the garnett passe and rodney williams memorial …€¦ · sponsor’s letter of recommendation...

Instructions for Applicants_v3.3.1 1

AWARDS ON OFFER

RESEARCH SCHOLARSHIP

JUNIOR FELLOWSHIP

SENIOR FELLOWSHIP

CLINICAL RESEARCH GRANT

THE GARNETT PASSE AND RODNEY WILLIAMS MEMORIAL FOUNDATION

AWARD ROUND Instructions for ApplicantsPortal Applications for funding commencing in 2021

OPENS12pm AEST, 1st July 2020

CLOSES5pm AEST, 1st September 2020

CONTENTSSection 1: Getting Started 2

Section 2: Creating Your Application 3

Section 3: Completing Your Application 4

Section 4: Formatting Requirements 6

Section 5: Submitting Your Application 8

Troubleshooting 9

Scheme-Specific Instructions 10


Click here to access the Portal login page

from the website

SECTION 1: GETTING STARTEDIt is the responsibility of the Applicant to carefully read these Instructions for Applicants and the relevant Terms and Conditions of Award before starting an Application, to ensure eligibility.

For general information on application process, timelines and assessment criteria, read How to Apply on the GPRWMF website.

All Award and Grant Applications must be submitted using the online Applications Portal (‘Portal’). Register for an account, or log in via the Portal Login page (shown below).

https://gprwmf.org.au/how-to-apply/

https://gprwmf.org.au/applications/


SECTION 2: CREATING YOUR APPLICATIONOnce logged in, you will see your Dashboard. This displays all current and previous Applications, and is where you may start, edit and submit Applications during the open Award Round.

1. Start a new Application from the Dashboard by selecting the appropriate green Award button.

2. Supporting Documents, such as Terms and Conditions of Award and Application-related templates are available on the GPRWMF Award Pages. Links to the relevant pages are located underneath each green Award button.

3. Applicants must read all Supporting Documents carefully prior to starting an Application, in particular the relevant Terms and Conditions of Award.

Your current and previous Applications will appear here with the four-digit Application reference identifier (‘No.’)

Award Round details

Return to Dashboard; Logout; Navigate to website pages

Application forms for Awards on offer; Links to Supporting Documents


SECTION 3: COMPLETING YOUR APPLICATION1. Once you have started an Application,

populate fields in the Summary tab, then click the green ‘Create Application’ button at the bottom of the page. This will log your Application in the system with a four-digit Application Reference (visible on the Dashboard under ‘No.’). Following the creation of an Application, the ‘Create Application’ button changes to ‘Save Changes and Exit’.

2. Navigate through the form by manually selecting the required tab at the top of the form. Enter all other information as required in the Portal form.

3. Navigation between tabs is possible without losing information already entered. However, Save Changes and Exit should be clicked before logging out of the Portal, to ensure no information is lost. This will navigate back to the Dashboard. Note that pressing ‘Enter’ on your keyboard (except when typing within a long-text field) will save the Application and return to Dashboard.

4. Applications can be saved as a draft at any time. When you log back in to the Portal Dashboard click the ‘Edit’ icon next to the relevant Application to continue.

Avoid using your browser’s ‘Back’ button when navigating the form, as you may lose unsaved information Navigation to the Dashboard is possible at any time by clicking the Dashboard icon

at the top of the browser.

Above: Application section of the Dashboard

Following the creation of an Application, the ‘Create Application’ button changes to ‘Save Changes and Exit’.


SUPPORTING DOCUMENTSIn addition to the information entered directly into the Portal form, Applications will require scheme-specific documents to be uploaded. These may include:

a. Chief Investigator(s) or Applicant’s CV(s)

b. Research Plan

c. Budget (template provided)

d. Letter of Offer

e. Signed Terms and Conditions of Award (proforma provided)

f. Any other scheme-specific documents, as specified in the Applications Portal

UPLOADING DOCUMENTS

To upload documents, select Add File in the relevant section of the form and then either drag and drop the appropriate file into the window or Upload Files to browse. Previously uploaded documents can be accessed by selecting the Media Library tab at the top left of the window.

Press the blue Select button at the bottom right of the window to complete the upload.

To replace a previously uploaded file, click X next to the file in the form before uploading a new file.

Further guidelines are available in the Scheme-Specific Instructions section of this document and within the Applications Portal forms.

Please check our Frequently Asked Questions for commonly asked queries on Applications.

Applications submitted

with incorrect or incomplete supporting

documents will be deemed ineligible and

not put forward for assessment.

Above: Upload Documents window

https://gprwmf.org.au/faqs/


SECTION 4: FORMATTING REQUIREMENTSApplications that do not strictly adhere to the following formatting rules and requirements will be deemed ineligible and not put forward for Assessment.

Table 2. Document AbbreviationsDocument Abbr.Applicant’s CV CVResearch Plan ResearchPlanBudget BudgetTerms and Conditions of Award

T&C

Table 1. Award AbbreviationsAward Abbr.Clinical Research Grant CRGConjoint Grant CGSpecial Project Grant SPGResearch Scholarship RSJunior Fellowship JFMid-Career Fellowship MCFSenior Fellowship SF

2. FILE TYPESAll documents must be uploaded as .pdf files with the exception of the Budget, which must be provided as an Excel file (.xls or .xlsx).

3. CURRICULUM VITAE (CV)CVs must be no more than 2 pages in length (not including publications) with a file size no greater than 2MB.

There are no additional formatting requirements for an Applicant’s CV.

4. BUDGETApplicants must use the Budget template that is provided for each applicable Award (see Supporting Documents). This must be uploaded as an Excel file (.xls or .xlsx).

Applicants must fill out the Application-related fields at the top of the Budget spreadsheet, following the template instructions.

All amounts must be entered in whole dollar AUD $ amounts and be exclusive of GST.

Only columns for the number of years relevant to the Award should be completed.

1. FILENAMESApplicants must use the following file naming convention for Supporting Documents:

Year_Award Abbreviation_Applicant Surname_Document Abbreviation

e.g. 2020_RS_Chang_CV 2020_JF_Smith_ResearchPlan

2020_SF_Singh_Budget 2020_CRG_Wetzel_T&C

Budget items must be justified in the Budget Template:

• Use the Justification section and insert text under the appropriate headings.

• Text must not exceed the given width and height of the template text boxes (i.e.: do not expand the text boxes, do not use overflow text).

• Minimum font size 10pt


5. RESEARCH PLANApplicants must use the formatting specified in Table 3.

Table 3: Format for Research PlanComponent Format

Page Size A4

HeaderInsert Filename top left, using file naming convention described in Filenames. Adjacent to Filename, insert Project Title exactly as it appears in the Portal form

Footer Insert Page Number bottom right: Page x of y

FontMinimum 12 point Times New Roman or equivalent

Line Spacing Single

Margins Minimum of 1cm

Applications that do not

strictly adhere to formatting rules and requirements will be

deemed ineligible and not put forward

for assessment.

6. TERMS AND CONDITIONS OF AWARDThe full, signed Terms and Conditions of Award must be uploaded. The signature page alone is insufficient.

Signatories to the Terms and Conditions must be authorised to sign on behalf of the Administering Institution and/or Host Institution that is named in the Portal form.

Instructions for Applicants_v3.3.1

Table 4: Documents required to be uploaded for each Scheme Cl

inic

al

Rese

arch

Gr

ant

Conj

oint

Gr

ant

Juni

or

Fello

wsh

ip

Mid

-Car

eer

fello

wsh

ip

Rese

arch

Sc

hola

rshi

p

Seni

or

Fello

wsh

ip

CV of the CIA / Applicant (.pdf) √ √ √ √ √ √CV of the CIB √

Research Plan (.pdf) √ √ √ √ √ √Budget Spreadsheet

(.xls or .xlsx) √ √ √Letter of Offer (.pdf) √ √

Signed Terms and Conditions of Award (.pdf) √ √ √ √ √ √Sponsor’s Letter of Recommendation (.pdf) √

Host Institution: Departmental Support Letter (.pdf)*If an Overseas Placement has been confirmed √*

8

SECTION 5: SUBMITTING YOUR APPLICATION1. Once the Application is complete and all

required documents are uploaded (see Table 4), the Applicant must check the Declaration box to confirm all information has been provided.

2. After Saving and Exiting, Applications are submitted from the Dashboard by selecting the green Submit icon. After initiating the submission process, Applicants are advised not to navigate away from the webpage until submission is complete. This will avoid incomplete submission.

3. Once an Application has been submitted, it may be viewed by selecting the View icon on the Dashboard. No further edits will be permitted following submission of an Application.

4. To obtain a copy of the full Application, print or save a .pdf of the completed submission via the View mode (as above). It is strongly recommended that Applicants create this immediately following submission.

5. Following submission, Applicants should receive an email confirming that the Application has been received.

Above: Application section of the Dashboard. Edit, View and Submit icons are at the far right.


TROUBLESHOOTINGIf problems are encountered when attempting to submit an Application, the following checks should first be conducted to ensure a user error is not the cause:

1. Incomplete Fields Ensure all compulsory fields in the Portal form have been completed.

2. Supporting Documents Ensure all Supporting Documents have been uploaded in the correct format.

3. Email Confirmation If an Application appears to have been submitted but no email confirmation is received, firstly ensure the email has not been filtered into spam. If this is not the case, an issue must be logged with the Foundation to confirm submission (see below).

LOGGING AN ISSUEAfter conducting the user error checks above, if the issue is not resolved, please Log an Issue using the online form within your Application.

Click the “Having Problems? Log an Issue” link in the Ready to Submit message at the top of your application, and complete the form. You will receive an email confirming your issue has been logged. The office will aim to resolve your issue as quickly as possible. Note that office opening hours are Mon-Thurs, 9am-5pm.

IMPORTANT INFORMATION

It is the responsibility of the Applicant to ensure the Application is submitted by the deadline.

Unresolvable issues with submission of an Application must be logged using the online form within your Application before the Award Round deadline. Issues logged after the Award Round deadline will not receive assistance.

Please do not call or email the Foundation office to Log an Issue. Issues must be logged ahead of the Award Round deadline, using the online form as detailed here. The Foundation office will then contact you to resolve the issue


AWARD ROUND Scheme-Specific InstructionsPlease note that further instructions are provided within the specific forms for each scheme in the Applications Portal.

Please refer to the Glossary for definitions of terms.

10

AWARDS ON OFFER

CLINICAL RESEARCH GRANT

RESEARCH SCHOLARSHIP

JUNIOR FELLOWSHIP

SENIOR FELLOWSHIP

https://gprwmf.org.au/wp-content/uploads/Awards-Documentation-Glossary_V1.pdf


Research Plan Headings and Contents Page Limit

1. Background to the Project One (1)

2. Research Aims Include potential significance of the project and details of any hypotheses to be tested

Half (0.5)

3. Methodologies Proposed study / experiments / methods to be used to achieve the Research Aims

–

4. Impact Description of how the provision of a Clinical Research Grant and employment of a research assistant, research nurse or graduate student will significantly build the Applicant’s research capability to undertake research projects with relevance to clinical application

–

5. Personnel If known, details of the person to be funded by the Grant including their experience, skills and proposed role on the Project. If the specific person(s) to be employed is not known at the time of Application, an overview of the skills and experience that will be sought and in what capacity they will be employed (research assistant / research nurse / graduate student) must be provided

–

6. Additional information Any further information in support of the Application, including potential impact on clinical practice or patient care, risk analysis, GANTT chart, commercialisation/translation plans, key references to the work of other scientists or practitioners that is relevant to the Project, and a description of how the Project fulfils the object of the Foundation

–

7. Key references Reference the work of other scientists or practitioners that is relevant to the Project

Half (0.5)

11

CLINICAL RESEARCH GRANTCVCVs must detail the Applicant’s professional skills and experience as appropriate. Publications must be limited to the Applicant’s top five relevant publications over the past five years. For journal publications, the impact factor of the journal must be included.

RESEARCH PLANLength: No more than three (3) A4 pages (excluding references). See Formatting Requirements.

Content: The Research Plan should describe the proposed research using the headings provided below, and also emphasise how provision of the Grant will enable the Applicant to more broadly build research capability. Plans must be written in a manner that is understandable by assessors who are scientifically and/or medically trained, but not necessarily experts in the subject matter of the proposal. Additional clarification beyond what is written in the Application should not be required. Where possible, include GANTT charts or similar timelines.

GRANT




2. Research Aims Include potential significance of the Project and details of any hypotheses to be tested.

Half (0.5)


–

4. Additional information Any further information in support of the Application, including potential impact on clinical practice or patient care, risk analysis, GANTT chart, commercialisation/translation plans and a description of how the Project fulfils the object of the Foundation

–


Half (0.5)

SCHOLARSHIP

12

RESEARCH SCHOLARSHIPADMINISTERING INSTITUTION AND PROPOSED SUPERVISORThe Applicant is responsible for ensuring that the proposed Administering Institution agrees to administer the Scholarship, and that the intended Supervisor agrees to supervise them, and will be based where the Scholarship will be undertaken, should the Application be successful. This includes obtaining a Signed Letter of Offer from an authorised representative of the Institution.

CVCVs must detail the Applicant’s professional skills and experience as appropriate. Publications must be limited to the Applicant’s top five publications over the past five years. For journal publications, the impact factor of the journal must be included.


Content: Plans must be written in a manner that is understandable by assessors who are scientifically and/or medically trained, but not necessarily experts in the subject matter of the proposal. Additional clarification beyond what is written in the Application should not be required.

REFEREESApplicants must provide the details of two professional and non-conflicted referees, who have agreed to provide reports to the Foundation when requested. Applicants must advise their nominated referees that they will be requested to submit their Referee Report to the Foundation office by no later than 30th September in the year of Application. Failure of nominated referees to provide reports by the due date may negatively impact on the outcome of the Application.

Referees should be an acknowledged expert in the proposed field of work, who are not the Applicant’s intended Supervisor. Reports from experts who do not work in the intended Administering / Host Institution may be expected to carry more weight in the assessment process.




2. Research Aims Include potential significance of the Project and details of any hypotheses to be tested

Half (0.5)


–

4. Additional information Any further information in support of the Application, including potential impact on clinical practice or patient care, risk analysis, GANTT chart, commercialisation/translation plans and a description of how the Project fulfils the object of the Foundation.

–


Half (0.5)

FELLOWSHIP

13

JUNIOR FELLOWSHIPADMINISTERING INSTITUTION, HOST INSTITUTION AND PROPOSED SUPERVISORThe Applicant is responsible for ensuring that the proposed Administering Institution and/or Host Institution agrees to administer and/or host the Fellowship, and that the intended Supervisor agrees to supervise them, should the Application be successful.

CVCVs must detail the Applicant’s professional skills and experience as appropriate. Publications must be limited to the Applicant’s top five most relevant publications over the past five years. For journal publications, the impact factor of the journal must be included.



REFEREESApplicants must provide the details of two professional and non-conflicted referees, who have agreed to provide reports to the Foundation when requested. Applicants must advise their nominated referees that they will be requested to submit their referee report to the Foundation office by no later than 30th September, in the year of Application. Failure of nominated referees to provide reports by the due date may negatively impact on the outcome of the Application.

Referees should be an acknowledged expert in the proposed field of work, who are not the Applicant’s intended supervisor. Reports from experts who do not work in the intended Administering / Host Institution may be expected to carry more weight in the assessment process.



1. Background to the Project Half (0.5)

2. Research Aims Include potential significance of the project and details of any hypotheses to be tested

Half (0.5)


–

4. Additional information Any further information in support of the Application, including potential impact on clinical practice or patient care, risk analysis, GANTT chart, commercialisation/translation plans and a description of how the Project fulfils the object of the Foundation

–

5. Key references Reference the work of other scientists or practitioners that is relevant to the project

One (1)

14

SENIOR FELLOWSHIPADMINISTERING INSTITUTION, HEAD OF DEPARTMENT/SUPERVISORThe Applicant is responsible for ensuring that the proposed Administering Institution and/or Host Institution agrees to administer and/or host the Fellowship should the Applicant be successful. The Applicant is also responsible for ensuring that the intended Head of Department/Supervisor will be involved with the Project, should the Application be successful.

CVCVs must detail the Applicant’s professional skills and experience as an outstanding, internationally recognised candidate. Publications must be limited to the Applicant’s top five publications over the past five years. For journal publications, the impact factor of the journal must be included.



FELLOWSHIP

REFEREESApplicants must provide the details of two professional and non-conflicted referees, who have agreed to provide reports to the Foundation when requested. Applicants must advise their nominated referees that they will be requested to submit their referee report to the Foundation office by no later than 30th September, in the year of Application. Failure of nominated referees to provide reports by the due date may negatively impact on the outcome of the Application.

Referees should be an acknowledged expert in the proposed field of work, who are not the Applicant’s intended supervisor. Reports from experts who do not work in the intended Administering / Host Institution may be expected to carry more weight in the assessment process.

ENDORSEMENTApplicants must provide a Letter of Support from a Sponsor, who has agreed to provide a personal and professional recommendation of the Applicant to the Foundation. Applicants must also provide a Departmental Support Letter from the proposed Host Institution (signed by the Head of Department), where there is a proposed overseas placement. This must confirm the professional, technical and financial support of the Applicant should their Application be successful.