The Washington State Arts Commission uses the Grants Online™, or GO™ system, developed by the Western States Arts Federation (WESTAF). For more information about how the system works, or if you are having technical difficulties, please read through the following information before you contact ArtsWA for help.

GO System Fundamentals
Tech Tips


How do I sign up in the GO system?
First, all users must start out by filling out the first form that appears when you begin the Sign In process. This form registers you as an individual. The next form associates you with an organization. Here are the steps:
  1. Click on the "Sign Up" tab and complete the individual profile form, including establishing a username and password. The username and password you enter will be the same ones you will use in the future to access all current and new grant applications you work on for each grant cycle.
  2. At the bottom of the individual profile form is the question “Would you like to associate this user account with an organization?"  Select YES. This will allow you to set up or associate your registered user account with an organizational profile. You will not be able to access application forms until you have completed this step.
 


If you are the first person from your organization to register, you will create the organizational account and will be considered the primary user for this organization. If you are not the first person from your organization to register, you need to look up the existing organizational account and request association with that account from the primary user. The primary user will have to approve your association before you can access the application forms.  For this reason, we strongly recommend that you make sure the person who first fills out the organizational profile is the official grant contact for your organization and appropriate to be the primary user of the account.

  1. If you are the first person to sign up for your organization, click the “Create New Organization” button and complete the form.


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How can multiple users have access to an organizational account?
  1. The additional user(s) should follow the Sign-Up process to create their individual profile. On the organization page, look up the name of your organization, review the information to make sure they’ve selected the correct organization, and then click submit. A message will appear indicating that this account is pending approval.
  2. After the additional user(s) individual accounts are created, the primary user should log into to their account, click on the tab for Manage Account, and then click on Manage Users.
  3. You will see a list of pending users. Mark your approval for a user by clicking on the green checkmark beside the person’s name, in the Actions column.
  4. After an additional user is approved, you will see an icon that looks like a person in a box; this icon is called “assign permissions.” If you click on this icon, you will see that you can control the level of participation an additional user has in collaborating with you to complete the application.  The default is that additional users may not submit an application, but they may have access to enter and review application data.


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Can more than one person work on completing a grant application?
Yes. The system was designed to allow more than one person to work on a grant application. However, we recommend that a team work together to craft their responses to the application. 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.

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My username and password are not working. What should I do?
Make sure that you have correctly spelled your username and password. The system is case sensitive, meaning that some letters may need to be capitalized. Make sure that there are no additional spaces at the end of the login name. If you are still having trouble, you can acquire a new password by going to the GO system Log In tab . Click on the “forgot password” link. The system will send you an email with instructions on how to reset your password. If you cannot remember your username, please contact ArtsWA staff for assistance.

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Application Deadlines
The GO system will allow you to submit your online applications until 5:00 p.m. on the day of the deadline. Staff will not be available for technical support issues after normal business hours, and no exceptions will be made for applications that miss the deadline due to last minute technical difficulties. Deadline dates for each program are noted within the grant guidelines and on the Guidelines tab, above.

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ArtsWA Staff Contact Information
If your question is not answered in the grant guidelines or on this help page, please contact ArtsWA staff for further assistance:
For Grants to Organizations / Project Support grants:
  • Miguel Guillen, Program Manager, 360-586-0424 or miguel.guillen@arts.wa.gov
  • or Anna Marie Ortiz, Administrative Assistant, 360-586-0026 

For Arts in Education grants:
  • Lisa Jaret, Program Manager, 360-586-2418 or lisa.jaret@arts.wa.gov
  • or Anna Marie Ortiz, Administrative Assistant, 360-586-0026 


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What operating systems work with the Grants Online system?
The GO system works best with Windows XP or later for PCs, and MacOS X or later for Macintosh computers. To check the operating system you have on a PC, right-click on My Computer (usually found on the desktop). A window titled System Properties will appear. Under the General tab, you will find the information about your computer’s operating system. On a Mac, go to the Apple menu and select About This Mac.

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What Web Browser should I use?
The GO system works best with the most recent versions of the following web browsers: Mozilla Firefox, Safari, and Google Chrome.

Older AOL browsers are incompatible with the GO 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 another browser such as Safari, Mozilla FireFox, Internet Explorer, or Google Chrome to access the GO system.

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I can’t access the application. What might be causing the problem?
Cookies or temporary files might be the problem. Cookies must be enabled for the GO system to operate on your computer. A cookie is a small file that a website temporarily stores on your hard drive. The GO system uses cookies to interpret which application you wish to access and allows your Internet browser to save and display your application information correctly. When you log off the GO system, the cookie is automatically deleted. If you have disabled cookies in your browser, you must enable them before you continue with your application.

If outdated information appears in your application, you may want to delete the temporary files placed on your computer’s hard drive when you download files from the internet. To either clear temporary files, or enable cookies or both, take the following actions:


Mozilla Firefox 3.5 and above for Windows
  1. From the Tools menu, select Clear Recent History.
  2. From the Time Range to Clear drop-down menu, select the desired range; to clear your entire cache, select Everything.
  3. Click the down arrow next to Details to choose what history elements to clear (e.g., check Cookies to clear cookies). Click Clear Now.

Mozilla Firefox 3 for Windows
  1. From the Tools menu, select Clear Recent History, then select the items you want to delete (e.g., Browsing & Download History, Cache, Cookies).
  2. Click Clear Recent History.

Mozilla Firefox 3.5 and above for Mac OS X
  1. From the Tools menu, select Clear Recent History.
  2. From the Time Range to Clear drop-down menu, select the desired range; to clear your entire cache, select Everything.
  3. Click the down arrow next to Details to choose which elements to clear. Click Clear Now.

Mozilla Firefox 8 for Mac OS X  
  1. In Firefox, from the Tools menu, select Clear Recent History.
  2. Select the elements you want to clear (e.g., Browsing & Download History, Cache, Cookies), and then click Clear Private Data Now.
  3. If the Clear Recent History option is suppressed (i.e. you cannot select it) that means that your Internet options are set to Never Save Browsing History.


Safari 5.0
  1. From the Safari menu, select Reset Safari.
  2. From the menu, select the items you want to reset, then click Reset. As of Safari 5.1, Remove All Website Data includes both cookies and cache.


Google Chrome
  1. In the browser bar, enter: chrome://settings/clearBrowserData [You can also get there via the toolbar: Chrome > Preferences > then select “Under the Hood” from the menu on the left.]
  2. Select the items you want to clear (e.g., Clear Browsing History, Clear Download History, Empty the Cache, Delete Cookies, and other site and plug-in data). You can choose the period of time for which you want to clear cached information from the Obliterate the following items from drop-down menu. To clear your entire cache, select the beginning of time.
  3. Click Clear Browsing Data.


Internet Explorer 8 and above
  1. From the Safety menu in the upper right, select Delete Browsing History.
  2. Deselect Preserve Favorites website data and select Temporary Internet Files, Cookies, and History.
  3. Click Delete.


Internet Explorer 7
  1. From the Tools menu in the upper right, select Internet Options.
  2. Under Browsing History, click Delete.
  3. To delete your cache, click Delete Files. To delete your cookies, click Delete Cookies.
  4. To delete your history, click Delete History.
  5. Click Close, then OK to exit.


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I click and click and nothing happens. What’s going on?
Do you have popup windows disabled? Popup windows are used to provide supplemental information for a website. Many users disable these windows to avoid unwanted advertisements. Disabling popup windows will block the GO system from performing properly. You must allow child windows to appear in order to use the GO system successfully. If you have installed popup blocker software, spyware with popup blocking features, or additional toolbars with blocking capabilities, you must disable these features and allow popup windows. When working in a popup window during the application process, you can close the windows when you have finished and return to the application. To do so, close the popup window by clicking on the X in the upper right hand corner (upper left hand corner for MAC users).

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What is the best process for composing the narrative responses to application questions?
We recommend that you work offline in a word processing program to craft your narrative text responses to the grant application questions. Copy and paste your responses into the space provided in the online application.

The text formatting that is available in most word processing programs will not transfer into the GO system and will cause your text to be illegible in the application. Therefore, do not bold, italicize, underline, bullet, number, indent or use any other formatting options available to you. The GO system also does not recognize HTML. We recommend that you use asterisks (*) or all capital letters to emphasize special words or sections in your narrative text.

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How can I make sure my work is not lost?
At the bottom of each section of the application is a SAVE button.  When you click on SAVE, 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. If you select Save from the File menu, the Web page you are viewing will be saved as an HTML document, but your work in the application database will not be saved.

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It looks like the system didn’t save my input! What can I do?
If you return to your application or go to another section and you cannot see the data you just entered and saved, 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” key 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. If this happens, you might not notice until you try—unsuccessfully—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 back 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. The GO system requires the use of cookies. If your cookies are blocked, you must unblock them before you can access the application content. If you have purchased software that specifically blocks cookies, such as CookiePal, you must disable this software in order to allow cookies. Please refer to the Cookies and Temporary Files section, above, for instructions about how to allow cookies.


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Do I need a printout of my application?
No, you don’t need to print your application; however you might want to print a copy of your application for your own files. To do so, please follow the instructions below.
HOW TO PRINT YOUR APPLICATION
  1. Click on the My Forms tab
  2. You will see “(Grant Name) Application" in the main column, and to the right you will see two icons, one of which looks like a printer with a sign in it. Click on that icon.
  3. From the popup window that appears, select “(Grant Name) Application” again.
  4. Your application will appear in the popup window. Click on the “Print” button, which appears in the upper left corner of the window.


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What formats are acceptable for work samples?
You will be able to upload samples in the formats described below. There is a limit of 250 MB for all of your work samples combined. Keep in mind that panels will generally review work samples for no more than 3-5 minutes total per application.

Audio Samples
Submit no more than three selections; the total combined length should be no more than five minutes. You will upload each selection in a separate file. Each file has a size limit of 5 MB. Acceptable file types are mp3, wma, wav, aac, mid, midi, mpa, and ra. If the portion of the sample you want the panel to review is not at the start of the sample, please provide specific cueing instructions in the "description" box on the upload page.

Digital images
Submit up to 10 electronic images. You may either combine all of your images into a single PDF file or upload each image in a separate file. Image size should be consistent; 800 by 600 pixels is suggested. Each image/file has a size limit of 5 MB. Acceptable file types are jpeg, gif, bmp, png, and tif.

Video Samples
Submit no more than two selections; the total combined length should be no more than five minutes. If the portion of the sample you want the panel to review is not at the start of the sample, please provide specific cueing instructions in the "description" box on the upload page. Acceptable file types are avi, flv, mov, mp4, mpeg, rm, and wmv. In order to be uploaded, videos must meet the following minimum requirements:
  • Resolution: At least 480 x 360
  • Frames per second (fps): At least 12 

You can often check the resolution of a video as follows. In Windows environments, find the file on your computer, right click it, and select "Properties." On a Mac, hold the Control key, and click on the file name. Select "Get Info" and the information should display. Most videos are a standard 29 frames per second.  

While the above requirements are the minimum, submitting your video in the mp4 (H.264) format at 640x480 with mp3 audio will allow for efficient uploading while showing your clips to best advantage. There is a file size limit of 250 MB.

If your video doesn't meet the minimum resolution requirements above, there are a number of software programs you can use to convert your video, including the converter at www.mediaconverter.org/. For guidance in using media converter (which allows for five free
conversions), click
here.
Your video sample must be in one of the acceptable file types above. File types such as VIDEO_TS.BUP, VIDEO_TS.IFO, and VIDEO_TS.VOB will not work.
If you are submitting more than one video sample, upload each individually, in a separate file.

Web sites
Submit a PDF with a link to the web site. If you are including more than one web site, submit no more than five, and list them all on a single PDF. For each site, list the URLs for pages to be shown; include any necessary information on required plug-ins, passwords,
or navigation paths.


Documents (Literary samples, publications, periodicals, catalogues)
Submit a very limited sample that is directly related to the proposed project. Upload each document individually, in a separate file. Each file has a size limit of 5 MB and 12 pages. All documents should be submitted as PDF files.
If you have to scan material, please follow the guidance below:
  • Scan images at a resolution of 300 dpi to limit their size.
  • Experiment with the JPEG quality settings. Saving the document as a "medium quality" or "low quality" JPEG will reduce the file size, and is not likely to reduce readability.
  • When you have scanned the images, combine them into a single PDF file. Submit a single file for each document; do not submit a separate file for each scanned page. 


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How do I submit my application?
Before submitting your grant application, make sure that you have fully reviewed the data and print a paper copy if you want one. See Print instructions above. Make sure that there are no spelling or text errors and that all sections have been completed to your satisfaction. Make any corrections necessary in the online application and save your work. When you are sure you are done, click the “Submit” button at the bottom of the final section of the application. Your information will be sent directly to the Washington State Arts Commission. The GO system will not allow you to make any changes to your application once you submit it.

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What if I accidentally submit my application before I am done with it?
Please call the grant staff at the Washington State Arts Commission. They can reset your application so you can edit it again.

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