Health Research Council of New Zealand
User Guide for HRC Gateway online application and contract
reporting procedures
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Contents
1.
HRC Gateway online portal .......................................................................................................... 4
1.2 Overview ......................................................................................................................................... 4
2.
Obtaining a login ........................................................................................................................... 6
2.2 New user ......................................................................................................................................... 6
2.3 Existing user ................................................................................................................................... 9
3.
Passwords ...................................................................................................................................... 9
3.2 Resetting or changing your current password.............................................................................. 9
3.3 Lost/Forgotten password .............................................................................................................. 9
4.
Profile ........................................................................................................................................... 11
4.2 View and update professional details......................................................................................... 11
4.3 View and update contact details ................................................................................................. 15
4.4 View and update postal address ................................................................................................. 16
4.5 Subscribe/Un-subscribe email newsletters ............................................................................... 17
The following screen is displayed for you to subscribe or un-subscribe to email newsletters. ... 17
5.
Home Page .................................................................................................................................. 18
5.2 My Tasks ....................................................................................................................................... 18
5.3 Messages ..................................................................................................................................... 18
5.4 View HRC rounds in progress ...................................................................................................... 19
6.
Applying for funding ................................................................................................................... 20
6.2 Timeline ........................................................................................................................................ 20
6.3 Getting started ............................................................................................................................. 20
6.4 Create new registration ............................................................................................................... 21
6.5 Viewing and tracking your application ........................................................................................ 30
6.7 Uploading documents .................................................................................................................. 31
6.8 Withdrawing your application ...................................................................................................... 33
6.9 Rebuttals ...................................................................................................................................... 34
6.10
7.
Outcomes ............................................................................................................................. 35
Completing contract reports ..................................................................................................... 36
7.2 Importing publications ................................................................................................................. 37
8.2 Report uploads ............................................................................................................................. 39
8.3 Report output descriptions .......................................................................................................... 39
8.4 Report Access options ................................................................................................................. 44
8.5 Help ............................................................................................................................................... 44
8.
Research office administration role ......................................................................................... 45
8.2 People ........................................................................................................................................... 45
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8.3 Tracking proposals ....................................................................................................................... 45
8.4 Submitting an application ........................................................................................................... 47
8.5 Reviewing Rebuttals .................................................................................................................... 49
8.6 Reviewing outcomes .................................................................................................................... 51
8.7 Contract Reports .......................................................................................................................... 52
8.8 Receiving email notifications ...................................................................................................... 54
8.9 Contract reporting ‘help’ video .................................................................................................... 55
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1. HRC Gateway online portal
1.2
Overview
The HRC online portal (HRC Gateway) at https://gateway.hrc.govt.nz is used for:
 applicant identification
 proposal registration
 uploading applications as PDF files (Expressions of Interest, Full Applications)
 tracking and providing feedback to researchers and research offices on the progress of
submitted proposals
 accessing peer reviewers’ reviews and submitting rebuttals
 confirming outcomes, in addition to the HRC’s normal paper processes
 updating users on important changes via a message board on the sign in screen or
home page
HRC Gateway users are:
 HRC staff
 research office administrators
 researchers who are funded by or who are wishing to apply for funding from the HRC
 HRC external reviewers
 assessing committee members
This guide aims to help users of HRC Gateway create a new account and keep their profile up to
date.
The portal is secured and protected with 128bit SSL encryption. Browsers need to be
compatible with:
 Internet Explorer Version 9 or higher
 Safari Version 5 or higher
 Firefox Version 4 or higher
 Chrome Version 11 or higher
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We recommend any recent web browser and a modern monitor for the best user experience.
If you are new to the system, you will need to create a user account for a sign in. See Section 2.2.
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2. Obtaining a login
2.2
New user
1. Navigate to https://gateway.hrc.govt.nz/. You will see the following screen.
2. Click on ‘Sign up for HRC Gateway’
3. Complete the following screen, then click ‘Submit sign up request’ at the bottom of the
screen to submit your new user account request. Your request may take up to two
days to process.
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Select your ‘Title’ from the drop-down list.
Enter your ‘First name’.
Enter your ‘Middle name’ (optional).
Enter your ‘Surname’.
Enter your ‘Legal name’ (if different).
Select your ‘Organisation’ from the drop-down list (this shows organisations currently
recognised by the HRC).
NOTE:
If your host organisation does not appear and you are an independent researcher, select
the ‘Independent researcher (HRC to administer)’ option in the drop-down list.
If you are a new organisation, select the ’Independent researcher (HRC to administer)’
option in the drop-down list and please contact the HRC to start a due diligence check.
If you are an international investigator, select the ‘Individual’ option.
If you are unsure what to select, register as a user using the ’Independent researcher
(HRC to administer)’ option in the drop-down list and contact the HRC afterwards for
clarification.
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Select your ‘Discipline’ from the drop-down list.
Enter or select your ‘Fields of research’. The drop-down list will appear when you start
typing.
If you wish to nominate yourself on an SAC committee, tick the box
Enter ‘Previous employer’ (if applicable).
Click on ‘male’ or ‘female’.
Enter ‘Primary contact details’. These details are required for mailing and contacting
you.
To subscribe to HRC email newsletters, click on the newsletter button.
To complete your HRC Gateway sign-up, click on the ‘Submit sign up request’ button. A
message will appear on your screen confirming that we have received your user account
request. It may take up to two days for the sign-up approval process to be completed.
Once the approval process is complete, a confirmation email will be sent to the email address
that you entered with your password. Check your junk mail box/spam folder if you do not
receive this message.
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Once you sign in to the HRC Gateway you will be prompted to change this password to one of
your choice. Passwords must be at least six characters long. We recommend that you choose a
combination of numerical digits and characters.
2.3
Existing user
An existing HRC Gateway user is someone who:
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has used EASY as a first-named investigator, named investigator or research office
administrator at some point between 2008 and the present day. If you last used EASY
before 2008, you will need to sign up to HRC Gateway.
has been sent an email with a sign in user name and temporary password to reset when
you first login
has previously signed up through ‘Sign up for HRC Gateway’ and received a sign in user
name and temporary password.
Sign in to HRC Gateway by entering https://gateway.hrc.govt.nz into your web browser.
3. Passwords
3.2
Resetting or changing your current password
Click on the ‘Profile & Settings’ tab at the top of your screen. You will be taken to the ’HRC
Gateway settings’ tab. Click on ‘Change’ and enter your new password.
3.3
Lost/Forgotten password
If you have forgotten your password, click on ‘Lost/forgot password?’
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You will be asked for your email address. This must to be same email address that you have
listed in your user profile.
A password reset request email will be sent to the email address provided containing a
link for you to click on. This link is valid for two days. Once you click on the link, you will
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be prompted to set a password of your choice. Passwords must be at least six characters
long. We recommend that you choose a combination of numerical digits and characters.
4. Profile
4.2
View and update professional details
To make changes to your profile click on ‘Profile & Setting’ or ‘View/update full profile’.
To subscribe or unsubscribe for email newsletters, click on ‘Newsletter’ tab on profile and select
type of newsletter.
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This will take you to the following screen. To change your professional details, contact details or
postal address click on the tabs displayed on the following screen.
This screen allows you to update your professional details, host details, and fields of research.
Click on the ‘Update’ button to make a change. Changes to your professional details may take up
to two working days to take effect.
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The following screen will be displayed to update professional details. When finished, click on
‘Request change’ button. The following fields are:
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Title – required
First name – required
Middle name – optional
Surname – required
Gender – required
Discipline – required
Fields of research – required
Science assessing committee - optional
The following screen will be displayed to update your fields of research. When finished, click on
the ‘Request change’ button. To add a field of research, place your cursor in the box and start
typing. A list will form for you to select and add to your profile. You can delete a field of research
from your profile by clicking remove.
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If you wish to be nominated for a Science assessing committee, click on the update button and click
on ‘Save’
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4.3
View and update contact details
To view or make changes to your contact details, click on the ‘Contact details’ tab.
This screen allows you to view and update your primary and secondary contact details. Click on
the ‘Update’ button to make a change. Changes to your contact details may take up to two days
to take effect.
Enter and change your primary contact details as shown in the following example. When
finished, click on the ‘Request change’ button.
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4.4
View and update postal address
Your current primary address is displayed on this screen. To make a change to your primary
address, click on the contact the HRC by email to have this corrected.
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4.5
Subscribe/Un-subscribe email newsletters
The following screen is displayed for you to subscribe or un-subscribe to email newsletters.
Click on ‘Profile & Settings’ and click on ‘Newsletter’ tab.
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5. Home Page
5.2
My Tasks
Once signed in you will see the following screen. It is important that you check for any new
messages or updates on the home page by clicking on the ‘Messages’ tab. On the home page,
under ‘My tasks’, you can view or click on an application link to go to details of your application
(Registration, Expression of Interest, Full Application). You can also view your applications by
clicking on the ‘Application’ tab. Your profile summary can be viewed or updated by clicking on
the ‘View/update full profile’ link.
5.3
Messages
All messages relating to round processing are displayed here.
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5.4
View HRC rounds in progress
This screen displays all the current rounds with timeline and status information. The status field
shows at what stage the application is at. If the round is opening for registrations and
Expression of Interest submissions combined, the date and time will be the same.
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6. Applying for funding
6.2
Timeline
To view the timeline of any round, click on the ‘Home’ tab followed by the ‘HRC rounds in
progress’ tab. All rounds will be displayed with dates for each stage of the process, depending
on whether it is a one or two-stage process.
6.3
Getting started
After logging on the following screen is displayed. To apply for funding, click on the
‘Applications’ tab followed by ‘Create new application’.
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6.4
Create new registration
The next screen displays a list of current rounds that can be applied for. Click on the round or
investment stream that you want to apply for. Click on the ‘Apply’ tab to start your registration
process.
Enter your ‘Research title’ then click on the ‘Save & Continue’ button. If you have listed more
than one host institution in your user account profile, you will be given an option to choose the
host for this application. Make sure you select the correct host so it appears on your research
office list for checking and submitting to the HRC.
Please note that throughout these steps, and elsewhere in HRC Gateway, it is always possible to
change your mind or abandon any work by clicking on ‘Cancel’.
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After you click on ‘Save and continue’, you will be taken to the following screen where you
can complete and submit the registration to your research office. To see registration
information click on ‘Show Registration Information’ or click on ‘Show all information’ to
display information on future stages. i.e. EOI or FILL
NOTE: If you are an independent researcher you will be ask to enter your host organisation
details.
To complete your registration, update the ‘First named investigator’ section, the ‘Application
details’ section, and the ‘Other named investigators’ section, if applicable.
First named investigator - Click on the ‘Update’ button to enter:
 Department
 Ethnicity (optional)
 Gender
 Clinician
 Practising
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Application details – Click on the ‘Update’ button to enter details. The information required for
‘Application details’ differs from round to round. In some rounds, certain details do not need to
be completed until a later stage. The required details are highlighted in orange.
Note: if a field does not need to be completed until a later stage (e.g., at Full Application stage),
there will be a blank space next to that particular field at the earlier stages – the
button will not appear until the later stage, at which point information can be entered.
An example of a two stage project is shown.
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Research office – Your current research office is displayed. If your
organisation has more than one research office it will be displayed in the
drop down box for selection. This information is important for your research
office administrators who track and manage your application.
Enter the research title (Limited to 80 characters)
Select your discipline from the drop-down box
Select your type of research from the drop-down box
Enter your lay summary (Maximum: 150 words)
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Other named investigators – Click on the ‘Update’ button to enter details. All named
investigators must have an account profile on HRC Gateway before they can be added to an
application. There are three ways that you can find a person’s profile:
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HRC Id – this is an internally generated number that displays on a person’s profile
Email – search by email address
First name, Surname
The following is an example of what will appear with a possible match.
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If no match is found, contact your named investigator and ask them to sign up for HRC Gateway.
After selecting your named investigator, the following screen is returned. Enter in all details and
click ‘Save’. Select from the drop-down box what access rights the named investigator will have
for this application:
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View only
View & Edit – This gives the same rights as a first named investigator.
Any named investigator can be removed or updated by clicking on the ‘Remove/Update’ button
on the application screen.
Research Classification:
If required, the research classification will be set as a required field
will be displayed.
. The following screen
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Click on each of the ‘Update’ buttons to complete.
To complete ‘Field of research codes’ select first 2 digits from each of the dropdown boxes and add
weighting. The total of all weights must add up to 100%.
To complete ‘Socioeconomic objective codes’ select first 2 digits from each of the dropdown boxes
and add weighting. The total of all weights must add up to 100%.
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Complete your keywords by typing and selecting from the dropdown list. Click on ’add’ to include in
your list. There is no set limit as to how many keywords can be entered.
Describe your economic benefits that may arise from the research, or state if the economic returns
will accrue from Health benefits. If no direct benefits are anticipated, please state this.
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Select health issue classification and mapping category classification from the dropdown list.
Objectives & Milestones:
If required, the objective and mile stones will be set as a required field
screen will be displayed.
. The following
Click on each of the ‘Update’ buttons to complete.
To complete ‘Objectives’ enter up to 6 objectives and click on ‘save’.
To add a ‘Milestone’ select the year that the milestone applies to and select objective that applies to
milestone. You will need to have added your objectives before adding milestones. To complete, click
on ‘save’.
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Once all sections are completed, you are returned to the application registration screen. You
then need to click on ‘Submit to Research Office’.
When ‘Submit to Research Office’ is clicked, HRC Gateway will check that all required
information has been provided. If not, you will be asked to provide missing information.
Otherwise, you can click on ‘Submit to Research Office’ to complete this part of the submission.
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6.5
Viewing and tracking your application
Your applications can be viewed on the ‘Home’ tab or ‘Application’ tab. If your application
appears on this page, you have a task to complete.
Home page:
Applications page: Your applications will be displayed in one of two sections:
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Applications as a “First named investigator”
Applications as “Other named Investigator”
Your applications can be viewed and edited from this screen.
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6.7
Uploading documents
Listed applications with work to complete can be found on the ‘My tasks’ tab. Click on the blue
text to open your application.
The following screen will open to upload your pdf document. Click on the ‘Upload’ button,
choose your file from your computer, and upload by clicking on ‘Upload’ button. HRC Gateway
will not accept files of the wrong file type. If you get an error message, this is the most likely
problem. If you have selected an acceptable file, you will be returned to the below screen to
submit to your research office using the ‘Submit to Research Office’ button. An application will
be created from the information you have already supplied with your Expression of Interest or
Full Application document. It will be available for you to download after it is submitted to the
HRC. Note that file names are allocated by HRC Gateway.
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Note: Some HRC rounds may require additional information to be added in the ‘Registration’
tab, at the Expression of Interest stage and/or at the Full Application stage. These are
highlighted in orange.
Uploading CV
CV’s maybe required at EOI or FULL stage. If the orange button
required to upload a pdf of your CV or you’re Named Investigators.
is displayed, you are
To view uploaded CV’s, open application and click on ‘Investigator’ tab.
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6.8
Withdrawing your application
A withdrawal of an application can be at any Expression of Interest or Full application stage of
the round process. Click on the application to open it and then click on the ‘Withdraw’ button.
When an application has been withdrawn, you will still be able to view the application in the
‘Applications’ tab.
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6.9
Rebuttals
When the date for rebuttals are set, your application on the ‘My tasks’ screen will alert you with
a message in blue: ‘Complete rebuttal and submit to HRC by: date required’.
Click on the message to go to the rebuttal screen. When the date for rebuttals are set a message
will display on the screen. To start your rebuttal and download peer review reports, click on
peer review documents and rebuttal template. Once complete, upload your rebuttal word
document (.docx) via the ‘Upload’ button. The document can be uploaded more than once up
until the rebuttal close date.
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6.10
Outcomes
At the end of a funding round, view the outcome for your applications by clicking on the
‘Applications’ tab, then selecting your application. The outcome screen will be displayed.
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7. Completing contract reports
After signing into Gateway, click on the ‘Contract reports’ tab.
The following screen displays your current reports as a first named investigator and any contract
reports that you are listed as a named investigator. All contract reports indicate whether you have
view or edit rights. Edit rights are granted by the first named investigator. Refer to Section 7.4 for
further information. Your progress or deliverable reports will be displayed by numbered report,
your contract report status and when your report is due. You will be sent an email reminder at
least 30 days prior to the report due date.
The screen will display contract reports and what the current contract report status is:
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Draft – With researcher to complete
At RO – Currently with research office awaiting sign off
At HRC – Currently at HRC awaiting sign off
Completed – signed off
To open contract report, click on ‘View / edit’ button. This will display details about the contract and
where you will start to update contract report.
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The following screen is where you will start your report updates. All mandatory fields will be
highlighted with an orange button
. To open each question, click on the ‘Update’ button.
At the completion of your update, click on the blue button ‘Submit to RO’ This will be reviewed by
research office and sent to the HRC. At any time during this process you can review a copy of your
report, click on ‘Download draft report’ button.
7.2
Importing publications
This feature is currently setup to import citations for your journal articles that are recorded in the
PubMed database.
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Enter your PubMed reference number(s) or select by researcher name or followed search button.
The following screen is return from search where you can select entries and import.
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8.2
Report uploads
To upload your ‘Deliverable report’ click on the ‘Report Uploads’ tab.
8.3
Report output descriptions
The following table describes a description for each output category.
What have you, or your team produced, or contributed to producing, through this research contract?
New or Upgraded Technologies, Tools and
Devices
New or Repurposed Drug/Biologics
New or upgraded technologies, tools and devices
developed during the research undertaken for this
contract. Examples include: databases, application
software, pacemakers, CT scanners, electronic
records, telemedicine, blood banks.
New or repurposed drug/biologicals developed
during the research undertaken for this contract.
Examples include: Drugs such as aspirin, betablockers, statins and Biologics such as vaccines,
blood products, biomarkers, proteins, cellular or
gene therapies.
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New or Improved Health Care Delivery
New or Improved Public Health
Interventions
New or Updated Policy/Guidelines
New or Updated Clinical Guidelines
Training/Education Materials
Research Materials/Tools or Methods
Advisory/Consultation Services
New or improved approaches to health care
delivery. These can range from new
organisational/management systems, to new
medical or surgical procedures (including
counselling). Examples include: health care delivery
strategies, models of care, improvements to health
services, clinical decision making tools, new
treatments (e.g. a new counselling tool).
New or improved approaches to preventing disease
or promoting health developed during the research
undertaken for this contract. Examples include:
screening programmes, immunisation programmes,
interventions to promote safer behaviour or
healthier choices, and environmental interventions
(e.g. house insulation).
New or updated policy/guidelines. Contributions
can range from presenting research findings to a
policy/guidelines development team, making a
submission in response to a draft policy/guidelines,
being a member of a team developing a
policy/guidelines, or evaluating existing
policies/guidelines. Contributions should be
derived, at least in part, from the research
undertaken during this contract. Any contributions
to Clinical Guidelines should be provided in the
section: New or Updated Clinical Guidelines
New or updated clinical/medical guidelines
(including Cochrane reviews). Contributions can
range from providing evidence to assist guideline
authors to producing a review/guidelines.
Contributions should be derived, at least in part,
from the research undertaken during this contract.
New or updated training/education materials (e.g.
workbooks) or technology (e.g. multimedia)
developed to support the training of health
professionals or others. The research undertaken
for this contract should have a direct link to the
content of the training/education materials. Please
do not include training/education materials
developed as part of a lectureship role or for
training research staff for this contract.
New or improved research materials/tools or
approaches developed during the research
undertaken for this contract. Examples include: new
models/paradigms, animal models, surveys and
questionnaires, quantitative or qualitative analysis
techniques, assays, cell lines.
Provision of advice/knowledge on health-based
issues. The information provided should have a
direct link to the research undertaken for this
contract. Advice/consultation services specifically
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Creative Works
related to policy/guidelines development or new or
updated clinical guidelines should be included under
those sections.
Any creative materials including artwork, literature,
audio-visual materials and music that have been
developed through the research undertaken during
this contract.
How have you, or your team, shared the knowledge gained through this research?
Peer-Reviewed Publication
Non-peer Reviewed Publication
Conference/Hui/Fono Presentation
Non-Conference Lecture or Presentation
Meeting/Workshop/Wānanga/Fono
Original research articles describing the research
undertaken for this contract that have been
subjected to evaluation through a peer-review
process. Please only provide articles that have
either been published or are currently in press
(articles that have been accepted for publication but
which have not been formally published).
Any publications describing the research
undertaken for this contract that have not been
peer-reviewed. Examples include articles, blogs,
newsletters, commissioned reports, and technical
reports. Please only provide articles that have either
been published or are currently in press (articles
that have been accepted for publication but which
have not been formally published).
Presentations describing the research undertaken
for this contract. Conferences might be described as
a hui, congress, symposia, summit, meeting or
conference. HRC considers a conference to be a
gathering with a formal agenda and set speakers
who present original (often peer-reviewed)
research.
Presentations describing the research undertaken
for this contract in settings that do not meet the
criteria for a conference presentation. Examples
include presentations to: general public, charities,
community groups, interest groups, medical
professionals, or informal presentations to other
researchers (such as invited lectures when visiting
another research institution or presenting in a
lecture series). Please do not include lectures or
presentations at university courses, such as
presented to Class 101.2 – social psychology.
A gathering to discuss a particular issue, or set of
issues, from which a series of decisions or
agreement on actions arise. The topics discussed
during the meeting should have a direct link to the
research undertaken for this contract. Invited
presentations to a meeting – e.g. presenting
research results to an organisation’s management
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Providing Training
Media
Social Media
team should be included under non-conference
lecture or presentation.
Any training activities arising from the research
undertaken for this contract. Examples include:
training health professionals on a newly developed
approach/technique, training other researchers on
a newly developed research method. Do not provide
information related to training research staff to
undertake the work on this contract (e.g. briefing
interviewers).
Any media coverage, national or international, that
the for research undertaken this contract has
received in the media (including media releases).
Any social media coverage, national or
international, that the research undertaken for this
contract has received. Examples include: Twitter,
Facebook, YouTube, and Instagram.
What linkages and connections have you, and your team, forged through this research?
Researcher Collaborations
Health System End User Collaborations
Commercial End User Collaborations
Research collaborators are individuals who make a
contribution to the research supported by this
contract (including sharing research expertise,
data, equipment or infrastructure). They may
become involved either at the inception of the
research or throughout its duration. Note: research
collaborators include all named investigators and
key personnel who are not employed by the Host
Institution for this contract.
Health system collaborators are individuals working
for health services organisations who are involved
in undertaking the research supported by this
contract and who intend to use the outputs or
research findings to help design and develop
products, processes, policies or practices to improve
health services. Note: research collaborators include
all named investigators and key personnel who are
not employed by the Host Institution for this
contract.
Commercial collaborators are individuals working
for commercial organisations who are involved in
undertaking the research supported by this
contract and who intend to use the outputs or
research findings to help design products and
services to be made available commercially. Note:
research collaborators include all named
investigators and key personnel who are not
employed by the Host Institution for this contract.
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Community Collaboration
Community collaborators are individuals, or
community groups, who are involved in
undertaking the research supported by this
contract and who intend to intend to use the
outputs or research findings to make a difference
in their community. Note: community collaborators
include all named investigators and key personnel
who are not employed by the Host Institution for
this contract.
What individual achievements have you, or your team members, attained through this research?
Award/Fellow/Scholarship/Fellowship
Editorial Position
Honorary Position
Advisory Position
Organisation Membership
Committee Membership
Awards include research medals, awards for
publications or scholarships/fellowships, and being
created a Fellow of a society. Research funding
(including travel grants) are not considered awards
in this context. Please do not provide information
related to job performance, e.g. PBRF ratings.
Formal position providing editorial services to a
research or health-related publication.
An unpaid appointment to an organisation where
the appointment has been made in recognition of
the accomplishments and contributions of the
researcher.
A paid or unpaid position appointment to an
organisation to provide advisory services in a
research or health field.
Membership of a research or health focused
organisation, typically a society or trust (e.g. the
Royal Society of New Zealand). Note: Please do not
include the organisation that is your employer.
Membership of a research or health focused
committee (e.g. the HRC Biomedical Research
Committee). Note: Please do not include
departmental or faculty committees.
How have you contributed to developing the health research workforce through this research?
Post-Graduate Position
Post-Doctoral Position
Masters or Doctoral student undertaking work
related to this contract.
Post-Doctoral position undertaking work related to
this contract.
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8.4
Report Access options
Once you have opened your report, click on the ‘Report Access’ Tab. The following screen will be
displayed.
Click on ‘Change to View & edit’ button to alter access. Each click changes from ‘Change to View &
edit’ to ‘Change to View only’
8.5
Help
To access the help, click on the ‘Contract reports’ tab followed by the ‘help’ button on the top right
hand side of the screen. This will show you how to complete a contract report and allow you to send
an email, should you require.
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8. Research office administration role
At the top of the screen after logging on is a tab called ‘My RO’. The purpose of this tab is to
allow you to see people and applications in other research offices for your organisation. The
default setting when signing in will show people and applications for your research office. If you
wish to view applications in another research office at your organisation, click on ‘My RO’ to
show those applications for the whole organisation.
8.2
People
To view a list of people attached to your organisation, click on ‘People’.
Your role as a research office administrator allows you to:
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8.3
reset passwords
update details to title, first name and surname
delete people who are no longer in your organisation
Tracking proposals
To view a list of applications click on the ‘Applications’ tab. This directs you to the ‘RO overview’
and displays the applications in buckets for each stage of a process. From this screen you have
an option to select applications by round from the drop-down box or by stage: ‘Registrations’,
‘Expression of Interest’, ‘Full Applications’ or ‘Rebuttals’. To show withdrawn/deleted
applications on the screen, click on ‘Show deleted & Hidden applications’ tab.
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Clicking on one of the buckets will give you the same view as selecting the ‘Applications’ tab.
You can filter applications by round, investment stream and status of application, i.e.
registration draft or Expression of Interest at research office. Create a list of your
registrations/applications by clicking on the ‘Export to spreadsheet’ button.
To view details of an application, click on the application in the grid line. The window will open
the application at its current stage. Click on the tabs to view previous stages.
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The example below shows the application is at the ‘Registration’ stage and is registered.
8.4
Submitting an application
Once your selected application is open, the following screen displays the registration data or pdf
document uploaded (dependent on stage) that you can approve and ‘Submit to the HRC’ or
‘Send back to applicant’. You will be prompted to enter an explanation of why the application is
being returned. Research office administrators have access to update applications up until they
have been submitted to the HRC. The HRC Reference ID number will be assigned after
submitting your application registration to the HRC. Use this reference number on your
application form and in all correspondence.
Once an application (Expression of Interest or Full Application stage) has been ‘Submitted to
RO’ by applicants, RO administrators can review pdf document uploads and submit to the HRC.
Click on either ‘Expression of Interest’ or ‘Full Applications’ to open a list of applications.
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Click on an application to open and view uploads.
Click on the link to open/save your uploaded pdf application. An application (Registration and
uploaded document) will be created from the information you have already supplied, merged
with your Full Application proposal document. You will be able to download it after it is
submitted to the HRC. Click on either ‘Submit to HRC’ or ‘Send back to applicant’ for further
editing. Research office administrators have rights to edit and upload documents.
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8.5
Reviewing Rebuttals
Once the rebuttal date opens, the applicant can download peer review reports, download the
rebuttal template, and upload a completed rebuttal word document. The ‘Rebuttals’ tab will be
highlighted when the rebuttal timeline opens. To review rebuttals, click on the ‘Rebuttal’ tab.
Your rebuttals will be displayed in buckets and can be filtered by round from the drop-down
box. When an applicant has uploaded a rebuttal word (.docx) document, the rebuttal will show
in the ‘Complete’ bucket. Click on the bucket to display a list of applications and select by
clicking on ‘Applications’.
From here you can view registration and Full/Expression of Interest application data and open
peer reviews and uploaded rebuttals. You can also withdraw this application by clicking on the
‘Withdraw’ button. Click on the ‘Rebuttal closes’ drop-down to view the timeline. Research office
administrators have rights to edit and upload rebuttal documents.
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8.6
Reviewing outcomes
To view outcomes for applications, click on the ‘Applications’ tab followed by the ‘RO outcomes’
button. The following selection options are available:
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search by round/s
search by HRC Ref ID, name or title
export data to an Excel spreadsheet
Click on ‘Application’ in the grid to open an outcome.
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8.7
Contract Reports
After you have signed on to HRC Gateway, your tabs at the top of the screen will display the
following:
Click on ‘RO contract reports’ and the following ‘My contract reports’ will display your contract
reports for your organisation. This screen defaults to contract reports at research office (‘At RO’).
To filter reports, click on the dropdown box ‘Report or upload status’.
Once your selected contract report is open, the following screen displays the updated contents
of the report that you can approve and ‘Submit to the HRC’, ‘Send back to researcher’ or
‘Download draft report’. If being returned to researcher, you will be prompted to enter an
explanation of why the contract report is being returned. Research office administrators have
access to update ‘Host comments’ section of report prior to submitting to the HRC. Your report
will have a ‘draft’ watermark across the page. This will be removed when accepted as complete
by the HRC.
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The report access screen displays what access has been given to Research office and Named
investigators. This access is granted by the first named investigator on their ‘Report Access’
screen. If access is ‘view only’ you will need to return the contract back to the researcher to
update report access or ask researcher for edit rights.
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To return the contract back to the researcher, click on tab and enter an explanation for
researcher. The following screen will be displayed.
8.8
Receiving email notifications
If you wish to receive email notification when applications or contract reports are submitted to your
research office, click on your ‘Profile & settings’ tab followed by update button.
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The following screen will be displayed.
8.9
Contract reporting ‘help’ video
To access the help, click on the ‘Contract reports’ tab followed by the ‘help’ button on the top right
hand side of the screen. You may also send us an email for further help.
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