Guidance fr Submitting an applicatin r Nminatin in AAS Ishang Online System Histry f changes Versin Date Changes 1 Nv 2016 Current versin Pushing the centre f gravity t Africa 1
Table f Cntents 1 General infrmatin...- 3-2 Accunt registratin in AAS Ishang Online System... - 3-3 AASIshang Online System hme page... - 4-3.1 Starting an nline applicatin... - 5-3.2 Submitting yur nline applicatin/nminatin...- 5-4 Instructins n cmpleting the nline frm... - 6-4.1 Research Prpsal... - 7-4.2 Validatin & Submissin Prcess...- 7-5 Cntact infrmatin... - 9-6 Persnal data prtectin...- 9-2
1 General infrmatin Please ensure that yu read the call text carefully prir t submissin f yur applicatin r nminatin and make sure that yu have prvided all necessary infrmatin. Incmplete applicatins may nt be accepted. Applicatins shuld be submitted via AAS Ishang Online System by the deadline indicated n the call. AAS-AESA calls will nt allw submissin f an applicatin after the specified deadline and s yu are advised t submit yur applicatin as early as pssible t avid any last minute technical prblems. Late applicatins cannt be accepted. 2 Accunt registratin n AAS Ishang Online System Befre starting the nline applicatin, applicants need t be registered n ur AAS Ishang Online System. T register please visit ur nline AAS Ishang Online System. If an applicant is nt registered, g t New Users sectin and click the Register buttn and fllw the instructins t cmplete the registratin prcess. If an applicant is already a registered user, g t Existing Users and cntinue with the applicatin prcess. See example in Fig 1 belw: Fig1: Example f AAS nline System Registratin Yu may find the fllwing ntes useful: Yur username is yur email address After registratin, an email will be sent t yu t cnfirm yur registratin and lgin details The nline system will use yur email address fr all crrespndence s please register under an email that yu use regularly and ensure t keep yur details up t date. D nt create multiple registratins using different emails Shuld yu need t change yur email address and/r any ther details, yu can d this nes yu lg in t yur AAS Ishang Online Accunt under Manage my Details If yu have an existing user accunt the system will autmatically detect it when yu enter yur username and yu will be invited t lg in The system allws yu t stre the answers t security questins t assist the secure retrieval f yur passwrd shuld yu frget it Shuld yu frget yur passwrd; the system will assist yu t recver yur passwrd by 3
answering the security questins yu stred when yu registered the first time. Please click the Frgtten Passwrd? link n the Registratin and Lgin Page, and a temprary passwrd will be sent t yur email address. After lgin with the temprary passwrd, the system will request a passwrd f yur chice (which will becme yur permanent passwrd). Please add aas-admin@ccgranttracker.c.uk mail address t yur email cntacts t avid emails frm AAS Ishang Online System ending up in yur spam/junk flder. Alternatively, please check regularly yur spam/junk flder as sme users servers redirect the AAS Ishang Online System emails t the spam flder Fr mre infrmatin n using the AAS Online Ishang System, please see the System Help guidelines n the registratin page. 3 AAS Ishang Online System hme page On cmpletin f yur registratin, yu will be directed t yur user Hme page. The Hme page is yur starting pint t submit yur applicatins r nminatins, t update yur details (including yur prfessinal and academic Curriculum Vitae), t manage yur grants/applicatins/nminatins r participate as an expert reviewer and manage yur reviews. Befre starting an applicatin, please ensure yu have cmpleted yur prfessinal details (name, surname, emplying institutin, gender, etc.) in My Details sectin as this infrmatin is used t autmatically ppulate sectins in the nline frm that yu will submit. Use the menu n the left hand side f the page t navigate thrugh different functins in the nline system (Figure 2). Fig 2.Example f the Hme Page sectin 4
3.1 Starting an nline applicatin T submit an applicatin t an pen Call, please click n the New Applicatin. Yu will be directed t the New Applicatins page which lists the AAS Calls fr that are pen and accepting applicatins. Click the Mre inf link t get further infrmatin n the call yu intend t apply. Click Apply when ready t start the submissin f yur applicatin. (Figure3). Figure 3. Example f Current Grant Opprtunities page 3.2 Submitting yur nline applicatin When preparing yur nline applicatin, please click Next t g t the next sectin f the nline applicatin frm (available at the tp and bttm f the screen page) r, g directly t anther sectin by clicking n the link t the required sectin using the menu n the left hand side f the page (Figure 4) Figure 4: Example verview f nline applicatin menu page 5
AAS Ishang Online System allws yu t cmplete yur nline applicatin ver time. T cmplete yur nline applicatin at a later time, click Save and Clse. AAS Ishang Online System has an autsave functin, hwever, befre yu lg ut yu shuld always click Save and Clse. After successfully cmpletin f each sectin f the nline frm, the questin mark symbl hand side f the menu will becme a green tick symbl alerting yu that certain mandatry fields in the applicatin are incmplete. fr the sectin n the left ; therwise, it will be displayed with a red crss This icn prvides a ntes field t assist yu in tracking yur prgress in cmpleting yur applicatin frm. Click n the icn t add yur cmments r reminders in each sectin f the frm. This icn cntains instructins specific t each questin in the applicatin. This icn indicates a mandatry field. The field has t be cmpleted prir t submissin f the applicatin frm. Yu will nt be able t submit the applicatin unless yu have cmpleted all mandatry fields. T view a summary f yur applicatin, please pen r print the pdf cpy f yur applicatin. T d this g t the Details link n the tp left f the screen Befre accepting the submissin f yur applicatin, AAS Ishang Online System carries ut an autmated validatin check t ensure cmpleteness f each sectin and field in the applicatin. The validatin check will highlight if any mandatry fields f the applicatin frm are left uncmpleted. The validatin check des nt cnstitute the admissibility and/r eligibility check and cannt guarantee that the cntents f the applicatin and any upladed files are in line with the requirements f the Call fr Prpsals. Applicatin submissin is nt cmplete until the validatin check has been cmpleted successfully. Upn successful submissin f yur nline applicatin, a cnfirmatin email will be sent t yu thrugh the AAS Online Ishang Online System (please check yur spam/junk flder in case yu d nt receive the cnfirmatin email). If yu have nt received a cnfirmatin email, then yur applicatin has nt been submitted and yu shuld repeat the validatin and submissin prcedure. Once the applicatin has been submitted, yu will nt be able t retrieve and edit the applicatin. If yu ntice an errr in yur submitted applicatin, it is pssible t change this befre the applicatin deadline. Please nte that it is nt pssible t make changes t a submitted applicatin after the applicatin deadline has passed. Fr changes befre the deadline, please submit a new applicatin via AAS Ishang Online System. The new applicatin must be submitted by the deadline. In the event that an applicant submits ne applicatin several times, nly the latest versin f the submitted applicatin received befre the deadline will be prcessed by AAS. The earlier versins f the submitted applicatin will be discarded. Yu may als email applicatins@aasciences.ac.ke t request yur applicatin t be returned t yu befre the deadline. Hwever nte that yu can submit mre than ne applicatin/nminatin (if yu are submitting fr varius Schemes) 4 Instructins n cmpleting the nline frm Please check the published Call Text t ensure that yu understand the scpe and requirements f the Call befre yu start yur applicatin/nminatin. Please refer t the nline applicatin frm fr detailed instructins n hw t fill the applicatin infrmatin. The nline applicatin frm may include call-specific questins. These must be cmpleted as part f the applicatin frm. (Refer t sample belw f nline sectins and sub-sectins f the Summary Infrmatin page fig. 5) 6
Figure 5. Online sectins and sub-sectins f the Summary Infrmatin page 4.1 Research prpsal 4.1.1 Prject prpsal Innvatin Seed Grant call Figure 6. Example f Grand Challenges: Prject prpsal 4.2 Validatin and submissin prcess Befre yu submit yur applicatin, please check the cntent using AAS Ishang Online System autmated validatin check: The Attachment Summary lists the files upladed as supprting dcuments f yur applicatin, where applicable The Validatin sectin checks whether all f the mandatry (red dt) fields have been cmpleted and that the required files, where applicable, have been upladed Click the Validatin sectin t generate a reprt shwing any missing/incmplete infrmatin. Click n each highlighted link t return t the sectin that requires cmpletin prir t submissin (Figure 7). When yu have successfully cmpleted the validatin check, the message belw will be displayed. Please nte that cmpletin f the validatin check des nt mean that the applicatin has been submitted. Yu must prceed t the submissin step 7
Figure 7. Example Validatin sectin Click Save and Clse t prceed t the submissin f the applicatin. Yu are nw redirected t the applicatin Details page. This page gives yu a summary f yur applicatin and prvides different functins depending n hw yu wuld like t prceed with the applicatin (Figure 8) Figure8: Summary f the applicatin T submit the applicatin, click Submit and cnfirm that yu are ready t submit by clicking Yes n the dialg bx that appears. When yu have successfully submitted yur applicatin, a cnfirmatin email acknwledging receipt f the applicatin will be sent t the main applicant and all c-applicants where applicable. See example n figure 9 belw:- 8
Fig 9: Submissin f the applicatin The cnfirmatin email states yur applicatin reference number, which yu must qute in all crrespndence with AAS. If yu d nt receive a cnfirmatin email (please check yur spam/junk email) then yur applicatin has nt been submitted successfully. Please nte that a temprary, pre-submissin reference number is allcated t yur applicatin during the drafting stage. This number is replaced by the AAS Ishang Online System applicatin reference number upn submissin. 5 Cntact infrmatin Fr technical questins abut Ishang nline management System, please cntact AAS via email: applicatins@aasciences.acke 6 Persnal data prtectin In view f the duty f care that the African Academy f Sciences (AAS) wes t applicants, and in light f the bligatins t applicants under the Kenya Data Prtectin Bill 2012, the AAS will at all times ensure fair prcessing and usage f data/infrmatin that it cllects frm partners, cnsultants and applicants during grant/award applicatin prcess and thrughut the life f the grant/award (including all infrmatin relating t the grant/award applicatin and, as applicable, any subsequent grant/award made). Registratin with AAS Ishang Online System and submissin f grant prpsal/nminatin/applicatins will invlve the recrding and prcessing f persnal data. These data will be held securely, prcessed lawfully and retained fr n lnger than necessary by AAS. Data may be used t cmpile lists, including prject details, f AAS grants, which will be made publicly available. By submitting the applicatin, the participants in the prject give AAS their cnsent t d s. AAS will publish the summary details f awarded prjects, including the names f all participants, the prpsal abstract and the grant amunt n its website and in ther public media. Further, these data may be used t cmpile invitatin lists fr AAS cnferences and alumni events. 9