Mass Cultural Council | MCC's ONLINE GRANT APPLICATION TECH TIPS

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MCC's ONLINE GRANT APPLICATION TECH TIPS

The following information is to help you navigate the technology behind this application. MCC Program Coordinators are also available to assist you throughout the application process at 617-727-3668.

Internet & E-Mail
Hardware
Software
Operating System
Browser
AOL Users
Applying for the First Time
Child Windows
Cookies
Copy and Paste
Formatting
HTML
Multiple Users
My Favorite Web Page
Saving Your Work
Print
Submitting a Complete Application
Technical Assistance
Text and Data
Deleting Temporary File
Usernames and Passwords
Word Count

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Internet & E-mail

In order to apply for grants using the MCC's online grant application, you must use a computer that has Internet access. The MCC's online grant application works with broadband cable or DSL Internet connections, as well as with a 56k dial-up connection.

You must have an e-mail address to use the MCC's online grant application. 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 MCC's online grant application, you will need a computer, preferably no more than eight years old. You are not required to have a printer, but you will need to print certain pages of the application.
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Software
You do not need any special software to access the MCC's online grant application.
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Operating System
The MCC advises using Windows XP or later for PCs. For Macintosh users, use MacOS X or later. To find the operating system on a PC, right-click on "My Computer" (usually found on the desktop). A system properties window will appear. The operating system information can be found under the "General" tab. On a Mac, go to the Apple menu and select "About This Mac".
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Browser
For PC users: The MCC's online grant application 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 or Netscape browser.
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AOL Users
Older AOL browsers are incompatible with MCC's online grant application and will not allow you to correctly submit an application. If you use AOL to access the Internet, minimize the welcome screen window and open Internet Explorer or Netscape Navigator to access Massachusetts' online grant application.
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Applying for the First Time
All applicants to the MCC must first read the program guidelines. Then create an account profile. Log-in using your User Name and Password.
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Child Windows
Child windows, often called pop-up windows, appear to provide additional and supplemental information for a Web site. Many users disable these windows to avoid unwanted advertisements. However, they also inhibit MCC's online grant application from performing properly. You must allow child windows to appear in order to use this online grant application 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 them.

When working in a child window during the application process, you can close the windows when you have finished and return to the remainder of 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 MCC's online grant application.

A cookie is a small amount of data that a Web site stores on your hard disk. The MCC's online grant application cookie logs the application you wish to access and enables your Internet browser to save and display your application information correctly. When you log off the MCC's online grant application, this cookie is automatically deleted. This online grant application requires cookies. If you have disabled cookies in your browser you must enable them prior to the application process for unimpeded access to our system.

1) To enable cookies in Internet Explorer 7.x or 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

2) 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

3) To enable cookies in Internet Explorer 4.x on a PC:

Open INTERNET EXPLORER
Select the VIEW menu then click INTERNET OPTIONS
Select the ADVANCED tab
Scroll down to SECURITY then select COOKIES
Select medium level security from the presented options

4) To enable cookies in Netscape 9.x on a PC:

Open NETSCAPE
Select the TOOLS menu then click OPTIONS
Select PRIVACY
Select ACCEPT COOKIES FROM SITES
Click OK

5) To enable cookies in Netscape 8.x on a PC:

Open NETSCAPE
Select the TOOLS menu then click OPTIONS
Select SITE CONTROLS
Select ALLOW COOKIES
Click OK

6) 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

7) 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

8) 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

9) To enable cookies in Internet Explorer 5.x on a MAC:

Open INTERNET EXPLORER
Click EDIT and select the PREFERENCES option
Under the RECEIVING FILES option select COOKIES
Next to "When receiving cookies:" select medium level for cookie acceptance
Click OK to finish

10) To enable cookies in Netscape 7.x on a MAC:

Open NETSCAPE
Select the TOOLS menu then click COOKIE MANAGER
Select, ALLOW COOKIES FROM THIS SITE

11) To enable cookies in Netscape 6.x on a MAC:

Open NETSCAPE
Select the EDIT menu then click PREFERENCES
Select ADVANCED from the category listing
Select COOKIES
Select, ENABLE ALL COOKIES
Click OK

12) 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

13) 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

14) To enable cookies in Mozilla on a PC or MAC

Open MOZILLA
Select the TOOLS menu then click, COOKIE MANAGER
Select, ALLOW COOKIES FROM THIS SITE

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Copy and Paste
It is advisable to create your text and narrative responses for grant application questions in a word processor first. Use the document to edit your text and count characters. Save the document on your computer 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.
2) Save the document as text only. [See Text and Data 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, using the EDIT menu in your browser, 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 MCC's online grant application and will cause your text to become skewed and illegible. Also, do not format any text once you've entered it into the online grant application text boxes. We recommend that you use asterisks (*) or all capital letters to delineate special words or sections in your narrative text.
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HTML
Do not use html for matting 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).

Additionally, 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 on 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 MCC's online grant application as one of your favorite Web pages, start by going to the WELCOME PAGE of the online grant application at http://www.culturegrants-ma.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 as the system will not remember your User Name and Password to give you access to your account.
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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 a separate document and your work within the application database will not be saved.

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 will have to update the page manually. You can do this 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 disabled or blocked "cookies." MCC's online grant application requires cookies. Therefore, if your "cookies" are disabled you must enable or activate them in order to allow access to our content. If you have purchased software that specifically blocks cookies, such as CookiePal, you must disable this software in order to enable cookies for this online grant application. Please refer to Cookies regarding various procedures for enabling "cookies" should you require more instruction and review.
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Print
Organizational Support Applicants
To print your cover sheet, there are two options:

1) Print your cover sheet BEFORE you've submitted your application by selecting the "Cover Sheet" link from the navigation bar along the left-hand side of each screen of the application.

2) Print your cover sheet AFTER you've submitted your application by logging into your MCC online grant application account and select the "Print Cover Sheet" link on the Main Menu page. When selected, a text file will open in a new window and you can print the cover sheet. Print Draft. To print a draft of your application, go to the main page of your account. Click the "Print Draft" link and your application will open as a pdf document. Only data you have entered into the online application will appear in the printed draft. You must have Adobe Acrobat to view the draft of your application. To download a free version of Adobe Acrobat Reader, click here. Print a draft of your application to keep for your records.

Artist Fellowship Applicants
To print your application summary:

Print your application summary AFTER you've submitted your application by logging into your MCC online grant application account and select the "Print Application Summary" link on the Main Menu page. When selected, a text file will open in a new window and you can print the cover sheet. You must have Adobe Acrobat to view the application summary. To download a free version of Adobe Acrobat Reader, click here.
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Submitting a Complete Application
Organizational Support Applicants
Before submitting your grant application, make sure that you have printed a paper copy and that you have fully reviewed the data. Make sure that there are no spelling errors or readability issues. Also, make sure that all required information has been entered completely. Finally, make any corrections necessary and save your work.

After completing the online grant application, print your Cover Sheet. At this point, if you are satisfied with your grant application, return to the final page of the application and click, SUBMIT APPLICATION. Once you've completed your application online, mail your Cover Sheet and your work sample to the MCC no later than 5pm on the postmark deadline.

If you submit your work sample but do not click the SUBMIT APPLICATION button your application to the MCC will not be accepted. Your application must be submitted online where it will be immediately received by the MCC.

Artist Fellowship Applicants
Before submitting your grant application, make sure that you have fully reviewed the information entered into the work samples page.

After you've hit "submit" for the online grant application:

If you are applying in Crafts, Drawing, Painting, Photography, or have submitted images for Sculpture/Installation congratulations! Your application process is complete.

If you are applying in Choreography, Fiction/Creative Nonfiction, Film/Video, Music Composition, Playwriting, Poetry, Traditional Arts, or are submitting a DVD for Sculpture/Installation remember to mail your Application Summary and your work sample to the MCC no later than 5pm on the postmark deadline.

What Happens to Your Application
The Massachusetts Cultural Council will automatically receive your grant application data. We will send you an e-mail confirmation notifying you that it has been received. Keep in mind that after submitting your MCC grant application electronically you will no longer be able to alter your application in any way.

Storing Your Data (Organizational Support Applicants Only)
One of the many benefits of MCC's online grant application is that once you complete an application, all your data will be stored. If you choose to apply for a grant in future years the time spent entering data will be greatly reduced.

I Accidentally Submitted My Application
Please call the Massachusetts Cultural Council at 800-232-0960 (toll free in MA) or 617-727-3668.
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Technical Assistance
If you are having difficulties with the system and need technical assistance, please call the MCC at 800-232-0960 (toll free in MA) or 617-727-3668. MCC office hours are between 9:00 am and 5:00 pm Monday-Friday, Eastern Standard Time.
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Text and Data
The Narrative (Organizational Support Applicants Only)

We suggest that you work in a word processing application first. If you enter your narrative directly into the system you risk losing your work if your computer loses its connection to the Internet. In this instance 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 first 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 it provides. Spell check and word count features are not available in this online grant application.

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Temporary Files
Temporary files can be incredibly useful when you want to store information on a web site, such as amazon.com or ebay.com. However, you will want to delete these temporary files when you use MCC's online grant application in order to keep your User Name and Password secure, and to avoid incorrectly filling out applications.

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 Internet Explorer 4.x on a PC:

Open INTERNET EXPLORER
Select the View menu and click INTERNET OPTIONS
Select the GENERAL tab
In the middle of this page is the Temporary Internet Files section. Click the DELETE FILES button.
You will then be prompted by the Delete Files dialog box. In this dialog box you will be asked if you wish to DELETE all files in the Temporary Internet Files folder. Click OK

4) 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

5) 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

6) 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

7) 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

8) 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

9) To delete temporary files in Mozilla on a PC or MAC:

Open MOZILLA
Select the TOOLS menu then click PRIVACY
Click the CLEAR button

10) To delete temporary files in Opera on a PC or MAC:

Open OPERA
Select the PREFERENCES menu then click CACHE
Click the EMPTY NOW button

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Text Only
When you save your work for the first time in MS Word select "Save As" from the File menu. The SAVE AS dialog box will then appear. Choose "text only" from the "Save as Type" drop down menu found at the bottom of the dialog box. Your work will then be saved as "text only" and the file name will include a .txt extension. The .txt extension indicates that all formatting for this file has been excluded.
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User Names and Passwords
For Artist Fellowship Applicants: When you complete an individual profile for MCC's online grant application, you will also create your own User Name and Password. This User Name and Password will be used every time you access Massachusetts' online grant application and it will be the identifier to which all your applications will be saved. Make sure to create a User Name and Password that you can remember. Print the profile confirmation page that displays your User Name and Password to keep in your records. Make sure that your User Name and Password are not easily recognized by other staff members or individuals.

For Organizational Support Applicants: Organizations are assigned a User Name and Password to access the online grant application. If you have already received your User Name and Password from the MCC, enter it directly into the User Name and Password fields from the main page.

To request a User Name and Password from the MCC, click "request an organizational account" from the main page. The MCC will create an account for you and will send you a User Name and Password to use in order to access the online grant application.

If you continue to have difficulty logging into the system, please call the Massachusetts Cultural Council at 800-232-0960 (toll free in MA) or 617-727-3668.
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Word Count
The MCC's online grant application has set limits on how many characters are allowed in a form's given text field. Please note: If you are conducting counting characters outside of this web application (say in MS Word, for instance), your total may be a few characters off from how the application tallies them. For example, the Firefox web browser counts carriage returns as one character, while Internet Explorer counts them as two characters. To further complicate matters, different versions of MS Word count characters differently.

To estimate your 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 this online grant application includes spaces. If necessary, make adjustments to your text to conform to the allotted character count in the particular field in 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.
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