Tech Tips





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Internet & E-mail
In order to apply to programs using the CultureGrants Online grant system, you must use a computer that has Internet access. The CultureGrants Online grant system works with broadband cable, DSL Internet connections, and 56k dial-up connections. You must have an e-mail address to use the CultureGrants Online grant system. If you do not have an e-mail address, establish a free account with Yahoo! or Hotmail.



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Hardware
To access the CultureGrants Online 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).

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Software
You do not need any special software to access the CultureGrants Online grant system. You do need an Internet Web browser such as Internet Explorer, Mozilla Firefox, or Netscape Navigator.

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Operating System
CultureGrants Online 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".

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Browser
For PC users: The CultureGrants Online grant system works best with the most recent versions of Internet Explorer, Mozilla Firefox or Netscape Navigator. To download the newest version free of charge, choose and click either Internet Explorer 6.0 SP1, Netscape Navigator, or Mozilla Firefox For Macintosh users: Internet Explorer is not the optimal Internet browser for a Macintosh environment. If you have a Macintosh computer, use the Safari, Netscape, or Mozilla Firefox browser.

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AOL Users
Older AOL browsers are incompatible with CultureGrants Online 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 Internet Explorer or Netscape Navigator to access CultureGrants Online grant system.

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Applying for New Grants
To apply to one or multiple grant programs, you must create a profile in a CultureGrants Online 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 create a profile, click "New User, Register Here." Complete the profile 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.

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Applying for a Grant with Multiple Granting Agencies
If you apply for grants from multiple granting agencies that use CultureGrants Online, you will need to create an online profile with each agency.

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Child Windows
Child windows, often called pop-up windows, are used to provide additional and supplemental information for a Web site. Many users disable these windows to avoid unwanted advertisements. Disabling pop-up windows will block the CultureGrants Online grant system from performing properly. You must allow child windows to appear in order to use the CultureGrants Online grant system successfully. If you have installed "pop-up blocker" software, spy ware 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).

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Cookies
Cookies must be enabled to work with the CultureGrants Online grant system. A cookie is a small file that a Web site temporarily stores on your hard disk. The CultureGrants Online 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 CultureGrants Online grant system, that cookie is automatically deleted. CultureGrants Online 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.
  • To enable cookies in Internet Explorer 6.x on a PC:
  • Open INTERNET EXPLORER
  • Select the TOOLS menu then click INTERNET OPTIONS
  • Select the PRIVACY tab
  • Set the slider to medium level in order to enable cookies.
  • You may also click the ADVANCED button and select how cookies are handled from the presented options
  • To enable cookies in Internet Explorer 5.x on a PC:
  • Open INTERNET EXPLORER
  • Select the TOOLS menu then click INTERNET OPTIONS
  • Select the Security tab then click the button labeled CUSTOM LEVEL
  • Scroll down to COOKIES and select "medium level" security from the presented options
  • To enable cookies in Netscape 7.x on a PC:
  • Open NETSCAPE
  • Select the TOOLS menu then click COOKIE MANAGER
  • Select, ALLOW COOKIES FROM THIS SITE
  • To enable cookies in Netscape 6.x on a PC:
  • Open NETSCAPE
  • Select the EDIT menu then click PREFERENCES
  • Select ADVANCED from the category listing
  • Select COOKIES
  • Select, ENABLE ALL COOKIES
  • Click OK
  • To enable cookies in Netscape 4.x on a PC:
  • Open NETSCAPE
  • Select the EDIT menu then click PREFERENCES
  • Select ADVANCED from the category listing
  • Select the medium level for cookie acceptance in the COOKIES options
  • To enable cookies in Netscape 4.x on a MAC:
  • Open NETSCAPE
  • Select the EDIT menu then click PREFERENCES
  • Scroll down to ADVANCED
  • Select medium level for cookie acceptance from the COOKIES options
  • To enable cookies in Safari on a MAC:
  • Open SAFARI
  • Select the SAFARI menu then click PREFERENCES
  • Click SECURITY from the top toolbar
  • Under ACCEPT COOKIES select, ONLY FROM SITES YOU NAVIGATE TO
  • Close the window
  • To enable cookies in Mozilla Firefox on a PC or MAC
  • Open MOZILLA FIREFOX
  • Select the TOOLS menu then click, OPTIONS
  • Select PRIVACY from the left menu
  • Display COOKIES and check ALLOW SITES TO SET COOKIES


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Copy and Paste
It is advisable that you craft your narrative text responses for grant application questions in a word processor before entering the information into the CultureGrants Online grant system. Use the document to edit your text and count characters. Save the document for your records. The following instructions are for Microsoft Word users only. 1) Compose your narrative in Microsoft Word. Use the spell-check and character-count tools in Word. Note that the character/word count feature in word processors varies. The character count in the CultureGrants Online grant system will be the definitive number of characters allowed for your application. 2) Save the document as text only. [See Page 7 for further instructions.] 3) Highlight the text that you want to copy into the text box within the online application by clicking your cursor at the beginning then dragging it over remainder of the required text to highlight it. 4) Go to the EDIT menu then select COPY. 5) Before pasting to the online application you must make sure that you are logged in. If so, place your cursor in the desired text box of the narrative page, click to the EDIT menu in your browser then select PASTE. 6) Save your work in the online application by clicking the SAVE button at the bottom of the page.

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Formatting
Do not bold, italicize, underline, bullet, number, indent or use any other formatting options available in Microsoft Word. Formatting will not transfer into the CultureGrants Online grant system and will cause your text to become illegible. Do not format your copied text in the CultureGrants Online 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.

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HTML
Do not use html formatting in your narrative. If you use html in the narrative text, your application will not be readable.

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Multiple Users
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 another 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.

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My Favorite Web Page
To save a grant agency's CultureGrants Online 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.gosmart.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 User Name and Password and it will not log automatically log you into the system when accessing the Main Menu page as a favorite.

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Saving Your Work
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.

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Lost Data
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: 1) Your computer may have cached an older version of the page, meaning that your computer saved a snapshot of the page and it has not yet been updated. You can update the page manually by holding down the SHIFT button on your keyboard while clicking the REFRESH or RELOAD button in your browser. This action forces the system to retrieve data that was saved successfully in the database and bring it back to the text boxes in the application. 2) You are not logged in to the system. If your Internet connection is disrupted, the system will automatically log you out when you attempt to save work, preview the page, or move to another section of your application. If this is the problem, return to the WELCOME PAGE and log in to the system, then return to the page where you left off. If you saved your work, the data will reappear. 3) You have blocked "cookies." CultureGrants Online grant system requires cookies. If your "cookies" are blocked, you must unblock them in order to allow access to application content. If you have purchased software that specifically blocks cookies, such as CookiePal, you must disable this software in order to allow cookies for the CultureGrants Online grant system to work correctly. Please refer to the Cookies section for instructions to allow cookies.

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Preview and Print
The PREVIEW PAGE button found at the bottom of each application section allows you to not only preview your work but also print your work. To preview the page and print, you must have Adobe Acrobat. To download this software at no cost, go to http://www.adobe.com/products/acrobat/readstep2.html. The preview page will open a new window in your browser. The new window will have save and print tools on the top menu bar. Use these tools to print your application. If you return to the application and make changes, and then return to the preview page, make sure you hit the REFRESH or RELOAD button to update the application preview. Only information entered into the application will appear. Unanswered questions will be blank in the application preview.

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Submitting an Application
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.

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What Happens to Your Application
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 personal files. At this point, you will no longer be able to change your application. Your application status will show 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.

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Storing Your Data
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. I Accidentally Submitted My Application Please call the agency grant staff to assist you.

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Technical Assistance
If you are having difficulties with the system and need technical assistance, please call 1-888-562-7232 toll free. WESTAF office hours are between 8:30 am and 5:00 pm Monday-Friday Mountain Standard Time. The office is closed for all federally recognized holidays and the day after Thanksgiving. Note: WESTAF cannot answer any programmatic questions about the grant. WESTAF only provides technical assistance.

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Temporary Files
Temporary files can be useful when you want to store information on a web site, such as amazon.com or ebay.com. You may want to delete these temporary files when you use the CultureGrants Online grant system if you outdated information appears in your application. 1) To delete temporary files in Internet Explorer 6.x on a PC:
  • Open INTERNET EXPLORER
  • Select the TOOLS menu then click INTERNET OPTIONS
  • Select the GENERAL tab
  • Under Temporary Internet Files click, DELETE FILES
    2) To delete temporary files in Internet Explorer 5.x on a PC:
  • Open INTERNET EXPLORER
  • Select the TOOLS menu then click INTERNET OPTIONS
  • Select the GENERAL tab
  • Under Temporary Internet Files click, DELETE FILES
    3) To delete temporary files in Netscape 6.x and 7.x on a PC:
  • Open NETSCAPE
  • Select the EDIT menu then click PREFERENCES
  • Select ADVANCED from the category listing
  • Select CACHE
  • Click the CLEAR CACHE button, followed by CLEAR MEMORY CACHE
  • Click OK
    4) To delete temporary files in Netscape 4.x on a PC:
  • Open NETSCAPE
  • Select the EDIT menu then click PREFERENCES
  • Select ADVANCED from the category listing
  • Select CACHE
  • Click the CLEAR MEMORY CACHE button
    5) To delete temporary files in Internet Explorer 5.x on a MAC:
  • Open INTERNET EXPLORER
  • Click EDIT and select the PREFERENCES option
  • Select WEB BROWSER
  • Select ADVANCED from the category listing
  • On the right there are options to CLEAR HISTORY, EMPTY NOW (delete cache). Make these selections and click OK
    6) To delete temporary files in Netscape 4.x on a MAC:
  • Open NETSCAPE
  • Select the EDIT menu and then click PREFERENCES
  • Select ADVANCED from the category listing
  • Select CACHE
  • Click the CLEAR DISK CACHE NOW button
  • Click OK
    7) To delete temporary files in Safari on a MAC:
  • Open SAFARI
  • Select the SAFARI menu then click PREFERENCES
  • Click AUTOFILL from the top toolbar
  • Click the EDIT button next to OTHER FORMS
  • Click the REMOVE ALL button
  • Remove the check from the OTHER FORMS box
    8) To delete temporary files in Mozilla Firefox on a PC or MAC:
  • Open MOZILLA FIREFOX
  • Select the TOOLS menu then click, OPTIONS
  • Click CLEAR for the CACHE option


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Text and Data
The Narrative 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 CultureGrants Online 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 CultureGrants Online grant systems. 1. In Microsoft Word, save your information by selecting "Save As" from the File menu. The "Save As" dialog box will then appear. 2. 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 filename will include a .txt extension.

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Usernames and Passwords
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 CultureGrants Online home page. My Username and Password are not Working Make sure that you have correctly spelled your User Name 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. If you continue to have difficulty logging into the system, please call technical support at 1-888-562-7232.

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Word Count
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 CultureGrants Online grant system includes spaces and punctuation. If necessary, make adjustments to your text which will conform to the allotted character count in the particular narrative on which you are working. Remember to make all 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.

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