Step-By-Step Instructions: Submit your 2018 Clare Boothe Luce Program application

Transcription

1 Step-By-Step Instructions: Submit your 2018 Clare Boothe Luce Program application Thank you for your interest in the Clare Boothe Luce Program! These instructions will take you step-by-step through the process of completing and submitting your 2018 Clare Boothe Luce Program Invited Institution Competition Information Form application. Please keep these instructions handy as you progress through the application process. Preliminary Steps - Website Review and Registration Step 1: Review the CBL Program Website and Linked Documents Please thoroughly review all of the information on the Clare Boothe Luce program webpages, including linked documents. P a g e 1 14

2 Step 2: Register for an Account Go to the How to Apply CBL Program webpage and click on the blue Apply Now button: You will be taken to the new user registration page. Click New User and enter your information: Your request for an account will be sent to the Henry Luce Foundation for review and approval. Step 3: Verify your address you will receive an verification request from Luce Grants Administration. Step 4: Activate Your Registration - you will receive a registration activation request from Luce Grants Administration. Click the Activate button. ALERT: The full registration process may take several days to complete (due to required Foundation approvals). Please allow sufficient time to complete this process. Step 5: Log into your account: When you click Activate you will be shown a Go to Login Page button. Click this button to go to the login page, where you will enter your previously created username and password to sign in: P a g e 2 14

3 IMPORTANT ALERTS: Please bookmark this page! You will need to use this bookmark to access your account going forward. Please access your CBL application only through this bookmarked login page, which is linked to the CBL Program. After each session, please logout of your account. If you have already worked on and saved a CBL Information Form, please see page 4 to 5 of these instructions for information on how to access your In Progress Information Form through the Grantee Dashboard. Please do not attempt to access the CBL Information Form from the general Luce Foundation grantee portal, as you may be unable to access CBL-related forms. If you find that you are unable to access your CBL Information Form and instead see a general Luce Foundation LOI form, please logout then log back in using your bookmarked CBL login page. If for some reason, you can t locate your bookmark or forgot to bookmark the page, please go to the CBL webpage and click Apply Now to be taken to the login page. Navigating the Information Form Application within the Clare Boothe Luce Program Portal After registering, the very first time that you login (or if you start an Information Form but don t save it), you will be taken directly to the Information Form. You may use the tabs at the top of the Information Form to navigate: You may access each tab of the form by clicking on it. Always remember to click SAVE or Save & Next before navigating away from a tab. ALERT: Items with a red asterisk are required. You may not be able to progress through the form or save the data for the current tab until these questions have been answered. The Review & Submit tab will only permit you to review and print data in the following sections: Institutional Information Organizational Information Contact Information Strength in S&E and E/Institutional Commitment Prior Award Outcomes P a g e 3 14

4 NOTE: To review data entered in the Physical Sciences, Math and Computer Sciences Statistics and Engineering Statistics tabs, you must click on each of those tabs. You will see the following buttons at the bottom of most pages in the portal: SAVE - your data will be saved; you will not be advanced to the next Save & Next - your data will be saved & you will automatically advance to the next tab Clear Changes - changes you have made since the last SAVE will be cleared Cancel - you will be asked if you wish to leave the application; unsaved data will be lost. ALERT: Always remember to click SAVE or Save & Next. If you do not click SAVE or Save & Next, the data that you entered on a page will be lost when you navigate away from the page. Please remember to logout when your session is complete. ALERT: Please do not click SUBMIT unless your application is complete and ready to be sent to the Foundation. You will be able to view but not edit your application from the Grantee Dashboard once it has been submitted: IMPORTANT NOTE: If you cannot complete the application in a single session, no worries! Please go to your bookmarked portal page to login. Following login, you will see this dialog box: Click Go To Dashboard. ALERT: Do not click CONTINUE as this will start a completely new CBL Information Form application! Clicking on Go To Dashboard will take you to the Grantee Dashboard where you can access your previously saved Information Form. P a g e 4 14

5 In the Grantee Dashboard, click on Letters of Inquiry/CBL Info Form on the left-hand side of the page, then follow the instructions on the portal page to edit your In Progress application. You may return to the Grantee Dashboard as often as needed to access and continue work on your In Progress application. Completing the Information Form Application NOTE: Remember that you may access a PDF version of the Information Form via our website. This will help you to gather and organize your data prior to beginning the application process. ALERT: You are strongly encouraged to keep a copy of your data & information outside of the portal! Step 1: Start your Information Form Application Following successful login, you will be taken to the Institution Information tab: P a g e 5 14

6 Please complete all requested information. For items with drop down boxes, click on the arrow and chose YES or NO When you have finished entering all requested information click the SAVE & NEXT button at the bottom of the page to save your information and progress to the Organization Information tab in the form. Step 2: Review Organization Information If you clicked SAVE & NEXT you will automatically be taken to the Organization Information tab. This part of the form is automatically populated with the information you used to register. Please review this information for accuracy. You may make changes simply by typing in the spaces provided. Click SAVE & NEXT to save your work and to go to the next tab. P a g e 6 14

7 Step 3: Review Contact Information If you clicked SAVE & NEXT in the previous step, you will automatically be taken to the Contact Information tab. This part of the form is automatically populated with the information you used to register. Please review this information for accuracy. You may make changes simply by typing in the spaces provided. Click SAVE & NEXT to save your work and to go to the next tab, Physical Sciences, Math and Computer Science Statistics. Step 4: List Physical Sciences Disciplines/Departments included in your statistics In the Physical Sciences, Math and Computer Science Statistics tab: Click on the link provided and review the Included/Excluded Disciplines List (if you have not already done so). In the text box provided, please list the disciplines that will be included in your physical sciences, math and computer science statistics. ALERT: Please remember that most biological sciences and all medical sciences are excluded. P a g e 7 14

8 Step 5: Enter Physical Sciences, Math and Computer Sciences Statistics For included disciplines only, enter your institution s data (percentages will calculate automatically): If your institution does not have graduate students in the listed disciplines, leave blank If your institution does not award PhD degrees in the listed disciplines, leave blank The number of Assistant Professors, Associate Professors, and Full Professors noted on the form should total the number hired in the past 10 years who remain on the faculty. If not, please explain the discrepancy in the text box provided at the bottom of the page. Please use the text box at the bottom of the page for any comments you may have about the statistics on this page. Step 6: Click SAVE before moving to the next tab. You will receive the following message: Click the Engineering Statistics tab to move to the next step. ALERT: If your institution does not have an Engineering Program of any type (i.e., your institution does not award Engineering degrees), you may skip the Engineering section. ALERT: If your institution has a 3+2 (or similar) engineering program, you are not required to list data in this section. Instead, please use the comment space at the bottom of the page to indicate that you have a 3+2 program, and to describe it briefly. P a g e 8 14

9 Step 7: List Engineering departments included in your statistics In the Engineering Statistics tab: Review the Included/Excluded Disciplines List (if you have not already done so). Most Engineering disciplines are included. If you do not see a specific engineering discipline listed, please contact CBL program staff. In the text box provided, please list the disciplines that will be included in your engineering statistics. Step 8: Enter Engineering Statistics For included disciplines only, enter your institution s data (percentages will calculate automatically): If your institution does not have graduate students in the listed disciplines, leave the spaces blank If your institution does not award PhD degrees in the listed disciplines, leave the spaces blank The number of Assistant Professors, Associate Professors, and Full Professors noted on the form should total the number hired in the past 10 years who remain on the faculty. If not, please explain the discrepancy in the text box provided at the bottom of the page. Please use the text box at the bottom of the page for any comments you may have about the statistics on this page. P a g e 9 14

10 Step 9: Click SAVE to save your work. You will receive the following message: Step 10: Click on the Strength in S&E/Institutional Commitment tab. Please respond to all items section, either by using drop-down boxes or by entering data or text. In the first 3500 character (about 500 words) section, please be certain to address all four items. Don t forget to mention women in STEM at your institution! Under Evidence of Institutional Commitment to the Goal of the Clare Boothe Luce Program, please answer YES or NO to the self-study question using the dropdown. If you reply YES to the self-study question, please append a one-page document. This document should be legible, using no smaller than 10 point font. P a g e 10 14

11 Using the drop-down boxes, please answer all of the Student Issues and Faculty Issues items In the second 3500 character (about 500 word) section, please describe your institution s programs, policies, and practices as noted above the section. Include the category of your request (e.g. professorships, undergraduate research awards, etc.) in your discussion. Click SAVE & NEXT to save your work and to go to the next tab, Prior Award Outcomes. P a g e 11 14

12 Step 11: Prior Award Outcomes. ALERT: Do not skip this section! If your institution has never received a Clare Boothe Luce award, please click on the drop-down box and answer NO. If your institution has ever received a Clare Boothe Luce award, please indicate YES and append a one-page document that answers the questions about your most recent CBL award. ALERT: Please note that although your previous award may have been many years ago, it is in your institution s best interest to provide the requested information, if at all possible. Click SAVE to save your work before going to the next tab, Review & Submit. Step 12: Review and Submit. On this page, you will be able to review much, but not all, of the data that you have entered. The Review & Submit tab will only permit you to review and print data in the following sections: Institutional Information Organizational Information Contact Information Strength in S&E and E/Institutional Commitment Prior Award Outcomes Important Note: To review data entered in the Physical Sciences, Math and Computer Sciences Statistics and Engineering Statistics tabs, you must click Make Changes then click on each of those tabs. P a g e 12 14

13 ALERT: As of Nov. 15 th, there are issues with Firefox printing incomplete pages. If you wish to print prior to submission, please consider printing from a different browser (e.g. Chrome). You may need to use screenshot/screengrab to print Physical Sciences, Math and Computer Sciences Statistics and Engineering Statistics pages all at once (Ctrl-P typically only prints what s visible on the screen). If you would like to make changes to any portion of the application, click the Make Changes button to go back into the application NOTE: Remember, if you cannot complete the application in a single session, or, aren t quite ready to submit, you may follow the instructions on the homepage to return to and edit your In Progress application. Submitting the Completed Information Form Application Once you are satisfied that your information form is complete and accurate, click the Submit button on the Review and Submit page. You will receive an automatic response acknowledging receipt of the Information Form application from the Luce Foundation. Please note that once you click Submit, you will no longer be able to edit your application. If you click Submit in error, please contact us. In some situations, we may be able to send the Information Form application back to you for editing/correction. P a g e 13 14

14 You may view the application from the homepage: The status of Submitted on your home page means that you have sent the application to the Foundation for review. ALERT: If the status is In Process, the application has not been sent to the Foundation. (In rare cases, we may return the application to you for correction and the status will return to In Process ). Please note that some fields on the home page (e.g. Project title, amount Requested) are not applicable to the CBL Program Information Form. Submission Deadline: The 2018 Information Form must be submitted through the online portal no later than 5PM EST, March 1, Thank you for your interest in the Clare Boothe Luce Program! We wish you all the best in the Invited Institution Competition. QUESTIONS or PROBLEMS? For general information or questions about the CBL program and/or the application process, please thoroughly review all of the information available on our website, including linked program documents, FAQs, and these instructions. If you have technical problems, please first make sure that is not due to an issue on your end (e.g., your institution s firewall). If things check out on your end, please notify us about any issues you are having with the portal/information Form as soon as possible. Please contact Program Director, Dr. Carlotta M. Arthur, carthur@hluce.org, or Program Assistant Bridget Talone, bridget@hluce.org. We would be happy to assist you. P a g e 14 14