All applicants are advised to read through the user guides before competing an application form for the first time. Please note that all secondary applicants (sponsors, research sponsors, mentors, heads of department, collaborators, etc.) will need to register with eGrants to be part of your application.

Applicants

Is it compulsory to make an application through eGrants?

Yes, where a form is available on our system, submission of applications via eGrants is mandatory.

What if I cannot access eGrants easily?

Applicants who have limited/unreliable access to the internet should contact the eGrants helpdesk for further advice: info@wellcomedbt.org.

How will I know if my institution is registered with eGrants?

You can check the list of registered institutions. If the institution that would be administering your grant is not registered, the administration department will need to contact the eGrants helpdesk to have the institution set up to use eGrants: info@wellcomedbt.org.

Can I make a preliminary application?

No, there is no facility for preliminary applications in eGrants. If you wish to submit a preliminary application you should download the appropriate Word form or supply the information requested on this website.

How long is the eGrants application process likely to take me?

You will need to take into account that all secondary applicants involved in your grant must be registered with eGrants, in addition to yourself and your institution. Secondary applicants will need to agree to your request regarding their role in the application and provide the relevant details. The form cannot be submitted until all sections are completed. We recommend you read the user guide for secondary applicants to familiarise yourself with their role in your application. Your head of department (if applicable) will (may) [HoD approval is not required when an institution has opted out of this stage of the process] need to register and approve your application online, and the final submission to us will be by your administration department. You should also be aware that the administration department may return the form to you for amendments.

What if my secondary applicant cannot access eGrants?

Please contact the eGrants helpdesk for advice: info@wellcomedbt.org.

Can I delegate access to edit my form to another individual, e.g. my research assistant?

You can delegate your form to another eGrants user for them to edit. Further details can be found in our user guide. Delegates can either be partial or full account holders. (NB you cannot select your institutional administration department user as a delegate.)

Do I need to submit a signed copy of the application form as well as the eGrants version?

No, the workflow established for eGrants involves final submission by your institution's administration. Therefore, a signed version of the form is not required.

What happens to the notes on the application form once submitted to the Alliance?

Memo notes cannot be removed from an application once they are created. Memo notes provide a useful means of communication between different users of the form (e.g. heads of department and principal applicants), but they are not submitted to the Alliance.

How do I view the covering letter once it is created?

On the Forms page, in the Details section for the relevant form, click the link after 'covering letter' from the drop down menu. You can also click on the link Text.Input.txt on the form Details to view the text of the cover letter.

How do I change the project title of my application?

On the Forms page, in the Details section for the relevant form, click the link after 'change project title' from the drop down menu. Note: this functionality is disabled if a form has been rejected by your IAD department.

Where do I find the collaborator's form?

You can select collaborators online, provided they have registered with eGrants. Select the appropriate 'applicants' details' page in the form, i.e. 'collaborators', and you will be given the option to 'find user' or to add their unique reference number (which is found on their homepage). The nominated collaborator then needs to login to their eGrants account to 'agree' to your request. Alternatively, you can upload a signed collaborator form [Word] under 'additional information'.

How do I change the on-screen font size?

Go to the toolbar, select View > Text size and select the size of text (from largest to smallest).

How do I find my unique reference number (URN)?

The principal investigator can view their URN on their homepage in the top right-hand corner.

I need to assign my head of department to approve the form but their name doesn't appear on the head of department list. What do I need to do?

Your head of department may need to register with eGrants (if they have not already registered they should register a Partial account on eGrants). Your institution's IAD (institutional administration department) super-user will then have to give him/her the status of 'head of department' before you can assign him/her to your form. Please note that if your institution has opted out of the head of department approval stage there will be no need to assign a head of department.

I've assigned my head of department - what do I do next?

Once the form has been fully completed you will need to go to the Forms page, in the Details section for the relevant form, and click Submit to head of department.

I cannot submit my form to the head of department/institutional administrator - what do I do?

Check that each section on the form has a green tick beside it confirming that the mandatory questions have been answered, including those for any secondary applicants.

How do I select a secondary applicant?

Select the appropriate 'Applicants' details' page in the form, e.g. 'sponsor', and there you will be given the option to 'find user' or to add their unique reference number (which can be found on their homepage). The nominated secondary applicant will receive an automated email to ask them to login to their eGrants account to agree to your request. All secondary applicants must register with eGrants.

Why must I email my form to myself in order to see what I am submitting to the Alliance?

You need to do this to enable the eGrants version to merge into a PDF template, ensuring you have an accurate view of what you are submitting to us. By emailing the form, all processing required to generate the PDF template takes place on remote servers, rather than on your own computer. Creating a PDF version of the form without emailing would significantly slow down your system. It also helps to identify any non-Adobe-embedded documents, which would prevent the form converting to a PDF when it is submitted to the Alliance. Note: only the form will be converted to a PDF. Documents attached under the Additional Information page follow the form, but they are not technically part of the form.

Administering authorities

Do all applications need to go through the head of department (HoD) stage?

The IAD user can select to bypass the HoD approval stage for all applications administered by the institution, i.e. have a single-stage approval process, where completed forms are sent directly to the institution for approval rather than going through the HoD approval stage. You can change this under your details on your main login page.

Can I edit an applicant's form?

Once the applicant's form is complete and has been passed for approval you can edit their form before the final submission to the Wellcome Trust-DBT India Alliance.

Can institutions still submit paper applications after they have registered electronically?

Not where the application form is available on eGrants.

Secondary applicants and heads of department

Does my institute have to be registered with eGrants for me to be a sponsor or collaborator on someone else’s grant?

No, your institute does not have to be registered.

How do I release my details if I am a secondary applicant on the grant?

Once you receive the email requesting you to release your details, you need to log into your homepage, go to the Forms page and select 'agree' from the drop-down options for the relevant form.

How do I change my personal details on my home page?

Once logged in, you can scroll to the bottom right-hand corner of your screen and click on 'Edit'.

Are heads of department approvers able to submit forms to the Wellcome Trust/DBT India Alliance?

No, they can only approve and submit the forms to the IAD, who will then submit the form to the Alliance.

How do I register as a head of department?

You will need to register on eGrants in the normal way, and then let your institution's IAD super-user know, so that they can give you head of department status.

If I am approving an application, as head of department, do I need to complete all the details requested in the registration form?

Not if you are simply approving the application as head of department. You can register using a partial account. If you become involved in an application in the future as a principal applicant, sponsor, research sponsor or mentor, you can upgrade this to a full account.

Can IADs act on behalf of heads of departments in their absence?

Yes, they can approve forms on behalf of the head of department.

Can the HoD delegate their account to another individual, e.g. their personal assistant or another head of department?

Yes, heads of department can delegate their account to someone within their institution who is registered with eGrants. (NB you cannot delegate to an IAD user.)

Delegate users

What are the functions of a delegate user?

A principal applicant may wish to allow a research assistant etc to edit their application, or a head of department may wish to give their personal assistant or another head of department access to their account. Delegates can be either partial or full account holders.

How do I become a delegate user?

You will need to register with eGrants. The head of department or applicant will then select you through their eGrants account.

Parital and full accounts

What is the difference between a partial account and a full account?

You can select to register for either a partial or full account. The full account option should be selected if you expect to be involved in applications as a principal applicant, sponsor, research sponsor or mentor. Partial account users are required to enter fewer details, but can interact with eGrants only as a head of department approver, collaborator or delegated user.

Can I upgrade to a full account at a later date?

If you are likely to be involved in an application in the future - as principal applicant, sponsor, research sponsor or mentor - you can upgrade to a full user account.

How do I upgrade to a full account?

1. Click on the 'Your Details' tab

2. Click on the 'Edit Details' button at the bottom right-hand corner of the page

3. Click on 'Upgrade to Full' next to 'Account Type' to expand your personal details from partial account to full account.

Help and contact information

Are there any guidance notes available?

Yes, you can access further help and guidance through the help section of eGrants.

Who should I contact if I have a query?

Details are available from the contact us section on eGrants.