Funding Programs - MSFHR ApplyNet Help Centre

Using MSFHR ApplyNet
System account email
Password
Submit
Host Institution Approval
Portfolio
Status Definitions
Tutorials

Screen Functionalities
Clear
Delete
Fields
Lists
Print
Print/Preview
Save
Validate

Attachments
Attachment Format
How to Convert to PDF
How to Attach a Document

The Common CV
Important Information about the Common CV
Common CV Attachment
Common CV Versions
PIN
Link your Common CV to MSFHR ApplyNet
Reporting MSFHR Infrastructure Awards

MSFHR ApplyNet System Information
System maintenance and upgrades
Web browser

Using MSFHR ApplyNet

System Account Email
To create your account you will be asked to enter an email address. This is your System Account Email and needs to be entered, along with a password, to log on to MSFHR ApplyNet.

We strongly recommend that you do not use a Hotmail email address as we may experience difficulty transmitting notices to Hotmail email addresses.

Password
When you create your MSFHR ApplyNet account you will also be asked to create a password to log on to MSFHR ApplyNet. The password is case sensitive and must be between 4 and 10 characters. You will also need to enter a password reminder which is a statement or question that prompts you to remember your password.

Forgot your password? Click on the link "Have you forgotten your System Account E-mail or password?" located on the Log on screen. This link opens a screen for you to confirm your registration information. Your password reminder will be emailed to you within minutes.

Submit
You cannot change your application package after you click the submit button in your web application form.

Infrastructure Programs

After submitting the web application form, the Team Leader should contact the Host Institution to notify them that the application awaits electronic approval. The Host Institution must electronically approve the application by the MSFHR competition deadline.

Personnel Programs

Letter of Intent
The Letter of Intent is submitted directly from the Applicant to MSFHR.

Full Application
The Full Application submission process occurs in these steps:

Submit the Full Application along with an updated MSFHR CCV.
Inform your Supervisor(s)/Department Head that they are now able to submit their web form.
Supervisor(s)/Department Head completes and submits their web form. The application, as PDF, is automatically available for the Host Institution to review and approve.
After approval by the Host Institution, the application is automatically available to MSFHR for review.

All steps in the Full Application submission process must occur by the Full Application deadline.

Please be aware of your Host Institution's internal deadlines and signature policies. Check with your institution's office of research services as deadlines and policies will vary by institution.

Host Institution Approval
The Host Institution is identified in the web application forms. The fields that designate the Host Institution are as follows:

Trainee Program: "University" field in the BC Academic Affiliation section. (Full Application)
Career Program: "Organization" field in the Financial Administration section. (Full Application)
Infrastructure Programs: "Name of Host Institution" field on the Contact Details screen. (Preliminary and Full Application)

The Host Institution must electronically approve the application by the MSFHR competition deadline.

Portfolio
The portfolio page is your main screen on MSFHR ApplyNet. This screen provides information on application activity and status, and allows applicants, team members, supervisors and department heads to Print/Preview applications. The MSFHR ApplyNet Portfolio also includes important links for completing your application.

Status Definitions

In Progress

Your current web application form (LOI/Preliminary/Full Application) has been saved but not submitted
You can continue to revise your application
Applications "In Progress" can be viewed, as PDFs, by the Host Institution indicated in the application
Personnel Applications

Full Applications "In Progress" can be viewed, as PDFs, by the Supervisor/Department Head after the applicant validates the System Account Email of their Supervisor/Department Head in the Full Application Form. Supervisor/Department Head can work on their own form

Sup/DH Review - For Personnel Applications only

After submission of your Full Application web form, the status changes to "Sup/DH Review"

Institution Review

Personnel Applications

The status changes to "Institution Review" after the Supervisor/Department Head submits their web form; the application package is available to the Host Institution for approval

Infrastructure Applications

The status changes to "Institution Review" after the Team Leader submits the application; the application package is available to the Host Institution for approval

Submitted to MSFHR

The status changes to "Submitted to MSFHR" when:

Personnel Applications

LOI submitted to MSFHR by the deadline
Full Application approved by the Host Institution by the MSFHR competition deadline

Infrastructure Applications

Application approved by the Host Institution by the MSFHR competition deadline

Tutorials
Each Award Program has tutorials to guide you through the application process.

Career Investigator Program Tutorial, including Department Head Tutorial
Research Trainee Program Tutorial, including Supervisor Tutorial
Team Start-up Award Tutorial
Team Planning Award Tutorial

Screen Functionalities

Clear
Will delete the selection in the field chosen from "List."

Delete
Will delete the entire record.

Fields
You can type text directly into fields, or cut/copy and paste from a word document.

Mandatory Fields
Mandatory fields are marked by a √. You will not be able to submit your application if mandatory fields are blank.

Pre-populated Fields
The Full Application will have some fields that are pre-populated from your Letter of Intent/Preliminary Application. Questions on changes to pre-populated fields can be directed to the MSFHR Help Desk.

Character limits
Character limits include spaces.

Special characters
Only regular text (upper and lower case) is accepted. The system will not accept formatted text such as underlined text, bold, italics, script or formulas, curved or slanted apostrophes, double quotation marks or long dashes.

Macintosh system users can eliminate problematic non-ASCII characters by exporting a text file (generated in Word, or another program) to BBEdit and using the "Zap Gremlins" option.

Lists
Click the "List" button to select an Organization or Institution from a set list. If you cannot find the name you are looking for on the pre-established lists, please contact the MSFHR Help Desk.

Print
To print and view the application form, you will need Adobe Reader. If you do not have Adobe Reader installed, you may download it for free.

Print/Preview
The "Print/Preview" button located on the upper and lower right hand corner of each screen of the web application form allows you to view your web application form in PDF format.

It is important to review each PDF file before submission as this is the exact format in which the reviewers will be presented with your application.

The Print/Preview icons located on the Portfolio screen enable viewing of the following documents:

Personnel Programs

Applicants (Application Activity table)

The PDF version of your web application form and
attachment(s)
The PDF version of your Common CV and attachment that was submitted with your application

Supervisor/Department Heads (Supervisor/Department Head Review Activity table)

The Supervisor/Department Head Form
The version of your Common CV and attachment that was submitted with your Supervisor Form (Supervisors only)
The applicant's "In progress" application and attachment(s) will become available to view after the applicant has nominated their Supervisor/Department Head in their Full Application web form
The applicant's Common CV and attachment will become available after the applicant has clicked submit

Infrastructure Programs

Team/Unit Leaders (Application Activity table)

Your Team/Unit web application form and attachment(s)
The Team Leader's Common CV and attachment that was submitted with the application
Each team member's Abbreviated Common CV and attachment that was submitted with the application (Team Start-up and Research Unit only)

Team Members (Team Member Activity table)

The Team/Unit web application form and attachments

Save
Use the "Save" function:

at least every 10 to 15 minutes or more frequently - the system does not auto save
before you exit each page

If your session is idle for more than 1 hour you will be automatically logged off and any unsaved data will be lost.

Validate
Use the "Validate" button as you complete your online form to ensure that you have completed each page properly.

On each page, the "Validate" button will check all mandatory fields for that page have been entered.
At the end of the application, the "Validate" button will verify all mandatory fields throughout the application have been completed before submitting.
For individual fields, the "Validate" button will verify the File number and the System Account Email addresses of team members, Supervisors or Department Heads entered into the web form.
On budget pages, the "Validate" button will check that budget limits have not been exceeded.

Attachments

Attachment Format
All documents attached to your MSFHR web application form and Common CV must be PDF files. The system will not accept Word, Excel and other files that are not PDF.

How to Convert to PDF

PC Users

Use Adobe Acrobat Professional software or free software, such as PrimoPDF, to convert your documents into PDF files. Free Adobe Reader software is required to preview and print the web application forms.

Using Adobe Acrobat Professional:

Click "File".
Click "Print".
Select "Adobe PDF" from the printer menu.
Click "OK".
A window appears. Name the file (example: CVpublications.pdf).
Click "Save". The window will close.
The Adobe Professional software will launch and create the PDF file.
Adobe will display the file, when the creation is complete.
Review the PDF file for accuracy and special character conversion.
Attach the PDF file to your application.

Using PrimoPDF free PDF conversion software:

Go to the PrimoPDF website.
Click "Download Now".
The website will display the latest version. Click "Download Now".
A dialogue box will appear displaying the .exe download file. Click "Save File".
Depending on your web browser settings, your system will either save the download to your computer or begin launching the software.
Note: If you do not have administrator permissions to your computer, contact your IT department. They will have to assist your free software download.
Once the PrimoPDF software has been installed in your computer, view the PrimoPDF Manual. Pages 2 and 3 give step-by-step instructions with helpful screenshots on how to create a PDF using PrimoPDF.
Review the PDF file for accuracy and special character conversion.
Attach the PDF file to your application.

Using PrimoPDF free online PDF conversion:

Go to the PrimoPDF website.
Click "Try It Now".
Enter the email address you wish to have the PDF file sent to.
Select the file you would like to convert to PDF by clicking the "Browse" button.
Click "Get PDF".
A message appears on the website: "Your conversion was a success! You will receive the resultant PDF file via email shortly."
Go to your email account.
An email will instantly be sent from "NOReply@primopdf.com" with a subject line containing your file name "PrimoPDF Online Conversion: CVpublications.doc" and a PDF attachment.
Note: If your spam filter is blocking emails with attachments, be sure to check your junk mail folder.
Review the PDF file for accuracy and special character conversion.
Attach the PDF file to your application.

Macintosh Users

Click "File".
Click "Print".
Click the "PDF" button on the lower left side of the Print window.
Select "Save as PDF�".
Save the file name and file location.
Important: The file extension ".pdf" must be added to the file name if the system does not automatically add it to the file name.
The PDF file will save to the location specified in Step 5.
Double click the PDF file icon.
Review the PDF file for accuracy and special character conversion.
Attach the PDF file to your application.

How to Attach a Document

Complete your document on your computer.
Click on the "Browse" button on the attachment page of the web form.
A dialog box will open that will allow you to browse for the file you want to attach.
Select the file you want to attach; you may need to double click on the file name.
Click the "Attach" button.
In the table, on the attachment page of the web application form, under the column heading "Filename", you should see a hyperlink with your document's name.
Your document is now attached. To view your document click on the hyperlink.

Only one document can be attached per "Attach" button. If you have several documents, you must combine them before attaching.

Clicking the X will delete the attached file from the application.

A document cannot be changed once it is attached. If you wish to make a change to the document, click X to delete the attached file from the web form, make the change(s) in the version on your computer, then re-attach the document using the steps above.

Documents are secure after they have been attached. They cannot be altered and resaved by another user.

Viruses and file extensions
Attachments to ApplyNet will not be scanned for viruses. It is your responsibility to check documents attached to the ApplyNet system before downloading to your system.

It is recommended that you run a virus scan on documents prior to attaching them. Any attachment without a ".pdf" file extension will not be accepted by the system.

The Common CV

Important Information about the Common CV

All applications require a Common CV.
Only Common CVs submitted after August 30, 2007 will be accepted.
After the MSFHR application web form has been submitted, updates to your Common CV will not be included as part of the application.
After your Letter of Intent/Preliminary Application has been approved by MSFHR, you can update your Common CV before submitting your Full Application.
See the program guidelines to find out if you must submit an Abbreviated or Full version of the MSFHR Common CV.

Common CV Attachment

Attach your Common CV attachment through the "Contributions-Details" screen in the CCV.
The MSFHR CCV attachment only includes information about publications and patents.
For Personnel Programs, the Full Application web form contains fields for Applicants to identify the following: Most Significant Contributions, Activities and Contributions, and Career Interruptions.

Common CV Versions
There are two types of MSFHR Common CVs: Abbreviated and Full. Each version displays a different view of the information entered into the Common CV web screens. Regardless of the Common CV type, applicants must complete all mandatory fields in their Common CV. The different versions were developed based upon the requests of the MSFHR review committees.

Personnel Programs

Research Trainee Applicants: MSFHR Abbreviated Version
Supervisors: MSFHR Full Version

Career Investigator Applicants: MSFHR Full Version
Department Heads: No CCV is required

Infrastructure Programs

Team Start-up Team Leader: MSFHR Abbreviated Version
Team Start-up Team Members (only QHRs): MSFHR Abbreviated Version

Team Planning Team Leader: MSFHR Abbreviated Version
Team Planning Team Members: No CCV is required

Sample Common CV Abbreviated version (PDF)
Sample Common CV Full version (PDF)

PIN
Your Agency PIN is your System Account Email; the email address you use to login to MSFHR ApplyNet.

You need to enter your PIN on the Common CV site to link your Common CV to MSFHR ApplyNet.

Link your Common CV to MSFHR ApplyNet
You need to link your Common CV to your MSFHR ApplyNet account. After logging in to the CCV, follow the link "Confirm my agency PINs", found on the upper right of the "Home-My CV" screen.

Please note:

Your name in your Common CV must be identical to your name in your MSFHR ApplyNet account.
Linking your Common CV to your MSFHR ApplyNet account does not automatically submit your most recent CV to your MSFHR ApplyNet account. You still need to "Finalize and Submit" your Common CV.
To verify a successful link and submission, visit your MSFHR ApplyNet Portfolio page to check that the hyperlink to your Common CV is active.
For detailed step-by-step instructions of this process see the tutorial in your Award Program.

Reporting MSFHR Infrastructure Awards
MSFHR has developed standards for how to report MSFHR infrastructure awards when filling out the Common CV. For information on how to report awards, please see the following:
Reporting MSFHR Team Start-up infrastructure awards
Reporting MSFHR Research Unit infrastructure awards
Reporting MSFHR Team Planning infrastructure awards

MSFHR ApplyNet System Information

System maintenance and upgrades
Maintenance and upgrades are scheduled to take place Monday to Friday between 2:00 am and 4:00 am Pacific Time. Unless otherwise specified, MSFHR ApplyNet remains available during regular maintenance and upgrades.

Web Browser
Avoid using navigation tools provided with your web browser, such as Back/Forward or Refresh/Reload. Using these tools may cause information to be lost.

PC Users
MSFHR ApplyNet is maximized for use in Internet Explorer Version 6.0 or higher and Mozilla Firefox Version 1.5 or higher.

Macintosh Users
MSFHR ApplyNet does not support Macintosh Safari web browsers. Please use Mozilla Firefox when using Mac operating systems. If you do not have Firefox for Mac, download the free software.

Version 1.2