The document provides guidance on using the CC Grant Tracker, detailing the registration process, application creation, and management of grant applications. It includes instructions for new users, password management, and the steps for submitting and reviewing applications. Additionally, it outlines the feedback process post-submission and how to manage invitations and panel meetings for reviewers.
The document provides guidance on using the CC Grant Tracker, detailing the registration process, application creation, and management of grant applications. It includes instructions for new users, password management, and the steps for submitting and reviewing applications. Additionally, it outlines the feedback process post-submission and how to manage invitations and panel meetings for reviewers.
The document provides guidance on using the CC Grant Tracker, detailing the registration process, application creation, and management of grant applications. It includes instructions for new users, password management, and the steps for submitting and reviewing applications. Additionally, it outlines the feedback process post-submission and how to manage invitations and panel meetings for reviewers.
The document provides guidance on using the CC Grant Tracker, detailing the registration process, application creation, and management of grant applications. It includes instructions for new users, password management, and the steps for submitting and reviewing applications. Additionally, it outlines the feedback process post-submission and how to manage invitations and panel meetings for reviewers.
0 DECEMBER 18 FONDATION BOTNAR – GRANT APPLICATION & MANAGEMENT SYSTEM
GRANT SUBMISSION PORTAL GUIDANCE DOCUMENT
PRESENTED BY: CC TECHNOLOGY
CC Grant Tracker Guidance Document
CONTENTS
1 About this document ............................................................................................................................................. 3
2 Registration ............................................................................................................................................................ 3 2.1 For applicants new to our online applications system .............................................................................. 3 2.2 Password Strength ....................................................................................................................................... 4 2.3 Forgotten password ..................................................................................................................................... 4 2.4 Account lock out .......................................................................................................................................... 4 3 Using CC Grant Tracker.......................................................................................................................................... 4 4 Creating and completing a grant application ....................................................................................................... 5 4.1 An overview of the creation and preparation of a grant application ....................................................... 5 4.2 Creating a grant application ........................................................................................................................ 5 4.3 Completing a grant application ................................................................................................................... 6 5 Managing an Application ....................................................................................................................................... 7 5.1 Monitoring the status of an application ..................................................................................................... 8 6 Submission and Beyond ........................................................................................................................................ 8 6.1 Feedback from peer review and the funding decision .............................................................................. 8 6.2 Invitations, reviews and panel meetings .................................................................................................... 8 6.2.1 Invitations to review ............................................................................................................................... 9 6.2.2 Responding to an Invitation .................................................................................................................. 10 6.2.3 Peer reviews and panel reviews ........................................................................................................... 10 6.2.4 Carrying out a review ............................................................................................................................ 10 6.2.5 Panel Meetings ...................................................................................................................................... 11 7 Co-Applicants and Signatories ................................................................................ Error! Bookmark not defined. 7.1 Co-applicant / signatory request email .................................................. Error! Bookmark not defined. 7.2 My Co-Applications .................................................................................... Error! Bookmark not defined. 7.3 Responding to an application ................................................................... Error! Bookmark not defined.
This document describes how to register as a user of the CCGT Grant Application System, and how to use the system to apply for a grant.
2 REGISTRATION The login page of the portal is shown below:
Figure 2.1 Registration and Login Page
2.1 FOR APPLICANTS NEW T O OUR ONLINE APPLICA TIO NS SYSTEM
Only registered users of the system may apply for grants. Please click and follow the on-screen instructions to complete the registration process.
You may find the following notes useful:
• You will use the email address you register with to identify yourself to the system when logging in. • The system will use this email address for all correspondence, so it’s a good idea to choose an address you use regularly. • When you register, an email will be sent to you to allow you to confirm the registration and log in for the first time. • Don’t worry if you move to a new email address in the future – you can change your registered CCGT email address later. • If you’re a grant holder, or if you’ve previously contributed to an application or review, your email address may already be registered. The system will detect this automatically and will invite you to log in without needing to re-register.
The default password complexity has been aligned with industry best practice. The requirement is:
• a minimum of 8 characters; • and must contain 3 of the following 4 criteria: - upper case letter, - lower case letter, - a symbol (such as $!%&@#, etc), - a digit (0 to 9).
2.3 FORGOTTE N PAS SWORD
If you forget your password, click the Forgotten Password? link on the Registration Page (Figure 2.1 Registration and Login Page). At both registration and when resetting a password for Portal accounts, CC Grant Tracker sends an email containing a unique/single-use/short-expiry hyperlink that will let you change the password. This hyperlink will expire after a pre-defined number of days.
2.4 ACCOUNT LOCK OUT
Persistent use of an incorrect password will lock your account; this is to protect you from attempts to access your data by a third party. If this happens you can request a new password via the ‘Forgotten password’ function.
3 USING CC GRANT TRACKER
Figure 3.1 CC Grant Tracker Portal Home Page
The home page is your starting point to create applications and update personal details. It is also where you as a grant holder can manage your grants, and as reviewer participate in the review process.
4.1 AN OVERVI EW OF THE CRE A TION AND PREPARAT ION OF A GRANT APPLIC AT IO N 1. The main contact must be the one who creates the application. 2. When the application form is complete it must be validated prior to submission. This is an opportunity for the grant officer to check the contents of the application and edit as required. 3. When the application is submitted, it will be available for consideration for funding. A confirmation email is sent to the main contact.
4.2 CREATING A GRANT APP LIC ATION
You can create a new application from the link on the home page, or by clicking on the “My Applications” screen.
Figure 4.1 The New Applications Page
1. The new applications page is opened by clicking the link under “New Grant Applications” on the home page, or from the “My applications” screen. 2. All the open grant funding rounds currently are listed. The More info link returns a description of the grant round. Clicking Apply allows you to create an application form; there may be some initial verification questions to ensure that you are eligible to apply for the round.
• The sections of the application form are normally listed as a menu on the left-hand side of the screen. To complete the application all mandatory questions in each section must be completed. • You can move from page to page using the and buttons, or using the menu on the left- hand side. Any of these buttons also save your input. • There may also be a button to allow you to save and stay on the current page. • You can save and return to the application form as often as you like. • The final page of the form is for validation where you are prompted to complete all mandatory fields.
If you select an application from the “My Applications” page or exit by clicking Save and Close, you can manage it, as shown above.
The boxes on the right enable you to:
• Edit the application on return visits
• View the application as a PDF. This creates a form with your latest edits for you to review or to create a paper copy. The pre-submission watermark is cleared after a successful submission. • Validate that your application is complete for submission. • Submit the application for approval – this button is only available when validation has been successfully completed. • Delete the application if you wish to. Note that this is an irreversible action; the application cannot be recovered after deletion.
• View history – shows the changes made to the application form, this can be useful for the review of changes made by collaborators. • Journal - is a notepad function allowing collaborators to leave messages and/or attachments. • Sign-off status - reports on the progress of the sign-off process by each of the signatories.
5.1 MO NITORING THE ST ATU S OF AN APPLICATIO N
Figure 5.2 Application Statuses in "My Applications"
All grant applications, and their statuses, are listed on the “My Applications” section of the system.
6 SUBMISSION AND BEYOND
1. After successful validation the main contact may the application. 2. On completion of the application’s submission: a. A submitted grant reference is assigned to the application. b. The application automatically enters the process of being considered for funding, which begins after the grant round closes.
6.1 FEEDBAC K FROM PEER R E VI EW AND THE FUND IN G D ECI SION
Following the closing date of the grant round, submitted and approved applications for that round will be reviewed to decide their suitability for funding, and main contact will be informed of the outcome of this process in due course.
6.2 I NVITATIO NS, RE VI EWS AND P ANEL MEETI NGS
You can manage your invitations, reviews and panel meetings directly from within CCGT, in the “My Reviews” section.
If you are invited to review an application, you will receive your invitation by email, as shown below in Figure 6.2. Invitation emails contain a link which allows you to accept or decline the invitation.
It may be that you work with an organisation which simply sends you details of reviews, bypassing the invitation process. In this case, your involvement will start at the Carrying out a review stage, as described below.
6.2.2 RESPONDING TO AN INVITATION
You can accept or decline an invitation, or alternatively you can tentatively accept the invitation – if you would like to carry out the review but for some reason you are not confident you will have the time or opportunity to do so.
If you respond tentatively, this means you permit the grant-making organisation to send you the review if they choose (for example, if they have difficulty finding another suitable reviewer). At this point, if you still cannot do the review, you may indicate this.
Figure 6.3 Responding to a Review Invitation
6.2.3 REVIEW DETAILS
If you accept an invitation to review an application, or if you have agreed to participate in reviews generally, for an organisation, you will be sent details about the review(s) by email.
6.2.4 CARRYING OUT A REVIEW
As a reviewer, you will be asked to examine the application in detail, and give your assessment of the application’s potential (see the example in Figure 6.4). A reviewer may be asked to: provide remarks; give a recommendation; and suggest the names of independent referees etc.
Figure 6.4 Responding to an Application in a Review
6.2.5 PANEL MEETINGS
You may also be asked to attend a (virtual) panel meeting to discuss a number of applications. Again, you will be notified of requests to attend via email.
As a meeting attendee, you may be asked to review specific applications involved. The example in Figure 6.5 shows the list of current meetings which the reviewer is being asked to attend; Figure 6.6 shows the applications for one of the meetings.
• Attendees may view documents describing each application, as well as any prior review outcomes for the application, for information. • The set of applications and reviews for the entire meeting may be downloaded using a link at the bottom of the page. • Your access to the materials for a particular application may be restricted, where conflicts of interest have been identified.
Contact us
If your query is not answered in these notes you may email us by selecting the Contact Us link within the Grant Application System.
Additionally, if you are experiencing any technical problems please use the same link. We will endeavour to answer all queries within 2 working days.
