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Quick Guide to the EPA Grant Application Portal

The Application is now a 2-step process:

  1. Submission of proposal by Applicants
  2. Authorisation of your submission by your Research Office or Managing Director

Only proposals submitted by Applicants before the Call Deadline AND authorised by your Research Office or Managing Director before the Organisation Approval Deadline WILL BE VALID.

Start Early:

  • If you are a new User, you will need to register; you may need to request to have your Organisation validated before registering.
  • When adding a project partner, they also need to be Registered Users before you can complete your form

 

Important Steps

Remember: Do not leave it to the last minute

Further Reading

Read the EPA CCRP/STRIVE Terms & Conditions of Award and Guide for Applicants carefully before submitting your proposal

Running into difficulties using the Portal?

Registration

To submit a proposal you need to be a Registered User on the portal.

Not sure if you are a Registered User or a new User??

  • Go to the EPA Application Registration Page and complete the form.
  • This takes 2 minutes and your username & password for the EPA portal will be sent to you by automated email.

If you are a new User: Check if your organisation is already on the system

  • Yes – Complete the Registration Form
  • No - Follow the on-screen guidance and send a request for your organisation to be validated. Please allow at least 1 working day for this step. You will then be able to complete the Registration Form

Forgot my username & password

  • Your registered username is your email address.
  • Go to the Log In screen (http://epa.smartsimple.ie) and click on Forgot my Password – a new password will be emailed to you automatically.

Tip: Remember to do this step as soon as possible! Do it NOW! We advise you to change your password once logged in.

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The Online Application Form

Go to the EPA Grant Application & Project Management Portal & log in.

Create your draft application form

  • Click on the icon entitled: Click here to create a draft application
  • What is the Call Area (e.g. Climate Change, Water, etc)?
  • Am I applying for a Research Fellowship, Scholarship or a Project?

Tip: Check the Call Description!

Familiarise yourself with the form BEFORE writing your proposal:

  • Check what information is to be completed directly on the form / what needs to be uploaded
  • Check the word limit of the required text boxes
  • Download the templates to be completed (using the Click here links on the form)
  • Check the maximum number of pages for upload and requested file format 
  • Click Save Draft to enable the Upload buttons on your screen. This will also refresh your application when uploading files!

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Adding Project Partners

All project partners must be registered on the EPA Portal.

Ask your proposed partner for their Personal Identification Number (PIN) as you will need it to complete the form

Tip: Check if your proposed partner is a Registered User as soon as possible

Where do I find my PIN?

Click on the Personal Settings Icon – Your PIN will be listed below your personal details.

My proposed partner does not have a PIN:

Please follow the on-screen guidance: an email will be sent to your proposed partner asking him/her to register and to send you their PIN once a Registered User.

Tip: Ensure that your proposed partner’s email address is correct! Ensure that he/she registers & sends you his/her PIN! Allow enough time for this step – do it as soon as possible

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Complete the Form

You can Save Draft as many times as you want.

You can log out and come back later – your proposal will be available under the Draft Submissions icon.

You will NOT be able to submit your proposal if you:

  • upload the wrong file format, or
  • go over the indicated page limit.

Ensure you upload files within the page limits & in the required file format, and allow sufficient time for revisions before you submit.
 
You can export your application as PDF for your own review before submission.
 
Click on Submit will submit your application for authorisation by your organisation.

Tip: Only Click Submit once you have checked that you have completed all the form & uploaded all your documents (including the Budget Spreadsheet).

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Submit your Application

Start Early:

  • If you are a new User, you will need to register; you may need to request to have your Organisation validated before registering.
  • When adding a project partner, they also need to be Registered Users before you can complete your form

Respect the page/word limit & File format:

  • Missing data, wrong file format or excessive number of pages will prevent you from submitting your proposal.

Click on Save Draft regularly!

Submit:

  • Only click on Submit once you have fully completed the form
  • Check that you have completed all fields and uploaded all the documents (incl. budget spreadsheet) before submitting

Tip: Do not wait until the last moment before submitting your proposal! Call deadlines are absolute and strictly enforced

 

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Next Steps

Once submitted, your proposal MUST be authorised by the relevant person in your organisation (i.e. Research Office; Managing director, etc.).

Authorisation MUST be done before the Organisation Approval Deadline.

Who is the Grant Authoriser?

  • Research Offices for universities, ITs, etc.
  • Managing Directors or appropriate designated staff for companies (this cannot be the Applicant)

The Grant Authoriser can:

  • Authorise your submission – Your proposal is then VALID – No further action is required
  • Decline your submission – Your proposal will NOT be processed
  • Ask for revisions – Your proposal will only be valid if revised & authorised before the Organisation Approval Deadline

Only authorised proposals can be sent for evaluation.
 

 

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