SmartGrant FAQs (Frequently Asked Questions)

Why am I on this list?

SmartGrant IDs have been issued to all Bates College faculty and staff who have active external grants as of November 17, 2014; who have grant proposals pending funder decision as of this date; who were deemed likely to submit new proposals within the next two months; and/or who may be called upon to provide administrative approval of new grant proposals. If you are on this list, one or more of these apply to you.

I misplaced the e-mail from SmartGrant with my temporary password. How do I get it?

For now at least, SmartGrant user credentials have to be set up or re-set by staff of ERA Software Systems. Eileen Zimmerman in ILS is working on integrating SmartGrant into your Bates College user IDs, but we do not yet have a timeline for that. For now, please contact Julie Lindquist King at (or, since Julie is out of the office until November 20th, you can contact her boss, Hugh Albert, at, to request a password re-set.

I have no idea how to use this. How can I get training and help?

All your pending proposals and/or active grants have been back-entered into SmartGrant. Based on our own experience, we think it’s more useful to see SmartGrant in action with real data about real grants. Therefore, to protect sensitive user information,  I will be providing SmartGrant training on a one-on-one basis. I will be scheduling this training on modified first-come-first-served basis. (Modified as in, if you have a proposal deadline coming up, you get to jump the queue.) Please let me know ASAP if you would like training, and let me know your preferences as to timing.

What purpose does this really serve?

Even if you personally never make direct use of SmartGrant, if you have or seek grants you will benefit from it. It will enable staff in the Office of External Grants, as well as other offices or committees who need to know about your proposals (e.g. Accounting, Dean of Faculty, IRB, IACUC, IBC, Environmental Health & Safety, HR, Facilities), to work faster and more accurately on them. It will enable us to provide critical information about active grants with the push of just a few on-screen buttons, instead of having to dig through paper files and electronic shadow systems.

What happens to my proposal if I don’t use SmartGrant? Will you not submit my proposal?

OEG’s purpose in implementing SmartGrant is to improve customer service, with you–the faculty and staff of Bates College–as our customers. It is not to impose an additional bureaucratic hurdle. If you become an active and effective user of SmartGrant, we predict that will make like easier for you and for us. As we detail, however, on the OEG webpage linked to above, if you don’t make use of SmartGrant, that could result in additional delays in processing proposals. We will continue to strive, with your active assistance, to minimize any such delays.