Create a grant submission record

Use Themis to create a research Grant Submission record

Creating a submission record for a Grant requires completion of a number of screens. You will be able to monitor your progress on the progress train that displays at the top of the screen. You may save the record as a draft at any stage prior to submission. This will allow you to retrieve the record and update or complete the information at a later date.

  • 1. Create a grant submission
    1. Log on to Themis.
    2. Select the UOM Research Self Service responsibility.
    3. Select ‘Grants and Contracts’ then ‘Grants Submission Workbench’ function. The ‘Submission Search’ page will display.
    4. Click on the ‘Create New Submission’ button. The ‘Submission Type’ screen will display.
  • 2. Enter the submission type

    The submission type you select will determine the information that you will need to complete during later stages of the record creation process. While you may change the research type at a later date, prior to submission, you should check all steps before submitting the record to ensure that any extra screens/fields are completed.

    1. Complete the ‘Submission Type’ information.
    2. Click ‘Save’. While you may save the record at any stage of the submission, you should save regularly to ensure you do not lose information if your session times out.
    3. Click ‘Next’. The ‘Submission Details’ screen will display.

    Submission type details

    FieldActionComment
    Grants (radio button) Use the radio button to select the appropriate Submission Type. The information that you need to complete later in the application will depend on the option you select. ‘Application is the first stage of a multi-staged grant selection’: initial round of selection that involves more than one selection round (eg: expressions of interest, preliminary grant). ‘Application for a grant where UOM is the lead’: most grants advertised by the University and involving external funding bodies. ‘Participating in a grant where another institution is the lead’: successful grants lodged by an institution other than the University in which a University staff member is listed as a participant. ‘Applying for an internal grant sponsored by UOM’: grants funded by the University to promote research internally (eg: early career research and Melbourne research grants).
  • 3. Enter the submission details

    The information you enter on the ‘Submission Details’ screen is common to all types of submissions.

    1. Complete the submission description information.
    2. Complete the organisation details.
    3. Enter the funding plan details. Click ‘Add Funding Year’ in the ‘Funding Plan’ table and enter the funding details in the blank row that displays. Repeat this step for each year of funding required. If you wish to remove a funding year record, tick the appropriate checkbox (located in the select column) and click ‘Delete Selected Funding Year(s)’.
    4. Review and update, if required, the information in the ‘Other Details’ section.
    5. Click ‘Save’. While you may save the record at any stage of the submission, you should save regularly to ensure you do not lose information if your session times out.
    6. Click ‘Next’. The ‘regulatory issues clearances’ screen will display.

    Submission description information

    Title Enter the title of the grant submission. You must complete this field before you will be able to submit the record, but you may leave it blank at the draft stage. However, it is advisable to enter a title as soon as possible to assist you in identifying individual records.
    Summary Enter the summary of the grant submission. This field is optional.

    Organisation details

    Owning Department This field will default to the primary department recorded against your HR record in Themis, but you may select an alternative department from the drop-down list if required. You must complete this field before you will be able to submit the record, but may be left blank at the draft stage.
    Owning Section Select the appropriate section from the drop-down list. The values contained in this list are dependent on the department selected. This field will default to ‘00 - no section’ if you select no value.

    Funding plan details

    Funding Year Enter the year of funding. This information will populate the ‘Funding Details attributes’ screen when the record transfers across to the ‘Proposal’ and ‘Agreements’ modules.
    Amount Required Enter the amount required for the specified year. You may record cents, but do not include a dollar sign or comma (eg: enter ‘12500.50’ not ‘$12,500.50’). This field will default to ‘0’ if no amount is entered.

    Other details

    Currency This field will default to ‘Australian dollar’ but you may select an alternate currency from the drop-down list, if required.  
    Total Value This field will auto-populate the sum of the amounts recorded in the ‘funding plan’ table.
  • 4. Enter the clearance information

    You will need to indicate whether or not clearance is required for the grant submission. Where clearance is required for the submission, you will need to record the relevant clearance details.

    1. Indicate whether clearance is required for the submission by selecting ‘Yes’ or ‘No’ from the drop-down list. If clearance is required, go to step 2. Otherwise go to the enter 'Research Codes' information.
    2. Complete the clearance information. A single clearance row will display in the ‘Required Clearances’ table to begin with. The fields that display for clearance entry are dependent on the ‘Clearance Type’ and ‘Committee Location’ you select. These are outlined in the tables below.
    3. Click ‘Add Clearance’ and repeat the above steps for each type of clearance required. If you wish to remove a clearance record, tick the appropriate checkbox (located in the ‘Select’ column) and click ‘Delete Selected Clearance(s)’.
    4. Click ‘Save’. While you may save the record at any stage of the submission, you should save regularly to ensure you do not lose information if your session times out.
    5. Click ‘Next’. The ‘Research Codes’ screen will display.

    Clearance information

    Clearance Type: Animal Experimentation or Human Research committee
    Location: Internal

    FieldActionComment
    Committee Name Select from the list of values.
    • The list will be restricted based on the 'Clearance Type’ selected for the row.
    • Only active committees in Themis will display.
    • Only human ethics sub committees will display for ‘Human Research’ clearances.
    • Only animal ethics committees will display for ‘Animal Experimentation’ clearances.
    Clearance Application Number Select from the list of values.
    • The list will be restricted to active Ethics applications in Themis for the clearance type selected.
    • The list displays the Ethics record ID and not the Ethics record version ID. For example, an ethics record ID of 123456 is acceptable whereas a version ID of 123456.2 will not be available in the list.
    • The list will only display Ethics ID numbers for the committee selected.
    • The first option in the list will be ‘not available’, meaning the ethics application has not yet been submitted.
    Clearance Status Read-only. This will default based on your selection of clearance application number.
    • Where you have selected an Ethics ID in the ‘Clearance Application Number’ field, the current ‘System Status – Status Reason’ from Themis Ethics will display here. For example, ‘Active-Approved’ might display as the ‘Ethics Record/Clearance Status’.
    • Where you have selected ‘Not Available’ for the clearance application number, ‘Not Submitted’ will default for the status.
    Responsible Researcher/Project Supervisor/Course/Subject Coordinator Read-only. This will display the lead participant of the Themis Ethics ID selected in the ‘Clearance Application Number’ field. This field will not display where you have selected the ‘Clearance Application Number’ as ‘Not Available’.
    Host Organisation Read-only. This defaults to ‘University of Melbourne’ for internal clearance rows.  

    Clearance Type: Gene Technology or Biosafety
    Committee Location: Internal

    FieldActionComment
    Committee Name Select from the list of values. The list will be restricted based on the clearance type selected for the row.
    Clearance Application Number Free text entry. Details for these clearance types are not stored in Themis and so you will need to enter them.
    Clearance Status Select from the drop-down list. Details for these clearance types are not stored in Themis and so you will need to enter them.
    Host Organisation Read-only. This defaults to ‘University of Melbourne’ for internal clearance rows.  

    Clearance Type: Any Committee
    Location: External

    FieldActionComment
    Committee Name Free text entry.  
    Clearance Application Number Free text entry.  
    Clearance Status Select from the drop-down list.  
    Host Organisation Select from a list of values. If the required organisation is not in the list, leave this field blank and complete the ‘Other Host Organisation field.
    Other Host Organisation Free text entry. Only enter if organisation is not in ‘Host Organisation’ list.
  • 5. Enter the research code information

    The ‘Research Codes’ screen is used to record Fields of Research (FoR) and Socio-Economic Objectives (SEO) codes applicable to the project record. It is not compulsory to record codes for non-financial applications, but you may do so if you wish. While Themis will accept multiple FoR and SEO codes at this stage, you should not enter more than five in each of the sections, as only five will be accepted at the validation stage.

    To record FoR codes:

    1. Click ‘Add FoR Code’ in the ‘Field of Research Codes’ table. A blank row will be added to the table.
    2. Complete the FoR code information.
    3. Click ‘Add FoR Codes’ and repeat the above step for each code required. If you wish to remove a code record, tick the appropriate checkbox (located in the ‘Select’ column) and click ‘Delete Selected Rows’.

    To record SEO codes:

    1. Click ‘Add SEO Code’ in the ‘Socio-Economic Objective Codes’ table. A blank row will be added to the table.
    2. Complete the SEO code information.
    3. Click on the ‘Add SEO Codes’ button and repeat the above step for each code required. If you wish to remove a code record, tick the appropriate checkbox (located in the ‘Select’ column) and click on the ‘Delete Selected Rows’ button.
    4. Click ‘Save’. While you may save the record at any stage of the submission, you should save regularly to ensure you do not lose information if your session times out.
    5. Click ‘Next’. The ‘Participants’ screen will display.

    FoR code information

    FieldActionComment
    FoR Code Click ‘Search’ and retrieve the appropriate code from the list of values. You may search by full or partial code, if known (eg: enter ‘16%’ to retrieve all codes beginning with ‘16’), or you may enter keywords for which to search (eg: enter ‘%computer%’ to retrieve all codes containing ‘computer’ in the description).
    Percentage Enter the percentage figure that should be allocated to this code. Once you have entered the percentage, press ‘Tab’ to exit the field. Themis will automatically calculate the total of the percentages entered. The total percentage of codes must add up to 100 in order to submit the record.

    SEO code information

    FieldActionComment
    SEO Code Click ‘Search’ icon and retrieve the appropriate code from the list of values. You may search by full or partial code, if known (eg: enter ‘89%’ to retrieve all codes beginning with ‘89’), or you may enter keywords for which to search (eg: enter ‘%crop%’ to retrieve all codes containing ‘crop’ in the description).
    Percentage Enter the percentage figure that should be allocated to this code. Once you have entered the percentage, press ‘Tab’ to exit the field. Themis will automatically calculate the total of the percentages entered. The total percentage of codes must add up to 100 in order to submit the record.
  • 6. Record internal academic roles

    The ‘Participants’ screen is used to record the parties associated with the submission. You must enter at least one internal staff member and assign an agreement administrator before you will be able to submit the record for review.

    To record internal academic roles:

    1. Click ‘Add Staff’ in the ‘Internal Academic Roles’ table. A blank row will be added to the table.
    2. Complete the internal staff information.
    3. Click ‘Add Staff’ and repeat the above step for each academic required. If you wish to remove an academic staff record, tick the appropriate checkbox (located in the ‘Select’ column) and click ‘Delete Selected Rows’.

    Internal staff information

    FieldActionComment
    Role The field will default to ‘Chief Investigator’, but may be changed if required. You will use ‘Chief Investigator’ in the majority of cases. Use ‘Alternate Academic Contact’ when there is no internal investigator or those named do not wish to be the primary contact. Use ‘Principal Supervisor’ if the only investigator named is a student.
    Full Name Click ‘Search’ and retrieve the appropriate staff member from the list of values. Use the % wildcard to widen your search (eg: if you enter ‘Free%’ you will retrieve all staff members whose family name begins with ‘Free’).
    Primary Contact Check this box if the staff member listed is to be the Primary Contact. You can only nominate one staff member as the primary contact. This will be checked at the validation stage. You can only select a staff member with an active Themis account as the primary contact. This will be checked at the validation stage. While notifications related to the submission record are not sent to the primary contact (they are sent to the Agreement Administrator), this information is necessary when the record transfers across to the ‘Proposals’ module.
  • 7. Record student roles
    1. Click ‘Add Student’ in the ‘Student Roles’ table. A blank row will be added to the table.
    2. Complete the student information.
    3. Click ‘add student’ and repeat the above step for each student required. If you wish to remove a student record, tick the appropriate checkbox (located in the ‘Select’ column) and click ‘Delete Selected Rows’.

    Student information

    FieldActionComment
    Role The field will default to ‘Student Chief Investigator’.  
    Full Name Click ‘Search’ and retrieve the appropriate student from the list of values. Use the % wildcard to widen your search (eg: if you enter ‘Mint%’ you will retrieve all students whose family name begins with ‘Mint’). The list of values is drawn from the student database. Where a student is yet to be identified or yet to enrol, you will be unable to record them in this screen. If the student has been identified but is yet to enrol, enter them as an External Chief Investigator and advise Research, Innovation and Commercialisation (RIC) when they have enrolled so the Themis record may be updated.
  • 8. Record external academic roles
    1. Click ‘Add External’ in the ‘External Academic Roles’ table. A blank row will be added to the table.
    2. Complete the external academic information.
    3. Click ‘Add External’ and repeat the above step for each external academic required. If you wish to remove an external record, tick the appropriate checkbox (located in the ‘Select’ column) and click ‘Delete Selected Rows’.

    External academic information

    FieldActionComment
    Role The field will default to ‘External Chief Investigator’.  
    Full Name Click ‘Search’ and retrieve the appropriate external academic from the list of values. Use the % wildcard to widen your search (eg: if you enter ‘Mint%’ you will retrieve all external academics whose family name begins with ‘Mint’). If the external academic does not yet exist in the database, you will be able to create them using the ‘Create New External’ function.
  • 9. Record departmental roles
    1. Click ‘Add Department Role’ in the ‘Departmental Roles’ table. A blank row will be added to the table.
    2. Complete the Departmental Role information.
    3. Click on the ‘Save’ button. While you may save the record at any stage of the submission, you should save regularly to ensure you do not lose information if your session times out.
    4. Click on the ‘Next’ button. The ‘Researcher Order’ screen will display.

    Departmental role information

    FieldActionComment
    Role The field will default to ‘Agreement Administrator’. You must enter an Agreement Administrator before you will be able to submit the record for review.
    Full Name Click on the ‘Search’ icon and retrieve the appropriate staff member from the list of values. Use the % wildcard to widen your search (eg: if you enter ‘Free%’ you will retrieve all staff members whose family name begins with ‘Free’). Only staff members with an active Themis account will be available in the list of values.
  • 10. Specify the researcher order

    The ‘Order Participants’ list displays only those participants assigned to a role involved in the research (ie: Chief Investigators, Students and External Chief Investigators). To add a name to, or delete a name from, this list you will need to return to the ‘Participants’ screen and update the appropriate table. The order in which researchers are listed in this screen will be the order that will be allocated to them when the record transfers to the proposals module.

    1. Type the appropriate order number in the ranking field for each participant as required. If you have a large number of participants and wish to change the order of a single participant, you may do so by entering a decimal rank (eg: to reorder participant 20 to second place, enter ‘1.2’in their ‘ranking’ field). Themis will adjust the order as required when you save the record.
    2. Click ‘Save’. While you may save the record at any stage of the submission, you should save regularly to ensure you do not lose information if your session times out.
    3. Click ‘Next’. The ‘Sponsorship’ screen will display.
  • 11. Enter the sponsorship details

    The ‘Sponsorship’ screen allows you to record the funding body for the research application. You must enter at least one sponsor before you will be able to submit the application for review. In the case of non-lead grants, enter the institution that lodged the successful application as the sponsor.

    1. Complete the sponsor information. If a scheme does not exist in Themis, go to step 2. Otherwise go to step 3.
    2. Complete the ‘Other Scheme Information’.
    3. Click ‘Save’. While you may save the record at any stage of the submission, you should save regularly to ensure you do not lose information if your session times out.
    4. Click ‘Next’. The ‘Attachments’ screen will display.

    Sponsorship information details

    FieldActionComment
    Scheme Click ‘Search’ and retrieve the appropriate scheme from the list of values. You may perform a search (and/or sort the search results) by the ‘Scheme Name’, ‘Year’ or ‘Round’ as well as the ‘Sponsor Name’. This list will only display active schemes as recorded in Themis. The active date of the scheme/round is calculated as five calendar days after the internal closing date and before the expiry of the external closing date. Where the submission is an internal grant, only active schemes where the sponsor is listed as the University of Melbourne will display. If the scheme does not exist in Themis, use the ‘Other Scheme Name’ and ‘Sponsor for Other Scheme’ fields to record the details.
    Year This field will default from the scheme selected above.  
    Round This field will default from the scheme selected above.  
    Sponsor This field will default from the scheme selected above.  
    Sponsor Reference Number Enter the reference number used when communicating with the sponsor, if known. Do not enter the Themis customer ID number in this field.

    Other scheme information details

    FieldAction
    Other Scheme Name Enter the name of the new scheme and the external closing date.
    Sponsor for Other Scheme Enter the name of the sponsor and a URL link to the sponsor and scheme details.
  • 12. Enter the attachment details

    Use the ‘Attachments’ screen to attach relevant files, URL addresses or text to the submission record (eg: Ethics clearance, draft contracts, budget, etc.). The documents that you must attach to the submission record are listed in the ‘Required Attachments’ section on the screen.

    1. Click ‘Add Attachment’. The ‘Add Attachment’ screen will display.
    2. Complete the attachment information. If you wish to add additional attachments, go to step 3. Otherwise go to step 4.
    3. Click ‘Add Another’ and repeat the above step for all attachments required.
    4. Click ‘Apply’. A confirmation message will display advising that your attachment has been added but not saved.
    5. Click on the ‘Save’ button. While you may save the record at any stage of the submission, you should save regularly to ensure you do not lose information if your session times out.
    6. Click ‘Next’. The ‘Submission Validation’ screen will display.

    Attachment information

    FieldActionComment
    Title Enter an appropriate title for the attachment. This is not a mandatory field.
    Description Enter an appropriate description for the attachment.  
    Category Select the appropriate attachment category from the drop-down list.  
    Type Use the radio buttons to select the appropriate type of attachment. File:click ‘Browse’ to search for and select the document you wish to attach. URL: enter the URL address you wish to attach. Text: enter the text you would like to attach and, if desired, enter a name for the text attachment.
  • 13. Check the validation details

    When you progress to the ‘Submission Validation’ page Themis will check the business rules appropriate to your submission and identify any requirements that have not been met. You will not be able to progress your submission record to the review or approval stage unless all requirements are met.

    1. Review the information in the ‘Data Validation Error’ table.
    2. Select the information you would like to update and click on the associated icon in the ‘Go To Page’ column. This will link you directly to the appropriate page.
    3. Update the information as required and click ‘Save’.
    4. Use the navigation drop-down list at the top or bottom of the screen to return to the ‘Submission Validation’ page.
    5. Repeat the steps above for each of the validation errors.
    6. When all errors have been corrected, click ‘Next’ to progress to the ‘Submission Status’ screen. The ‘Next’ button will only display once all validation errors have been corrected.
  • 14. Submit the record for review

    The ‘Submission status’ screen enables you to progress your application through the departmental review and approval process. Once the head of department (or nominee) has approved the submission, it will be forwarded to RIC for further processing.

    1. Complete the 'Submission Status' information.
    2. Click ‘Submit’. A confirmation message will display, advising that the application has been submitted successfully.

    Submission status information

    FieldActionComment
    Select New Status Select the appropriate status for the submission. The status displayed in this list will depend on the person viewing the submission and the stage it is at in the process.
    Select a Reviewer If you are submitting the record for review before submission to the head of department, click on the ‘Search’ icon and retrieve the appropriate staff member from the list of values. Use the % wildcard to widen your search (eg: if you enter ‘Free%’ you will retrieve all staff members whose family name begins with ‘Free’).
    Alternate Approver If you are submitting the record to an approver other than the one indicated on the screen as the Head of Department, click on the ‘Search’ icon and retrieve the appropriate staff member from the list of values. By default, the submission will be sent to the head of department listed unless you enter an alternative approver. The alternate approver selected must have the authority to approve the submission on behalf of the head.
    Comments Enter any appropriate comments for the reviewer or approver. Comments entered in this field will display in the notification record.

    Submissions status

    The status of a submission indicates where the application is in the process flow. The creator or a named participant may alter the record only if it is at ‘Draft’ status. Access for users will be locked once the submission progresses to ‘Under Review’ or ‘Approval’. Staff in the Research Office will have access to all records across most statuses. However, once a submission record has been transferred to the proposal module it can no longer be updated.

    StatusRulesNotification
    Draft Default status of application upon creation. The user cannot progress the application for review unless all validation rules have been met.  
    Under Review Submit the application for review. A reviewer may be any other university staff member. It is recommended that a department identifies one or more staff members responsible for the review process. A system-generated email will be sent to the reviewer selected.
    Forwarded to HoD Submit application for approval. The creator may bypass the review status and send the submission directly to the head or alternate approver. The reviewer may send the submission to the head or alternate approver. Head of Department or alternate approver will receive a Themis worklist notification and an overnight workflow email notification.
    Submitted to Research Office Status indicating the head of department or alternate approver has approved the record and it has been submitted to RIC.  
    Draft (reinstated) The reviewer, head (or alternate approver) or RIC may reinstate a record to ‘Draft’ status if they require additional information. A system-generated email will be sent to the agreement administrator. A reason for the change should be entered in the ‘Comment’ field, so they can be addressed by either the administrator or responsible chief investigator.
    Transferred to Proposal (research office use only) Status confirming the record has passed the research office preliminary administrative checks and now exists as a record in the proposal module.  
    Closed Status available for use by departments to indicate a record is inactive (eg: has not met internally selected processes for submission). Once a record is closed it will be locked and will not be able to be updated by the researcher or department reviewer.