arts council england | - before you begin · web viewhow to register and create your applicant...

Grantium guidance for National Portfolio Funding Programme 2018 -22

How to complete an application Version 1.1 – 2 November 2016

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ContentsBefore you begin...................................................................................................4

A note on using the system................................................................................4

Logging in to Grantium.........................................................................................5

Registering for the National Portfolio Programme...............................................6

Submissions – finding your eligibility questionnaire.............................................9

Eligibility questionnaire......................................................................................11

Getting started.................................................................................................11

Application type...............................................................................................11

About your organisation...................................................................................12

About your application.....................................................................................13

Museums..........................................................................................................15

Submission summary.......................................................................................16

Submissions – finding your application form......................................................18

Application..........................................................................................................19

Introduction.....................................................................................................19

Organisation details.........................................................................................19

Contact information.........................................................................................20

Basic details.....................................................................................................20

Contributing to our goals.................................................................................22

Contributing to our goals - bands one and two applications:..........................23

Contributing to our goals - band three applications:.......................................23

Contributing to our goals - Sector Support applications:................................23

Goal 1...............................................................................................................24

Goal 2...............................................................................................................24

Goal 3...............................................................................................................25

Goal 4...............................................................................................................25

Goal 5...............................................................................................................26

Organisation profile.........................................................................................26

Beneficiaries....................................................................................................27

Activity Location..............................................................................................28

Consortium partners........................................................................................31

Attachments/Links: Financial attachments......................................................32

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Consortium partner attachments.....................................................................33

Letter attachments...........................................................................................35

Other Attachments/Governance document attachments.................................36

Additional investment request.........................................................................36

Evidence of mandatory conversation...............................................................37

Monitoring Information...................................................................................38

Declaration.......................................................................................................39

Submission Summary.......................................................................................40

Appendix – Application overview........................................................................41

FAQs.................................................................................................................42

Further information and support........................................................................44

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Before you beginThis document is an instruction manual to help you complete your application on Grantium, our new grant management system. It does not contain any information on our policies or eligibility requirements for the National Portfolio Investment Programme. For information on this please refer to National Portfolio Investment Programme guidance for applicants.

In order to access the application form you will need to have first set up an applicant profile that has been validated. If you have not yet done this please refer to our How to register and create your applicant profile guidance.

A note on using the systemA few tips on using Grantium that will help you along the way:

As part of the National portfolio application process you will be asked to answer different questions depending on the type of organisation you are and the funding band you are applying for. Please note that the answers you supply in the eligibility questionnaire will determine which questions you get in the application form. It will not be possible to edit this information once submitted and will need to start again to make any changes, so please ensure you enter the correct information in your eligibility questionnaire.

We hope you will be able to find all the information you need in this document. You may find the application overview chart and the FAQs in the appendix useful, but if you encounter any problems please call Customer Services on 0845 300 6200 or 0161 934 4317.

The deadline for registering on Grantium is 4pm on 13 January 2017. The deadline for submitting an application is 12 noon on 1 February 2017.

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you will be logged out after 15 minutes of inactivity. A pop up screen will appear to warn you after 10 minutes of inactivity. Typing is not recognised as an activity by the system. Press the Save button often to avoid losing content

any items marked with * are mandatory fields which must be completed

text boxes have a character limit which includes spaces and punctuation. If you exceed the character limit any additional text will be automatically deleted

you cannot use the back button in your web browser, you must

http://www.artscouncil.org.uk/national-portfolio-2018-22/our-investment-2018-22-helpful-documents



Good luck and save often. Logging in to GrantiumOnce your applicant profile has been validated you will receive an email to let you know that you can begin your application.

You can access Grantium from our website.

The first screen you will see is the login page. Enter your username and password on the left hand side of the screen and click on the Login button.

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Enter your details and click on the Login button

http://www.artscouncil.org.uk/national-portfolio-funding-programme-2018-22

Registering for the National Portfolio ProgrammeIf you have not already done so, you must register for the National Portfolio Programme to access the eligibility questionnaire and application form.

Once you have logged into Grantium click on Browse Programmes. Then click the Register icon for the National Portfolio Programme.

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Log in and click here to start the National Portfolio Programme registration

Applicants who set up their applicant profiles on or after 26 October, using our How to register and create your applicant profile guidance will have already completed this step and can continue to page 9.


In the next screen use the top drop down menu to choose the applicant you would like to register for the National Portfolio Programme. Click Save & Next.

Ignore the question at the bottom of the screen.

You will be taken to your Applicant Profile. If you wish to update your details you can do so here. Please see our How to navigate the system including how to update your details guidance document for further information. Otherwise, you can skip this step and continue registering for the National Portfolio programme by clicking Return to Registration Wizard on the left hand side of the screen.

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If you do not need to update your applicant details click here to continue registration.



In this screen click Next to start your eligibility questionnaire.

Once you have entered your project name click Save & Next and you will be taken to the eligibility questionnaire.

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The deadline for registering on Grantium is 4pm on 13 January 2017.

For your applicant project name you must enter:

National portfolio organisation 2018 - 2022

The only exception is if you are applying as a Sector support organisation. Sector support applicants should enter:

National portfolio organisation 2018 - 2022 (SSO)

Page 11 onwards will walk you through the eligibility questionnaire.

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bmissions – finding your eligibility questionnaireOnce you have logged in click on Submissions.

The submission workspace is where you will find your eligibility questionnaire. All the forms and tasks you complete for your project will also appear here.

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Click here to find your eligibility questionnaire

Applicants who set up their applicant profiles on or after 26 October, using our How to register and create your applicant profile guidance should start here.

If you are working through the steps from page 8 please continue to page


If this is your first time applying through Grantium you will see the eligibility questionnaire appear at the bottom of the screen. Click the orange folder icon to begin.

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Click here to begin your eligibility questionnaire

If you have made an application through Grantium before, you may need to first change your Applicant or Applicant Project Name in the drop down menus and click Filter

Eligibility questionnaire

Getting startedThe first screen you will see is the Getting started information page.

Click Next to continue.

Application typeThe next screen will ask you about the type of application you are making. Select Yes or No from the drop menu.

If you select Yes to the second question, you will see a message reminding you that you will need to provide evidence of having a mandatory conversation with an Arts Council Relationship Manager. This should be uploaded to your application form. See page 37 for further information on how to do this.

Further information on arranging a mandatory conversation can be found in the National Portfolio Investment Programme guidance for applicants.

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Click Save & Next.

About your organisation The next screen relates to the type of organisation you are applying as.

If you select No to the last question, you will see a message reminding you that you will need to provide evidence of having a mandatory conversation with an Arts Council Relationship Manager. This should be uploaded to your application form. See page 37 for further information on how to do this.

If you select Yes, you will be asked if you are requesting additional investment.

Requesting additional investment means you would like to be considered for a figure that is above your 2017/18 grant or the planning figure which the Arts Council has given you.

Once you have selected your answers click Save & Next to continue.

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About your application The next screen relates to the type of application you want to submit.

In the yellow boxes at the bottom of the screen, enter a numerical figure (pound sign not necessary) for the amount you would like to request each year. For current NPOs and MPMs, this figure must be either up to your 2017/18 investment level or the planning figure we have issued you.

Click Save to update the total box.

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Please remember the figures you enter here will determine which investment band you will be considered for and what type of questions you get in your application form. Once you have submitted your Eligibility Questionnaire, you cannot change these figures. Banding does not apply to Sector support organisations. If you would like more information on what this means refer to the National Portfolio Investment Programme guidance.

Band 1 2 3Amount per year (average)

£40,000 - £249,999 £250,000 - £999,999 £1,000,000+

Remember the figures you supply in your eligibility questionnaire cannot be edited in the application form. Please ensure these figures are correct before you submit your Eligibility questionnaire.


If you have requested additional investment, you must enter a numerical figure for the extra amount you are requesting each year. For example, if you have applied for £50,000 per year, but would like to also be considered for £90,000 per year, enter the additional £40,000 into each box.

Click Save to update the total box.

Click Save & Next to continue.

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If you request additional investment, a question will appear at the end of the application form asking you to explain what the additional amount will be used for.

If you have not applied as a museum please go to page 16.

MuseumsOnly organisations applying as museums (see page 11) will see the following questions. Select your answers from the drop down menus.

It is mandatory that museums are accredited. You will be required to enter your Accreditation number here.


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Remember the answers you supply in your eligibility questionnaire determine which questions you get in your application form and cannot be edited once submitted. Please ensure your answers are reflective of the type of application you would like to make before you submit.

Submission summary

The last screen is the Submission summary. Here you will see a hyperlinked list of all the screens you have worked through.

A green tick will appear if you have answered all the mandatory fields for that section. A red cross will appear if you have left a mandatory question blank and the words Please Complete will also show under the Last updated column.

If any of your answers make your application ineligible, a hyperlinked note will appear at the bottom of the screen.

Clicking on the hyperlinked note will take you back to the screen where you entered the answer that is considered ineligible.

If you have any red crosses your Submit button will be greyed out and you will be unable to continue.

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Remember the answers you supply in your eligibility questionnaire determine which questions you get in your application form and cannot be edited once submitted. Please ensure your answers are reflective of the type of application you would like to make before you submit.

If you have all green ticks then you are able to submit your eligibility questionnaire and continue to the application form.

To do this click Submit at the bottom of the screen.

Clicking Next will just take you back to the first screen of your eligibility questionnaire. You must click Submit to continue.

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Click here to submit and complete your eligibility questionnaire

Submissions – finding your application formOnce you have submitted your eligibility questionnaire you will be automatically taken back to your submissions page. Please note the application form will only appear after you have submitted the eligibility questionnaire.

Click on the orange folder icon to begin your application.

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Click here to begin your application

You may need to clear or change your filters first.

Application

IntroductionThis screen is for your information only. Click Next.

Organisation detailsThis information is taken from your applicant profile and is not editable. Click Next.

If you need to update this information you must do so in your Applicant profile. See our How to navigate the system including how to update your details guidance document for further information.

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Contact informationThis information is taken from your applicant profile. This screen is not editable. Click Next.

Basic detailsUse the text box to complete the first answer. Please note the 2000 character limit. Remember to click Save often.

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Please be aware that the character limits include punctuation and spaces. Please do not exceed the character limit. If you go over the limit you will receive an error message when you click Save.

You do not need to use the maximum number of characters to answer the questions.

Grantium will log you out after 15 minutes of inactivity, this includes typing into a text box so you must click Save often.

If you select Yes to the question “Do you or does your organisation object to receiving National Lottery funding for religious reason” you will see the following text appear:

This means you will be required to upload a letter attachment at a later stage in the application form (see page 35).

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Contributing to our goals

This screen will look slightly different depending on the type of application you are making.

Band three applicants are required to contribute to all our goals. Applicants for bands one and two must contribute to goals one and two with goal five as optional. Sector Support Organisations may choose which goals to contribute to but must choose at least one. For further information on the requirements of each band, please refer back to the National Portfolio Investment Programme guidance.

Band one £40,000 - £249,999(per year)

Band two £250,000 - £999,999(per year)

Band three £1,000,000+

(per year)

Sector Support

Goal 1 Must contribute to at least one of the

goals

Goal 2Goal 3 N/A N/AGoal 4 N/A N/AGoal 5 Optional Optional

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Grantium will log you out after 15 minutes of inactivity. Please note that typing does not count as activity. You must click on an icon or a hyperlink for the system to recognise that you are still active.

We recommend that in the next few sections where you are typing into a text box you click the icon often.



Contributing to our goals - bands one and two applications:Goals 1 and 2 will be preselected. You may select the Goal 5 tick box if it is applicable to your application. Click Save & Next to continue.

Contributing to our goals - band three applications:All goals will be preselected. Click Save & Next to continue.

Contributing to our goals - Sector Support applications:All tick boxes are optional. You may select as many as are applicable to your application but you must select at least one. Click Save & Next to continue.

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Depending on the type of application you are making, you will not necessarily see all the following screens. Please refer only to the sections that apply to you.

Goal 1 Enter your answers into the text boxes. Please note the character limit which you will see on your screen. Remember to click Save often.

Sector Support Organisations should enter “not applicable” for the question “Tell us how you plan to use our funding to contribute to the Creative Case for Diversity”.


Goal 2Enter your answer into the text box. Please note the character limit which you will see on your screen. Remember to click Save often.

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Goal 3 Band three applications only.Enter your answer into the text box. Please note the 20,000 character limit. Remember to click Save often.


Goal 4 Band three applications only. Enter your answer into the text box. Please note the 20,000 character limit. Remember to click Save often.

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Goal 5 Enter your answer into the text box. Please note the character limit which you will see on your screen. Remember to click Save often.


Organisation profileEnter your answers in the text boxes. Please note the character limit which you will see on your screen. Remember to click Save often.

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BeneficiariesThis screen asks you to identify if your activity is aimed at any particular group(s). The answers are automatically set to not specific. If your activity is not aimed at any particular group(s) you can click Save & Next to continue.

If your activity is aimed at a particular group, click on the appropriate tick box. You will then get a further set of sub categories which you must choose from.

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You may choose as many groups as are relevant to your activity. Click Save & Next to continue.

Activity Location

Here you need to add the location details for your project. Click the add information icon to populate the table.

This will open up the Activity location details screen where you can enter the address details. If you enter the postcode and click Get local authority, Grantium will automatically populate the correct local authority details.

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Please note that all applicants will need to provide the location details of their activities. Whether you are a single location (non touring) or touring organisation, please complete this section. Further information can be found in the National Portfolio Investment Programme guidance.


If you do not have a postcode you can click the No postcode available tick box. You will then need to manually select the local authority from the drop down menu.

Use the drop down menu to select the status of your booking.

Once you have completed your activity location details you can click Save & Add Another to add the details of another venue or Save & Back to List to return to the Activity location screen.

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In your Activity location screen you can use the view button to go back and edit the activity location details you have entered.

The delete button will delete the activity location details you have entered in that row.


If you are not applying as a consortium please turn to page 32.

Consortium partners If you are applying as a consortium you will need to enter the details of each of your partners. Click the add information icon to get started.

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You will be taken to the Consortium partner details screen where you will need to enter the name and address of each of your consortium partners.

If you enter a postcode, Grantium will automatically find the correct local authority details. Click No postcode available to manually choose the local authority.

If your consortium partner is a museum you will have an extra question asking for their Accreditation number.

Click Save & Add Another to add the details of another consortium partner or Save & Back to List to return to the Consortium partner screen, then click Next to continue.

Attachments/Links: Financial attachmentsUpload your mandatory financial attachments by using the Click to add attachment hyperlink.

31Please see page 41 for an overview of the required financial attachments.

Enter your attachment name and type. Use the Choose File button to upload

your attachment.

Click Save & Back to List to return to the Financial attachments screen. Once you have uploaded all your attachments, click Next to continue.

If you are not applying as a consortium please turn to page 35.

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Consortium partner attachmentsIf you are applying as a consortium you will need to attach your consortium budget and a financial statement for each of the partners that you identified in the Consortium partner’s screen (see page 31).

Use the hyperlinks to add your attachments.

Enter your attachment name and type. Use the Choose File button to upload your attachment.

Click Save & Back to List to return to the Consortium partner attachments screen.

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Click here if you want to download and view the attachment you have uploaded

Click here if you want to delete the attachment you have uploaded

If you have made no objections to using Lottery funding please turn to page 36.

Letter attachmentsYou will only see this screen if you have selected Yes to the question Do you, or does your organisation object to receiving National Lottery funding for religious reasons? in the Basic Details section.

Click on the hyperlink to add your attachment.

Enter the name of your document and upload the attachment by clicking on Choose File.

Click Save & Back to List to return to the Letter attachments screen. Then click Next.

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Other Attachments/Governance document attachmentsThis screen will pull through the governance document that was uploaded in your applicant profile. This screen is not editable and does not require any

further action.


If you are a current National Portfolio Organisation and have requested additional investment in the eligibility questionnaire (see page 12) you will see the following screen. If this does not apply to you please turn to page 37.

Additional investment request This screen will pull through the additional investment request that was entered in the eligibility quiz.

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Complete the text box. Please note the 10,000 character limit. Remember to click Save often.

Click Save and Next to continue. You will only see the next screen if you are applying to be a Sector Support Organisation or if you are not a current National Portfolio Organisation or Major Partner Museum. If this does not apply to you please turn to page 38.

Evidence of mandatory conversation If you are not a current National Portfolio Organisation or a Major Partner Museum then you will need to upload evidence of a mandatory conversation with an Arts Council Relationship Manager. You will also need to do this if you are applying as a Support Sector Organisation.

Click on the hyperlink to add your attachment.

Enter the name of your document and upload the attachment by clicking on Choose File.

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Click Save & Back to List to return to the Evidence of mandatory conversation screen. Then click Next.

Monitoring InformationThe information on this screen is taken from your applicant profile and cannot be edited here.

Click Next to continue

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DeclarationPlease take the time to read the information on this page as it sets out important legal information. You must select the first and third tick box. If you select the final tick box you will be given a short text box to provide further information.


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Grantium will automatically record the name of the user that is currently logged in. Remember you must have the appropriate authority to click Save and Next here and Submit on the next page.

Submission SummaryThe last screen is the Submission summary. Here you will see a hyperlinked list of all the screens you have worked through.

A green tick will appear if you have answered all the mandatory fields. A red cross will appear if you have made a mistake or left a mandatory question blank.

For every cross there is an explanatory note at the bottom of the screen. Click on these notes to be taken back to where the changes need to be made.

You will be unable to submit your application if you have any red crosses. If you have all green ticks click the Submit button to complete and submit your application.

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you must have the appropriate authority on behalf of your organisation to click Submit

you cannot edit your application once you have clicked Submit. If you would like to withdraw your application please call Customer Services.

you must submit your application by 12 noon on 1 February 2017

Appendix – Application overview

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Below is a basic flow chart of how the screens and requirements differ between each banded application. Please note it does not give you all the differences in

detail.

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Mus

t con

trib

ute

to a

t lea

st

one

goal

Goal 5

Financial Attachments:

-Detailed budget for next financial

year-Most recent

financial statements

-Most recent management

accounts-Budget for



year-Most recent



accounts-Budget for



year-Most recent



accounts-Budget for



year-Most recent



accounts-Budget for

Goal 5OPTIONAL

Goal 3OPTIONAL

Goal 2OPTIONAL

Goal 1OPTIONAL


Basic Details

Goal 4OPTIONAL

Goal 3

Goal 2

Goal 1


Basic Details

Goal 4

Sector SupportBand 3£1,000,000+

Goal 5 OPTIONAL

Goal 2

Goal 1


Basic Details

Band 1£40,000 - £249,999

Band 2£250,000 - £999,999

Goal 5 OPTIONAL

Goal 2

Goal 1


Basic Details

Eligibility QuestionnaireType of application (Organisation/Museum/Sector Support/Consortium)

Amount you are applying for (per year)

All consortium applications will need to supply a consortium budget.

Recent financial statements for each of their partners should also be

provided

FAQs

I have submitted my application, what next?

Once you have clicked Submit, your application is complete. The outcome of your application will be sent to you via Grantium. An email notification will be sent to the users attached to your application to ask you to log in and view your decision letter.

I have a technical problem who should I call?

For technical queries please call Customer Services on 0845 300 6200 or 0161 934 4317.

I forgot my user name – what can I do to get it?

Please contact Customer Services on 0845 300 6200 or 0161 934 4317.

I forgot my password – what can I do to get it?

Click on Forgot your password? on the log in screen. You will be prompted to enter your email address. Details will then be emailed to you about how to access your account.

I would like to amend the information in my Applicant profile, what should I do?

How to navigate the system including how to update your details guidance document will show you how to update your details. Please note the information in your applicant profile carries through to your application form at the point you start a new application. If you change your details after you have started your application form, the updates will not pull through and you will need to start a new eligibility questionnaire and application form.

I would like to submit an application as a National Portfolio Organisation and as a Sector Support Organisation, what should I do?

You will need to submit two separate eligibility questionnaires and application forms.

How can I share my application form with other members of my organisation who are not set up on

Grantium will allow you to turn your application form into a PDF.

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Grantium. Log in and open your application form. At the bottom of the grey navigation bar, on the left side of the screen, you will see the Export to PDF option. Click here to choose which sections of your application form you would like to PDF.

The system keeps logging me out without warning.

You should receive a pop up warning after 10 minutes of inactivity. Please check the setting in your browser as it may be blocking any pop up notifications.

Remember typing into a text box does not count as an activity. You must click an icon for the system to recognise you are still active. We recommend that you click Save often.

Can I edit my eligibility questionnaire once I have clicked Submit?

No. If you have made a mistake you will need to start a new eligibility questionnaire. Repeat the steps from page 6 onwards to do this.

Can I edit my application form once I have clicked Submit?

No. Once you clicked Submit your application form is complete. If you would like to withdraw your application please contact Customer Services.

I cannot see the entries I have made in the Activity location/Consortium partners page?

You may have accidently clicked one of the alphabet filters at the top of the table. Click ALL on the top left hand of the table to clear the filters.

There are members of my board who have worked at the Arts Council in the last three years. Should I name them in the Declaration section?

Yes. Please give details as per the declaration screen.

My organisation is a museum or museums service consisting of more than one site/accredited museum. Which accreditation number should I use?

Use the accreditation number for the museum or site that matches the address you have entered in your applicant profile. If you are applying as a consortium, you will need to enter the accreditation numbers of partner museums in the Consortium

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partner section.

Can I copy and paste from Microsoft Word into the text boxes?

Yes. We recommend you clear the formatting of the text before pasting into the text boxes. Remember that the character limits include punctuation and spaces.

Further information and support

If you have any questions about the information contained in this document or require further assistance, please contact our Customer Services team on:

Phone: 0845 300 6200, 0161 934 4317Textphone: 020 7973 6564

Email: [email protected]: www.artscouncil.org.uk

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http://www.artscouncil.org.uk/

mailto:[email protected]

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