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Application Instructions

The Foundation launched a new grants management system in January 2011. Our Grant Proposal Process is completely digital. All forms and supplemental documents (LOI, application, grant reports) are submitted directly to our Foundation using an internet connection from any PC in the office. Most of the communication during the submission process will occur via email messages and system notifications; however, we will make every effort to contact all new organizations that submit an application for a telephone interview. When possible we also like to visit applicant organizations to meet in person as well.

Online Application Process

Application instructions
The E-Grant system is comprised of 3 main sections:

  • User Registration
  • Letter of Inquiry
  • Grant Application

The applicant is the person responsible for completing a grant proposal for your organization. The grant proposal process includes submitting a Letter of Inquiry and completing an Application Form, including required attachments requested in the form.

Create an Account
The first step is to create a new account for the primary contact and the organization. The form also requires contact information to be provided for the chief executive officer. Afterward, the applicant must complete a Letter of Inquiry (LOI). The LOI is a form within the E-Grant System that introduces your organization to our Foundation, and provides a brief description of how requested grant funds would be used. The Foundation will review all LOI’s that are submitted by the close of the LOI window period. Invitations to proceed to the Application Stage are extended to organizations that have completed the LOI and are found to meet all of the Foundations’ eligibility requirements. Applicants must monitor the Application Status Page described below to learn whether the organization has been selected to submit an application.

Registration Page
If you already have an account with our Foundation’s E-Grant System:

  1. Enter your user ID, which is typically your email address, in the login field.
  2. Enter the Password selected when the account was initially set up.
  3. Press the “Log On” button to enter the E-Grant System.

If you have forgotten your password:

4.  Enter your User ID and click on the Forgot your Password button, and the system will send the password to your email account.

If you do not have an existing account:

  1. Click on Create a New Account to register.


To Register for a New User Account

  1. Click on Create a New Account.
  2. Enter you personal contact information in the fields designated for the Primary Contact.
  3. Enter the Organization information, including the contact information for the Chief Executive.
  4. Fields with an asterisk (*) are required fields.
  5. Click on  the Proceed to Next Step button


Enter a Password
After the new account is registered, you will be taken to a Set Password Page where a password is created.

  1. Passwords are case sensitive, thus it is recommended the password be created in all lower case characters.
  2. It is recommended the password be set to the last name of the primary contact.
  3. Next you will retype the password. If you wish to change your password at a later time, log on to your account and click Edit Contact. This will allow you to change your information.
  4. After entering the password click save.
  5. The E-Grant System will send the Username and Password to the primary contact’s email address.


Application Status Page

After registering for a user account the applicant is directed to the Application Status Page. The Application Status Page is the homepage for the E-Grant System. Applicants will be automatically directed here upon logging in. The following options are available in the left side column:


Start New Application
Allows the user to begin the grant application process.


Application Status
This is your homepage where you can check on the status of a current submission, as well as past applications and grant history. This page will display the form most recently completed, its status, and what the next form will be.


Fax to File
Organizations that do not have access to scanning equipment can convert a hard copy document by faxing it to our host server. A “.pdf” document will be created that can be downloaded to your computer. Using Fax to File also helps shrink documents to a smaller file size.

 


Selecting the Grant Program
After clicking on the Start New Application link the applicant must select the E-Grant Forms link on the Application Page to access the Letter of Inquiry Form.


Filling out the Letter of Inquiry Form
The LOI Page is the first form for New Organizations. Pay close attention to the instruction and limitations on each question. Certain types of questions have limitations set by the Foundation. Questions requiring a text response have a character limit which only allows you to type or paste a certain amount of characters into each text area.

Required fields are denoted with an (*). If a required field is left blank on the LOI Form the E-Grant System will not process the request. A dialogue box will appear on the screen and list the field(s) that requires a response. Fields with missing information will be denoted with “Field is required” in red lettering. The system will not allow the LOI to be submitted if a required field is left blank.

Upon completing the form applicants can select Submit the LOI, or Save As Draft and return to the form later to complete it. After the LOI is submitted there will be a Confirmation Page stating that the form has been submitted. The applicant can always refer to the Application Status Page to check which stage the application is in. One the LOI has been submitted the responses entered into the form fields can no longer be changed. Be sure to make all necessary edits prior to submitting the LOI.

Our Foundation is automatically notified when an LOI is received. There is no need to contact the Foundation by phone or email after submitting the LOI.

In all cases, the LOI mist be submitted by 6:00 PM Pacific Time on the last day of the open LOI window in order to be considered for the current grant cycle. The closing dates are February 15and July 15.


Accessing Forms After Save and Submit
The Application Status Page is where the applicant can check on the status of all forms, and access prior applications for historical record keeping. Once the LOI has been submitted it can only be viewed and printed; it can no longer be edited. If the LOI Form has been saved, but not submitted, it can be edited from the Application Status Page. Once the Foundation makes a decision to approve or deny the LOI and email notification will be sent to the primary contact’s email address, and the decision will appear on the Application Status Page next to LOI. If the LOI is approved, the applicant would be given access to the Application Form. If the LOI is denied, the grant proposal process would end for this cycle. The applicant would need to wait until a future grant cycle to submit a new LOI.


Filling out the Application Form
Once the LOI Form has been approved, the Application Page is the next form that must be completed in the grant proposal process.

Answer the questions on the form paying close attention to the instructions and limitations on each question. Certain types of questions have limitations set by the Foundation. Questions requiring a text response have a character limit which only allows you to type or paste a certain amount of characters into each text area. A limit is also placed on file upload questions. The limit will be in Mega Bytes (MB). The size of the file you are uploading must be under the amount of MB’s allowed on the question.

Required fields are denoted with an (*). If a required field is left blank on the Application Form the E-Grant System will not process the request. A dialogue box will appear on the screen and list the field(s) that requires a response. Fields with missing information will be denoted with “Field is required” in red lettering. The system will not allow the Application to be submitted if a required field is left blank.

Upon completing the form applicants can Submit the Application, or Save As Draft and return to the form later to complete it. Applicants may also View the LOI Form while completing the Application; however, the LOI cannot be edited at this stage in the grant process. After the Application is submitted there will be a Confirmation Page stating that the form has been submitted. The applicant can always refer to the Application Status Page to check which stage the application is in. Once the Application has been submitted the responses entered into the form fields can no longer be changed. Be sure to make all necessary edits prior to submitting the Application.

Our Foundation is automatically notified when and Application is received. There is no need to contact the Foundation by phone or email after submitting the Application.


Grant Decision
The entire grant cycle runs five months in the Spring and seven months in the Fall. Foundation staff may contact the organization during the review period to arrange for phone interviews, personal meetings, or request additional information.

Organizations will be notified by email, and the status on the Application Status Page will be updated to reflect if the grant has been approved or denied.