TUTORIAL FOR APPLICANTS USING ETF S ONLINE GRANT APPLICATION SYSTEM

Transcription

1 TUTORIAL FOR APPLICANTS USING ETF S ONLINE GRANT APPLICATION SYSTEM For: Letters of Intent (LOI) and Applications Overview This document is designed to provide applicants with step-by-step instructions about using East Tennessee Foundation s (ETF) online application system. Registration Page/Log on If you have not previously logged on/are a first-time user: 1. Click on Create New Account to register. 2. Do not create more than one account for your organization - multiple users at the same organization must use the same account. If you have previously logged on/are a returning user: 1. Enter your Address 2. Enter the Password you chose when you created your account. 3. Click on the Log On button to access the grant management system. If you have forgotten your password: 1. Click on Forgot Your Password? link, enter your address, and the system will your password to you. If you are entering information for an application already started by another staff person at your organization: 1. Use the primary contact person s log on information to login DO NOT create a new account. If another staff person at your organization has already created an account for a previous application: 1. DO NOT create a new account Use the previous logon information or consult the appropriate ETF staff person, identified on the last page of this document, for assistance. Returning users logon by entering your address If you have forgotten your password, click here. New applicants must register themselves and their organizations.

2 To register an account (first-time users only) 1. There will be three screens of information to complete in order to register. You will provide information about the applicant organization (including tax ID number), the person submitting the request (contact person), and the executive officer/director. 2. Answer all questions marked with an asterisk (*). You will not be able to proceed to the next page until they have been answered. Applicant Organization Information CREATE ONLY ONE ACCOUNT PER ORGANIZATION The organization information must pertain to the applicant organization. All questions marked with an asterisk (*) must be completed. Click here to continue Contact Person Information Provide contact information for the person submitting this request. Click here if organization address is the same Click here to return to previous page

3 Executive Officer/Director Information If you answer YES then you will be taken to this screen If you answer No

4 then you will be taken to this screen Entering a Password To complete your registration, you will be taken to the Set Password page. 1. Enter your password. Your password must have at least 6 characters. 2. After entering your password(s) click Save. Enter your password of at least 6 characters. After entering the password, click Finish

5 Application Page After saving your password, you will be directed to the Application Page. This allows you to review the list and brief summaries of the available grants. 1. For a more detailed description of the grant program, you may click on the link to the ETF website. 2. Click on the grant program (in blue) for which you want to apply, so that you can begin filling out the form. Click on the grants program for which you want to apply. Some applications are by invitation only. If this applies to you, you will be provided with an Access Code. Click here for detailed information about the grants program. Sample grants program description page

6 Filling out the Application Form The application can be completed in one sitting or you may begin the application and complete it at another time. You may return to your application as many times as you wish prior to submitting it. Please note: Be sure to save your work regularly every minutes. After 90 minutes of inactivity you will be logged off for security reasons. 1. Answer the questions on the form, paying close attention to the instructions and limitations on each question. 2. Text questions will have a character limit. Questions that require you to upload files will limit the size (in Mega Bytes MB) of the file you can upload. Uploading Documents To upload a document: a. If the document exists in an electronic format (Word, Excel, PDF, jpeg, etc), you may search for it on your computer using the Browse button inside the application. Simply find the relevant document on your computer and select it to be uploaded. b. If the document to be uploaded is a required form (e.g. Project Budget Form), the instructions will include a link to the blank form, which you must download to your computer, complete, and save before uploading it. c. If you do not have an electronic version of the document, you may use the Fax to File feature of the application system to create an electronic version. You must then save the document to your computer, so that you can upload that file to the application form. Simply click on Fax to File in the left margin of the application under tools and follow the directions provided. You must have access to both a fax machine and a computer at approximately the same time to utilize this feature. d. Please note: Your uploaded document will not show as uploaded until you have saved your application as a draft. Browse button SAMPLE APPLICATION/LOI QUESTIONS Character limit Mega Byte (MB) limit

7 Example of the end of an application/loi form, requiring you to verify that all entered information is correct: Character limit Complete this section to verify that all information entered is correct. Save the form and keep working or return to it later. Submit your completed form to ETF. Once submitted no changes can be made. Application Status Page After you have saved or submitted your work, the Application Status Page is where you can check on the status of your application. This is your homepage where you will automatically be directed when you login. 1. If you have saved your work then you can Edit the saved form directly from the Application Status Page. 2. Once you have submitted your application/loi form, then you can only view your submitted form and print it. 3. If you want to change your password or contact information, click on Edit Contact in the upper righthand corner. Apply This allows you to review the available grants and apply. Dashboard This is your homepage where you can check on the status of your grants. This page will display the form you just filled out, what its status is, and what the next form will be. Fax to File If you do not have an electronic version of a required document, you can fax it to your address. Using Fax to File also helps shrink documents to a smaller file size. Your project name Click here to change your password or contact information Fax to File Name of ETF grants program Saved application/loi that can still be edited before submitting

8 Click here to Apply View your submitted application/loi Important Information about ETF s Grants Programs 1. Each grants program has its own set of guidelines and application. 2. Each grants program has its own application deadline and grants cycle. 3. Dates and information about grants programs are subject to change, so visit our website on a regular basis for updated information. 4. Visit the Frequently Asked Questions section on our website (under Receive ) for questions and answers which address issues you may face when using ETF s online grant management system. Questions? If you have questions about the online application, please contact the appropriate staff person: Field-of-Interest Funds: Arts Fund; Mount Rest Fund; Wachs Youth Leadership Fund; and Youth Endowment Jan Elston, Director of Competitive Grant Programs, at jelston@etf.org Affiliate Funds: Elizabethton/Carter County Community Foundation; John D. Grubb and Louise G. Sumner Fund for Monroe County; Harris Fund for Washington County, Johnson County Community Foundation; Kingsport Community Foundation; and Union County Community Foundation Jan Elston, Director of Competitive Grant Programs, at jelston@etf.org Affordable Housing Trust Fund Jeanette Kelleher, Director of Research & Policy Development, at jkelleher@etf.org Women s Fund of East Tennessee Terry Morgan, Director of the Women s Fund, at tmorgan@etf.org All staff can also be reached by telephone at (865) or toll-free at (877) CLICK HERE to APPLY ETF competitive grants are administered in compliance with ETF s equal opportunity and non-discrimination policy.