Access to SmartGrant and JOL

To log into SmartGrant or the Research Data Warehouse (JOL), you must have an active SmartGrant account.  You can request a SmartGrant account if you fall into categories 2,3,4,or 5 below.

SMARTGRANT ACCESS CRITERIA: The information and data stewards for SmartGrant have established these 7 user access criteria below:  

  1. Permanent Employees WITH An Academic Title - User access are automatically established if the following criteria are met:
    1. Employee must have an ACTIVE Peoplesoft Human Resource ID.  
    2. Employee must have an ACTIVE UMASS Amherst NETID.
    3. Employee must have an Academic Title.
  2. Permanent Employees WITHOUT An Academic Title - User access can be established if the following criteria are met:
    1. Employee must have an ACTIVE Peoplesoft Human Resource ID.  
    2. Employee must have an ACTIVE UMASS Amherst NETID.
    3. Employee must complete the SmartGrant Permanent Worker Access Form.   This form will be routed via Adobe Sign for approval before SmartGrant access is granted.
  3. Non-Employees or Pending Employees - User access can be established if the following criteria are met:
    1. Person must complete the Contingent Worker Form for PeopleSoft, which will request creation or activation of a Peoplesoft Human Resource ID.  
    2. Person must complete the Courtesy Accounts for Non-Employees Non-Students (NENS) NETID form, which will request creation or activation of a UMASS NETID.
    3. After establishing an active PeopleSoft HRID and active UMASS NETID, person must complete the SmartGrant Contingent Worker Access Form, which will request access to SmartGrant.  This form will be routed via Adobe Sign for approval before SmartGrant access is granted.
  4. Retirees - User access can be established for if the following criteria are met:
    1. Retiree must complete the Contingent Worker Form for PeopleSoft, which will request activation of a Peoplesoft Human Resource ID.  NOTE: Retiree status for the purpose of SmartGrant access is not considered ACTIVE.
    2. Retiree must have an ACTIVE UMASS Amherst NETID.    See UMASS IT policy on Retirees Account Deactivation and Removal.
    3. After establishing an active PeopleSoft HRID and active UMASS NETID, retiree must complete the SmartGrant Contingent Worker Access Form, which will request access to SmartGrant.  This form will be routed via Adobe Sign for approval before SmartGrant access is granted.
  5.  Emeritus Faculty - User access can be established if the following criteria are met:
    1. Emeritus faculty must complete the Contingent Worker Form for Peoplesoft, which will request activation of a Peoplesoft Human Resource ID.   NOTE: Department Head needs to input in the comments section a confirmation that the Emeritus appointment has been approved by the Chancellor, or send a letter of Emeritus Approval that they receive from the Provost or Chancellor, or that a request for an Emeritus appointment has been submitted and is awaiting approval.
    2. Emeritus Faculty must have an ACTIVE UMASS Amherst NETID.    See UMASS IT policy on Retirees Account Deactivation and Removal.
    3. After establishing an active PeopleSoft HRID and active UMASS NETID, Emeritus Faculty must complete the SmartGrant Contingent Worker Access Form indicating that he/she intends to be a PI or Co-PI on a proposal in the near future. This form will be routed via Adobe Sign for approval before SmartGrant access is granted.
  6. User access will not be established if:
    1. Person is a Student
  7. User access is automatically inactivated if:
    1. Employee has an INACTIVE Peoplesoft Human resources ID OR
    2. Employee has an INACTIVE UMASS Amherst NETID

Note: Employees with Academic Titles who have been inactivated for either A or B reason above, will be automatically reactivated at the next HR load if they have since become active again.

Other Notes:

  • Due to security issues and audit requirements, only permanent employees or visiting faculty, adjunct faculty or postdoctoral candidates may have access to these data stores and query systems. 
  • If your employment date is pending but you need to begin working with the Research Electronic Data Systems before you have credentials, please use category 3 for Non-Employees or Pending Employees.
  • Administration of access to Research Data systems follows UMASS IT policy.
  • Authority/Responsibility: Information and data stewards authorize access and deactivation of individual custodians with a business need to access, manage, or manipulate institutional information and research data.

Questions and Definitions

  • Using a Professional Name vs. your Legal Name is an option in SmartGrant/JOL. Please complete the Professional Name Request form which will be submitted to HR for entry into the personnel profile and then will be available in SmartGrant
  • Status and definition of Permanent Employee, Peoplesoft Human Resource ID or status should directed to your department personnel manager or the Office of the Assistant Vice Chancellor Human Resources, Tim Cendrowski (cendrowski@admin.umass.edu).
  • The definition of an Academic title has been established by the information and data stewards for SmartGrant.     These titles are the compilation of titles (faculty and other) used within academic departments.    
  • The above criteria has been established per a recent UMASS internal systems as of July 1, 2016.   Any SmartGrant user account established prior to July 1, 2016 that does not fit one of the criteria may be subject to deactivation by information and data stewards for SmartGrant.