investigators, Head of Department and Finance Officer. Selected answers you provide at Outline stage will be “pulled through” to the Full application form, if you are successful and you will be sent a link to this personalised application form.  You will be able to edit those answers to elaborate or provide further information but you are strongly encouraged not to make substantive changes to your proposal.  Where there is considerable difference between the Outline and Full application forms, the application will not be considered. If you need assistance please contact us.

Unfortunately it is not possible for the budget to be “pulled through” to the Full application form and therefore we do recommend you downloading a copy of your outline application so that you have a record.

Completing the Financial Support (budget) section - Outline stage

You can request that your Administrative (Finance) Officer complete the Financial Support section on your behalf by sending them an invitation to participate in your application. To do this, click on the Participants tab and enter their details. Please ensure that you have spoken to them in advance and that they are expecting the email invitation.

For the Outline Application, the cost of the project, phased by quarter is required.  Don’t worry though, if isn’t completely accurate as to when you need them (however, remember that the total has to be accurate because we only allow costs to increase by up to 10% from outline to full). It is just useful at the outline stage to see an overview of the budget and will be helpful for you for forecasting and planning purposes.

The Expand link (top right) allows you to enlarge the screen so you can see more than one time period. You will need to set the number of quarters for which you wish to apply for funds. To do this click the link Add another period (bottom right) and a column for Quarter 2 Year 1 will appear. To add more quarters, click on this link again.

A number of budget headings for the most commonly requested items have been pre-loaded. These can be removed or edited. To add further budget items click on the blue Add a New Item tab.  The system contains the maximum amounts for which you can apply for each budget line and will reject amounts which exceed these pre-loaded limits.

Submitting your application
Once all sections of your application have been marked as Complete, the submission button will appear at the top and bottom of the screen.

“Submit” button not appearing?

Please note that until all participants have marked their section as complete the “Submit” button will not appear and you will not be able to submit your application.

The green buttons containing the word “Complete” appear against a section once all mandatory questions in it have been attempted. The lead applicant will not be able to submit, however, until all participants have clicked on the blue “Mark my work as complete” button at the top of the relevant page.  While this may be a bit confusing, it is intended as a check for participants to confirm that they are satisfied with their contribution and have completed the editing process.

Please also see the specific instructions for completion of the Head of Department and Finance Officer sections at the end of this document.

Once all sections of your application have been marked as complete in this way, the “Submit” button will appear at the top and bottom of the screen.

 

An email acknowledging the submission will be sent and the application will then be evaluated.

You will be advised as to whether your application is successful and if you are being invited to submit a full application.

The Full application

If you have not already done so, please make sure that your co-applicants, Head of Department and Administrative (Finance) Officer are aware that you are submitting this application, as you will need to invite them to participate in the submission of your application, for which they will need to create accounts.  It will not be possible for you to submit your application until they have completed their sections. They will need to be able to view your completed application prior to completing their own section. You may wish therefore to complete the application form prior to sending them their invitations.

As each of your colleagues completes and submits their section, you will receive an email confirming that they have done so.

As Lead Applicant you will be able to view and edit all sections of the application form but you will have read only access to the Co-applicants’ section and the Declaration pages for the Administrative (Finance) Officer and Head of Department.

Where the questions are identical to those asked in the outline application form, the answer you gave at outline stage will have been “pulled through” to the full application. You will be able to edit those answers to provide additional or clarifying information but you are strongly encouraged not to make any substantive changes to your proposal. Applications where there is considerable difference between the outline and full applications will be rejected.

Financial support (budget) - Full application stage

As with the Outline Application either you or the Administrative (Finance) Officer can complete this section. The budget settings are the same for the Full application as they are with the Outline Application and needs to be phased quarterly. Don’t worry though, if the phasing of the project expenditure works out differently to your best estimate in the application, we will still pay you, based on the submission of actual expenditure, but setting out the phasing in this way helps both parties for forecasting and planning purposes.

The process for entering the information is the same as that described in the Outline Application above.

Inviting a participant/collaborator
Co-investigators, administrative (finance) officers and heads of department are referred to as “participants” in the Flexigrant® system.

You can invite your colleagues to participate in your application by clicking on the second tab in the application form.

You will need to provide contact details for each of them so that they can be sent an email with a link to your application.

Co-investigators/co-applicants:  one of our conditions is that you must have at least one co-investigator on your project.  If you have more than one, once you have invited the first co-applicant, an option will be made available for additional co-applicants.

 

Submitting your Full application
Once all sections of your application have been marked as Complete, the submission button will appear at the top and bottom of the screen.

After submission you will not be able to amend your application but you can view, download or print at any time.  An email acknowledging the submission will be sent and the application will then be referred for peer review and evaluation with the Research Grants Committee.

You will be advised as to whether your application is successful following the meeting of the Board of Trustees, to which the recommendations of the Research Grants Committee must be made.

Guidance for administrative (finance) officers

You should have received an email inviting you to participate in an application to the Dunhill Medical Trust for a Research Project grant. The Principal Investigator should have briefed you to expect this.

You must first create an account on Dunhill’s Grants Management Portal. You can find guidance on this by referring to the sections above entitled “Register” and “Complete my profile“.  Once your account has been created you will have “read only” access to all sections of the application form bar the Financial Support and Declaration sections, to which you will have “editor” rights and which you should complete on behalf of your colleague.  The Principal Investigator will not be able to submit the form until you have done so.

You may find guidance on completing the Financial Support section in the sections above entitled:

  • Completing the Financial Support (budget) section  – Outline stage
  • Financial support (budget) – Full application stage

After you have populated the budget, you next need to complete the administrative officer declaration.

Once you have completed the declaration (left) please save the page.

 

 

 

 

You will then be invited to mark your section as being complete. Once you have done so, a confirmation email will be sent to the Principal Investigator (Lead Applicant). Please note that until you mark your section as complete the applicant cannot submit the form, so you are strongly encouraged to do so at this stage.

The Declaration is intended to have the same contractual standing as an ink signature on a paper application.  We recommend that you review our Terms and Conditions of Award for Research Grants (and other related policies).

 

 

 

 

Guidance for Head of Department (institutional signatory)

You should have received an email inviting you to participate in an application to the Dunhill Medical Trust for a Research Project grant. The Principal Investigator should have briefed you to expect this. You must first create an account on Dunhill’s Grants Management Portal. You can find guidance on this by referring to the sections above entitled “Register” and “Complete my profile“.  Once your account has been created you will have “read only” access to all sections of the application form bar the Declaration section, to which you will have “editor” rights and which you should complete on behalf of your colleague.  The Principal Investigator will not be able to submit the form until you have done so. The Declaration is intended to have the same contractual standing as an ink signature on a paper application.  We recommend that you review our Terms and Conditions of Award for Research Grants (and other related policies).   Once you have completed the Declaration, please save the page. You will then be invited to mark your section as being complete with this message. Once you have done so, a confirmation email will be sent to the Principal Investigator (Lead Applicant). Please note that until you mark your section as complete, the applicant cannot submit the form.  

Research Training Fellowships and PhD Studentships guidelines

The assessment process for this scheme only requires the submission of one detailed application.

Please refer to our guidance notes above on registering on the portal and completing your account profile.

Please note that:

  • It is possible to download the application form at any stage in the process as a pdf file.
  • You should save your application regularly, ideally at the end of each section.

If there are word limits, they will be specified at the bottom of each answer box.

Research Training Fellowships – Supervisors, Head of Department and Finance Officer

Your supervisors will be required to complete their respective sections of the application. We would advise you to discuss your application with them and make them aware that they are required to complete part of the application form as well.

We would also recommend you discussing your application with your Head of Department (or other colleague responsible for signing off on your application) and Administration (Finance) Officer who will need to complete the budget section of the application prior to making a submission.

They will all need to create accounts on the Grants Management Portal in order to complete their respective sections.

Inviting a participant/collaborator

Supervisors, administrative (finance) officers and heads of department are referred to as “participants” in the Flexigrant® system.

You can invite them to participate in your application by clicking on the second tab in the application form called ‘Participants’.

You will need to provide contact details for each of them so that they can be sent an email with a link to your application.

 

Please note that it will not be possible for you to submit an application until they have completed their sections.

As each of your colleagues completes and submits their section, you will receive an email confirming that they have done so.

As Lead Applicant, you will be able to view and edit all sections of the application form, but you will have read only access to the Supervisors’ section and the Declaration pages for the Administrative (Finance) Officer and Head of Department.

PhD Studentships –  Head of Department and Finance Officer

As supervisors will be the lead applicant only the Head of Department and Finance Officer will be required to complete their respective sections of the application. We would advise you to discuss your application with them and make them aware that they are required to complete part of the application form as well.

Completing the Financial support (budget) section

You will need to request that your Administrative (Finance) Officer completes the Financial Support section on your behalf by sending them an invitation to participate in your application. To do this, click on the Participants tab and enter their details. Please ensure that you have spoken to them in advance and that they are expecting the email invitation.

The budget has been set up in quarterly periods and we will need your best estimate of how the project’s finances are to be phased on a 3 monthly (quarterly) basis over the life of the project. Setting out the phasing in this way helps both parties for forecasting and planning purposes. If your application is successful, you will be required to claim your award on a quarterly basis against actual expenditure.  Don’t worry though, if the phasing of the project expenditure works out differently, we will still pay you, based on the submission of actual expenditure. You will be able to split some costs across the quarters, such as your salary, and if you have costs that fall in one particular year, you can add them in those quarters only.

You will need to make sure the number of quarters matches the period of your fellowship. Therefore, if you are applying for a 3-year fellowship, there needs to be 12 quarters.

The Expand link allows you to enlarge the screen so you can see more than one time period.. To add another quarter, you need to click on the link Add another period (bottom right) and a column for the next quarter will appear, click again if your require further quarters.

A number of budget headings for the most commonly requested items have been pre-loaded. These can be removed or edited. To add further budget items, click on the blue Add a New Item tab.  The system contains the maximum amounts for which you can apply for each budget line and will reject amounts which exceed these pre-loaded limits.

Submitting your application

You will not be able to submit your application until your Head of Department and Finance Officer have completed their respective sections.

Please refer to the the Head of Department and Finance Officer guidance notes above.

Once all sections of your application have been marked as Complete, the submission button will appear at the top and bottom of the screen.

After submission you will not be able to amend your application, but you can view, download or print at any time.  An email acknowledging the submission will be sent and the application will then be referred to a sub-group of our Research Grants Committee for their assessment. You will hear within 6 weeks the outcome of your application. If you are short-listed and invited to interview, you will be advised then

 

 

 

 

The Dunhill Medical Trust
5th Floor
6 New Bridge Street
London EC4V 6AB

Telephone: 020 7403 3299