IASys userguide - Wellcome Trust/DBT India Alliance

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India Alliance System (IASys) User Guide
The ‘IASys’ is the India Alliance’s online application submission system. It is mandatory for
applicants to submit their applications via IASys system. This user guide provides detailed
instructions on using the IASys. It includes description of various steps involved in the
application process and the stakeholders associated with it. Please follow the directions and
Illustrations for a better understanding of the IASys.
Roles on Application:
a) Lead Applicant
b) Fellowship Supervisor
c) Sponsor
d) External Sponsor(s)
e) Mentor
f) Collaborator(s)
Lead Applicant
As a Lead Applicant you are the primary individual responsible for filling, editing and completing an application. You are also responsible for selecting and
coordinating amongst sponsors, supervisors, external sponsors and collaborators (as applicable), to ensure that an application is submitted within the requested
deadline. The Lead applicant will complete their portions of the form, invite respective participatory roles on the application and finally submit the complete
application to the Fellowship Supervisor. The Fellowship Supervisor will perform the final step of approval, after which the application is received by the Office.
Instructions below cover:
Registration
Process for preliminary application
Process for full application
Selecting participants on a full application
Submission of a full application
Registration
Registration is a one-time process done at the time of accessing IASys for the first time, usually at the time of making a preliminary application. Only
registered users of the system can apply for grants.
Registration and Login
• You will use the email address you register with IASys to identify yourself to the system when logging in.
• The system will use this email address for all correspondence, so it is preferable to choose an address you use regularly.
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Wellcome Trust/ DBT India Alliance
Registration Details
Successful Registration
• Once you register, an email will be sent to you to allow you to confirm the registration and log in for the first time.
• Do not worry if you move to a new email address in the future – you can change your registered IASys email address if you need to.
• If you are a grant holder, or if you have previously contributed to an application or review, your email address may already be registered. The system will
detect this automatically and will invite you to log in without needing to re-register.
• The system allows you to store the answers to security questions to assist the secure retrieval of your password if you ever forget it.
Forgotten Password
• If you forget your password, you click the Forgotten Password? link on the Registration and Login Page, and ask for a replacement password to be sent
to
you by email.
• This replacement password gives temporary access to the system, during which time you will be asked to provide a new, permanent password.
Account Lock-Out
• Persistent use of an incorrect password will lock your account; this is to protect you from attempts to access your data by a third party. If this happens you
can request a new password via the ‘Forgotten password’ function.
Process for Preliminary Application
The first time you login using your email and password, you will see the IASys Welcome page. It is your starting point to create applications, or to update
your details. It is also where if awarded, as a grant holder, you can manage your award.
IASys Welcome
• Applicants must first complete their CVs in My Details section. The CVs are automatically mapped to an application form. Please note that you cannot
change details of your CV from within an application. If you wish to edit your CV while filling in your application you will have to exit the application and make
the changes via the “My Details” link.
CV Page under My Details
• You can create a new application from the link on the home page, or by clicking on the My Applications screen, which displays all grant applications, and
their statuses.
Creating New Application under My Applications
• All the grant rounds currently open are listed. The More info link returns a description of the grant round. Clicking Apply allows you to create an application
form.
Open Funding Rounds
• Clicking on Apply for the ECF round will take you to the Introduction page, describing the mandate, provisions and policies pertaining to the Early Career
Fellowship.
Fellowship Introduction
• The sections of the application form are listed as a menu down the left-hand side of the screen. Each section of this menu must be
completed.
• There is a
button at the bottom left of each page.
• You can move from page to page using the
and
buttons, or using the menu on the left-hand side.
• When you move from one page to other, the information entered on the previous page is saved automatically.
•
can be used to save your work before you log out of the system. This will save all the information entered till that point and take you back to
grant summary page.
• You can save and return to the application form as often as you like.
• The system will prevent your co-applicants accessing your application at the same time as you to avoid inadvertently making changes to the same part of the
application at the same time and overwriting each other’s work.
Completing Preliminary Application
• You must select a Sponsor by providing his/her email address and creating an invitation. This will send an email requesting them to provide an official
signed letter in support of your application. Fellowship supervisors can respond to this email with their letter of support. Alternatively, letter of support may be
sent through emails to [email protected].
Invitation for Sponsor
• You must select a Mentor by providing his/her email address and creating invitation. This will send an email requesting them to provide an official signed
letter in recommendation of your application directly to [email protected].
Invitation for Mentor
• You may also wish to add an External Sponsor to your application under Work Outside Host Institution.
Adding External Sponsor under Work Outside Host Institution
• IMPORTANT: The system does not notify the Applicant whether it has received a letter of recommendation/support from the respective secondary or tertiary
participants. In cases where the Office has not received the relevant letters by the submission deadline lead applicants will be notified.
• When the application form is complete it must be validated prior to submission. This will highlight any omissions in the form, and allow these omissions
to
be corrected.
Validation Summary
• Once fully validated, you may submit the preliminary application to the India Alliance. A confirmation email will be sent to you, the Lead Applicant, when
submission occurs.
• Once submitted to the IA, no further changes are possible on the application without the IA’s approval.
Managing an Application
If you select an application from the My Applications page you can manage it, as shown above.
The boxes on the Right enable you to:
• Edit the application on return visits
• View as a PDF. This creates a form with your latest edits for you to review or to create a paper copy. The watermark is cleared after a successful submission.
• Validate that your application is complete for submission.
• Submit for approval – this button is only available when validation has been successfully completed.
• Delete if you wish to. Note that this is an irreversible action; the application cannot be recovered after deletion.
The menu items on the Left allow to:
• Change History - shows the changes made to the application form, this can be useful for the review of changes made by participants.
• Journal- is a notepad function allowing participants to leave messages.
• Sign-off Status- reports on the progress of the sign-off process by Sponsor if applicable.
• On final submission:
• A grant application number is assigned to the application.
• The application automatically enters the process of competition.
Process for Full Application
• If you are invited to submit a full application, you will be sent an invitation email at the email ID specified in your preliminary application.
• This email will have a clickable link which will automatically take you to your portal and full application form on log in
Invitation email for full application
• The link on the invitation email will open up the Application summary page
The Initial Application summary page
• In case you need to make changes on your CV portion, please go to Home tab on the left panel. You can update your details, including your
professional
enter the “My
and academic CV. Note: you will not be able to make changes to your CV from within the application. You will have to exit the application and redetails” section to edit your CV.
• These details will now automatically appear on your application.
• The Edit button on the right panel will take you to your Application form.
• The sections of the application form are listed as a menu down the left-hand side of the screen. To complete the application all sections must be
completed.
Completing an Application
• There is a
button at the bottom left of each page.
• You can move from page to page using the
and
buttons, or using the menu on the left-hand side.
• When you move from one page to other, the information entered on the previous page is saved automatically.
•
can be used to save your work before you log out of the system. This will save all the information entered till that point and take you back to
grant summary page.
• You can save and return to the application form as often as you like.
• The system will prevent your co-applicants accessing your application at the same time as you. This stops applicants and co-applicants inadvertently making
changes to the same part of the application at the same time and overwriting each other’s work.
Selecting Participants on the Full Application
Fellowship Supervisor
• It is mandatory to choose a Fellowship Supervisor on your application since final submission of your application occurs only after their approval.
• As you have filled in Fellowship Supervisor’s details at the preliminary application stage, the IASys system will retain their information. So while adding
Fellowship supervisor on your full application, you can click Find Contact to prompt the system to list your Fellowship Supervisor’s contact details.
• Once you confirm that you wish to include them, a system generated email is sent to them with their login details. They can now view and edit your
application. They will also approve your full application for final submission to the IA.
• If a recommendation letter has been provided by them during preliminary application, the same can be used at this stage with their consent. If they wish to
send in a fresh letter of support, they can do so to [email protected] or in reply to their invitation email.
External Sponsor
• It is optional to choose an External Sponsor on your application depending on your requirement for work outside host institution.
• If you are opting for work out host institution on your full application, it becomes mandatory for the External Sponsor to confirm their participation.
• You have to provide the name of the institution, add travel duration and add External Sponsor in the work outside host institution section.
• As you may have filled in the External Sponsor’s details at the preliminary application stage, the IASys system will retain their information. So while adding
External Sponsor on your full application, you can click Find Contact to prompt the system to list their contact details.
• Once you confirm that you wish to include them, a system generated email is sent to them with login details. They can now view your application but will
not
reply
be able to edit it. They will also have to confirm their participation on your application and send a letter of support to [email protected] or in
to their invitation email.
Collaborator
• It is optional to choose a Collaborator on your application depending on your requirement.
• If you are choosing Collaborator on your full application, you will have to add their contact information in the Collaboration section.
• You may not find Collaborator contact information from the system and will have to click to add their details in the Collaborator section of the full application.
• Once you confirm that you wish to include them, a system generated email is sent to them. They can now view your application but will not be able to edit
it.
They will also have to confirm their participation on your application and send a letter of support to [email protected]
Sponsor
• It is mandatory to choose a sponsor on your application. However, this can be the same person as the Fellowship Supervisor.
• If the Sponsor is not same as the Fellowship supervisor, you will have to add their contact details in the Sponsor Details section of the form and create an
invitation.
• An invitation email is sent to them from the system. They will now have to send in a letter of support to [email protected]
• Sponsor will not be able to login to the portal and view or edit your application.
Mentor
• It is mandatory to choose a Mentor on your application who has known you for significant period of time and can provide a detailed letter of
recommendation
on your abilities.
• Please fill in their details in the Additional Recommendation section. An invitation email is sent to them by the system.
• They will have to send in a letter of support towards your full application at [email protected]
• Mentor will not be able to login to the portal and view or edit your application.
As you fill in the Fellowship Supervisor (mandatory)/External Sponsor (optional)/Collaborator (optional) information on your application
and send them invite emails, their roles and their confirmation status will appear on Application summary Page.
Application Summary Page showing Participants and Signatory Status
The boxes on the right allow you to:
• Edit the application on return visits
• View the application as a PDF. This creates a form with your latest edits for you to review or to create a paper copy. The watermark is cleared after a
successful submission.
• Validate that your application is complete for submission.
• Submit the application for approval – this button is only available when validation has been successfully completed.
• Delete the application if you wish to. Note that this is an irreversible action; the application cannot be recovered after deletion.
Submission of a Full Application
After successful validation, you may submit the application. This will automatically trigger an email to your Fellowship Supervisor alerting them that
your application is ready for their approval. Only upon successful validation, will the Fellowship supervisor be able to see the “Approve the application” box as
one of the options.
Submitting the Application
Status of the application will appear as Awaiting signatory approval on the My Applications page
Application Status
• If the Fellowship Supervisor approves the application, you along with all the rest of the participants (external sponsor/ collaborators etc) will be notified of the
successful submission to the India Alliance.
• On completion of the final approval:
• A grant application number is assigned to the application.
• The application automatically enters the process of competition.
• If a Fellowship Supervisor rejects the application you will be notified, along with any feedback the Fellowship Supervisor has supplied.
• The application can then be re-submitted; it will be returned to the Fellowship Supervisor who made the rejection and continues through the approval
process as before.
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Fellowship Supervisor
This is in whose laboratory the candidate intends to carry out the Fellowship project. You must have a contract of employment at the sponsoring host institution
in India and have a tenure beyond the duration of the proposed Fellowship. You should guarantee the candidate access to laboratory space and resources
required for the project; as well as provide relevant scientific guidance for the tenure of the Fellowship. This role is mandatory for the preliminary and the full
application.
Preliminary Application
If you have been added as a Fellowship Supervisor on an India Alliance Early Career Fellowship application, you will be informed of this through an email. You
are required to send a signed letter of recommendation/support as a reply to the email you received from us or
email it to [email protected] specifying the name of the applicant.
Full Application
As a Fellowship Supervisor on an India Alliance Early Career Fellowship application, you are required to do the following on IASys, our online application
system in order to complete your role on the application at the Full Application stage:
1. Confirm your willingness to participate in this capacity
2. Fill in Details on the application
3. Provide a Letter of support and
4. Approve
Please note that the steps 1 and 4 are mandatory and the system will not allow the application to be submitted otherwise. Steps 2 and 3 greatly help the
Committee to evaluate the application.
Please follow the detailed instructions below for each step:
1.Confirm your willingness by clicking on the link provided in the email.
a) Log into IASys by entering the log in details under Existing users (as shown below).
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If you already have an account with us, logging in using the link provided in the email will take you straight to the summary page of the application. Please
proceed to step 1c.
First time users can log in using the details provided in the follow up email. This will take you to the Basic Information page (as shown below),
where you are required to fill in details about yourself.
This is a one-time task and certain elements of your CV will be mapped to the main application.
From here on, you will be taken to the Home Page(as shown below) every time you log in.
b) Click on My Approvals (circled in red above) in the menu on the left hand side.
This page lists out all the applications on which you have a role to perform. Clicking on the grid for the application (circled in red above) will take you to the
summary page of the application (as shown below).
c) Click on the Confirm button in the box on the right hand side (circled in red below).
2. Fill Details on the application.
a) Confirming your role on the application will allow you to edit and/or view/printthe application. Click on the Edit button (circled in red below) in the box on the
right hand side of the summary page. This will take you to the application form from where you can view the different sections in the form.
b) There are five questions on the application that are to be completed by the Fellowship Supervisor. Select Fellowship Supervisor Details (circled in red below)
from the menu on the left hand side
c) Please answer the five required questions(as shown below). Responses on these questions greatly help the Committee to evaluate the application.
d) Click on Save and Close (available at the top of the page, as shown in the figure above or at the bottom of the page) to save the information and go
back to the summary page.
3. Letter of Support
If you have provided a signed letter of support at the preliminary application stage you do not have to resend the letter.
If you have not provided a signed letter of support, please do so at this stage. A signed letter provides assurance to the Committee that the letter is bonafide.
You can send the letter as a reply to the email you received from us or email it to
[email protected] specifying the name of the applicant.
Please note that if you have two roles on this application, one letter addressing both the roles will suffice. To understand the roles on this application please
visit: http://www.wellcomedbt.org/early-Career-Fellowships-Eligibility.html
4. Approve
a) When the applicant has completed all the sections of the application, they will submit it to you for approval. An Email alert will inform you that the application
is ready for your approval.
b) Upon receipt of this email please login to the system, this should automatically take you to the summary page of the application. Otherwise, you can go to
the summary page by clicking on the application from My Approvals page (which can be selected from the left hand menu on the home page as explained
in section 1b).
Here, you can View the application in its final form as the applicant has submitted it by clicking on the View/Print button (circled in red above).
c) Up on viewing the application, if you are satisfied, click on the Approve button (circled in red below) in the box on the right hand side. Please note that this
button will only be available, if and when the candidate has submitted the application for your approval.
Your approval will submit the application to the Office. Please note that as Fellowship Supervisor you are the sole signatory on the application. You will receive
an email confirming the submission. This will complete the application procedure both for you and the candidate.
d) However, up on viewing the application, if you are not satisfied with the application, you can return the application to the candidate by clicking on the Reject
button (circled in red below) in the box on the right hand side.
Once you click on reject, a pop up box appears (as shown below), where you can enter any comments to the candidate. Click on reject (circled below) in the
pop up box to complete the rejection. This triggers an email to the candidate with this information along with your comments.
This allows the candidate to edit the application again to incorporate any changes you have recommended and re-submit the application for your approval.
Please Follow Step 4 for Final approval and submission of the application to the office.
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Sponsor
This is an established researcher at the host institution; normally the head of department or director of the sponsoring host institution. You should:
a) be in a position to guarantee space and resources at the institution/ department for the duration of the grant;
b) hold a contract of employment that extends beyond the duration of proposed Fellowship;
c) sign up to the Grant Conditions & Policies.
This role is mandatory at the full application stage.
Preliminary Application
For Early Career Fellowship application, signed letter of support/recommendation from sponsor is not requested at the preliminary stage.
Full Application
At the full application stage it is mandatory to send signed letter of recommendation. You will receive an invitation email notification from
applicant regarding your role as a sponsor on the application (as shown below). Please send us a signed letter of recommendation on official letter head as a
reply to the email from us or email it directly to [email protected]
However, if you are also the Fellowship Supervisor on this application, only one letter addressing both the roles will suffice.
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External Sponsor: (if applicable)
This role is exclusively meant for the Early Career and Intermediate Fellowship schemes. This role is not mandatory for the application process. External
sponsor is included only when the Lead applicant intends to avail the work outside host institution option available with the Intermediate and ECF schemes.
Please note that the Lead applicant can choose multiple External sponsors.
If you are invited to participate as an External Sponsor on an India Alliance application, you will receive a notification email (as shown below).
As indicated in the email, following steps are essential to be the External Sponsor.
1. Confirm your participation as an External Sponsor by following the steps given below.
2. Provide a Letter of Support by attaching the document in response to the above email. Alternatively, a letter can be sent to the
[email protected].
Steps to confirm your participation as an External Sponsor:
If you click on the link provided in the email sent to you, you will be taken to the India Alliance System (IASys) login page (as below). Use your
login details to access your IASys account.
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Homepage:
Each individual registered with IASys has a unique and personalized homepage, through which all interactions with the online application process take place.
As an External Sponsor,you can view the applications pending for your confirmation under My Co-applications section on the homepage (as shown
below). As an External Sponsor you are not required to enter your CV details.
My Co-applications:
This section contains all the applications on which you have been chosen as an External Sponsor. If you are invited to participate in more than one application,
you can manage your applications in the My Co-application section
To view the application, click the grid placed against the details of the application (as shown above),which will take you to the summary page of the
application form (as shown below).
In order to approve the grant you must first confirm your participation. It can be done by clicking
as shown above.
As an External Sponsor you can only view the application form. External Sponsor’s Status can be followed on the Summary page.
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Mentor (Additional Recommendation)
Mentor would typically be an established researcher who has known the candidate for a significant period of time and can provide a detailed letter of
recommendation commenting on the candidate’s abilities.
They may be the candidate’s Thesis guide or Postdoctoral supervisor. In some cases, the External Sponsor and Mentor may be the same individual.
This role has been specifically created for the applicant to provide a letter of recommendation in addition to the letter provided by the Fellowship Supervisor;
therefore, the Mentor cannot be the Fellowship Supervisor.
It is mandatory to send signed letter of recommendation at the preliminary application stage itself. You will receive an invitation email
notification from us regarding your role as a Mentor in the application (as shown below). Please send the signed letter as a reply to the email from us or you
can send the letter directly to [email protected]
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Collaborator (if applicable)
This role is optional for the application process. Collaborators can be selected on all the Fellowship schemes. Please note that the Lead applicant can choose
multiple collaborators on the application.
If you are invited to participate as a Collaborator on the India Alliance application, you will receive a notification email (as shown below).
As indicated in the email, following steps are essential to be the Collaborator.
1. Confirm your participation as a Collaborator.
2.Provide a Letter of Support by attaching the document in response to the above email. Alternatively, a letter can be sent to
[email protected]
Steps to confirm your participation as a Collaborator:
If you click on the link provided in the email sent to you, you will be taken to the India Alliance System (IASys) login page (as below). Use your
login details to access your IASys account
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Homepage
Each individual registered with IASys has a unique and personalized homepage, through which all interactions with the online application process take place.
As a Collaborator, you can view the applications pending for your confirmation under My Co-applications section on the
homepage (as shown below). As a Collaborator, you are not required to enter your CV details.
My Co-applications
This section contains all the applications on which you have been chosen as a Collaborator/ External Sponsor. If you are invited to participate in more than one
application, you can manage your applications in the My Co-application section
To view the application, click the grid placed against the details of the application (as shown above),which will take you to the summary page of the
application form (as shown below).
In order to approve the grant you must first confirm your participation. It can be done by clicking
as shown above.
As a Collaborator, you can only view the application form. Collaborator's Status can be followed on the Summary page
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IASys userguide - Wellcome Trust/DBT India Alliance

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