Electronic Submission Systems – College Approval
Many of the College’s main funders use electronic submission systems. Applicants must therefore register for a user account before they can start to complete an online research proposal. For some systems, the user account must also be validated by the institution.
It is important to remember that even if a funder uses an electronic submission system, the College’s internal authorisation process must still be followed, i.e. a corresponding InfoEd record must be completed and approved by the Head of Department (or Faculty if applicable) before a proposal can be authorised by Research Services/Joint Research Office on behalf of the College.
For the majority of funder systems, approval notification emails are routed to a single generic mailbox which is managed by the central Research Office. To ensure that notification emails are directed to the right place, a Research Office contact person is set up as the default “Finance Officer” or equivalent role (rather than individual RS/JRO Managers). The Research Office will then forward the approval notifications to the correct RS/JRO team, thereby reducing the risk of important emails being left unattended in personal mailboxes. RS/JRO are still responsible for checking and formally approving proposals as usual, once the Head of Department (HoD) has given their approval. The appropriate contact names can be found in the table below.
Since the College already has a robust 2-step approval process in place using InfoEd, some funders allow the HoD and Finance Officer approval steps to be combined on their submission system. This means that RS/JRO can also approve on behalf of the HoD on the funder’s system (NB: Remember that HoD approval has already been actioned on InfoEd).
However, there are a few funders who do require a separate approval by the actual Head of Department on the funder system, followed by separate RS/JRO approval. This means the HoD must log onto the system to give approval. Funders who require this additional approval are identified below.
|Sponsor||System||Finance Officer / Signatory||Additional Approval required|
|Alzheimers Research UK||Grant Tracker||Signatory: Select Cindy Laiemail@example.com|
|Alzheimers Society||Grant Tracker||Ms Cindy Laifirstname.lastname@example.org|
|Asthma UK||Grant Tracker||Ms Cindy Laiemail@example.com|
|Bloodwise||Grant Tracker||Ms Cindy Laifirstname.lastname@example.org||Research Services/JRO must attach screen shot of InfoEd HoD approval|
|Breast Cancer Now||Grant Tracker||Ms Cindy Laiemail@example.com|
|British Academy||Flexi-Grant||Mr Research Supportfirstname.lastname@example.org|
|British Heart Foundation||GMS||Ms Cindy Laiemail@example.com|
|Cancer Research UK||e-GMS||Mrs Cindy Laifirstname.lastname@example.org|
|Diabetes UK||Grant Tracker||Ms Cindy Laiemail@example.com|
|Kidney Research UK||Grant Tracker||Ms Cindy Laifirstname.lastname@example.org||Head of Research Governance and Integrity must be added as a separate approver on grant tracker where applicable (email address - email@example.com)|
|Leverhulme Trust||Grant Tracker||
First name: Imperial College London
Last name: Institutional Approver
|MS Society||Grant Tracker||Ms Cindy Laifirstname.lastname@example.org|
|Parkinson's UK||Grant Tracker||Ms Cindy Laiemail@example.com|
|Prostate Cancer UK||Grant Tracker||Mrs Cindy Laifirstname.lastname@example.org|
|Royal Society||Flexi-Grant||Mr Research Supportemail@example.com|
|Stroke Association||Flexi-Grant||Ms Cindy Laifirstname.lastname@example.org|
|Versus Arthritis (formerly Arthritis Research UK)||Grant Tracker||
Title: Finance Officer
Surname: Research Services
|email@example.com||HoD must be added as a separate approver on Grant Tracker|
|Wellcome Trust||Grant Tracker||
First name: Authorised Organisational Approver
Last name: Imperial College London
|Worldwide Cancer Research||Grant Tracker||Mrs Cindy Laifirstname.lastname@example.org||HoD must be added as a separate approver on Grant Tracker|