Introduction

This is a guide for Research Office Signatories on how to use the Grant Agreement functionality within the Research Management System (RMS). The examples on this page are also relevant for Research Office Signatories executing Grant Agreement using the RMS instances for other Funding Entities (i.e. the Department of Defence and/or the Office of National Intelligence).

Grant Agreement and Grant Offers will be provided to Research Offices through RMS. The Grant Agreement and Grant Offers will then be accepted through RMS by a user with the role type, Research Office Signatory. The Grant Agreement and Grant Offers will then be executed by a Funding Entity Delegate and the associated projects will be created for payment of funding. 

The web address to access the relevant RMS instance can be located on the RMS Information page. Use your email address and RMS password to login. If you don’t have a user account, contact members of your university’s research office. 

RMS is compatible with the latest versions of Google Chrome and Microsoft Edge. Compatibility with different browsers or older versions of Google Chrome and Microsoft Edge is not guaranteed.

Terminology

Grant Agreement means the agreement entered into by the Funding Entity and an Administering Organisation when an application proposal from that organisation is approved for funding. Accepting the Grant Agreement in RMS accepts the terms and conditions set out within the Agreement, it does not accept the Grant Offers made against it. 

Grant Offer means the offer of funding made against an individual project. Grant Offers are accepted on a project level and cannot be accepted until the overarching Grant Agreement has been accepted by a Research Office Signatory. 

Research Office (RO) Signatory

Grant Agreement and Grant Offers can be viewed by any user within your organisation with RO Staff access. However, to accept the Grant Agreement and Grant Offers, a user from your organisation, who has the authority to enter into an agreement with the Funding Entity, must be given RO Signatory access. Only a user with RO Signatory access in the relevant Funding Entity instance of RMS can accept the Grant Agreement and Grant Offers within RMS. 

Instructions

Accessing the Grant Agreement and Grant Offers 

  • Login to the relevant instance of RMS through the RMS Information page
  • Enter your email address and your password. Click on the login button. 
  • To review both the Grant Offers and Grant Agreement click on Grant Offers under the Announcement Management section of the RMS Action Centre. 

Figure 1 – Grant Offers link under Announcement Management

  • Use the available drop-down filters to display the relevant Grant Offers and Agreement.
  • All Grant Offers will be displayed with the associated Grant Agreement available through the Grant Agreement button to the right of the screen.

 

Figure 2 – Grant Offers screen within RMS

  • To download the Grant Agreement, select the Download Agreement button displayed.

  • Accepting the Grant Offer/s Navigate to the Grant Offers page within RMS.

Accepting the Grant Agreement

Once you have read the Grant Agreement and agree to the conditions set out within it, accept the Grant Agreement by clicking on the Accept button.

Figure 3 – Grant Agreement acceptance button

  • Upon clicking this button a confirmation message will appear. To accept the conditions outlined select the OK button
  • Accepting the Grant Offer/sNavigate to the Grant Offers page within RMS.

 

Figure 4 – Grant Offer Accept and Decline options

  • If you wish to view additional information on a given project, click on the Details button to open the Project Details screen for that project.
  • To accept the Grant Offer for all projects, click on the Mark all as Accepted button.
  • To accept the Grant Offer for a single project, select the Accept check box.
  • To decline the Grant Offer for a single project, select the Decline check box. When declining a project, you will be required to enter a justification.

NOTE: Grant Offers should only be declined if the project is not going to be accepted by any organisation. Projects that will immediately be transferred to another organisation should be accepted prior to submitting a Variation to the Grant Agreement.

  • Once all the check boxes have been selected, click on the Submit Selected button.
  • The Grant Agreement and Grant Offers will subsequently be executed by the Funding Entity and payments will be arranged.