UWA's Research Online Application Portal (ROAP) is open

Making application processes simpler and more efficient for researchers.

Research grants, along with animal ethics, human ethics and biosafety applications are managed through ROAP. Processes have been simplified through the removal of paper forms and automated sign off.

In addition, ROAP will provide researchers, committee members and approvers with up-to-date information regarding the current status of all applications.

ROAP User Guides

Further communications

Office of Research staff can assist you with any queries and advise you of any actions you need to take to ensure a smooth transition to ROAP:

ROAP FAQs

General

I'm a UWA staff member, how do I log into ROAP?

The UWA login is at the top of the screen and uses UWA’s Single Sign On process.

1. From the ROAP login screen, select the "Log in with UWA Staff/Student Login" button, (you don’t use the username and password fields on the main log in screen); 

ROAP staff/student log in button 

2. Enter your username, this is in the format of {staffno.}@uwa.edu.au. Then click “next”

3. Enter your standard UWA password, i.e. your Pheme password. Then click “sign in”

(Note: If you’re not on the UWA network this will trigger the multifactor authentication procedure that now applied to most UWA systems)  

If you are UWA staff, please only use the procedure above to sign in. The other option on the main log in screen is for co-investigators at external organisation and will cause problems for UWA staff members. Such problems would be not being able to see your applications and projects in other systems, e.g. the UWA Research Repository.

However, if you have already created a second login, please contact the research office and we will merge your logins and this will allow you to see your applications, projects and milestones etc.

Do I need to register as a user?

If you are a UWA Staff member (including adjunct, honorary, clinical and emeritus positions), you do not need to register as a user account will have automatically been created for you. You will be able to log in using UWA Single Sign on process.

If you have no UWA affiliation you will need to create an account to log in. Noting that if you have already been added to a application within the system you will have had a user account created for you and you will have been sent a email inviting you to log in.

I'm am not a UWA staff member and have no current affiliation with UWA, how do I log into ROAP?

If you are not a UWA staff member and have already been added to an application you will have received a email inviting you to log in. In this case you will already have a user account. To log in use the lower section of the ROAP log in screen

ROAP external user log in section 

If you have not been added to an application already you can create an account from the ROAP log in screen 

Will the system send me lots of alerts/emails?

ROAP will be sending you notifications when you complete an application, or need to complete a milestone for an existing project. Make sure you check that your junk email folder isn’t filled with correspondence.

Grants

How could admin staff complete ROAP forms for researchers?

Any user can create a form in ROAP, but only the user listed on the form as the “UWA Chief Investigator” can submit the form. Therefore, a support staff member can create the form and complete all of the sections on behalf of the UWA Chief Investigator, and informs them that the form is ready to submit. The UWA Chief Investigator then logs into ROAP, locates the relevant forms, checks the details, and can submit the form.

How do I ensure I am selecting the correct investigators?

UWA Staff member (including adjunct, honorary, clinical and emeritus positions) have a profile created automatically in the system. When adding a researcher to the form search by name in the "email" field, e.g. If the researcher is called Thomas Jones enter the name in this format into the field, do not enter an email address. the system will then search all users for a match and then you can select from the drop down that appears.

For a UWA staff member always pick the entry that displays an email address in the format of {staff number}@uwa.edu.au after their name

If the researcher is external to UWA and does not appear in the list, you can enter their full email address in this field and manually enter the other details. Do not use this option for UWA Staff member (including adjunct, honorary, clinical and emeritus positions), as it will result in missing data on their UWA Research Repository and other UWA systems.

The organisation I am trying to add as an Administering Institution, Funder or Partner Organisation is not in the system for me to select?

For reporting purposes it is important that we keep accurate records of this type of data. As such we need to ensure that organisations are named correctly in the system and are not duplicated.

If the organisation is missing, please email [email protected] with details of the organisation and we will add them to the system

The funding organisation is listed in the system, but the scheme is missing. what do I do?

For reporting purposes it is important that we keep accurate records of this type of data. As such we need to ensure that organisations are named correctly in the system and are not duplicated.

If the funding scheme is missing, please email [email protected] with details of the scheme along with the name of the funding organisation and we will add them to the system

I'm resubmitting an application to a funder, do I have to resubmit a form in ROAP?

Yes you need to complete a form for every application that you submit. However, to save you time you can copy an existing application in the system and change the relevant data.

To copy an application, go to the application list screen, find the application you want to copy, click the 3 vertical dots and then Copy application

Copy application steps in ROAP 

Ethics

Under construction, please check back later for new content

How could admin staff complete ROAP forms for researchers?

Any user can create a form in ROAP, but only the user listed on the form as the ?UWA Chief Investigator? can submit the form. Therefore, a support staff member can create the form and complete all of the sections on behalf of the UWA Chief Investigator, and informs them that the form is ready to submit. The UWA Chief Investigator then logs into ROAP, locates the relevant forms, checks the details, and can submit the form.

How do I ensure I am selecting the correct investigators?

UWA Staff member (including adjunct, honorary, clinical and emeritus positions) have a profile created automatically in the system. When adding a researcher to the form search by name in the "email" field, e.g. If the researcher is called Thomas Jones enter the name in this format into the field, do not enter an email address. the system will then search all users for a match and then you can select from the drop down that appears.

For a UWA staff member always pick the entry that displays an email address in the format of {staff number}@uwa.edu.au after their name

If the researcher is external to UWA and does not appear in the list, you can enter their full email address in this field and manually enter the other details. Do not use this option for UWA Staff member (including adjunct, honorary, clinical and emeritus positions), as it will result in missing data on their UWA Research Repository and other UWA systems.

The organisation I am trying to add as an Administering Institution, Funder or Partner Organisation is not in the system for me to select?

For reporting purposes it is important that we keep accurate records of this type of data. As such we need to ensure that organisations are named correctly in the system and are not duplicated.

If the organisation is missing, please email [email protected] with details of the organisation and we will add them to the system

The funding organisation is listed in the system, but the scheme is missing. what do I do?

For reporting purposes it is important that we keep accurate records of this type of data. As such we need to ensure that organisations are named correctly in the system and are not duplicated.

If the funding scheme is missing, please email [email protected] with details of the scheme along with the name of the funding organisation and we will add them to the system

I'm resubmitting an application to a funder, do I have to resubmit a form in ROAP?

Yes you need to complete a form for every application that you submit. However, to save you time you can copy an existing application in the system and change the relevant data.

To copy an application, go to the application list screen, find the application you want to copy, click the 3 vertical dots and then Copy application

Copy application steps in ROAP 

Further infomation