The Toyota Foundation Grant Programs Guide for Web-based Grant Applications (Project Proposals)

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1 The Toyota Foundation Grant Programs Guide for Web-based Grant Applications (Project Proposals) 1

2 1. Before Applying Please check the following before starting application processes via the Toyota Foundation website for any grant program: Do you have an address through which can be received on a personal computer? Internet application is available only for those who have a personal computer address. Mobile phone addresses cannot be used. You must have Microsoft Word in order to complete and submit an application (project proposal) form. The file you will download for your application (project proposal) form will be in a Microsoft Word format. In preparing your submission, the 2003 version of Word, or newer, will be necessary. There is a limit to the file size. For the sake of connectivity for all users, the application (project proposal) form file you will send (upload) should be limited to 500 KB. If you include pictures or images, they must be small enough that the total file remains within the limit. After uploading the application, your basic information can be viewed on the Webpage for Applicants (up to one month after the application deadline). Please avoid uploading close to the deadline date. When it comes close to the application deadline, there may be a failure of uploading / access or other problems, due to the large number of applicants / accesses. Please upload the application well before the deadline date. Recommended web browsers : The following web browsers are recommended for applying the grant program via the Toyota Foundation website: Internet Explorer 8, Firefox 3, Safari 5 or later. 2

3 2. Web application processes Step 1 Registration of basic information (p.4-p.6) Applicant registers basic information such as representative, contact person, etc. Step 2 notifying the completion of registration (p. 7) An will be sent to notify the completion of registration of basic information, and informs the URL of Webpage for Applicants, log-in ID, and initial password. Step 3 Log-in to Webpage for Applicants (p.8) Applicant log-in to the Webpage for Applicants by entering the log-in ID and password. After logging in, applicant can edit the basic information, download / upload the application file. Step 4 Download Application (Project Proposal) Form (p. 9) Applicant downloads an application file from the Webpage for Applicants, and prepares an application. In case the editing of basic information is needed, applicant can revise it on Applicants Info page. Step 5 Submit (upload) the application file (p. 10-p.11) Applicant submits (uploads) the application file. Please be aware that the applicant cannot edit basic information / application after the submission. Please make sure that the application file is completed, following guidelines for applicants. Step 6 Completion (p. 12) Please be aware that applicants cannot revise / re-send their application file. 3

4 3. How to use web-based application process Step 1: Registration of basic information By entering the basic information on the Registering of Basic Information page in the Toyota Foundation website, log-in ID and password will be sent to the applicant. Applicant can log-in to the Webpage for Applicant page by using the ID and password. Applicant can edit the basic information later, on Applicants Info page (until the applicant submits the application file). (1) Registering information on the Representative / Contact person Sample of contact person registration page 4

5 (2) Registering information for application Please keep the maximum word lengths for each item. Sample of information for application registration page Please enter in single-byte characters. If you have seen an error message "Enter the item in Alphabet" at Project Title/Project Outline column, please exclude the following double byte codes and register again. * Invalid Codes(in double byte) : () Applicant selects country / area for International Grant / Research Grant programs. Maximum number of countries to select is three. When the region is selected, corresponding countries will appear in the drop-down list. If your project will apply to wider areas, please select none in the region. When you click [Confirm] button, the page will switch to Double-checking Items to be Registered page. Notes Privacy Policy: Please read carefully and check Agree. The process cannot be proceeded unless this box is checked. Verification code: Type the 4-digit numbers shown on the page. Editing basic information: Basic information can be edited on Webpage for Applicants page until the submission of the application. 5

6 (3) Double-checking items to be registered Please check the basic information you have entered. Please make sure to print this page and retain a copy. After you have double-checked the items, click [Register] to complete registration. Sample of basic information checking page By clicking the [Register] button, the initial registration will be completed. 6

7 Step 2: notifying the completion of registration When registration of basic information has been completed, an (Subject: [The Toyota Foundation] Notification of Completion of Basic Registration for Grant Program) will be sent to the registered address. The will include a URL for Webpage for Applicants, log-in ID, and initial password. Please make sure you retain the . Notes Depending on your settings, the notification may be received in the Spam mail folder or Deleted mail folder. Please make sure that your settings can receive the properly. In case the is not received within 24 hours after the completion of the basic information, please contact the Toyota Foundation either by using the inquiry page in our website, or by phone call. When you contact us, please give the name of the representative and the telephone number of the contact person. Contact for Inquiries : "Contact Us" at General Administration Division, The Toyota Foundation: TEL. +81(0) (Hours (Japan time): 10:00-18:00 weekdays; closed Saturdays, Sundays and national holidays) 7

8 Step 3: Log-in to Webpage for Applicants Please log in to the Webpage for Applicants by accessing to the URL notified in the notification , entering log-in ID and password also informed in the same . When an error message shown at the left is displayed, please re-enter the log-in ID and password. If you have forgotten your password, click here and open the page to request reissuing the password. 8

9 The Toyota Foundation Grant Programs Step 4: Download Application (Project Proposal) Form Please click each tab shown above, to move pages in the Webpage for Applicants. Sample of Webpage for Applicants (1) (2) (3) (4) Please click corresponding tab to operate the following tasks: (1) Applicants Info Opens a page to edit your basic information. (2) Form Download Opens a page to download guidelines for applicants project proposal and an application file. Notes Please save the downloaded application (project proposal) form before you start working on it. You need to have Microsoft Word (2003 or newer). Please enter your log-in ID in the Receipt Number space on the top right side of the application (project proposal) form. You may edit the space by double-clicking the header part of the Word file. (3) Submit Application Opens a page to submit (upload) the application (project proposal) form. (4) Changing Password Opens a page to change your log-in ID. 9

10 The Toyota Foundation Grant Programs Step 5: Submit (upload) the application file Please click tab Submit Application and submit (upload) the application file. Please click the [Upload] button Notes The following error message will appear if there is any missing information. Please edit basic information by clicking this tab 10

11 The Toyota Foundation Grant Programs How to upload the application file (1) Click [Browse] button (2) Select the file to be submitted A selection window will be shown. Select the application file to be sent and click the [Open] button. (3) Confirm the file name Double-check the file name to be submitted, and click [Confirm] button if correct. (4) Upload the file Click [Upload] button if everything is OK. 11

12 The Toyota Foundation Grant Programs (5) Processes are completed if you see the message The submission of your application file is complete (In case if you see the error message, see the next page) When submission of application file has been completed, an (Subject: [The Toyota Foundation] Notification of Completion of Application) will be sent to the registered address. Applicants can check the submission status in Status of submission (top on the Applicants Info page). If the application file is submitted, it shows Uploaded. Form Download and Submit Application tabs will not appear after the submission of the application file. Notes: If an application file cannot be uploaded Case 1: File size is over the limit (500KB) The application file to be submitted (uploaded) is limited to 500KB. If you include pictures or images, please make sure that they are downsized enough that the total file remains within the limitation. (Downsizing a picture to be attached to an application file (Windows, Microsoft Word 2003 or newer version)): 1. Right-click any picture attached to the application (project proposal) form, to open [Format Picture]. 2. Under [Format Picture], click the [Picture] tab. 3. In the [Picture] window, click the [Compress] button at the lower left. 4. Designate "All pictures in document" and select "Print" to specify the resolution with all items in option ticked - and click the [OK] button. Case 2: File extension is not.doc or.docx Please make sure that your file has an extension.doc or.docx. 12

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