VISUAL ARTS & NEW MEDIA INDIVIDUAL PROJECTS

Transcription

1 VISUAL ARTS & NEW MEDIA INDIVIDUAL PROJECTS INSTRUCTIONS FOR GATE ONLINE APPLICATIONS If you are a FIRST-TIME user, please read through the guide in full BEFORE starting your application. If you a RETURNING user, refer to the instructions at the end of this guide: I am a returning applicant. How do I start a new project in GATE? Your funding request contains two components: 1) your applicant profile; and 2) your application. Use this guide to complete both. To obtain a GATE user name and password, send an to registrationafa@gov.ab.ca at least five business days prior to the program deadline. IMPORTANT: It is recommended that you use Internet Explorer, Chrome, or Firefox for your browser as the CSDC GATE system does NOT currently support Safari.

2 You only need to click here if you are a first-time applicant to a grant stream. If you have applied to this funding opportunity before, refer to the note in the instructions below. NOTES & TIPS Access the Front Office log-in at: FIGURE 1: Log in with the User Name and Password provided in your registration . It is also recommended that you change your password with your first login for security purposes. If you are a returning user and have forgotten your password, please registrationafa@gov.ab.ca to have it reset. FIGURE 2: If this is your first time applying for a project grant in the Visual Arts, you must first register for the funding opportunity. On the Welcome screen, click on the Browse Funding Opportunities tab located on the left-hand menu bar to do so. NOTE: If you have previously applied to this grant stream, you do NOT need to register again. Please go to I am a returning applicant. How do I start a new project in GATE? to proceed.

3 Click on the PAPER icon to register and access your profile. Or, click on the MAGNIFYING GLASS icon to view the program information. Locate the appropriate Funding Opportunity for your application. When you are ready to proceed, click here to start your Applicant Profile. FIGURE 3: From here, you can register for any of the available funding opportunities that are currently accepting applications. You can use the search function or scroll down the list to locate the correct program for your application. Once you locate your funding opportunity, you can either click on the: a. Paper Icon to register and move directly to your applicant profile FIGURE 4: If you clicked on the Magnifying Glass icon, you will be directed to the program page. Click on the hyperlink to be redirected to the AFA website for program guidelines and details on eligible activities and expenses. If you are ready to begin your applicant profile, click on the button to proceed. If you had previously clicked on the Paper icon, you would have bypassed this screen and been automatically directed to the next page. b. Magnifying Glass Icon to see the About the Program page for a link to the funding guidelines on the AFA website

4 Select your Applicant Name Select Individual Do NOT use this drop down menu. It is for OFFICE USE ONLY. FIGURE 5: On the Applicant Details page, select your details from the first dropdown menu. Ignore the second Applicant Type drop-down menu as it is FOR OFFICE USE ONLY. Click on the button to continue. FIGURE 6: On the Applicant Type page, select Individual from the drop-down menu. Click on the NOTE: As you proceed throughout your application, you can click on either the Save or Save & Next buttons. The Save button will keep you on the same page, but will save your information if you have to log out. The Save & Next button will also save your information, but will automatically take you to the next page of your profile or application.

5 Enter your name in FIRST NAME LAST NAME format. This note always appears in the Applicant Profile. If your contact information changes AFTER you have submitted an application, you must notify your program contact directly. FIGURE 7: On the Individual page, enter your full legal name, without use of initials or nicknames. Click on the FIGURE 8: On the Address page, enter your street address in the upper portion of the screen. If your Mailing Address is the same as your street address, click on the If your Mailing Address is different, select No in the Same as address above? box. Enter your mailing address in the additional fields below and click on the

6 Click here to ADD a contact. Click here to DELETE a contact. FIGURE 9: On the Contact List page, click on the Paper icon to add yourself as a contact. As an Individual applicant, it is not necessary to list any contacts other than yourself. Additional contacts CAN be added if you are applying on behalf of an ensemble or collective, but they will also be listed in your application. Once your contact list is complete, click on the continue. button to FIGURE 10: When you click on the Paper icon to add a new contact on the Contact List page, a contact card will open up. Complete the required fields and click on the button to return to your Contact List. While not required, it is recommended that you include your address as most correspondence regarding any applications will be forwarded in that manner. If you are adding multiple contacts, you can click on the to open a new contact card without having to first return to the previous screen.

7 This note always appears as a reminder. Your profile is separate from your application. Once you have completed it, you will move on to the application form. Click on Complete when your profile is finished. FIGURE 11: The Submission Summary page is the last page of your profile. If you have successfully filled out the required information, green check marks will appear in the Complete column beside each profile item. If any red X s appear, the respective page requires a correction. Use the menu on the left-hand side to return to that page and make your corrections. When all items have a green check mark, you MUST click on the button to lock your profile and proceed to your application.

8 Since you just completed your profile, there is no need to View it again. Simply click on Next to start your application. Your project name should be unique and specific to your application so you can identify it in the future. Project names such as My Paintings or My Grant Application are too generic if you have multiple projects over time. FIGURE 12: Congratulations! You have finished step and are now moving on to your application. On the Complete Applicant Profile page, click on the FIGURE 13: On the Create a Project page, enter a name for your project in the Applicant Project Name field. Click on the button to continue. NOTES & TIPS All fields with an * are mandatory to fill out when completing your application. If you forget to complete a field or make an error, the Submission Summary page at the end of the application will ask you to return and make your corrections.

9 If you would like to review the program guidelines again, you can click on the hyperlink to be redirected to the AFA website. Your Legal Name will transfer directly from your profile. These two fields are mandatory. FIGURE 14: Now that you have named your project, you will be directed to the Program Overview page in the application form. This page does not require any input, but the red hyperlink will direct you back to the guidelines for this funding opportunity at any time. From here, you can simply click on to continue. FIGURE 15: On the Applicant Information page, complete the drop-down box and check the declaration about your Alberta residency status. Click on the NOTES & TIPS If you log out of your application before submitting, refer to: FAQ: How do I continue my application if I logged out before submitting?

10 Select your name from the drop-down list. This note always appears as a reminder to update your profile if your address changes. Follow the instructions listed in: FAQ: How do I update my profile? FIGURE 16: On the Contact Information page, select your name from the dropdown menu. Click on the NOTES & TIPS Certain information from your profile, like the contact list above, is transferred when you start an application. If you make changes such as an address or phone number correction they are NOT reflected in your profile, which must be updated separately.to update this info in your profile, refer to: FAQ: How do I update my profile? FIGURE 17: On the Applicant Contact Information page, verify that your address is correct. If you are a first-time applicant, you will have just completed your profile and the information should be correct. If you are a returning applicant, and you need to make changes, please correct your address here. However, you will ALSO need to update your address in your profile. Follow the instructions in the FAQ on how to do so. When your info is correct, click on the

11 Use the calendar icon to select start and completion dates. Remember to select the correct year as well as day and month when selecting your dates. FIGURE 18: On the General Information page, select the category of your application from the drop-down list. Refer to the grant guidelines if you need help determining what category your activities fall under. In the field for Application Classification select Individual if you are the sole applicant or Ensemble/Group of Artists if you are applying on behalf of an eligible group or collective. Complete the voluntary community affiliation if you so choose. Click on the FIGURE 19: On the Project Description page, enter a short description or project title. Use the calendar icons to select project start and completion dates: The start date cannot be before the date the application is submitted Allow yourself enough time to complete your project when selecting the completion date as this will automatically set your final report due date There is no penalty for reporting early, but late reporting must be granted an extension by program staff Click on the

12 Click here to ADD a contact. Click here to DELETE a contact. FIGURE 20: On the Principal Artists page, you will still need to designate yourself as the artist on your project. If you are part of an ensemble or collective, you must list all key creative artists/members and their respective roles. Click on the Paper icon to add a yourself and any other principals when applicable. Once your contact list is complete, click on the continue. button to FIGURE 21: When you click on the Paper icon to add an artist, a contact card will open up. Complete the required fields and click on the to return to your Principal Artists. button If you are adding multiple artists you can click on the to open a new contact card without having to first return to the previous screen.

13 FIGURE 22: Read the Individual Applicant Agreement in its entirety. These are the terms and conditions that govern your application as well as any grant funding that is issued if your request is successful. FIGURE 23: At the end of the agreement, enter your name once more and click on the check box to agree to the terms of the agreement. Click on the

14 Use this drop-down menu to select an expense category. FIGURE 24: Read the information on the Project Budget for instructions on how to input your budget information. This is a critical part of our application. GATE will calculate your eligible grant, so both your expenses and income must be very accurate. Use the red hyperlink to refer back to the program guidelines when necessary. Not only will the guidelines provide information on eligible expenses, but the Helpful Resources section provides sample budgets for reference. Click on the revenues. button to enter your expenses and FIGURE 25: Under Project Expenses, you can break your project costs into a maximum of FOUR different expense types. Select your first general category from the drop-down box.

15 Enter individual expense items in the first column. A unit might be a number of specific items, days of parking or hotel rooms, or number of invitations or programs printed. For items that may not be quantity-specific, or when in doubt, put down 1 unit and list the total costs as the unit cost. FIGURE 26: For each expense type, provide a detailed breakdown of your expenses. The Total Cost column is locked and does not require any input on your part. It will auto-calculate every time you click at the bottom of the formlet. You can also enter comments below each expense type. When necessary, use this box to include relevant information to provide clarification on your budget items. FIGURE 27: When you click on the button, GATE will automatically calculate your totals costs and add up your expense subtotals. When you have completed your project expenses, click enter Project Revenues and calculate your AFA funding request. to

16 Enter your revenue types in the first column. This is the amount you are requesting from the AFA. Ensure it is accurate before submitting your grant! For information on how to prepare your Images for upload, refer to the Helpful Resources section of the guidelines. FIGURE 28: List all income sources for the project and indicate if they are Pending or Confirmed. The total revenue will be automatically deducted from your overall expenses. The Grant Amount Requested will be the remaining difference. If this totals more than the allowable $15,000 per project, you will receive an error message and have to revised your budget before you will be able to submit your application. When you have verified your budget is accurate, click on the FIGURE 29: On the Attachments page, upload your support material. In order to submit your application, you MUST attach information for any lines listed as Required. Other line items are for information that might assist the AFA in assessing your application and MAY be optional. IMPORTANT: An attachment may not be designated as Required by the system, but it MAY be required by the program guidelines (e.g., Proof of Acceptance into a Career/Training program). It is your responsibility to ensure you upload all required information for your project type. To attach a document, click on the name under Document Type and complete the details page.

17 FIGURE 30: On the Attachment Details page, you must give your attachment a name in the Document Description field. Click on the Browse button to locate and upload your file. The system will support various file types, but it is recommended that you upload all support material in PDF format. The maximum file size for upload is 4MB. Once you have attached your file, click on return to the main attachments page. to FIGURE 31: Once you have uploaded your attachments, you will see a Magnifying Glass icon and your document title with each respective line item. Clicking on the icon will allow you to view your attachment. If you need to delete an attachment because it was uploaded in error or because you have a more recent document, click on the to remove the file and/or upload a new one. When your attachments are all uploaded, click on the button to proceed.

18 FIGURE 32: The Submission Summary page is the last page of your application. If you have completed everything correctly, there will be a column of green checks by each Page. If there are any errors or omissions, you will see a red X. Click on the page name to return to the right form and make corrections. Once you have all green check marks, the submit button will be active and you will be able to send your application through for consideration. Click the button to do so. Click here to submit your application. If it was successfully received, you will receive an automatic notification. Congratulations! You have applied for project funding with the AFA. You will receive an confirmation that your application has been received and is ready for review. After you have submitted your application, click here to export a copy for your files. NOTES & TIPS If your submission summary has a line item with a red X: there is an error that needs to be corrected before you can submit. The submit button will be inactive until these corrections are made.

19 FAQ: I AM A RETURNING APPLICANT. HOW DO I START A NEW APPLICATION? As a returning applicant to a funding opportunity, you do NOT need to register again. You can create a new application by following these steps: Step 1: Log into GATE. Step 2: Click on the Projects line on the left-hand menu bar. Step 3: From the Funding Opportunity Name drop-down menu at the top of the screen, select your funding opportunity. Step 4: The page will refresh and list any currently open grant applications. To add a NEW project, click on the Paper icon above the alphabet bar. Step 5: This will generate your application follow the steps listed in this guide from FIGURE 13: CREATE A PROJECT onward to submit your funding request. Click on the Paper icon to start your new application. As a previous applicant, any funding opportunity that you have registered for can be selected from this dropdown menu. Select your grant stream, and then complete Step 4 to start a new application.

20 After you log in: FAQ: HOW DO I UPDATE MY APPLICANT PROFILE? Step 1: From the Welcome Screen, click on the Applicants line on the lefthand menu bar. This will direct you to the Applicants page as pictured. Step 2: Ensure your name appears in the Applicants box in the upper left. Step 3: Click on the Orange File Folder In Your Profile: Step 4: Click on the Submissions Summary menu line. icon to open your Profile. Step 5: You must first unlock your profile before you can make changes. Click the button to do so (the button will toggle to Complete you will return here and click again after you have made your corrections) Step 6: Navigate to any page by clicking on the underlined page title or by using the left-hand menu. Step 7: One you have reviewed and updated your profile, you MUST return to the Submissions Summary page to lock it again. Step 8: Click on the text will toggle back to Edit. button to lock your profile. The Step 9: Click on the Back to Applicants line on the left-hand menu bar to return to the main applicants screen (if you entered your profile from the application, this line will read as Back to Application). Step 1: click here Steps 4 & 7: click here Step 9: click here Step 2: select name Step 3: click here Step 6: click here Steps 5 & 8: click here to unlock your profile; when the corrections are complete, return and click here again

21 FAQ: HOW DO I CONTINUE MY APPLICATION IF I LOGGED OUT BEFORE SUBMITTING? Step 1: Log back into Front Office. Step 2: From the Welcome screen, click on the Submissions tab on the left-hand menu bar. Step 3: Click on the Orange File Folder icon to open your application and continue filling it out. If your project does NOT appear in the list below, click here to refresh your window. If your project has been successfully Submitted, the date it was received will appear in this column. All of your Open projects will be visible in this list. Clicking on the Orange File Folder icon beside an item will open it. If you receive a grant, you will also find a line item for your Final Report on this page after payment has been issued.