Grants Portal - Handy Tips

1. Down the left hand side in the grey panel, click on Apply for Funding

2. There are various application forms that can be selected. After confirming the type of application that best fits your project, scroll to the bottom of the page and click on Apply for Funding.

3. Select your Application Form and answer the following questions, remembering to save regularly so that you can come back to it at a later date if need be. If you have started an application form but not completed it, you can find that in Pending Requests.

4. Supporting documents – these can be uploaded by clicking on the green ‘+’ button.

5. Select from the drop down list what the uploaded document is so that the portal recognises that you have uploaded the correct documents.

6. When you have completed the application form, click on Save then Click Submit. Check that the application is submitted and that no errors have popped up. Please note that after you hit submit a pop up will occur 'Note for Submit' you can either add a note or simply hit OK. 

7. If there is missing information in the application form, it will not submit and move into the OCT portal. Any errors or missing information will appear in red on the application form.

8. If the application form has been submitted correctly then the application is moved into the Submitted Requests.

Applications you are currently working on can be opened in the 'Pending Requests' tab of the menu.

You will be able to edit or submit from here. You can save and exit from the new Grants Portal, returning to work on your application at any time.

Make sure you SAVE on a regular basis. 

If you are successful in receiving a grant from the Otago Community Trust you will receive a Decision Notification email. This email will go to the email address of the Primary Contact noted in the original application. 

The Decision Notification email will instruct you to log back on to the grant portal to view your 'Letter of Offer' and any other Trust documentation

To find the Letter of Offer:
1. Log into grants portal
2. Click on Active Grants. This will show the current grant, click on it to open it.
3. In Table of Contents, click on Supporting Documents. You will see a list of documents, select Conditional Letter to open it.
4. Print the letter of offer, sign it and meet any conditions on the letter.

 To find your 'Letter of Offer' you will need to log back onto the grants portal. 

1. Log into grants portal
2. Click on Active Grants. This will show the current grant, click on it to open it.
3. In Table of Contents, click on Supporting Documents. You will see a list of documents, select Conditional Letter to open it.
4. Print the letter of offer, read clearfully the conditions outlined and sign the letter.

It is important to note that each Grant may have specific conditions associated with them.  For example, all grantees will need to accept the Standard Terms and Conditions of Otago Community Trust. Additional conditions maybe to:

• Confirm in writing that the budget you supplied with your application remains current, if major changes are made please supply the revised version
• Confirm in writing that the total project amount has been raised and from what sources.

 Grantees are expected to draft a seperate 'Acceptance Letter' outlining they have meet the specific conditions associated with their particular grant. 

You have received a decision notification email, you have read the 'Letter of Offer', you have signed the letter of offer and drafted your own 'Acceptance Letter' outlining that you have meet all the conditions (i.e., confirm in writing that the budget you supplied with your application remains current, if major changes are made please supply the revised version, and / or confirm in writing that the total project amount has been raised and from what sources). Specific conditions will be clearly outlined for different grants. 

You now need to upload the signed OCT 'Letter of Offer' and your 'Acceptance Letter' to get your Grant paid out. 

How to upload the Acceptance Letter to get your Grant paid out

1. Log in to the grants portal
2. Click on 'Active' Grants
3. Click on the 'Conditions Due'. Here you can upload your signed accepted 'Letter of Offer' and and your 'Acceptance Letter' and / or any supporting documentation that may be required by the Trust. Click on the '+' button to upload your letter. 
4. You can add additional files by clikcing on the 'Add Files' button - this is located in the left hand corner. 
5. Click on the Save then Submit. Please wait to ensure you have hit the Submit button. If you do not hit the 'Submit' button the accepted 'Letter of Offer' will not come through to the OCT portal and payment won't be made. 

Using Google Chrome as your internet browser is recommended. You may need to clear your browsing history. 

If you run into trouble using the new Grants Portal, our Team are on hand to help, you can call us on 0800 10 12 40 or email: info@oct.org.nz

Never fear - if you forget your password in the Grants Portal, you can re-set your pasword on the welcome page. 

This will ask for your log-in email address or your firstname_lastname also maybe your log-in, the link will then be sent to your email address to create a new password. 

If you don't know or can't remember that email address, please contact us and we will check your organisation details for you. We might need you to send us an email at - info@oct.org.nz so we can check our records. 

It is important to note that a registration is linked to a person and not an organisation. You will need to register as a new user if you have not applied before with your email address. We can then link you to the organisation that has previously applied to us.

Your username and login are the same things.

Existing / Returning Users

For previous users of our old online system, it will be the email address that you used to register under the old system. 

You will be able to reset the password once re-registered. 

It is important to note that a registration is linked to a person and not an organisation. You will need to register as a new user if you have not applied before with your email address. We can then link you to the organisation that has previously applied to us.

New Users

For new applicants in the Grants Portal, after successfully completing the New Organisation Eligibility Quiz we will send you our new user log-in details. 

In our new Grants Portal you can see information about:

• your organisation,
• information on the people associated with your organisation,
• any applications in progress,
• previous applications,
• active grants,
• your reporting requirements,
• any outstanding conditions and payments from Otago Community Trust. 

In the Grants Portal menu you will see an 'Organisation Information' tab, by clicking on this you will be able to view or edit your organisation details and any of your organisation’s documentation.

To view or edit your personal information select People in the menu. 

An email will be sent to the Primary Contact providing notification of the Trust's decision. You will need to login to the Grants Portal to get your 'Letter of Offer'.

A notification icon like this appears next to the area with an update waiting.