VERSION: December 2012
Click on the question to access the response.
How do I access RGMS?
Who can access RGMS?
Grant applicants, assessors, Grant Review Panel members, and Research Administration Officers can request a username and password to access the NHMRC RGMS system.
How do I get a username and password for RGMS?
To open an RGMS account potential users can request a new RGMS account using the ‘New to RGMS?’ link on the RGMS login page at www.rgms.nhmrc.gov.au
What do I do if I forget my username or password?
Please go to the RGMS login page – note: you will need your secret question and answer.
If you have forgotten your username, select the ‘Forgotten Username’ link from the bottom left hand side. If you have forgotten your password, select the ‘Forgotten Password’ link from the bottom left hand side. Then follow the prompts on-screen.
What is my secret question and answer?
All users should have set a secret question and answer for account security purposes. If you do not have these set, please call the Research Help Centre on 1800 500 983 to set your secret question/answer.
What do I do if I forget my secret question/answer?
Call the Research Help Centre on 1800 500 983 to reset your secret question/answer.
Can I change my secret question and answer combination?
Yes. After logging into RGMS, click the ‘Change My Secret Question/Answer’ link (under the 'Edit Account' or 'Site Links' heading) and follow the prompts on-screen.
How many attempts do I get to log in before my account is locked?
Six. If you enter incorrect login details (6) times, your account will be locked. You will need to contact the Research Help Centre at firstname.lastname@example.org or call on 1800 500 983 to have your account unlocked.
Can I change my password?
Yes. Select the ‘Change Password’ link on the RGMS login screen www.rgms.nhmrc.gov.au and follow the prompts on-screen. If you are already logged into RGMS, click the Overview link in the top left hand corner of the screen. Click the ‘Change My RGMS Password’ link (under the ‘Edit Account’ or ‘Site Links’ heading) and follow the prompts on screen.
How do I update my account details or email address in RGMS?
Login to RGMS, and click the ‘My Profile & CV’ link to update personal details stored in your profile. If your name or email address has changed, click the Overview link in the top left hand corner of the screen. Click ‘Change My Account Details’ link (under the ‘Edit Account’ or ‘Site Links’ heading) and follow the prompts on screen.
Which Internet browsers can I use?
Most browsers can be used to access RGMS, however the most reliable options are those that are officially supported by the software underlying RGMS (see the table below). Other browsers, and newer versions, may be used but are not yet officially supported.
Internet Explorer 8.0 and higher
Internet Explorer 9.0 and higher
Firefox 3.6 and higher
Firefox 9.0 and higher
Safari 4 or higher
Firefox 3.6 and higher
Firefox 9.0 and higher
Firefox 3.6 and higher
Firefox 9.0 and higher
Other browser questions that might be helpful:
When will the newer versions be supported?
NHMRC upgrades the software underlying RGMS periodically and these updates allow newer browser versions to be supported.
Can I have more than one instance of RGMS open at the same time?
Yes. There are no restrictions to the number of RGMS instances you have open at any one time. For example, applicants may find this useful if they forget to log-off at their workplace and wish to access RGMS from another location.
Can I share my computer with other RGMS Users?
Yes, but it is important that after each RGMS session each user logs out of RGMS and closes all open browsers. To log out properly, a user must click the ‘x’ in the top right hand corner (not the 'X' to close their browser window).
Can I use the Back/Forward button in my Internet Browser when I access RGMS?
This is not recommended. The Back/Forward buttons are accessible while in RGMS, however, to ensure you retain all data you have entered, it is recommended you use the SAVE, SUBMIT, CANCEL and other navigation links within RGMS – instead of the Back/Forward buttons.
After I log in, there is no ‘Main Menu’ on the left of screen?
You may have accidentally toggled the Main Menu off. This allows more room to view/complete the questions on screen. To toggle the Main Menu, direct your view to the top right hand corner of the overview screen. Here you will notice seven icons, third from the right is a white square with a heavy top if you hover over this icon it will say ‘Toggle Navigation Visibility’ click on this icon to make the menu appear.
How do I start a grant application?
To create a new application firstly log in to RGMS, After logging into RGMS, under the ‘Applicants’ heading on the overview page click the ‘Create New Application’ link and follow the prompts on-screen. For further information please refer to the ‘How To’ information sheet (available on RGMS webpage and the LIBRARY) for step by step instructions on starting an application.
What is the difference between the SAVE and SUBMIT buttons on each data entry screen?
The SAVE button only (a) checks the data on screen for errors, and then (b) saves the data entered. The SUBMIT button (a) checks the data on screen, (b) saves the data entered, and then (c) exits the current page and returns you to the start of the process you commenced.
Once you become familiar with the menu structure in RGMS, the following guide may be useful when choosing the appropriate Save/Submit functions:
HOT TIP: If you can see a SubMenu to the left of screen, always use the SAVE button, and then navigate to a new section by clicking on one of the SubMenu links.
If you can’t see a SubMenu to the left of screen, always click the SUBMIT button as it will save your data and then return you to the SubMenu.
Why does the system return me to the login screen when I click ‘Save’?
RGMS will 'time out' after 30 minutes of inactivity. This means on the next ‘click’ RGMS will return you to the login page. Unfortunately any data entered since the last time the ‘save’ button is pressed may be lost.
This security feature exists to reduce the risk of unauthorised access of your account.
How can I avoid losing data when this happens?
Click 'Save' or 'Submit' if you will not be active in the system for any extended period of time. This will ensure you retain any data entered.
Hot tip - If you require an extended amount of time to enter data, we suggest you prepare any answers off-line using offline word templates. These are provided here.
How do I use the filters when putting in data?
Long lists of options can be ‘filtered’ to find the exact option you need. Simply enter a keyword, surrounded by asterisks, and click FILTER. For example, if you need to find ‘lung cancer’ from a long list of options, type *lung* in the filter field and click FILTER. The result will present any option that features ‘lung’ in the title. For effective filtering results limit the amount of information inputted in the filter search.
Can I leave a ‘Mandatory Field’ blank?
If you try to save a page with a blank mandatory field, a warning will appear informing you that ‘All required fields need to be filled out’. If you then exit the screen, all entered data will be lost. Note: data entered into a mandatory field can be altered at a later date.
What help is available when filling out an application?
Tips for answering most questions are available at the top of each RGMS page under the section marked ‘Hints and Instructions’. Additionally, reference material is available in the LIBRARY ranging from Fact Sheets to scheme specific policy documents.
If you require additional help with answering questions, including policy related queries, please contact email@example.com or call on 1800 500 983 for guidance.
What does ‘character limit’ mean in RGMS?
The length of some responses in RGMS is restricted to a particular character limit. E.g. the “Executive Summary” field in the CV is limited to 4000 characters. If a field has a character limit, it will be displayed next to the field. You can use the following resource to count characters: http://www.webworldindex.com/countcharacters.htm
How do I tell when I am near or over the character limit for those questions?
When you attempt to save a page that contains a field with a character limit, the system will display an error if the character limit has been exceeded. You will need to reduce the text in the field and click SAVE again to continue.
Do character limits include spaces?
Yes, spaces between words are included in the character limit. For instance: "I am tall" has 9 characters. It is also worth noting that paragraphing uses 2 spaces because the character return from the end of the paragraph will include the space between paragraphs.
How do I use the date fields?
Date fields can be populated by clicking the ‘Calendar’ icon next to each date field. This presents a pop-up calendar. Simply select the month, year, and exact date on the calendar. Alternatively, you can simply type in the date in the date field in the following format: (dd/mm/yyyy), E.g. 1 March 1981 would be entered as 01/03/1981.
What format do I use to enter telephone numbers?
To enter domestic phone numbers use the following format: (area code)(number), e.g. 02 6217 7777. To enter International numbers, use the following format: (country code)(area code)(number), e.g. +61 2 6217 7777.
Can I use bold text or italics in RGMS?
No, formatting such as ‘bold’ or ‘italics’ is not supported in RGMS. ‘Capitalising’ text can be used if you wish to highlight specific text.
How do I insert European language characters into RGMS?
To use Greek Characters in RGMS you will need to visit http://en.wikipedia.org/wiki/Greek_alphabet
In the second 'box' on the right hand side you will see the Greek alphabetic characters.
How can I tell how much of My Profile and CV has been completed?
The ‘My Profile and CV’ section includes a feature called ‘Check List’. This lists each Profile and CV section and displays a green tick or a red cross to indicate which have been completed. Click the ‘Check List’ tab in the Profile and CV section to see your progress. There will be some instances where a particular Profile and CV section is not relevant to your application so no data can be entered. These items will remain as a red cross, but will not prevent you from completing all relevant fields in your Profile and CV.
When I open some categories of the My Profile and CV or Application, why is there only a ‘New’ and/or ‘Exit’ button?
This indicates that the section you are in requires you to create one or more new records as a response.
For example, after clicking on the ‘Qualifications’ section of the CV, the screen lists the ‘Qualifications, Awards and Prizes’ heading, and then a NEW button and an EXIT button. To enter a Qualification, Awards or Prize, click the NEW button and then fill in the fields on screen. When finished, click the SAVE button, and then the SUBMIT button to exit the section. The record you created will be displayed, and you have the option to create another record by clicking the NEW button, or EXIT when finished.
For a visual demonstration of this process, see the demonstration on the RGMS website.
Do I have to complete all pages in My Profile and CV?
No. When applying for a NHMRC funding scheme through RGMS, your application automatically draws relevant information from your Profile and CV within RGMS depending on which scheme you are applying for, i.e. different funding schemes use data from different sections of the Profile and CV.
Which parts of My Profile and CV will be imported and used in the application I am submitting?
The ‘PROFILE and CV Requirements’ document details what sections of the Profile and CV are to be completed for each NHMRC funding scheme within RGMS. This document is available in the RGMS LIBRARY.
How do I record the large number of journal reviews which I complete each year?
It is not required to specify exact numbers of individual reviews. In the Journal Review field, you may record an estimated number of journal reviews completed for a particular journal over a specified period of years e.g. from 01/01/1999 to 31/12/2009, 60 reviews for Nature.
How can I tell how much of my application has been completed?
The ‘application’ now also includes a feature called ‘Check List’. This lists each application section and displays a green tick or a red cross to indicate which have been completed. Click the ‘Check List’ tab in the Application section to see your progress.
How can I tell when an application is considered as ‘submitted’?
Select the ‘Applications’ link from the main menu, and click the 'Filter' button. All applications available to you will be listed on screen. The column on the far right displays the status of the application – it is considered submitted when the status reads: “Submitted to NHMRC”.
How do I find an old application?
By default RGMS will display only active applications (i.e. those currently in progress). To display older applications that are not currently active: On the ‘Applications’ screen, change the ‘Active’ drop down list to ‘No’ and click the ‘Filter’ button. All inactive applications will be listed on the screen. The column on the far right displays the status of the application.
What is a snapshot report?
A snapshot report is a ‘document’ version of an application, allowing users to print or view their application. Currently in RGMS there are 3 separate reports generated by the system each time a user requests the latest snapshot. These are:
- Summary snapshot - a brief export of information from the user's application
- Full application snapshot - full export of all the application content (Parts A & B)
- Assessor Snapshot - combination of My Profile and CV information (depending on the scheme) and application information.
Snapshot reports are displayed in the 'Snapshot Reports' tab in an application and they only display information which was entered into RGMS prior to generating the snapshot (refer to snapshot time stamp).
How can I create a snapshot report?
- Select the ‘Applications’ link from the main menu, and click the ‘Filter’ button. All applications available to you will be listed on screen.
- Select the application title to access the application.
- Click the 'Properties' tab and then select the 'Request latest snapshot' link.
- Select “Yes” from the drop down menu
- Select Save.
How are Snapshot Reports affected by updated information, especially if I have concurrent (eg Fellowship & Project) applications active?
Once an application is submitted, application details are fixed at that point in time and Snapshot Reports for that application reflect this. Subsequent changes to ‘My Profile and CV’ will affect neither this application nor its snapshot reports. If you concurrently have another NHMRC application that has not yet closed, it (and its associated Snapshot Reports) will be affected by any changes to sections within ‘My Profile and CV’, up until the time it is submitted.
What do I do if I receive a message stating my account is inactive and I can’t login to RGMS?
When attempting to login you will be presented with an on-screen message stating that your account is not accessible. Follow the instructions on-screen to email firstname.lastname@example.org and request your account be reactivated.
What do I do if I receive a message stating ‘Your credentials are not valid’ and I can’t login to RGMS?
When attempting to login you will be presented with an on-screen message stating that your credentials are not valid. To resolve, you can try the following:
- Clear the internet cache in the internet browser you are using to access RGMS (instructions detailing how to clear the cache of your browser can be found here).
- Try using a different internet browser to access RGMS (Interner Explorer, Mozilla Firefox, etc).
If neither of these solutions resolve the issue, contact email@example.com for further assistance.