Approval Procedures

Departmental Endorsement

  1. Here, “depthead” refers to an Editor of Applications (Departmental Level). The “depthead” and his/her delegates are the first to receive a grant application submitted by an academic in their department via the IRIMS.

2. A “depthead” can determine the frequency of automatic emails sent to him/her by selecting the preferred option provided under “Email settings”.


3. Email notification will be sent to a “depthead” once an application pending approval has been submitted.

4. The panel on the right indicates when an application has arrived. The “depthead” can click on the hyperlink to view the full application list.

5. Applications listed as pending approval can be viewed by clicking on the hyperlinks.

6. The “depthead” can switch to the “Editing Layout” to view the full application by clicking on the pencil icon (top left). The “History and comments” section includes the date of application and remarks by the applicant.

7. If all the information in the application is correct, the “depthead” can click Approve. Otherwise, click “Return” to send it back to the applicant for amendment.

8. Once the “depthead” clicks “Approve”, he/she will be asked to agree to a set of terms and conditions. He/she needs to tick the checkbox, "Agree to the above terms and conditions", to proceed further. By agreeing, the Department Head confirms the applicant’s eligibility, and the anti-plagiarism check for the research proposal.


Faculty Endorsement

1. Here, "facapprover" refers to an Editor of Applications (Faculty Level).

2. A “facapprover” can determine the frequency of automatic emails sent to him/her by selecting the preferred option provided under “Email settings.

3. Email notification will be sent to a “facapprover” once an application (endorsed by the respective Department Head) arrives for Faculty approval.

4. The panel on the right indicates pending tasks. The "facapprover" can click on the pending application hyperlinks to view the full list.

5. Applications listed as pending approval can be viewed by clicking on the hyperlinks.

6. The “facapprover” can switch to the “Editing Layout” to view the full application by clicking on the pencil icon (top left). The “History and comments” section includes the date of application, remarks by the applicant, and comments by the Department Head.

7. If all the information is correct, the “facapprover” can click "Approve". If any information is missing, click "Return" to send it back to the applicant for amendment.


8. Once the “facapprover” clicks "Approve", he/she will be asked to agree to a set of terms and conditions. He/she needs to tick the checkbox, "Agree to the above terms and conditions", to proceed further. By agreeing, the Faculty Dean confirms the eligibility of the applicant and that the research proposal has passed the anti-plagiarism check.

9. The endorsed application will then be passed electronically to the Research Office. The Research Office will further vet the application (such as checking staff eligibility), seek the Vice-President (Research and Development)’s final endorsement, and then submit the application to the funding body.

Please note!

Take extra care NOT to inadvertently click on the button with a red X. Once this button is clicked, an application record will be permanently removed from IRIMS, and cannot be recovered.