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

The Royal Society is currently developing 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 approached 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.

All grants, medals and awards schemes offered by the Royal Society will be made available for application from July 2017 on Flexi-Grant®

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.

Timetable of Grant Schemes available on Flexi-Grant® from April 2017*

April 2017

International Exchanges scheme (Round 2)

May 2017

Wolfson Laboratory Refurbishment

Wolfson Research Merit Awards

Challenge Grants

June 2017

Partnership Grants

Hooke call for scientific meeting proposals 

Newton Alumni

Royal Society Grants schemes will become available to apply for on Flexi-Grant® from July 2017 onward. 

November 2017

All Royal Society medals and awards

* please note that the availability of schemes on Flexi-Grant® may be subject to change.

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.

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. 

Enhanced features

Through development of the new online grants management system, the Royal Society aims to enhance the features and usability of the software to improve the user journey for applicants and external users of the system.

In the case of Research Office users, Flexi-Grant® will be configured to provide an improved oversight of the applications in progress prior to submission and during the assessment stages, and awards held by individuals within their respective organisation. Research Office users will also have the ability to amend pages on an application form, and return the application to applicants with comments prior to submission.

Further enhancements and features will be included for Panel Members and Independent Peer Reviewers, including the ability to update your user profile biography and tag your profile with your area of expertise, declare dates of availability, and whether you have a conflict of interest with any applications assigned to you. In addition, users will be able to navigate through assessment forms without having to access the form through each individual application. 

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®. On first login, users will be prompted to read and accept the Society’s Data Privacy Policy and Conditions of Use, followed by instructions to set-up a new password for your user account. If your account does not exist, then please register for a new one.

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?

No. Based on user experience, the system is very intuitive and easy to use. A system knowledge base is owned and maintained by the supplier, Fluent Technology. 

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.