FAQs - Frequently Asked Questions
Tech Tips for Users
My organization periodically serves as a Fiscal Agent for organizations awaiting tax exempt status from the IRS. How will I know if an organization in need of a fiscal agent has associated their account with mine?
In order to apply to programs using the GO™ grant system, you must use a computer that has broad band Internet access. You must have an e-mail address to use the GO™ grant system. If you do not have an e-mail address, open a free account with Gmail, Yahoo! or Hotmail.
To access the GO™ grant system, you will need a computer, preferably no more than four years old. You are not required to have a printer, but you are advised to print a copy of your application(s).
You do not need any special software to access the GO™ grant system. You do need an Internet Web browser such as Chrome, Mozilla Firefox, or Internet Explorer.
GO™ advises that you use Windows XP or later for PCs. For Macintosh users, use MacOS X or later. To check the operating system you have on a PC, right-click on My Computer (usually found on the desktop). A System Properties window will appear. Under the General tab, you will find the operating system for your computer. On a Mac, go to the Apple menu and select About This Mac.
For PC users, the GO™ grant system works best with the most recent versions of Chrome, Mozilla FireFox, or Internet Explorer.
Older AOL browsers are incompatible with the GO™ grant system and will not allow you to correctly submit an application. If you use AOL, you may still access the Internet through AOL. Once you are connected to the Internet, minimize the welcome screen window and open another browser such as FireFox or Chrome to access the GO™ grant system.
Cookies must be enabled to work with the GO™ grant system. A cookie is a small file that a website temporarily stores on your hard disk. The GO™ grant system cookie logs which application you wish to access so your Internet browser can save and display your application information correctly. When you log off the GO™ grant system, that cookie is automatically deleted. The GO™ grant system requires cookies. If you have disabled cookies in your browser, you must enable them prior to the application process for unimpeded access to the system.
Temporary files can be useful when you want to store information on a website, such as Amazon.com or eBay.com. You may want to delete these temporary files when you use the GO™ grant system if outdated information appears in your application.
To clear temporary files and/or enable cookies for the following browsers:
It is advisable that you craft your narrative text responses for grant application questions in a word processor before entering the information into the GO™ grant system. Use the document to edit your text and count characters. Save the document for your records.
Yes, clicking the Save or Save and Continue button at the bottom of the screen allows you to save the information and return to it at a later time. Remember, clicking the Previous or Next buttons do NOT save your work.
We suggest that you work in a word processing application before entering data into the online grant program. If you enter your narrative directly into the system, you risk losing your work if your computer loses its connection to the Internet. It may seem that you are still connected to the Internet, but you will have unknowingly lost your connection–despite being able to see the actual application page. At this point, if you try to save your work after having lost your connection to the online application database, it will not know where to store your information, and that information will be lost. Having saved this information in your own computer files offers security and easy access to the text should there be any unforeseen disruption in the connection. Another important reason to compose narratives in a word processing application first is to use the spell check and word count features, which are not available in the GO™ grant system. Before you copy and paste data from a word processor into the online application, save your text in the word processor as "Text Only." A text-only document will remove all formatting so that the text will read properly in the GO™ grant systems. (In Microsoft Word, save your information by selecting "Save As" from the File menu. The "Save As" dialog box will then appear. Choose "Text Only" from the “Save as Type" drop down box found at the bottom of the dialog box. Your work will then be saved as text only and the file name will include a .txt extension.)
The following instructions are for Microsoft Word users only.
Do not bold, italicize, underline, bullet, number, indent or use any other formatting options available in Microsoft Word. Formatting will not transfer into the GO™ grant system and will cause your text to become illegible. Do not format your copied text in the GO™ grant system application text boxes. We recommend that you use asterisks (*) or all capital letters to emphasize special words or sections in your narrative text.
Each granting agency will determine the available character limit for application questions. The character limit will be provided for each question, if applicable. To conduct a character count in Microsoft Word, you must highlight the specific text that you want to count. Then click on the Tools menu and select “Word Count.” Pay attention only to the characters (with spaces) number, which will be displayed. The character count in the GO™ grant system includes spaces and punctuation. If necessary, make adjustments to your text that conform to the allotted character count in the particular narrative on which you are working. Remember to make all of your text changes in the word processor, then repeat the copy and paste instructions to insert the text in the online application. You may continue to work on other pages of the application and return to the narrative questions to amend your text. Be aware that grant agencies may remove any text that is submitted beyond the provided character limit.
Do not use html formatting in your narrative. If you use html in the narrative text, your application will not be readable.
The system was designed to allow more than one person to work on a grant application. For example, one individual can focus on a specific section of the application (e.g., the NARRATIVE) while another person focuses on a different section (e.g., the BUDGET). It is very important for each user to save their work frequently. To avoid losing work, ensure that only one person is working in a given section at a time. Otherwise, the last person to save in a given section will overwrite anything that has been previously crafted. We recommend that multiple users communicate frequently with one another to ensure that data is not lost or overwritten.
To save a grant agency's GO™ grant system as one of your favorite web pages, start by going to the MAIN PAGE of the online grant application at http://agency_state.cgweb.org. Next, pull down the Favorite menu from the task bar located at the top of the page in your browser and click “Add to Favorites.” Do not save the Main Menu page as a favorite web page. The system will not remember your username and password, and it will not automatically log you in to the system when accessing the Main Menu page as a favorite.
There is a “Save Work” button at the bottom of each application page. Each time you click on “Save Work,” the page will refresh and you will return to the top of the page. Do not go to your Internet browser's File drop-down menu and select save. When you select “Save” from the File menu, the web page you are viewing will be saved as an HTML document, and your work in the application database will not be saved.
Please call the agency grant staff to assist you.
If you return to your application or go to another section and you cannot see any data, the issue might be one of the following:
Can I print a copy of my application?
Yes, clicking the Print Icon allows you to print a hard copy of your complete application, or individual pages. The Print Icon can be found in the My Form > My Grants table. We strongly recommend that you keep a hard copy of every application form(s) submitted to the Department for your records.
Popup windows are used to provide supplemental information for a website. Many users disable these windows to avoid unwanted advertisements. Disabling pop-up windows will block the GO™ grant system from performing properly. You must allow child windows to appear in order to use the GO™ grant system successfully. If you have installed pop-up blocker software, spyware with pop-up blocking features, or additional toolbars with blocking capabilities, you must disable these features and allow child windows. When working in a child window during the application process, you can close the windows when you have finished and return to the application. To do so, close the window by clicking on the X in the upper right hand corner of the child window (upper left hand corner for MAC users).
To apply to one or multiple grant programs, you must create a profile in a GO™ agency-specific grant system. Your profile will allow you to apply to one or multiple grant programs each year for the specific granting agency. To register, click "Sign Up" and complete the form. The username and password you entered will be the username and password you will use to access your grant applications each year for that agency.
If you are registering as an organization on the sign-up page, at the bottom of the page, you will see: “Would you like to associate this user account with an organization?". Select YES. This will allow you to set up or associate your registered user account with an Organizational Profile. You will not be able to see programs that are available only to the organization until you have completed this step.
If you are registering as an individual on the sign-up page, at the bottom of the page, you will see: “Would you like to associate this user account with an organization?". Select NO. This will allow you to access the Individual Profile form. You will not be able to see programs that are available only to individuals until you have completed this step.
Yes, more than one Registered User can be associated with an Organization. This enables multiple Users to work on a grant application.
Yes, it is recommended that independent grant writers and consultants working with various organizations create separate, unique Usernames that can easily identify each client organization. eg: JoeSymphony, JoeBallet, JoeOpera
Yes, an application can be opened and worked on simultaneously by more than one registered user. Keep in mind that the most recently saved data will overwrite any previously saved data.
Will Department staff continue to provide comments regarding required and/or suggested corrections to my applications?Yes, Department staff will continue to provide a corrections period (corrections and/or suggestions to your application formset.) Administrative comments will now be available directly through the GOtm system via the Comments function. Please refer to your specific program’s guidelines for corrections deadlines.
Yes. To request access to an application, log in and open your Organizational Profile and open the Grant Request Forms page and check off the name of the grant program and click Save followed by Submit. Remember, access to grant applications require the program administrator’s approval.
No. Please contact your program administrator if you need any assistance in converting your materials to an accepted file form.
Not yet. Hyperlinks to websites, programs, videos, etc. will soon be supported on the GOtm system.
Yes. We encourage you to periodically update your Organizational Profile, especially when changes have occurred among your personnel. At a minimum, your Organizational Profile should be updated on an annual basis.
My organization periodically serves as a Fiscal Agent for organizations awaiting tax exempt status from the IRS. How will I know if an organization in need of a fiscal agent has associated their account with mine?The secondary registered user (i.e. the organization in need of a fiscal agent) must request approval to create an association by the holder of the primary account (i.e. the fiscal agent). The primary account holder can grant access to a secondary account holder by clicking Manage Account, then Manage Users. On this page, CGO will list all requests for associations to your account at which point, access can be granted or denied. Consult your Grant Administrator for assistance with this association.
No, once you have created an Organizational Profile, the information remains in the GOtm system until such time that you request that the Department deactivate the account.
No. Panelists will only have access to any support materials you include in the file you will create in the Uploads section of your application form. For this reason, it is very important that you name the file exactly as it appears in the instruction section of the application upload page
Yes, each grant program has its own unique set of requirements, including those that pertain to support materials. It is important that you review the instructions carefully. Check with your grant program administrator to review ways in which multiple support materials may be submitted.
We recommend downloading
Mozilla's Firefox (http://www.mozilla.com/en-US/firefox/personal.html)
Safari (http://www.apple.com/safari/) or
Google Chrome (http://www.google.com/chrome)
all free internet browsers which work great with the CGO Miami system.
I signed in with my Grants Online username and password but the grant applicant is not available to me. How do I begin the application?Applications will be made available to users following the completion of the Organizational / Individual Profile. The last step of Profile completion is a Grant Application Request. Once approved by a grant administrator, the requested application will be available to the user.
Yes, applications can be saved at any point. Simply click the “Save and Continue” or “Save” button at the bottom of the page to save entered content. You may return to the application at any time to continue work. The application will not be submitted for review until all required fields are completed and the “Submit” button is clicked.
For security reasons, the web page will time out after 20 minutes of inactivity. To prevent any loss of information, click “Save and Continue” on the bottom of the form.
How do I make changes to my grant form? How do I submit it? Who do I contact if I have a question or want to make a change?Simply sign in and select the corresponding form. Once the grant form is completed, click the “Submit” button; an email receipt with time/date stamp will be sent to the user account email. It’s a good idea to print this confirmation email and keep it with your records. Once the grant form has been submitted, it cannot be changed. All questions or concerns should be directed to the grant program administrator.
Each program has specific criteria, described in the guidelines, against which applications are measured. A panel of independent community citizens determine how well the application meets the funding criteria. Please check the program guidelines and speak with your program's administrator for more information.
You may compose your answers in another word processing program like Microsoft Word, but we strongly recommend first transferring this text into a text-only utility like Notepad before pasting it into the grant form. This will delete hidden formatting like website links and insure the proper capture of your text.
Yes, but restrictions apply.
Electronic versions of the grant applications through this website. If you need assistance, please contact the appropriate grant program administrator listed on the Help page.
Before submitting your grant application, make sure that you have printed a paper copy and fully reviewed the data. See Print instructions (link here). Make sure that there are no spelling or text errors and that all the information has been completed and entered. Make any corrections necessary in the online application and save your work. Click the “Submit Application” button at the bottom of the application page. Your information will be sent directly to the granting agency.
The granting agency will automatically receive your grant application once you click the “Submit” button. They will send you an e-mail confirming that they received it, and they may also send you an attachment of your completed application for your records. At this point, you will no longer be able to change your application. Your application status will appear as "Received" and you may not alter your application in any way. You will have access to print your application from a PDF file at any time.
One of the many benefits of this online grant application is that once you complete an application, all your data will be stored. If you choose to apply for the same grant every year, the time spent entering data will be reduced.
You assigned yourself a username and password when you created a profile for the granting agency. Use this username and password to access your grant applications for a granting agency. If you forget your username and password, click the "Forgot Username and Password" link from the granting agency's GO™ home page.
Make sure that you have correctly spelled your username and password, using both capital and lowercase letters. The system is case sensitive, meaning that some letters may need to be capitalized. You may also copy and paste your username and password from the confirmation e-mail sent to you after you created your profile, or from another document where you saved this information. Make sure that there are no additional spaces at the end of the login name.
On the Log In tab of your web application there is a “forgot password” function that will email the applicant with instructions on how to reset their password.
You might need to explain the required password format. This can be found on the Sign Up tab on your web application [your main url].
Grants Online allows users to upload files ranging from images, audio, video, and documents. All of your files will be stored in the cloud with instant streaming for videos and audio files.
Grants Online offers a seamless uploading workflow directly within the application. To upload files the user will:
There are two places that you can access your portfolio.
Folders allow users to organize their files by each application.
Each file upload requires a Title. The description is optional.
Each file will display as a thumbnail in a portfolio folder. Depending on the file type the thumbnail will either be a file icon or a thumbnail. Clicking on the thumbnail will allow you to view details about the file, download, or view it.
Users can move files from folder to folder
Users can copy files from folder to folder.
Users can order their files for slideshow playback by draging and droping thumbnails into the desired order from left to right.
Every file type can be downloaded by clicking on the file name to download the file. The user will be prompted to Open or Save the file. This will be the same for ALL file types. If the user chooses to open the file, the user must have the appropriate third party software, browser configurations or plugins to support opening the file type. It is the responsibility of the user to have the appropriate software configurations to support the file type.
Only applicable for video and audio files,. The system has an integrated player that allow the user to view the file in the browser without having to download and user third party players. Images and Documents may open within the browser depending if the user has the appropriate third party software, browser configurations or plugins to support opening that file type. Video files are streamed back in 3 different resolutions depending on the user’s internet speed. Documents will need to be downloaded in order to view them.
Every folder will have specific requirements that will determine whether the folder can contain documents, images, video, or audio. Each file type will have a minimum # that can be uploaded, a maximum # of files that can be uploaded, and the maximum file size. The user can edit their folders( by adding or deleting files) after the folder is assigned as long as they abide by the folder requirements.
When videos do not meet the minimum requirements the user may need to change the file type or increase the video’s resolution. Media Converter provides these tools as a free online service
Note: Mediaconverter.org is a third party web application and as such, WESTAF can not provide technical support for issues related to its functionality. We only recommend it as a free solution for converting your videos.
1. Click upload a file to upload your video/audio. (Only pay attention to the black box, you will not use any other area on the site.)
3. Click the green arrow, Go to the next step.
4. Select .mp4 from the dropdown and make sure to check the box I want to set advanced
options. Click OK
5. Under Set additional options, you only need to change the Resolution to at least 480x360. You won't need to change anything else here. Click Ok.
6. Click start to begin converting your file. This may take some time depending on how much traffic the site is experiencing.
7. You will see "Download" under Action. Click to download your converted file.
Recommended Export Settings for Final Cut
Save often! As a security precaution, this system includes an automatic time-out feature which will periodically require you to confirm that you are still using the system. This feature includes a timer, which counts down from five minutes. If five minutes elapses without your confirmation, the system will automatically log you out, and any unsaved data will be lost. Don't let this happen to you!