About Electronic Grants Management System

Helpdesk/Support
Hours of operation – Monday to Friday from 8:00 AM to 4:00 PM (AST)
Phone – (902) 424-8833
Email – helpdesk@nshrf.ca

Program Requirements
The Principal Investigator is responsible to review the respective program requirements completely. This is to ensure that you are aware of all the requirements specific to each program. These can be found in the Funding/Programs section of the NSHRF website.

Important:
Please note the following glossary of terms for the submission statuses in the EGMS System. A quick snapshot reference of the EGMS site and definitions for the various sections, can be found here.

The EGMS/Common CV FAQ  is available for some answers to common issues with our technical systems.

How to Register or Apply Online

Registrations/Applications must be completed by the Principal Investigator (PI).

1. Navigate to www.nshrf-egms.ca  or click on the Electronic Grants Management System (EGMS) link to the left of the NSHRF Website’s home page under Apply Online.
   
   
2. If you do not already have an account, create a user account using the “Create Account” link on the main EGMS page.
   
   
3. Choose the program to which you are applying. Clicking the program link (red/underlined), will open up the available registrations/applications for that program. Select the registration or application.
   
   Note: Applicants must complete the registration process before submitting an application.
   
   
4. When the registration/application opens choose Begin Registration/Application.
   
   Move through the registration/application by clicking the grey links on the left side of the webpage. The links will bold when you are active in a specific section.
   
   As you complete the registration/application, please note that there are save and validate links in each section you complete. “Validate” DOES NOT save the information, but will scan the data to make sure you have input information in the required fields. Please ensure that you choose “Save” after completing your entries.
   
   
5. The Principal Investigator (PI) must notify all team members that they are required to create an account before they can be included in the registration or application process. Once the PI has added team members, an email will be sent to the team members indicating that they must sign in and agree to be included. The PI will be able to see whether team members have accepted or not to be a member through the “Application Activity” section of the EGMS. Select the “View” link under Contributor Status to see the added Team Members and the status of their consent.
   
   Registration/Application cannot be submitted unless all Team Members listed give consent.
   
   FOR TEAM MEMBERS BEING ADDED - If you are a contributor to the application, you will log into your account and see a section titled “Participant Activity”. Within this section, there is a checkbox available under the heading “Consent”. You must check this box to provide your consent.
   
   
6. All applicants or team members with an academic appointment require a NSHRF-Validated Canadian Common CV (CCV). After completing all the required information on the CCV, users will need to validate their PIN. This is a comparison of your information in the CCV and the EGMS system in order to match your accounts. Once you validate and submit your Common CV, you will need to provide your EGMS account information (Email address and EGMS Password) in order to successfully validate your CV. Once this is done, your Common CV will be made part of the application. Please be aware that it is not possible to submit without validated CV's. Please contact the helpdesk at NSHRF if you encounter any issues. Process for Validating Common CV Pin.

   Note: Depending on the program, Common CV's may not be required for the registration phase of an application. Please consult the respective program requirements for verification.

7. Final Validating and Submitting– This validation will scan all information from all sections to ensure no data is missing before submitting. Once the registration is validated successfully, you can then submit. Please note that submission is final and cannot be undone.
   
   
8. After successfully validating and submitting the registration or application, you will be presented with a confirmation screen and an email with your confirmation information is automatically sent. Please print this screen, or save the email as it contains all the information verifying that you have successfully completed the registration process.
   
   ** Application specific information **
   
   
9. Institutional approval is required for the application to be successfully submitted. This approval is provided through the EGMS system, in a separate Institution Portal. The Institutional Office at your institution will be able to complete this process once your applications are submitted in the EGMS system. Once the PI has validated the application (in other words, the application is complete and the application status is “submitted”) it is the PIs responsibility to notify the institution administering the funds that the application is ready for review. It is also the responsibility of the PI to ensure that the application is reviewed by the institution prior to the NSHRF deadline. 
   
   
10. When the institution reviews the application, it has the choice to accept it or reject it and send it back to the PI with comments. If the institution accepts the application it is automatically submitted to NSHRF and the PI will receive a final email informing him/her of the submission. Save this email for reference, as it will serve as receipt of submission.

Web Browsers

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.

The EGMS service has been optimized and tested to work with the following browsers:
PC Users
EGMS is maximized for use in Internet Explorer Version 7.0 and Mozilla Firefox Version 3.

Macintosh Users
EGMS 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.

If you choose the "Forgot Password" option on the EGMS system, please note that the EGMS account refers to the Email used to create the account and the Email field is the email address in which you would like the password prompt sent. It is important for the user to create a logical and intuitive password prompt at the time of registration as the actual username and password is NOT sent to the user.

If you have any program specific questions, please refer to the program guidelines or contact the respective Program Manager. That information can be found in the “Contact Us” section of our website.