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Online applications: technical aspects

Online applications: technical advisory notes

1. The basics
Please access the online application system through INTERNET EXPLORER only. Your browser should have cookies and javascript enabled, at least for the Heritage Council website.  Unfortunately, it would appear that issues do arise when using an Apple Mac, and the Grants Officer will be happy to assist users in uploading information.

If you use security software (eg a firewall program or a spam filtering system), please either whitelist <noreply@heritagecouncil.ie> or check regularly to ensure that no email from the Council has been caught by your filters.

You will need anti-virus software so that you can be sure that any files you upload are free of viruses and other malware. If the online system finds any malware, it will reject your application.

An uploaded document cannot exceed 10mb and must be in PDF or JPEG format.  You can upload as many documents as you like.  All documents will be scanned for Viruses by the system following submission.

 2.The website
On the Heritage Council's page at http://www.heritagecouncil.ie/grants/ you will find a link to the "Online Grants System". If this is your first time to use the Online Grants System, select New Applicant and register yourself (if you are applying as an individual) or your organisation. The basic data you enter will create a record for you; on later visits, you will be able to log in, from any computer, with your User Name and Password. 

3.Completing the online application form
The application form is lengthy and it is unlikely that you will be able to complete it in one session. The system allows you to save your work, log out and then log in again, for another session, as often as you want. You can add new material or change what you have already entered. Please save your work regularly as the system will time out.

There is guidance on the completion of the form in the Grants Information booklet and in the online help system.

When you have completed and checked your application, you must press the Submit button. Once you have done that, you won't be able to change your application. Make sure you submit before the deadline (5.00pm on 20th March 2015); the system will not accept applications after that date.

 A single Applicant can make several applications, but the form will have to be completed separately for each application.

If you are completing applications as an agent – for instance, as a professional firm or advisor on behalf of a client – the client is deemed to be the Applicant. It is your responsibility to ensure that all such Applicants are given the log-in information so that they can complete interim and final reports and otherwise use the online system.  An application must be registered in the name of the Applicant, not the advisor or professional firm.

 4.Drafting your application
Because the application form is so long, you might like to draft your application on your word-processing program before you start entering the information online. That might also make it easier for you to discuss the draft with colleagues, to seek advice and to make improvements. 

You can then copy and paste the material, item by item, into the online form. It won't accept anything other than plain text, so don't do any fancy formatting. 

The system is live so it will time out; please ensure you SAVE as you enter data.

You can keep a copy of your final draft to remind yourself what you entered on the application form, but you will also be able to print or save a copy of your application from the online form: 

 a.press the Print button at the bottom of the screen and you will see your entire application, with the information you have entered so far 

b.there will be another Print button at the top right: press that to print 

c.you can also Save the application to your own computer, using your browser's Save, Save As or equivalent command. 

 5.Uploading Supplementary Information
Under Tab 7 you must upload documents (or other files, eg photographs) to support your application. The number and type of documents to be uploaded will depend on the nature of your application (please refer to page 4 of the Community Based Heritage Grants booklet). Each document is limited to 10MB but you may upload several documents. The only document formats that will be accepted are PDF and JPG and file names must not contain any characters eg, commas, colons, underscore etc.  

If your files or documents exist only on paper, you will need to scan them into computer files. Many modern inkjet printers can scan (and copy) as well as print. If you cannot get access to such a printer, you may have to go to a print or copy shop to get your documents scanned. Ask for them to be scanned as JPGs. You may have to bring a blank CD or a USB flash drive (memory stick) to store your new files. 

It is sometimes hard to find scanners that can handle A3 pages or indeed anything larger than A4. If you have such a large document, scan it in sections. If the resulting files are very large, ie over the 5MB limit, reduce their size or resolution: your submission does not have to contain high-quality images or scans. 

Files in JPG format (eg digital photos or scans of documents) can be uploaded as they are (although, if they are very large, you may need to reduce them below the 10 MB limit). All other files need to be converted into PDF format; the next section has guidance on how to do that. 

To Upload Documents press Browse to find the document or file on your own computer.   Once you have chosen  a file, click Open.  You will also have to name all the documents you want to upload, you should choose a title that will be relevant to the document. Once this is done press the Upload Documents button.  

Any documents found to carry viruses or other malware will be rejected.