ALBERTA MEDIA FUND ALBERTA PRODUCTION GRANT ONLINE APPLICATION STEP-BY-STEP GUIDE

Transcription

1 ALBERTA MEDIA FUND ALBERTA PRODUCTION GRANT ONLINE APPLICATION STEP-BY-STEP GUIDE 1. INTRODUCTION This guide will assist Alberta Production Grant applicants in navigating the new Alberta Media Fund online application portal, GATE. Before you begin, please refer to the questions below to help you navigate through this step-by-step guide. a. Do you already have a user account on GATE? *A User Account can be linked to multiple corporate/applicant profiles. Once you have a user account set up the User can create additional applicant profiles as they require. i. If YES, go to question c. ii. If NO, go to Section 2. REGISTER FOR A USER ACCOUNT b. Have you or someone in your company already setup an Applicant Profile for the company for which you would like to apply? i. If YES, see Section 5. START A NEW APPLICATION ii. If NO, see Section 4. COMPLETE APPLICANT PROFILE. *Since the GATE system can be used for application to all grant streams within the Alberta Media Fund there may already be a profile set up for your company. c. Is this the company for which you would like to submit an application? *Please note that for the Alberta Production Grant, applications must be submitted on behalf of the Project Company name (single purpose company), Not the parent company name. There will be an opportunity to capture the parent company information within the application form. i. If YES, go to Section 5. START A NEW APPLICATION. ii. If NO, proceed to Section 4. REGISTER A NEW COMPANY. 2. REGISTER FOR A USER ACCOUNT Gate will allow a single user account to manage multiple applications across multiple companies. In order to set up a user account in GATE you must contact the Alberta Media Fund directly. In order to be issued a user account, follow the following steps: a. Send an with your first and last name, your job title, preferred address and the company name to RegistrationAMF@gov.ab.ca

2 b. Upon receipt of the , AMF program staff will set up the user account using your address as your login credentials *Please note that due to the manual nature of this step, User Accounts can only be created within regular business hours (8:15 a.m. to 4:30 p.m. Monday through Friday). Requests for User Account registration received outside of regular business hours will be processed in the order in which they are received when Program Staff return to the office. *Also, please be aware that the days leading up to intake deadlines (March 1, October 1) we expect a high volume of User Account requests and will work to fulfill those requests in reasonable time, but would encourage applicants to request User Account credentials far in advance in order to ensure they can submit their application prior to the intake deadlines. c. Once AMF program staff have set up your User Account they will send you and containing your login name (your address), your temporary password and a security question and answer. d. Upon your first login you will be prompted to set up a new password and a new security question and answer. e. Once you have set your new password and security question you will have to complete the Applicant Profile for the first company linked to your user account. f. From the User Home Page select Applicants from the side menu g. Select the icon beside the Applicant Name in the list.

3 h. Complete the Applicant profile (See Section 4. COMPLETE APPLICANT PROFILE) 3. ADD NEW USER TO COMPANY Once an Applicant profile has been set up in GATE, it can be linked to multiple users, who can submit applications, submit final reports, edit corporate information and check application status. In order to add new Users to an Applicant profile follow the following steps: a. Send an with the first and last name of the user, the user s preferred address and the Company name for the Applicant profile(s) for which you want the User to have access. b. Upon receipt of the , AMF program staff will set up the user account using your address as your login credentials *Please note that due to the manual nature of this step, User Accounts can only be created during regular business hours (8:15 a.m. to 4:30 p.m. Monday through Friday). Requests for User Account registration received outside of regular business hours will be processed in the order in which they are received when Program Staff return to the office. *Also, please be aware that the days leading up to intake deadlines (March 1, October 1) we expect a high volume of User Account requests and will work to fulfill those requests in reasonable time, but would encourage applicants to request User Account credentials far in advance in order to ensure they can submit their application prior to the intake deadline. c. Once AMF program staff have set up the User Account they will send an to the User containing their login name ( address), temporary password and a security question and answer. d. Upon your first login the new User will be prompted to set up a new password and a new security question and answer.

4 4. COMPLETE APPLICANT PROFILE a. Once you have received your login credentials from AMF staff and have logged in to the GATE system and reset your password you will have to complete your Applicant Profile. b. Login and select the Applicants tab in the navigation bar on the left hand side of your screen. c. Select the icon beside the Applicant Name in the list. d. Select Cultural Industry (AMF Only) as the Applicant Type for any Alberta Media Fund grant stream.

5 e. Complete the Applicant Profile as directed, filling in any mandatory fields. f. Once you have completed all necessary steps in the Applicant Profile form you will be brought to the Submission Summary page. If you have completed all the mandatory information you will be able to select Complete and the Applicant Profile will be created. If you have not, there will be a message to please complete beside the section requiring information. To navigate to the required section select the page title from either the navigation bar or the Submission Summary.

6 g. Once you have successfully completed the Applicant profile a message will appear at the bottom of the submission summary that says This e-form has been marked as complete. From here you can edit the profile you ve just created or you can go Back to Applicants List to return to the previous page. You have successfully created a new Applicant Profile. To submit an application for the newly created Applicant, please refer to Section 6. START A NEW APPLICATION 5. REGISTER A NEW COMPANY a. If you already have a User Account and would like to register a new Applicant in order to submit an application for the new Applicant, simply login and select the Applicants tab in the navigation bar on the left hand side of your screen. b. Once you have clicked Applicants you will be directed to a screen that shows a list of all the Applicant profiles currently attached to your User Account. From this screen you are able to add a new Corporate/Applicant profile or view and edit existing profiles.

7 c. Select the icon to add a new applicant. GATE will open the Applicant Profile Form. * Selecting Back to Applicants List will return you to the previous page. *At any point while completing this form you can use the navigation bar at the left side of your screen to move to the different sections of the form. d. Complete the Applicant Profile form (See Section 4. COMPLETE APPLICANT PROFILE) 6. START A NEW APPLICATION In order to begin an application you should have the following documentation ready: i. Corporate Information: (Incorporation Documents, Shareholder Information, Ownership Structure. Proof of Annual Return Filing ii. Financing Documentation: Copies of all agreements, letters, etc. from any entity providing financing to the project. iii. Commercial License Agreement: A copy of Broadcast, Distribution, License Agreement iv. Completed Budget and/or Alberta Cost Worksheet v. Production Schedule vi. Chain of Title Documentation vii. Evidence of Industry Standard Insurance viii. Copy of Co-Production Insurance (if applicable)

8 a. To start a new application Once you have logged in, select Browse Funding Opportunities from the navigation tab on the left hand side of your screen. b. Click the Magnifying Glass icon beside the desired funding opportunity. c. You will be brought to a brief explanation about the chosen funding opportunity and a link to the AMF website for more information about Program Guidelines and Requirements. d. Click the Apply Now button to start your application. e. Select the company for which the application is for from the dropdown menu and click Save and Next to continue. f. You will be given the opportunity to review the Applicant Profile before proceeding with the Application Form. You can press Next to skip this and proceed to the Application Form. *Edits to the Applicant Profile can only be made from the Applicants section.

9 g. Enter the Project Name and hit Save and Next to continue. h. You will be brought to the first page in the Application Form. The navigation tab on the left hand side of your screen will list the different sections of the form and the current step will be indicated in bold text. You can use this tab to move back and forth within the application form as needed. * Please note that if you do not click Save after entering data into a form all data will be lost once you navigate away from the form. e. The first two sections of the application form contain a number of pre-populated fields. These fields are pre-populated from information entered in the Applicant profile you completed in Step 4. If your

10 address has changed be sure to update it in the relevant Applicant profile before submitting your application. f. When you get to the Applicant Information section pay particular attention to Parent Company Information, Co-Production and Shareholder Information fields. If you are completing the application on behalf of a subsidiary or single-purpose company, select yes for the Are you a Parent Company field. A text box will appear for you to fill in the legal name of the Parent Company. Indicate whether or not the project for which you are applying is a co-production. If yes is selected, you will be asked to complete the co-producer information and ownership percentage (ownership of the project) on the next page of the Application Form. l. Select the icon in the bottom left corner of the page to add the Applicant Company shareholder information *Please note that this field is to capture the Applicant company shareholder information as it appears in the Incorporation Documents. m. The next sections contain questions specific to the project for which you are applying.

11 n. For sections containing a list, where you will be making multiple entries, such as the Key Creatives Positions component, select the to enter in the details for each entry. o. When you reach the Budget section of the Application Form, you will need to enter data from your Alberta Cost Worksheet. Each Budget line item in the Application Form corresponds to a total of certain sections in the Alberta Cost Worksheet. The corresponding sections of the Alberta Costs Worksheet are labelled as A, B, C, etc. to make things easier. p. Once you have entered your budget information you will select the Funding Stream for which you are applying. Please make sure you have referred to the program guidelines on our website to ensure you are applying to the correct stream. After selecting Stream I or Stream II, you must choose which percentage you are applying for.

12 *The 1% bonus is dependent upon whether or not you have met the minimum requirement of 30 or more consecutive shoot days q. When you reach the Financing Structure Form, please make sure to include all confirmed sources of funding for your project as well as the projected AMF Grant Amount. This amount will not be brought

13 forward so, if required, you can navigate back to the Budget section and record the calculated Eligible Amount so you can enter the amount in the Financing Structure Form. r. While much of the required information will have been captured in the Application Form, you will still be required to submit supporting documentation for your application by way of attachments. You will do this at the Attachments section within the Application Form. Required attachments are identified. You will not be able to submit your application if you have not uploaded supporting documentation into a required line item. *Please note, you do not have the option to include multiple documents within one document type. If there are multiple supporting documents for one Document Type we would kindly ask that you scan all documents into a single PDF to attach. s. To attach a document, click on the document type and follow the instructions on the following page. *Please note that the maximum file size allowed for attachments is 4MB

14 t. Enter the Document Description and browse your computer for the correct file to attach. Once done, click save and back to list to add additional attachments or to move on to the next step. u. When you have reached the end of the Application Form you will be brought to the Submission Summary page. Much like the Submission Summary for the Applicant Profile form, this summary will provide you a list of all sections of the Application Form and will indicate if there are areas that require completion. v. If you have filled out everything correctly you will be able to click the Submit button and complete your online application.

15 7. COMPLETING AN APPLICATION The new AMF Online Application system gives users the ability to save an application and return to it at a later date. Therefore, there is no harm in starting a new application and reading through the fields and supporting documents well in advance of when you are planning to submit your application. Each application form is divided into logical sections which you can navigate between by selecting the section title from the Navigation Bar on the left hand side of your screen. IMPORTANT: Please remember to save your application data frequently and before navigating away from your current page. At any time you can select the Save button at the bottom of your screen. a. Once you are logged into GATE you can open an application you had previously started by clicking Submissions from the menu on the left hand side of your screen. b. From your submissions list, you must first select the Applicant Company from the dropdown list. c. You can then either scroll the list of submissions at the lower half of the screen or narrow your search using the Submission Filters. d. Select the icon beside the Project for which you would like to open the application.

16 e. GATE will open the application you had previously started and you can continue where you had left off and make edits to any previously completed sections of the application.