Section Navigation
Information for Applicants
Breadcrumb Navigation
Requesting a new GAMS ID
GAMS Accounts
To use the GAMS system, you must have an existing GAMS user account comprising of a User ID and password.
The following Business Rules apply to GAMS Client Accounts:
- An individual should only have one GAMS ID, but can have multiple roles (eg; Applicant & Ozreader) attached to that ID.
- Research Office staff with OfficeAdmin role can only view/edit/set passwords for client records within their own organisation.
- Research office staff cannot set passwords for Client records within their own organisation if they have one of the assessor roles (Intreader, Ozreader or EACM) to ensure confidentiality of assessments between assessors and the ARC.
- GAMS IDs can (and should) be transferred between organisations when a researcher changes jobs, rather than requesting/creating a new (duplicate) record.
- Individuals can reset their own password and update any field in their own GAMS client account (except the "organisation" field which is restricted to ARC staff), by clicking the "my Details" button on their GAMS Home Page.
- Passwords should be between 5-10 characters and should be a combination of letters and numbers. Individuals should not share their GAMS passwords, especially if they are an assessor for the ARC.
- The individual, who first creates and edits a research Proposal on GAMS, is the only person who can edit and submit the Proposal and subsequent Rejoinder. Other participants listed on a GAMS Proposal can view the Proposal and rejoinder.
Requesting a New GAMS Account (Research Offices)
The ARC prefers that the majority of requests for new GAMS IDs should be submitted in GAMS by clicking the "New Account" button. This method can be used for both your internal clients, and those external to your institution such as international researchers or Industry Partners, providing they are not from any other organisation on the GAMS organisation list.
- The GAMS Organisation list within the Client Account screen comprises all the eligible organisations under the NCGP. This list includes Australian higher education institutions, CSIRO divisions, Museums and Herbaria, a significant number of Medical Research Institutes and several other research organisations such as Australian Institute for Marine Science (AIMS).
- GAMS Contact officers should familiarise themselves with this list. You cannot request a GAMS account for any organisation on this list except your own. Individuals from other organisations on the list should request their GAMS account through their own Research Office, (or equivalent) If their organisation does not have a research office or a GAMS contact officer, download complete the ARC Request for GAMS User Account form The completed form should be emailed to gamsids@arc.gov.au
How to Request a New GAMS Account
1. First: please ask the researcher if they have an existing GAMS ID from a previous university, or as an assessor for the ARC. An individual should only have one GAMS ID. The ID can have both applicant and assessor roles.
If in doubt, send an email to gamsids@arc.gov.au with the person's full name, date of birth and organisation (current/previous) requesting a check for existing accounts.
2. Log on to GAMS, then click the 'New Account' button.
3. Enter first and last names in the search fields, and then click the search button.
NOTE:
- You can only search for matches with your own institution. If there is a match within your institution, but the person has an assessor role, you will not see the matches.
- This search function currently works only on exact match to the data entered. In the example above, GAMS will only find ‘john smith’ If J smith was entered, only J smiths would be found. It would not find “john Smith” or ‘Jenny Smith’. To ensure you are not requesting a duplicate account, use the Client Search option from the GAMS main Menu which will allow a much more thorough search using wildcards.
4. If possible matches are found they will be displayed on the screen for you to investigate.
5. If there are no possible matches, click the ‘Request New Account button, and then complete the details.
As you enter the details please keep the following points in mind:
- The following fields are mandatory for “applicant” role, especially
to allow validation of a GAMS ID within a research Proposal:
- Title
- Family Name
- First Name
- Gender
- Date of Birth
- Organisation
- Locality (Suburb/Town)
- Country
- Phone Number
- Email
- Please use the "Requestor Comments" field to record any information that may assist the ARC to process your request; for example;
- 'Professor Smith formerly with The University of Sydney' or
- 'New Research office person –please allocate office/office admin roles'
If you request a 'New Account' from GAMS for someone within your institution you only need to complete the personal details and select your Organisation's name to submit the New Account request. You can complete the contact details, and issue a password after the new account has been approved. (Unless we identify a duplicate account, in this instance we will ask you to confirm the individual's details.)
- When you receive advice from the ARC that an account for an individual within your institution has been approved, you should ensure that all contact details are complete, then set the password, and advise the individual.
- If the request is for someone not in your institution, and not from any other organisation on the GAMS list, (eg, an Industry Partner or Overseas Investigator), you must complete as much of the contact details as possible, and you must enter a current and correct email address for that person.
When the account is approved that person will automatically receive their GAMS ID and password via the email address you provided in your request. You will also receive an email confirming the GAMS ID only. You will not be advised of the password.
- If you use the ARC Request for GAMS User Account form, please ensure you complete all details. We will respond directly to the individual with their GAMS ID and Password, and advise you of their GAMS ID only.
Request to Update Client Details/Reset Passwords
Please Remember: Clients can update their own client records – only the Organisation field is restricted to ARC staff. Please do not forward any requests to GAMSIDS or ARC SYSTEMS email addresses for general client record updates. Please remind GAMS users that they can do this update themselves. The exceptions to this are as follows;
- If the client is uncontactable or unable to access GAMS and an update is required urgently for proposal submission.
- If the client also has one of the assessor roles and the GAMS Contact officer cannot access the account.
GAMS contact officers can reset passwords for individuals from their own organisation, unless they have an assessor role.
To request a password reset for an individual with an assessor role, please send an email to gamsids@arc.gov.au, confirming the individual's GAMS ID and email address and we will reset their password and advise them accordingly. Alternatively, the individual can email a password request directly to gamsids@arc.gov.au.
