Registering an application

Click "Add" link at bottom left of page

When prompted, add the email address of the contact PI, and click "Lookup". If the applicant is already in the portal, their details should automatically appear.

If not, enter the title, initials, last name and first or known name of the contact PI.

Note: For Dr AB Costello, the initials are “AB”, not “ABC”.

Click the "Send Email" link on top right. This will only be enabled if the proposal has been saved as in step 2.

Your email program will start and you can add any message you like for the contact PI. We recommend that you draw the applicant's attention to the instructions and guidelines that are available at the bottom of the left-hand menu (and particularly the instructions for bookmarking the applicant's URL that are at the start of the Instructions for Applicants).

Note if you are using Eudora as your email program, the full URL will not be inserted automatically. You will need to paste it into the email you send to the applicants.

Click the Application link (bottom left) to return to the main page.

Note that once a proposal is registered, it cannot be deleted. If an error has been made, register a new proposal with a new application number. Please do not recycle unused proposals for another applicant. Mark the original proposal as “Cancelled” (See below for changing the status of a proposal).

If you need to replace the contact PI name on a proposal from someone in the existing team, please contact the Marsden office as the proposal URL will need to be changed.

If you need to find an applicant’s URL again, click the proposal ID to highlight it. It will be displayed in the "URL" field.

You can filter the list of proposals so that either all the proposals or those that have a particular status are shown. The DEFAULT button allows you to keep a particular filter selection for the whole session.

The two links in the proposal list (ID and Contact PI) work differently. Click on ID to highlight a proposal for administration purposes (e.g. finding the login details or for previewing the entire application). Use the Contact PI to act as the applicant’s agent to complete or alter details in the proposal itself.

When you create a proposal it will automatically be given a status of “NEW”. Once someone starts working on it, the proposal status will change to “WIP”. When the applicants have finished preparing the proposal, they will mark it as completed.

Coordinators will then receive an email advising that the applicant's proposal has been marked as completed.

Coordinators can reset the status or mark it as “RELEASED”, “CANCELLED” or “WITHDRAWN” by clicking the appropriate proposal in the ID column, then clicking the EDIT button and using the Status dropdown menu.

Note: Cancelled means the number is not being used. Withdrawn means the applicant has decided not to submit the proposal.

To do this, log in with the coordinator URL and go to the left hand side of the menu and go to “Agent Declaration”. If you click on “create agent declaration”, it will generate a form that you can download, sign off and re-upload to the portal. 

To make a PDF of any proposal, you can go into the application, go to “print / preview” on the left hand side of the page and then hit “preview” on the right. You can choose to include the proposal declaration too by choosing "all" in the dropdown field. This will generate a PDF of the proposal that you can download and save.