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A new Royal Society online Grants Management System – Flexi-Grant®

The Royal Society is implementing a new online Grants Management System with Fluent Technology to replace e-GAP with Flexi-Grant®. Flexi-Grant® will provide the Royal Society with a modern and intuitive grants management solution, which will offer enhanced features and an improved user experience. This page details everything you need to know regarding these changes, including key dates, steps to be taken and FAQs, and will be updated regularly.

The Royal Society will roll out the new system from April 2017, using a phased approach as detailed in the timetable below.

Please note, once schemes are available on Flexi-Grant®, you will no longer be able to apply to them through e-GAP.

All other grant schemes that are currently either open for applications or undergoing assessment on e-GAP will continue to be managed using e-GAP until a final decision has been reached. Once you have been notified of an award, your award will be migrated to the new system.

Regular updates will be made to this page which you may wish to bookmark. We would encourage you to visit the page from time to time to learn about the changes.

Changes to the application submission process

The deadline for submission of your application and the completion of support statements from your Head of Department and Nominated Referees will fall on the same date, which is a departure from the previous process employed by the Royal Society. Your Research Office will not be able to approve your application for submission until the support statements have been provided. Applicants should bear this in mind when coordinating completion of their application prior so submission. Please note, all applications should be submitted by 3.00pm (UK time). 

The need for an ORCID identifier

All applicants applying to the Royal Society for grant support will be required to submit an ORCID identifier before their application will be accepted for submission. This is a mandatory requirement at the application submission stage only. You can register for an account on Flexi-Grant® without the need for an ORCID identifier.

What is ORCID?

ORCID (Open Researcher and Contributor ID) is an open, non-profit, community-driven initiative to create and maintain a registry of unique researcher identifiers and a transparent method of linking research funding, research publications, research data and any other research outputs to these identifiers. ORCID provides you with a unique persistent digital identifier that distinguishes you from every other researcher. Further information about ORCID can be found here: http://orcid.org/ 

How can I register for an ORCID identifier?

You can register for an ORCID identifier at the following URL: https://orcid.org/register.  It should take you no longer than 2-3 minutes to acquire an ORCID identifier. 

Controlling visibility of your data in ORCID

Individuals have the ability to control the visibility and access to their own data, which is a fundamental principle of ORCID. Using this feature, you can control the information that can be retrieved from your ORCID record when completing a grant application form. Currently, Royal Society application forms are configured to allow you to retrieve your education, employment, funding and publications.

For further information on the visibility settings available through ORCID can be found here.

FAQ

Do I need to create a new user account in Flexi-Grant®?

Most active user accounts (individual and organizational) already existing in eGAP will be migrated to Flexi-Grant®. Usernames will be migrated across, passwords will not be migrated across - you must reset your password using the 'forgotten password' link in the Flexi-Grant® home page. On first login, users will be prompted to read and accept the Society’s Data Privacy Policy and Conditions of Use. If your account does not exist, then please register for a new one.

I have locked my user account, what should I do?

If you have locked yourself out of your user account, please contact us with your user account details.

What will happen to my application for a scheme that I started on e-GAP?

Applications that were submitted on eGAP prior to the launch of Flexi-Grant®, will continue to be processed on eGAP until a final decision has been made. 

What will happen to my existing awards?

Existing active awards will be migrated from e-GAP to Flexi-Grant® from June 2017 in a phased manner.  The first awards to be migrated to Flexi-Grant® will be those for the International Exchanges, with further awards being migrated as they become available for application on Flexi-Grant®, according to the timetable published above.

Will the Society be publishing user guidance notes in advance of the system coming online?

A system knowledge base, with guidance notes, exists for applicants and research office approvers. This can be accessed from the ‘help’ option within the application portal.

My collaborator did not receive the email invitation to participate in the application, what should I do?

This may be due to security settings within your host organisation, if this persists for longer than one day please contact us.

Why does my current award not appear under the related application setting of my user account?

Historic and current awards are being migrated from e-GAP to Flexi-Grant® in a phased manner. It is expected that all awards will appear under your user account by the end of 2017.

When will e-GAP go offline?

All grant, medal and award programmes offered by the Royal Society will be available for application on Flexi-Grant® from July 2017, at which point e-GAP will no longer be used for submission of applications to the Royal Society. It is envisaged that e-GAP will be fully decommissioned by early 2019.

Who should I contact for further information?

Any queries or comments can be directed to the grants team through by contacting us on: grants@royalsociety.org

Regular updates will be made to this page which you may wish to bookmark. We would encourage you to visit the page from time to time to learn about the changes.