Guide to Applying Online
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1 Guide to Applyig Olie
2 Itroductio Respodig to requests for additioal iformatio Reportig: submittig your moitorig or ed of grat Pledges: submittig your Itroductio This guide is to help charities submit their fudig applicatio olie ad to assist our grat holders to submit their ed of grat report to the Foudatio. Applyig olie is easy ad all you eed is a address to set-up a accout. Olie applicatios may be edited, saved ad retured to at ay time util you are ready to submit. Also, you will be able to upload ad attach the ecessary eclosures to your applicatio, ad the should your applicatio be successful, as a grat holder you will be able to see whe your are due ad submit them from your accout. The majority of applicatios we receive are made olie. You ca prit your applicatio before submittig it, ad after submissio, you will receive a ackowledgig that we have received your applicatio ad this will iclude a copy of your completed applicatio. We recommed that you save a copy of the applicatio for your ow records. Navigate with ease To go directly to the sectio you desire click o the title i the cotets above. You ca also advace or retur to the previous page by clickig o the arrows bottom right. 2
3 Itroductio Respodig to requests for additioal iformatio Reportig: submittig your moitorig or ed of grat Pledges: submittig your To submit your applicatio, please follow the steps below: 1 Before makig a grat applicatio, check if your orgaisatio is eligible to apply - click here to take our Eligibility Quiz. 2 Read our applicatio guidelies thoroughly. 3 Access our olie applicatio sectio. If you do ot already have a olie accout with the Foudatio, the see the followig pages for istructios o how to create a accout. Oce this has bee created, you will receive a welcome , cofirmig your accout details ad providig your persoalised lik. We suggest that you retai a copy of this for your records. Oce logged i, cofirm that your orgaisatio is eligible to apply by fillig i the questioaire whe prompted. Click here to apply olie. 4 Complete your applicatio Please read our applicatio guidelies thoroughly ad provide all the iformatio we require i your applicatio. You ca save your applicatio ad retur to it, simply by clickig Save & Fiish Later. You will the receive a cofirmig that your applicatio has bee saved. The will also iclude your trackig umber ad a copy of your applicatio for your records. To retur to your applicatio, you ca follow your persoalised lik that was provided i your welcome . Otherwise click here to log back ito your accout. 5 Submittig your applicatio Oce you have completed your applicatio, please click Review & Submit. You MUST submit ALL madatory eclosures associated with the applicatio at the same time, i.e. at the poit at which you submit your olie applicatio. All such documets must be i Word, Excel or pdf format. We caot accept documets i other formats ad total size of documets should ot exceed 25 MB. You will receive a cofirmig that your applicatio has bee received by the Garfield Westo Foudatio. All of the iformatio you provide will be held o our database. This iformatio will oly be used for the admiistratio of applicatios ad grats, for producig statistics ad iformatio o successful applicats. Remember to keep a copy of the completed form ad eclosures for your ow records. To see your submitted applicatio, click the Show dropdow box ad choose Submitted Applicatios. 3
4 Itroductio Respodig to requests for additioal iformatio Reportig: submittig your moitorig or ed of grat Pledges: submittig your All you eed is a address to create a accout ad you will be able to save ad come back to your applicatio at ay time. Oce you have created a accout, you will be able to view your olie applicatio history. If you are a curret grat holder, you will also be able to see whe your ed of year grat report is due ad submit it olie. To create a accout for the first time, please follow the steps below: 1 Click here to set up a accout 2 Click o New Applicat? butto 3 I New Applicat scree, eter your address ad create a password, the click o the Cotiue butto at the bottom of the page You will the receive a welcome cofirmig your accout details. 4
5 Itroductio Respodig to requests for additioal iformatio Reportig: submittig your moitorig or ed of grat Pledges: submittig your To logi to your accout, follow the steps below: 1 Click here to logi to your accout 2 Eter your ad password, ad the click Logi Respodig to requests for additioal iformatio We appreciate the amout of time ad work that goes ito creatig a good applicatio ad sometimes some iformatio ca be left out. Withi our olie applicatio system, there is a feature called Requiremets. Occasioally we use this to request additioal iformatio from our applicats. If you applied olie, we will sed a to the address associated with your olie accout, outliig what we eed (e.g. fudraisig pla) ad a lik to where you eed to upload this iformatio to. This must be icluded i a sigle Word, Excel or PDF documet ad ot exceed 25MB. Should you receive a request to provide us additioal iformatio, the please follow the steps below: 1 Click here to logi to your accout 2 Withi the home scree, click o the Requiremets tab If viewig the requiremet for the first time, the page will default to show all New Requiremets 5
6 If you do t have the iformatio ready to upload at the time whe viewig the requiremet for the first time, the you may eed to chage the dropdow view to show requiremets I Progress whe ready to submit your iformatio. The click Upload Please make sure to ONLY upload the iformatio requested, as we already have the rest of the iformatio, there is o eed to resubmit your whole applicatio. Itroductio 5 The press Review & Submit, followed by Submit. Respodig to requests for additioal iformatio 3 Click o the request to upload your documet (ay missig iformatio must be icluded i oe documet). Reportig: submittig your moitorig or ed of grat Pledges: submittig your 4 Click Browse ad locate the file. Select the documet ad click Ope. The file locatio path will the appear i the field ext to the Browse butto. You will the receive a cofirmig your submissio. Oce we have received this iformatio we will be able to process your applicatio ad hope to have the outcome with you i approximately 14 weeks. 6
7 Itroductio Respodig to requests for additioal iformatio Reportig: submittig your moitorig or ed of grat Pledges: submittig your Reportig: submittig your moitorig or ed of grat If you have bee awarded a grat, you will receive our Terms & Coditios which state that we will require a ed of grat report. Please refer to to see what we look for i this report. If you applied to the Foudatio olie ad are ready to submit your report to us, the log ito your olie accout ad follow the same steps as for a request for further iformatio but choose the reportig requiremets optio. Pledges: submittig your I some istaces the Foudatio may offer a grat to be paid whe specific coditios have bee met (for example whe your orgaisatio has raised a certai level of fuds). You will receive a Pledge Letter which will outlie what the coditios are ad a Pledge Release Form. Whe you believe the coditios have bee met, fill i the if you applied olie, please upload this form through your olie accout from our website. For istructios, please go to page 3 ad follow the same steps as for a request for iformatio. Below are some of the frequetly asked questios that we are asked. If you ca t fid the aswer to your questio, the please us at admi@garfieldwesto.org. Am I able to log i to my accout usig my smartphoe or tablet? Yes you ca, however please ote that we do ot have a app for this ad so fuctioality may be limited o your device. I wat to access my olie accout but have forgotte/lost my password. This is quick ad easy to resolve. Go to the Apply Here page ad select the forgot my password lik. You will be asked to eter the address associated with your accout you will the be ed a lik which will eable you to reset your password ad logi agai. The system is ot acceptig my details whe tryig to create a ew accout This usually happes whe a accout for this address already exists. Please click o Forgot your Password? ad follow the steps to have a temporary password set to this address, which the will allow you to chage it to your preferred password. I was workig o a applicatio last year, where has it goe? Usually applicatios expire if ot activated/worked o withi a 4 moth time frame. However, sometimes this period is shorteed due to maiteace updates or chages to applicatio forms. 7
8 Itroductio Respodig to requests for additioal iformatio Reportig: submittig your moitorig or ed of grat Pledges: submittig your Why is t the applicatio form showig the right details? Try clearig the cache ad cookies of your browser. Try followig the istructios at: s-cache or At what stage should I add attachmets? At the ed of the olie applicatio process, o the last page of the applicatio form, you will be asked to attach the followig: Coverig letter o headed paper siged by a seior member of your orgaisatio Fudig proposal iclude ALL the iformatio about your orgaisatio, your work, budget ad fudraisig strategy Latest audited accouts or copy of bak statemet if you are a exempt charity Church applicats will also be asked to upload a picture of the frot of the church buildig. Please ote that you ca oly upload these ad o additioal documets, therefore if you have appedices, these either eed to be added to the ed of your fudig proposal or alteratively we suggest that you sed your applicatio to us i the post alog with the oe page applicatio form. Why does it say our files are ot beig accepted? There are three likely reasos why the system is ot acceptig a attachmet: Either the file is too large (eeds to be smaller tha 25MB) Or it s a urecogised file type (you ca oly upload files with the followig file extesio: pdf, doc, docx, ad image files e.g. jpg. Or it could be that the file is corrupted or has a password o the documet. Please make sure that all passwords are removed before submittig documets. If you have ay questios or eed help with applyig olie, please give us a call o or us at admi@garfieldwesto.org. 8
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