General Instructions

  • Once an application is registered, you can login and add to it or change it as often as you like. The names of the PIs and AIs should be entered before doing the CVs and FTE tables. Once this has been done, the sections can be worked on in any order.
  • All the navigation links are down the left-hand edge of the page. Do not use the “Back” button on your web browser.
  • Each page displays a generic set of buttons. These will be greyed-out when they are not relevant to a particular page or appropriate for the information being added.
  • For each section, information is not saved until the SAVE button has been pressed. When you are adding information to a text box (for the Summary, for example), unless you save regularly information can be lost through timing out, which is set at 20 minutes.
  • Start entering or changing information by clicking the ADD or EDIT buttons. On some pages you do this a number of times, e.g. for each researcher.
  • For most pages, you can see what the printed document will look like by clicking the PREVIEW PAGE button. To get back to the application, click the link “Return to Application” at the top of the page. Do not click your browser’s “Back” button.
  • The SAVE, EDIT, CANCEL and PREVIEW PAGE buttons may be at the bottom of the page below your screen. Scroll down to find them.
  • Don’t forget to LOGOUT when you have finished. Failure to do this maintains a link to the server, which can slow it down at peak times.

Login and Bookmark

To login, use the URL emailed to you by your Coordinator. If you bookmark your URL (or add it to your “Favorites”), you will need to modify it to ensure that the Location (or URL for “Favorites”) of the bookmark is the URL sent to you in your email. This is to remove the encryption that appears in the web address when you are using Proposals On-Line. Having created the bookmark, you should right-click on the bookmark, select Properties, and then paste the URL from your email into the Location, and Save. Further instructions, for example on bookmarking in Macs, can be found in the Frequently Asked Questions, available from the bottom of the left hand menu in Proposal On-Line.

Using Templates

Two of the sections of the proposal; Abstract, Refs… and CVs, Pubs… are completed by attaching documents prepared using the applicant’s own word-processor. Templates for these documents are provided. The opening page offers you an opportunity to download both document templates needed to complete a proposal. The same documents can also be downloaded one by one from the specific pages where they are used. We recommend this latter option because then CV and publication files will already be named for each individual.

Downloading Templates

In the “Get Template” column, click the link for the required template A page will open offering you templates in a choice of formats; MS Word (DOC), RTF, LaTeX. Click on the format you want and a “File download” box will open. Save the file to the folder you have created for all the proposal documents. Do not choose the Open option as you may be disconnected from the system. Once your file is saved, use your own software to open the file and produce the information for that part of the proposal. Save the file before attaching it to the proposal.

If retrieving all the templates from the opening page, click the Application Templates link at the top of that page).

Attaching Documents

Documents can be attached as MS Word (DOC or DOCX), RTF or, if necessary, in PDF format. If using DOCX files, please load them onto Proposals On-Line directly, rather than converting to PDFs first. If, for some reason, it is necessary to load a PDF created from a DOCX file, please refer to the instructions in the Frequently Asked Questions (available from the bottom of the left hand menu in Proposal On-Line). However, applicants who have prepared their information using LaTeX will need to convert them to a PDF file before attaching them. Ensure that you cancel “Track Changes” before attaching your document.

To attach a document to the proposal, click the BROWSE button and a Choose file box will open. Go to the folder where your documents are saved and select the appropriate file. The path to the file will appear in the space beside the BROWSE button. Click the ADD ATTACHMENT button to add the document. The name of the attached file will now show in the “File Attached” column. Note that the entry in the adjacent “PDF Ready” column will probably say “False”. This is because a PDF writer in Proposals On-Line will be working in the background on the server converting your document to PDF format so that it can be displayed or printed. Click the “Refresh page” button (repeatedly if necessary) until the “PDF Ready” entry shows “True”. Now you can view what your entry will look like when printed by clicking the “Preview Page” button.

Entering Character Codes

There are two types of entry of information used on the Proposals On-Line web portal:

  1. Text boxes to be filled in by the applicant (e.g., project title and summary sections).
  2. Documents that can be uploaded by the applicant (e.g., Sections 2 and 4B, for which the templates are available from Proposals On-Line).

For text boxes there is an extended character set which will enable you to “type” characters not otherwise seen on your keyboard such as a dieresis or umlaut above o (ö); an acute above e (é); and the plus-minus sign (±).

This should allow you to fill in some character codes in the text boxes of the web portal. For uploaded documents there should be the full character set available to you on your word processing program.

Under the Windows environment the character set can be displayed using the application Character Map (charmap.exe) for a particular font like Times New Roman. Then you can see what extended character you would like and: (i) copy/paste; or (ii) use a combination of keystrokes to obtain the character in the bottom right hand corner of the application.

  1. “Select” and then “Copy” the character and paste to the online text box.
  2. Alternatively, use a combination of keystrokes to obtain the character in the bottom right hand corner of the application. For example, to get the small letter ‘e’ with acute is keystroke Alt+0233 (é). This means to press and hold the alt key while typing 0233 on the numerical keypad (numpad). Laptop keyboards often do not have a numpad, but may provide numpad input by holding a modifier key (typically labelled “Fn”) and operating keys on the standard keyboard.

We hope to extend the support to Macintosh OS X and unix-based systems on how to access the extended character set in the near future. Suggestions and improvements to this information welcomed.

Note: Unfortunately macrons, a line above a, as used in Māori is not possible here. We are actively investigating ways to further extend the available characters to use in these text boxes to allow for this functionality in the future.

Commonly Used Character Codes

0161 ¡
0162 ¢
0163 £
0164 ¤
0165 ¥
0166 ¦
0167 §
0168 ¨
0169 ©
0170 ª
0171 «
0172 ¬
0173 SHY
0174 ®
0175 ¯
0176 °
0177 ±
0178 ²
0179 ³
0180 ´
0181 µ
0182
0183 ·
0184 ¸
0185 ¹
0186 º
0187 »
0188 ¼
0189 ½
0190 ¾
0191 ¿
0192 À
0193 Á
0194 Â
0195 Ã
0196 Ä
0197 Å
0198 Æ
0199 Ç
0200 È
0201 É
0202 Ê
0203 Ë
0204 Ì
0205 Í
0206 Î
0207 Ï
0208 Ð
0209 Ñ
0210 Ò
0211 Ó
0212 Ô
0213 Õ
0214 Ö
0215 ×
0216 Ø
0217 Ù
0218 Ú
0219 Û
0220 Ü
0221 Ý
0222 Þ
0223 ß
0224 à
0225 á
0226 â
0227 ã
0228 ä
0229 å
0230 æ
0231 ç
0232 è
0233 é
0234 ê
0235 ë
0236 ì
0237 í
0238 î
0239 ï
0240 ð
0241 ñ
0242 ò
0243 ó
0244 ô
0245 õ
0246 ö
0247 ÷
0248 ø
0249 ù
0250 ú
0251 û
0252 ü
0253 ý
0254 þ
0255 ÿ

 

 

Completing the Proposal (Preliminary Proposal)

1A. Title of Proposal and Panels

Click the EDIT button and then enter the project title. Click the SAVE button to save it. Also enter the panel to which you are submitting your proposal; if you select two panels, the Marsden Fund Council will choose one of them to assess the proposal.

1B. Contact PI

Click the EDIT button and then enter the details of the first named PI. Click the SAVE button to save the new details.

1B. Other Principal Investigators (Standard proposals only)

Click ADD to insert a new PI. Click EDIT to enter or change a person’s details. Note: this is the only place where the PIs can be added. Include PIs who are also subcontractors here. Finish by clicking the SAVE button. (Note that the names of the other PIs appear in Section 1B of the full copy of the application but their address details are omitted.

1B. Associate Investigators

Click ADD to insert a new AI. Click EDIT to enter or change a person’s details. Note: This is the only place where AIs can be added. Finish by clicking the SAVE button. (Note that the names of the AIs appear in Section 1B of the full copy of the application but their address details do not appear).

1B. Mentor (Fast-Start proposals only)

Click ADD to insert a mentor. Click EDIT to enter or change a person’s details. Finish by clicking the SAVE button. (Note that the address details are omitted from the full copy of the application).

1C. Fields of Research

The RCC Codes are a new, standardised Australian and New Zealand set used to classify research. A link near the top of the page displays a list of all the codes. You can enter up to 3 codes These (initially set at “0”) have already been created. Click on each “0” in turn and then EDIT and enter the code. Check that you have entered the correct code from the description which appears when you SAVE. If you wish to remove a code, replace it with a zero.

The key words are common to all 3 codes and only need be entered once. Use commas or semicolons to separate key words or phrases, not the “enter” key.

1D. Summary

Click the EDIT button and then enter the Summary of the proposal (maximum of 100 words). Click the SAVE button to save it.

Please note that some symbols in web text boxes (such as inverted commas) will create rogue symbols in the PDF; the solution is to enter the symbols directly from the keyboard into the web text box (rather than pasting them in from a word processor). When typing symbols into web text boxes, it may be useful to make use of the character map (Start menu / Programs / Accessories / System Tools). In some cases, such as with macrons and umlauts, you will need to improvise. This problem does not occur in the sections of the proposal that are written in a word-processed document and then attached to Proposals On-Line.

2A. Abstract of Research Proposal

This has to be added as an attached document that also includes the References, and Roles and Resources. If you have not already downloaded the template, do this by clicking the GET TEMPLATE button and follow the instructions above (Part C – Downloading Templates). Prepare your document (which may include images), save it in DOC, RTF or PDF format. Follow the instructions above (Part D – Attaching Documents) for attaching the file. The document will remain in whichever format you attached it, but for displaying and printing, the system will convert it to a PDF file. If you decide to update a previously attached document, go through the same process. The new file overwrites the existing one. You can also retrieve an attached document to work on by clicking the appropriate link in the “Get Attachment” column, then, when you are ready, the document can be re-attached. You can also completely remove an attached file by clicking the REMOVE ATTACHMENT button. Don’t forget to click the REFRESH PAGE button until the PDF Ready entry shows “True”.

2B. References

These are also added as part of the attached document that starts with the Abstract. references are limited to 2 pages.

2C. Roles and Resources

This is part of the attached document that starts with the Abstract. It is limited to 1 page.

3. Personnel

Complete Section 1 before starting on this section. Any PIs and AIs previously entered will automatically be shown. Click each person’s name and then EDIT to enter their FTE levels for each year.

You can add other types of researchers (but not PIs or AIs) here by selecting their role and clicking the ADD button. Leave the name fields blank if the person is as yet unknown, but do enter the FTE levels.

Note that the duration of the proposal (1, 2, or 3 years) is implied by filling in the FTE values for the appropriate number of years.

4. Vision Matauranga

This is split into two parts. The first part, Section 4A, is an on-line tick box to identify which, if any, of the four themes of Vision Matauranga are associated with the proposal. If any of the themes apply to the proposal, please complete and upload the Vision Matauranga template (Section 4B). The limit for Section 4B is 1 page.

5. Curriculum Vitae and Publications

These are added as an attached document in the same way as for the Abstract, References, etc. A separate document is required for each PI, AI and named postdoc. The names of all the investigators are shown in a table at the bottom of the webpage. Navigate to each person by clicking on their name, then get their CV template or attach the prepared CV in the same way as above. Note that Part 1 is limited to two pages, and Part 2 to three pages. Remember also to refresh the page until PDF Ready shows “True”.

6. Declaration by Duly Authorised Agent

If a name has not already been entered by your institution, click the EDIT button to enter the name of the person from your institution who will be signing the application. Some institutions may alter this page (for example to include the signature of the Head of Department). If so, they will be in touch with you about the arrangements for signing. Electronic signatures are acceptable. However, most institutions will simply require you to print out this page, sign it, and return the hard copy to the research office.

Statistics

A list of all PIs and AIs will be in the table at the bottom of the page. Click each in turn followed by the EDIT button to enter their details.

Preview/Print Application

Clicking each button will bring up a PDF file showing each part of the proposal. You can print from here to have a physical copy.

Once you are happy with the proposal click the MARK PROPOSAL AS COMPLETED button to flag to your institution coordinator that the proposal is completed. It is possible to make changes to a proposal after it has been marked as Completed but you must confer with your research office first.

Completing the Proposal (Full Proposal)

1A. Title of Proposal and Panels

Click the EDIT button if you wish to change the title, which has been entered from your preliminary proposal (and please advise the Marsden Fund office of the change: marsden@royalsociety.org.nz). Click the SAVE button to save it. The panel(s) cannot be changed.

1B. Contact PI

Click the EDIT button if you wish to change any of the contact information, which has been entered from the Marsden Fund database, based on information from your preliminary proposal. Click the SAVE button to save your changes. Fields with a light-coloured background (Role, Last name, First name) cannot be changed. Please note that the “Address” field will now contain the department, institution, and city, unlike the preliminary round where the “Address” field contained information other than department, institution, and city.

1B. Other Principal Investigators (Standard proposals only)

As for “Contact PI”. Principal Investigators can only be added in extraordinary circumstances, with the permission of the Marsden Fund.

1B. Associate Investigators

As for “Contact PI”. Associate Investigators can only be added in extraordinary circumstances, with the permission of the Marsden Fund.

1B. Mentor (Fast-Start proposals only)

As for “Contact PI”.

1C. Fields of Research

This is carried over from the preliminary round and does not appear on the portal.

1D. Summary

Click the EDIT button and then enter the Summary of the proposal (maximum of 200 words – up to 210 is okay if your word counting differs from the on-line word count). Click the SAVE button to save it. The Summary from the first round has been carried over, in case this is helpful.

Please note that some symbols in web text boxes (such as inverted commas) will create rogue symbols in the PDF; the solution is to enter the symbols directly from the keyboard into the web text box (rather than pasting them in from a word processor). When typing symbols into web text boxes, it may be useful to make use of the character map (Start menu / Programs / Accessories / System Tools). In some cases, such as with macrons and umlauts, you will need to improvise. This problem does not occur in the sections of the proposal that are written in a word-processed document and then attached to Proposals On-Line.

2A. Background

This has to be added as an attached document that also includes Sections 2B-2G. The template may be obtained from the “Templates” menu option on the left, or from the page, “Proposal …”. Prepare your document (which may include images), and save it in DOC, DOCX, or RTF format. Tthese options are recommended over a PDF. (If you wish to save it as a PDF from a DOCX file, please adopt this procedure: Click the “Options” button on the “Save As” dialog. Then click “Options” and tick the “ISO 19005-1 compliant (PDF/A)” box. This greys out the “Bitmap text…” option. Also untick the “Create bookmarks…” and “Document structure…”.).

Follow the instructions above (Part D – Attaching Documents) for attaching the file. Ensure that you cancel “Track Changes”. The document will remain in whichever format you attached it, but for displaying and printing, the system will convert it to a PDF file. If you decide to update a previously attached document, go through the same process. The new file overwrites the existing one. You can also retrieve an attached document to work on by clicking the appropriate link in the “Get Attachment” column, then, when you are ready, the document can be re-attached. You can also completely remove an attached file by clicking the REMOVE ATTACHMENT button. Don’t forget to click the REFRESH PAGE button until the PDF Ready entry shows “True”.

2B. Overall Aim of the Research

This is part of the attached document that starts with the Background.

2C. Proposed Research

This is part of the attached document that starts with the Background.

2D. References

This is part of the attached document that starts with the Background.

2E. Timetable

This is part of the attached document that starts with the Background.

2F. Roles and Resources

This is part of the attached document that starts with the Background.

2G. Ethical or Regulatory Obligations

This is part of the attached document that starts with the Background.

3. Personnel (FTEs)

These have been carried over from the preliminary round but can be changed as you refine your proposal. Apart from PIs and AIs, other personnel can be added or deleted as required.

4A. Vision Matauranga themes

Please select “Edit”, tick the appropriate boxes, and “Save”.

4B. Vision Matauranga discussion

If one or more themes has been identified in Section 4A, please upload a discussion of Vision Matauranga. The template may be obtained from the “Templates” menu option on the left, or from the page. For your convenience, the document from the preliminary round has been carried over to the full round.

5. Curriculum Vitae and Publications

The CVs from the preliminary proposal have been carried over. However, changes can be made. Navigate to each person by clicking on their name, then get their existing CV (or template) or attach a revised CV in the same way as above. Note that Part 1 is limited to two pages, and Part 2 to three pages. Remember also to refresh the page until PDF Ready shows “True”. If you are using the CV from the first round, the Section number will be incorrect; this doesn’t matter.

6-8. Budget

There are two documents to upload here – an Excel document (with two worksheets, with the second worksheet automatically providing some values for the first worksheet), and a document for recording other sources of funding. On the Excel spreadsheet, some formulae are incorporated in the “totals” and “sub-totals” rows. However, these formulae are not write-protected.

9. Declaration

Talk to your research office for the procedure to be followed here. Electronic signatures are acceptable.

10. Status (Fast-Start proposals only)

Talk to your research office for the procedure to be followed here.

Preview/Print Application

Clicking each button will bring up a PDF file showing each part of the proposal. You can print from here to have a physical copy for checking that the correct documents have been uploaded and that all is in order.

Once you are happy with the proposal click the MARK PROPOSAL AS COMPLETED button to flag to your institution coordinator that the proposal is completed. After a proposal has been marked as Completed you must confer with your research office before making any further changes.