arts council england | - forms · web viewto apply for or manage a grant from us, you will need to...

Grantium guidance for applicantsHow to complete a form

Version 1 – March 2018

Contents:

Forms 1Using the Registration Wizard to apply 2Starting or continuing forms 6Working through a form 7

Answering questions 7

Adding dates 8

Completing tables or lists 8

Editing tables and lists 9

Sorting lists 9

Income 10

Expenditure 11

Adding attachments 11

Submitting your form 12Further information and support 12Appendices 13

Appendix I - List of clickable icons and buttons 13

Appendix II - Glossary of Terms 15

INFORMATION SHEET

FormsTo apply for or manage a grant from us, you will need to complete forms using Grantium; our online application and grant management system. There are a few different types of forms, such as:

Your applicant profile Eligibility questionnaire Application form

To start an application, you must first create an applicant profile then complete the eligibility questionnaire:

If you are offered a grant, you may also need to complete:

Offer Letter Acknowledgement – accepting your offer of a grant Payment request(s) - each time you need us to make a payment to you Interim report form – completed for larger grants only Activity report form – completed at the end of all projects

Activity and Interim report forms are required as conditions of certain payments. You will sometimes need to complete both a payment request and a report form to receive payments from us.

It is your responsibility to keep the information in your applicant profile up to date. Before you start an application for any new project, please go through your applicant profile, ensure your information is correct, and update it if necessary.

For more detailed guidance on using our online system, see our information sheet How to create and manage your user account and applicant profile.

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INFORMATION SHEETGrantium: How to complete a form

http://www.artscouncil.org.uk/funding/our-application-portal/pre-application-support

Using the Registration Wizard to applyThe Registration Wizard guides you through registering to apply, choosing the applicant you want to apply under, and setting up your project on the system.

To access the Registration Wizard:

► Browse programmesTo begin, click Browse programmes in the Workspace section of the left menu bar:

Click View on the far right of the screen next to the programme you want to apply to:

This will take you to the Apply for funding screen. Click Apply Now at the bottom of the screen to begin your application.

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► Applicant detailsSelect your applicant from the dropdown in the top half of the screen.

Use only the top section of this screen.

Do not use the bottom half of the screen called ‘Applicant type’. This is only used when a user is creating a new applicant through this screen, and if used it will generate a new applicant. You should always be using a validated applicant at this stage, and should be able to select it from the dropdown at the top of the screen:

Click Save & Next to continue.

► Applicant details (2)The next screens show the information you entered in your applicant profile. Please review each screen to ensure that your contact information is correct. This is particularly important if you haven’t made an application to us using that profile for some time.

The contact details shown at this stage will be the details that pull through onto your application form. Making sure they are correct at this stage is important, because any changes that are made to your contact details after you have created a new project will not be changed in your application form.

To move through the screens click Save & Next.

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DO NOT USE THIS SECTION

SELECT YOUR APPLICANT HERE

It is your responsibility to keep the information in your applicant profile up to date. If you notice that you need to change any details, you should go to the Submission summary at the end of this section, click the Edit button and go to the appropriate screen to make your changes.

Once all your details are correct, to proceed with your application please click Return to Registration Wizard in the left menu bar:

For more guidance on how to make changes to your details, please refer to the ‘Managing your contact details’ section of our guidance document, ‘How to create and manage your user account and applicant profile’.

► Complete applicant profile

Click Next to proceed with your application.

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► Create a project

Please add the name of your project. This will be the project name that we use throughout the process (and if your application is successful we will use it to label all of your reports and payment requests) so please make sure it is correct and refers clearly to your project, for example ‘Newtown Light Festival 2016’.

Click Save & Next.

► Complete the eligibility quiz

Work through the eligibility quiz form by answering the questions on screen. If you

are eligible to apply, you will then be taken to the full application form.

See the Working through a form section of this sheet for more information.

► Complete the application form

Work through the application form by answering the questions on screen.

See the Working through a form section of this sheet for more information.

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Starting or continuing formsOnce you are logged in, you can start a new application or continue working on an existing form from the navigation bar on the left of the screen.

To start a new application: Click Browse Programmes. This will take you through the registration wizard, and will guide you through the steps to start your application.

To continue working on a form: Click on Submissions. Once you’ve started a form, or we have sent one to you, they can be found here.

In Submissions, click the ‘Open’ icon next to the form you want to work on. You can only work on forms that have not yet been submitted. Forms that have been submitted will show the date on which they were submitted. If there is no date showing, you can continue working on your form.

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Working through a formTo complete a form, work through the pages which are listed down the left-hand side of your screen.

You can click directly into these screens using the menu, or work through them using the on-screen buttons. Make sure you save your changes in each page before you leave it.

We recommend using Save and Next on each page:

The last page in every form is the Submission summary page. It will let you know whether you’ve completed all parts of the form and will allow you to submit it if you have.

Remember, Grantium logs you out after 15 minutes if you haven’t saved or clicked on any other buttons, so save often using the Save button.

Answering questions

Type your answers directly into the boxes provided. Each answer has a character limit. Grantium counts each letter, number, space or punctuation as a character, so bear this in mind if you are copying your answers from another file or program. Make sure you stick to this limit as any text you add beyond this won’t be saved when you save your answers.

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The visible on-screen size of the boxes can be changed by clicking on and dragging the bottom-right of the answer box.

Adding dates

To add a date, click on the calendar icon and choose from the available dates.

To change the month or year, use the blue arrows or click on the month or year listed above and select from the drop-down menu.

Completing tables or lists

There are several times during your application, that you may need to complete a table or a list. Examples include:

Who else is involved? Income and expenditure Partners Location and/or tour schedule Project plan

To add information, click on the icon, which will add a new line into the table. Doing this will show you the fields that you must complete to add the information to the table. You cannot type directly into the tables.

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Complete all fields marked with an asterisk *

Once you’re happy with the information in that line, click Save & Back to List, to go back to viewing the table with your new entries in it, or click Save & Add Another, to save that line and continue adding new ones.

Editing tables and lists

You can edit an entry by clicking on the view and edit icon You can delete an entry by clicking on the delete icon

Sorting lists

If you want to sort the lines in a table, for example by date or alphabetically, simply click on the name of the field.

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Income

To add an item of income to the table, click on the icon, which will add a new line into the table.

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Expenditure

To add an item of expenditure to the table, click on the icon, which will add a new line into the table.

Adding attachments

Click the blue text ‘Click to add attachment…’ to open the attachment form. Complete all fields marked with an asterisk *

Use the Choose File button to select a file from your computer.

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Submitting your formThe submission summary page lists all the steps you’ve worked through. It is the final page in each section of the process, but you can refer to it at any time. If you have completed a step successfully, there will be a green tick beside it. If a step is incomplete or has not been completed successfully, there will be a red cross beside it.

If your submission summary includes a red cross, a note at the bottom of the page will tell you what you need to do. Click on this note to go to the right page and make your changes.

Once this screen shows all green ticks and you’re happy with your form, click Submit to complete the process and submit it to us for review:

Further information and supportThere is more information and guidance about Grantium on our guidance page: http://www.artscouncil.org.uk/welcome-grantium

If you have any questions about the information contained in this document or if you need any help with completing a form, you can contact our Customer Services team on:

Phone: 0845 300 6200, 0161 934 4317Email: [email protected]: www.artscouncil.org.uk

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

mailto:[email protected]

http://www.artscouncil.org.uk/welcome-grantium

Appendices

Appendix I - List of clickable icons and buttons

Icon What it does

Open a form

Select a listed item

Open a calendar to select dates

Add an item into a table or create a new form/step (opens a screen)

Export current table to a .csv file (Excel)

View and edit an item

Delete an item

View registrants (users linked to an applicant profile)

Add a registrant (link a user to an applicant profile)

Button What it does

Move back one page without saving

Move onto the next page without saving

Save your changes to the current page

Save your changes and move back one page

Save your changes and move to the next page

Marks a form as complete and submits it to us for review

Check for spelling mistakes

Create a PDF version of your form

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Reload page if it is currently locked by another user

Marks the form as complete

Unmark section as complete and edit the form

Return to the list without saving any changes

Save the list entry and open another screen

Save the list entry and return to the list

Looks up a file from your computer

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Appendix II - Glossary of Terms

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

AApplicant: An applicant is the individual or organisation on whose behalf the grant application is made.

Applicant Number: An identifying number assigned to an applicant. Applicant numbers are randomly generated and are assigned to an applicant by Grantium automatically.

Applicant profile: This is the profile of the individual or organisation who will be applying for a grant.

BBrowse Funding Programmes: Click on this link to view available Funding programmes and begin the Application Wizard.

CDDecision Letter: Notification of a decision

Ee.Form: An electronic version of a form that may be completed online by staff or applicants.

FFilters: Filters appear at the top of the screen and can be used to search for particular projects, submissions or applicants. There are multiple filter types, including Project Number, Applicant Name and Step Name.

Funding Programmes: This term refer to the different programmes run by Arts

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Council England, for example Arts Council National Lottery Project Grants.

GHIInterim report form: Report form for applications of over £15,000 only. The applicant must submit this report along with interim payment requests to receive a scheduled interim payment.

JKLMMonitoring Information: These classifiers are used to give us information about the characteristics of the organisation or individual applying (they are always anonymised and never used in relation to your application). These include ethnicity, disability status and gender. Update these classifiers as regularly as possible (if necessary) and before starting a new application.

My Submissions: A list of all submissions made by an applicant for any project they have applied for.

NNavigation Bar: The bar on the left-hand side of the screen, which includes links to different parts of the form and system.

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Offer Letter Acknowledgement: The step at which the applicant is formally offered a grant. In the Front Office, the applicant must read through their letter and accept or reject the offer.

PProjects: When you apply for a grant, this creates a project in Grantium. Projects are made up of steps and have a Project Number and Project Name associated with them.

Publication Date: The date at which a submission (for example an activity report or payment request) becomes available to view in Grantium

QRRegistrant: A registrant is anyone that has access to the submissions and profile of an applicant. Multiple registrants can be added to one applicant so that more than one person can have access to or work on the application at any one time. This might be particularly be of use in organisations or by access support workers.

Registration Wizard: A quick and easy way for users to work through the necessary steps to register, create an applicant and begin an application.

SSubmission: Any form that can be submitted (for example, an application form, a payment request, or a report form).

Submission summary: The final task in any step. This screen reviews every task in the step and highlights any errors or incomplete sections with a red cross and a description of the missing/incorrect information. Steps cannot be submitted until the Submission summary is clear of errors and is displaying green ticks against each task.

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TUUser: A user is anyone that can login to Grantium. You can create multiple applicant profiles under one user account, or be linked to existing applicant profiles.

VVariation: A modification to the amount of a grant.

Version: If a submission is amended after it has been completed, a new version will be created. Each submission has a version number associated with it to help identify which is the most recent.

WXYZ

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