INFORMATION SHEET

Grantium guidance for applicants

How to complete a form

Version 1 – March 2018

Contents:

Forms 1
Using the Registration Wizard to apply 2
Starting or continuing forms 6
Working through a form 7
Answering questions 7
Adding dates 8
Completing tables or lists 8
Editing tables and lists 9
Sorting lists 9
Income 10
Expenditure 11
Adding attachments 11
Submitting your form 12
Further information and support 12
Appendices 13
Appendix I - List of clickable icons and buttons 13
Appendix II - Glossary of Terms 15
 INFORMATION SHEETGrantium:
How to complete a form

Forms
To apply for or manage a grant from us, you will need to complete forms using
Grantium; our online application and grant management system. There are a few
different types of forms, such as:

 Your applicant profile

 Eligibility questionnaire
 Application form

To start an application, you must first create an applicant profile then complete the
eligibility questionnaire:

If you are offered a grant, you may also need to complete:

 Offer Letter Acknowledgement – accepting your offer of a grant

 Payment request(s) - each time you need us to make a payment to you
 Interim report form – completed for larger grants only
 Activity report form – completed at the end of all projects

Activity and Interim report forms are required as conditions of certain payments.
You will sometimes need to complete both a payment request and a report form to
receive payments from us.

It is your responsibility to keep the information in your applicant profile up to date.

Before you start an application for any new project, please go through your
applicant profile, ensure your information is correct, and update it if necessary.

For more detailed guidance on using our online system, see our information sheet
How to create and manage your user account and applicant profile.

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 INFORMATION SHEETGrantium:
How to complete a form

Using the Registration Wizard to apply

The Registration Wizard guides you through registering to apply, choosing the
applicant you want to apply under, and setting up your project on the system.

To access the Registration Wizard:

► Browse programmes
To begin, click Browse programmes in the Workspace section of the left menu bar:

Click View on the far right of the screen next to the programme you want to
apply to:

This will take you to the Apply for funding screen. Click Apply Now at the bottom of
the screen to begin your application.

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► Applicant details
Select your applicant from the dropdown in the top half of the screen.

Use only the top section of this screen.

Do not use the bottom half of the screen called ‘Applicant type’. This is only used
when a user is creating a new applicant through this screen, and if used it will
generate a new applicant. You should always be using a validated applicant at this
stage, and should be able to select it from the dropdown at the top of the screen:

SELECT
YOUR
APPLICANT
HERE
DO NOT
USE THIS
SECTION

Click Save & Next to continue.

► Applicant details (2)

The next screens show the information you entered in your applicant profile.
Please review each screen to ensure that your contact information is correct. This
is particularly important if you haven’t made an application to us using that profile
for some time.

The contact details shown at this stage will be the details that pull through onto
your application form. Making sure they are correct at this stage is important,
because any changes that are made to your contact details after you have created
a new project will not be changed in your application form.

To move through the screens click Save & Next.

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It is your responsibility to keep the information in your applicant profile up to date.

If you notice that you need to change any details, you should go to the Submission
summary at the end of this section, click the Edit button and go to the appropriate
screen to make your changes.

Once all your details are correct, to proceed with your application please click
Return to Registration Wizard in the left menu bar:

For more guidance on how to make changes to your details, please refer to the
‘Managing your contact details’ section of our guidance document, ‘How to create
and manage your user account and applicant profile’.

► Complete applicant profile

Click Next to proceed with your application.

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 INFORMATION SHEETGrantium:
How to complete a form

► Create a project

Please add the name of your project. This will be the project name that we use
throughout the process (and if your application is successful we will use it to label
all of your reports and payment requests) so please make sure it is correct and
refers clearly to your project, for example ‘Newtown Light Festival 2016’.

Click Save & Next.

► Complete the eligibility quiz

Work through the eligibility quiz form by answering the questions on screen. If you
are eligible to apply, you will then be taken to the full application form.
See the Working through a form section of this sheet for more information.

► Complete the application form

Work through the application form by answering the questions on screen.

See the Working through a form section of this sheet for more information.

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 INFORMATION SHEETGrantium:
How to complete a form

Starting or continuing forms

Once you are logged in, you can start a new application or continue working on
an existing form from the navigation bar on the left of the screen.

To start a new application:

Click Browse Programmes. This will take you
through the registration wizard, and will guide you
through the steps to start your application.

To continue working on a form:

Click on Submissions. Once you’ve started a
form, or we have sent one to you, they can be
found here.

In Submissions, click the ‘Open’ icon next to the form you want to work on.
You can only work on forms that have not yet been submitted. Forms that have
been submitted will show the date on which they were submitted. If there is no
date showing, you can continue working on your form.

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 INFORMATION SHEETGrantium:
How to complete a form

Working through a form

To complete a form, work through the pages which are listed down the left-hand
side of your screen.

You can click directly into these screens using the menu, or work through them
using the on-screen buttons. Make sure you save your changes in each page
before you leave it.

We recommend using Save and Next on each page:

The last page in every form is the Submission summary page. It will let you know
whether you’ve completed all parts of the form and will allow you to submit it if you
have.

Remember, Grantium logs you out after 15 minutes if you haven’t saved or
clicked on any other buttons, so save often using the Save button.

Answering questions

Type your answers directly into the boxes provided. Each answer has a character
limit. Grantium counts each letter, number, space or punctuation as a character, so
bear this in mind if you are copying your answers from another file or program.
Make sure you stick to this limit as any text you add beyond this won’t be saved
when you save your answers.

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 INFORMATION SHEETGrantium:
How to complete a form

The visible on-screen size of the boxes can be changed by clicking on and
dragging the bottom-right of the answer box.

Adding dates

To add a date, click on the calendar icon and choose from the available dates.

To change the month or year, use the blue arrows or click on the month or year
listed above and select from the drop-down menu.

Completing tables or lists

There are several times during your application, that you may need to complete a
table or a list. Examples include:

 Who else is involved?

 Income and expenditure
 Partners
 Location and/or tour schedule
 Project plan

To add information, click on the icon, which will add a new line into the table.
Doing this will show you the fields that you must complete to add the information to
the table. You cannot type directly into the tables.

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How to complete a form

Complete all fields marked with an asterisk *

Once you’re happy with the information in that line, click Save & Back to List, to
go back to viewing the table with your new entries in it, or click Save & Add
Another, to save that line and continue adding new ones.

Editing tables and lists

You can edit an entry by clicking on the view and edit icon
You can delete an entry by clicking on the delete icon

Sorting lists

If you want to sort the lines in a table, for example by date or alphabetically,
simply click on the name of the field.

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 INFORMATION SHEETGrantium:
How to complete a form

Income

To add an item of income to the table, click on the icon, which will add a new
line into the table.

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 INFORMATION SHEETGrantium:
How to complete a form

Expenditure

To add an item of expenditure to the table, click on the icon, which will add a
new line into the table.

Adding attachments

Click the blue text ‘Click to add attachment…’ to open the attachment form.
Complete all fields marked with an asterisk *

Use the Choose File button to select a file from your computer.

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 INFORMATION SHEETGrantium:
How to complete a form

Submitting your form

The submission summary page lists all the steps you’ve worked through. It is the
final page in each section of the process, but you can refer to it at any time. If you
have completed a step successfully, there will be a green tick beside it. If a step is
incomplete or has not been completed successfully, there will be a red cross
beside it.

If your submission summary includes a red cross, a note at the bottom of the page
will tell you what you need to do. Click on this note to go to the right page and
make your changes.

Once this screen shows all green ticks and you’re happy with your form, click
Submit to complete the process and submit it to us for review:

Further information and support

There is more information and guidance about Grantium on our guidance page:
http://www.artscouncil.org.uk/welcome-grantium

If you have any questions about the information contained in this document or if
you need any help with completing a form, you can contact our Customer Services
team on:

Phone: 0845 300 6200, 0161 934 4317

Email: enquiries@artscouncil.org.uk
Website: www.artscouncil.org.uk

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 INFORMATION SHEETGrantium:
How to complete a form

Appendices
Appendix I - List of clickable icons and buttons

Icon What it does

Open a form

Select a listed item

Open a calendar to select dates

Add an item into a table or create a new form/step (opens a screen)

Export current table to a .csv file (Excel)

View and edit an item

Delete an item

View registrants (users linked to an applicant profile)

Add a registrant (link a user to an applicant profile)

Button What it does

Move back one page without saving

Move onto the next page without saving

Save your changes to the current page

Save your changes and move back one page

Save your changes and move to the next page

Marks a form as complete and submits it to us for

review

Check for spelling mistakes

Create a PDF version of your form

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 INFORMATION SHEETGrantium:
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Reload page if it is currently locked by another user

Marks the form as complete

Unmark section as complete and edit the form

Return to the list without saving any changes

Save the list entry and open another screen

Save the list entry and return to the list

Looks up a file from your computer

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 INFORMATION SHEETGrantium:
How to complete a form

Appendix II - Glossary of Terms

A B C D E F G H I J K L M N O P Q R S T U V W X Y Z

A
Applicant: An applicant is the individual or organisation on whose behalf the grant
application is made.
Applicant Number: An identifying number assigned to an applicant. Applicant
numbers are randomly generated and are assigned to an applicant by Grantium
automatically.
Applicant profile: This is the profile of the individual or organisation who will be
applying for a grant.

B
Browse Funding Programmes: Click on this link to view available Funding
programmes and begin the Application Wizard.

C
D
Decision Letter: Notification of a decision

E
e.Form: An electronic version of a form that may be completed online by staff or
applicants.

F
Filters: Filters appear at the top of the screen and can be used to search for
particular projects, submissions or applicants. There are multiple filter types,
including Project Number, Applicant Name and Step Name.

Funding Programmes: This term refer to the different programmes run by Arts
Council England, for example Arts Council National Lottery Project Grants.

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 INFORMATION SHEETGrantium:
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G
H
I
Interim report form: Report form for applications of over £15,000 only. The
applicant must submit this report along with interim payment requests to receive a
scheduled interim payment.

J
K
L
M
Monitoring Information: These classifiers are used to give us information about
the characteristics of the organisation or individual applying (they are always
anonymised and never used in relation to your application). These include
ethnicity, disability status and gender. Update these classifiers as regularly as
possible (if necessary) and before starting a new application.

My Submissions: A list of all submissions made by an applicant for any project

they have applied for.

N
Navigation Bar: The bar on the left-hand side of the screen, which includes links
to different parts of the form and system.

O
Offer Letter Acknowledgement: The step at which the applicant is formally
offered a grant. In the Front Office, the applicant must read through their letter and
accept or reject the offer.

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 INFORMATION SHEETGrantium:
How to complete a form

P
Projects: When you apply for a grant, this creates a project in Grantium. Projects
are made up of steps and have a Project Number and Project Name associated
with them.

Publication Date: The date at which a submission (for example an activity report
or payment request) becomes available to view in Grantium

Q
R
Registrant: A registrant is anyone that has access to the submissions and profile
of an applicant. Multiple registrants can be added to one applicant so that more
than one person can have access to or work on the application at any one time.
This might be particularly be of use in organisations or by access support workers.

Registration Wizard: A quick and easy way for users to work through the
necessary steps to register, create an applicant and begin an application.

S
Submission: Any form that can be submitted (for example, an application form, a
payment request, or a report form).

Submission summary: The final task in any step. This screen reviews every task
in the step and highlights any errors or incomplete sections with a red cross and a
description of the missing/incorrect information. Steps cannot be submitted until
the Submission summary is clear of errors and is displaying green ticks against
each task.

T
U
User: A user is anyone that can login to Grantium. You can create multiple
applicant profiles under one user account, or be linked to existing applicant
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 INFORMATION SHEETGrantium:
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profiles.

V
Variation: A modification to the amount of a grant.

Version: If a submission is amended after it has been completed, a new version

will be created. Each submission has a version number associated with it to help
identify which is the most recent.

W
X
Y
Z

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