Application generator – short instruction manual for submitting an IDUB application

Grant, scholarship and other applications for selected competitions organised under the IDUB programme are submitted through an application generator prepared on the DocSense platform. In the following, we provide a short, general tutorial on how to use this tool.

For everyoneI am submitting an applicationI am approving the application

Getting started with the application generator

Attention:
The DocSense platform can only be accessed from the university’s computer network (either on computers connected to the LAN or via eduroam WiFi).

I’m outside the UW network and can’t access DocSense. What to do?

It is possible to access the UW’s internal network, for example, from home, without installing additional applications. To do this, use the VPN. The online version is available at: https://gp.vpn.uw.edu.pl/global-protect/login.esp We log in to the VPN using an ActiveDirectory account. (ActiveDirectory account details can be obtained at: https://mojekonto.uw.edu.pl/ where you login with your CAS account, i.e. the same credentials as USOSweb.)

After logging in via VPN, choose DocSense:

Go to the DocSense platform website https://ds.uw.edu.pl/ or straight to the generator:

https://generator.ds.uw.edu.pl/

Log in with your UW account – either an Active Directory account or (if you do not have an Active Directory account) as you log in to USOS.

I am submitting an application I am approving the application

Creating a new document

From the left panel, select “Create document” and then from the drop-down list the application template appropriate to the competition or call under which you wish to apply. To make it easier to find the right form, documents related to the IDUB Programme are end with a suffix “(IDUB [action_number])”.

Complete the form on the “Document Form” tab. Please keep in mind some of the rules listed below:

Mandatory fields are marked with an asterisk “*”.
Regularly save the draft version (the “Save Draft” button at the bottom of the form) in case the connection to DocSense is lost or there is another computer or network failure.
Add attachments at the very end, just before submitting the application. Adding attachments will block the ability to save the draft.

Add the persons required by the regulations or rules of the competition or call to the approval pathway. Remember the recommendation listed below:

Only people who can log into DocSense, i.e. only employees of the University of Warsaw, can join the acceptance path.

Add the attachments required by the competition or call rules or regulations.

Submit the application by clicking the “Save and finish editing” button at the bottom of the form.
The application will be put on the approval track and those listed at each stage will receive an email to respond.

Editing a draft version

Select “In progress” from the left-hand panel, then expand the menu next to the application you wish to edit and select “Edit”.

Continue as for creating a new document.

Correcting a rejected application

A rejected application can be corrected and resubmitted by making a copy of the previous document and re-editing it.

From the left panel, select “All documents” and then expand the menu next to the application you wish to correct and resubmit and select “Copy”.

Correct/complete the application according to the recommendations given by the evaluation committee or the IDUB Team – as for creating a new document.

Acceptance of the application by authorized persons

Attention:
If the applicant has not submitted the application by clicking the “Save and finish editing” button at the bottom of the form, the application will not be available for approval.

Path A: via a link in the email

Click on the link in the email you received directly from the DocSense platform (email subject: “Document Acceptability Notification”) – the link will redirect directly to the page where you can accept/reject the application.
On the “Approval” tab, you will see three buttons next to your name (as the recipient) for:
- accept the application – green,
- rejection of the application – red,
- to abstain from voting – yellow.

Click one of the above buttons according to your decision and follow the instructions on the screen (including, among other things, comment on your decision if you deem it necessary – in particular, comment on a negative decision).

Path B: via the menu in DocSense

From the left panel, select “To Do” in the “My Tasks” section.
Select the application you want to accept/reject by clicking the magnifying glass button (“Document Acceptance View”).

On the “Approval” tab, you will see three buttons next to your name (as the recipient) for:
- accept the application – green,
- rejection of the application – red,
- to abstain from voting – yellow.

Click one of the above buttons according to your decision and follow the instructions on the screen (including, among other things, comment on your decision if you deem it necessary – in particular, comment on a negative decision).