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General Instructions for E-Grant Applications & Final Reports

This section contains information regarding:

 

I've never applied before, how do I get a login?

  1. First check our website to see if you qualify.

  2. Then call the Oklahoma Arts Council at (405) 521-2931 for a registration login form. Fax or mail the completed form and required documents to the Oklahoma Arts Council at (405) 521-6418. Incomplete forms will not be registered.

  3. Staff will enter basic information and an automated email will be generated to the CONTACT email address you listed on the login form. A link will be provided within the body of that email which will take you to your password setup page. After you complete the password set up - you are ready to access the e-grant system.

  4. The email address you listed in the contact information section of the login form will be your organization's new login.

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How do I login to the E-Grant System?

  1. To access the system use the Login/Register navigation button located on the left tool bar.

  2. Enter the email address that you listed in the contact section of your login form into the Login ID box. Enter the password that you generated into the password box. NOTE: please record these items, we do not have access to lost logins or passwords.

  3. A requirement of Oklahoma's Office of State Finance mandates that passwords are reset every 90 days. We apologize for this inconvenience, however we have no control over this requirement. All issues with passwords should be directed to the help desk of ok.gov

    Phone: (405) 524-3468
    Toll Free: 1-800-955-3468
    Fax: (405) 524-3469
    Email: info@www.ok.gov

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APPLY FOR A GRANT - To maximize your success in progressing through the application process please review the following steps. If you are a first time applicant OR if you would like more in depth instructions please see the First Time Applicant Toolkit.

BEFORE YOU LOGIN

  1. Review the General Instructions starting with this page.
  2. Read the FAQ's
  3. View Application Preview - Use the Left Navigation to view grant categories. Click on the appropriate grant category. The application preview button should appear below the grant category name. Click on this button to view the preview. This will give you the opportunity to read all of the questions and to formulate your responses in a word processing document and save it to your computer (Strongly Recommended).

  4. The required support material is also listed on this preview page. Remember applications are not complete without the required support material mailed hard copy to the Council postmarked by the date of the e-grant submission.

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AFTER YOU LOGIN

  1. Update Organization and/or Contact Information - Use the Left Navigation on this site to check/update your Organization Information and or Contact Information. This information is critical and should be reviewed frequently to ensure correctness

  2. Select Grant Type - In the main section of the My Grant Application webpage, select the appropriate grant type by clicking on the Grant Type name. Based on your login information, the Oklahoma Arts Council has predetermined your eligibility. If you do not see a grant category listed please contact the Oklahoma Arts Council to verify eligibility.

  3. Select a Fiscal Year - The Oklahoma Arts Council grants are awarded based on fiscal years. Our fiscal year runs from July 1 – June 30, for example Fiscal Year 2009 begins July 1, 2008 and ends June 30, 2009. Please make sure that the grant type deadline and all of your project dates fall within the fiscal year you select.

  4. Begin Application - Start the application by viewing the Application Index Page – This page lists the sections/pages of your application as well as indicates which sections/pages are complete and which sections/pages are incomplete.

    NOTE: Applications are self-generated as you progress through the process.
    For Small Grant Support and Major Grant Support - Project information and budget sections will NOT appear until you have progressed past the Organization sections.

    For Organizational Support – Component Sections will NOT appear until you have progressed past the Organization sections. This page also allows you to navigate between sections/pages and to complete sections/pages independently of each other.

  5. Adding a Project (Major Grant Support Only) - You must complete all organization information to advance to the first project information section of the application. Then you can add a new project from any project page in the application. NOTE: If you have entered information on the project page you are currently in, remember to save that information before adding a new project. Clicking on Add a Project opens a new "blank" project information page. Remember to check the Application Index to make sure all pages are complete.
     

INSTRUCTIONS LOCATED IN THE APPLICATION -Read all instructions carefully. In general, each page will have an instruction box located at the beginning of each page. In addition each question may have specific instructions such as how to format a particular number field or for advancing in fields that are calculated. These instructions are located directly above the question.  

Applications in Progress
You may choose to work on this application over a period of time. The application will be stored in My Grants Applications accessed by logging in to the e-grant system. Simply select the application you wish to continue working on and click. An Application Index of all forms will appear with a Complete or Incomplete status located at the side of each form. The application will continue to be stored in the “working status” until you have completed the application and have chosen to submit at the end of the application.

Narratives are generally required in all of the grant categories, most often in the project information section.

  • We strongly suggest that you use a word processing software application such as Microsoft Word to take advantage of editing and spell check features when responding to narrative questions. Use the preview to formulate your responses and then save this document to your computer.
  • Copy and paste the narrative into the appropriate application question. Remember to check that you have pasted the correct narrative into the appropriate question.
  • Narratives are limited to no more than 4000 characters. Most word processors have a character count feature located under "Tools." The e-grant application will not count characters; however, if a narrative exceeds 4000 characters, the e-grant will not accept the entry and may “wipe” out any following information.

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SUBMITTING AN APPLICATION – Remember - In order for application to be considered for funding, you must SUBMIT THE APPLICATION ONLINE and MAIL IN HARD COPY SUPPORT MATERIAL

  1. LOGIN and VIEW THE APPLICATION INDEX - When all application pages are complete you will return to the Application Index. You may review any of the sections/pages. You may also view a printer friendly version of your application as well as print it out. This can be done one of two ways:
    • If the application has not been completed you may click the Print Button located at the bottom of the index
    • If the application is complete click the Submit button. This is a two step process and a printer friendly version will appear for you to review and print out a copy for your records. In order to complete the submission process - YOU MUST CLICK SUBMIT at the bottom of the printer friendly version for the application to be submitted. See steps 2 and 3 below. Double check the status of your application after you hit submit to confirm the submitted status.

  2. CLICK Begin the Submit Process button at the bottom of the Application Index.

  3. REVIEW the application and click Finalize and Submit located at the bottom of the Review Page only after you have determined that your application is correct and ready to be submitted. CAUTION: Changes CAN NOT be made to your application after submitting.

  4. MAIL in Required Support Material postmarked by the deadline.

  5. You may check the status of your application any time after submission by clicking on "view details".

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NAVIGATING THE APPLICATION - The buttons located at the bottom of each page of the application will assist you in navigating the application. At any point in the application you may return to the Application Index by scrolling to the bottom the page you are working on and clicking on the Application Index link.

  • BACK button - will not save any information that you have entered on this page and returns you to the previous page of the application.

  • SAVE & GO BACK button - saves the information entered, checks to make sure that all responses are entered and returns you the previous page of the application.

  • SAVE button - this button is currently under contruction and is NOT WORKING AT THIS TIME. Please complete the page that you are currently on and click save and go next to save your work.

  • SAVE & GO NEXT button - saves the information entered, checks to make sure that all responses are entered and will advance you to the next page of the application.

  • NEXT button - will NOT save any information that you have entered on this page and will advance you to the next page in the application.

  • APPLICATION INDEX link - Outline of your application with links to specific pages.

LEFT SIDE NAVIGATION - Several items are available through the left side navigation to assist you with your grant preparation

  • Logout - use this when exiting the system to ensure security

  • My Grant Applications - allows you to apply for a grant, continue an application in progress or view grants already submitted.

  • Manage Organization Information - this page should be checked frequently to ensure that your organization information is correct. We suggest checking this page every time you access the e-grant system. This information is used to send out any grant hard copy correspondence including contracts and or payments. It is critical that any changes to your organization information be updated immediately.

  • Update Contact Information - this page should also be checked frequently for the same reasons as your organization information.

  • Instructions for the E-Grant system - You are currently in this section and we strongly suggest you read the entire instructions prior to navigating the actual application/final report.

  • Support Materials - a quick link to view a printable check list of the required hard copy support material necessary to complete your grant application. NOT all forms are required for all grant categories. Applications are considered incomplete if the required support material is not postmarked by the deadline. Failure to mail in support material will result in rejection of your application. Other sample forms are also provided here.

  • Sample letters and logos - All grantees are required to contact their legislators thanking them for their support of public funding for the arts. A sample letter is provided here. The Oklahoma Arts Council logo and the National Endowment for the Arts logo are required on all printed materials for projects/activities funded through the Oklahoma Arts Council. A sample news release is also provided.

  • FAQ’s - please read these Frequently Asked Questions to avoid common errors when completing the e-grant application or for answers to other commonly asked questions.

  • Contact the Oklahoma Arts Council - allows you direct email access to our agency.

  • Grant Guidelines - This will take you to the Grant Section of our website to view the guidelines and criteria for each grant type.

Oklahoma Arts Council P.O. Box 52001-2001 Oklahoma City OK 73152-2001 phone 405.521.2931 okarts@arts.ok.gov