Grants Administration Portal Procedures

When	Action	By whom
After current grants have been completed	Review application questions/wording	Committees, Trustees
After current grants have been completed	Update website application forms	Administrator or Trustees
Early in year	Decide Application open and close dates	Trustees
Early in year	Apply open and close dates to website application forms	Administrator or Trustees
Before grants open	Review Committee Members database to remove redundant members and add any new members	Trustees
Before grants open	Update Committee Members database	Administrator or Trustees
Before grants open	Check Scribes have been nominated	Administrator or Trustees
Grants open	Automatically based on open date set	System
7 days before close	Automatic email reminder sent to un-submitted applicants	System
Weekly while grants are open	Automatic status (including portal login details) email to committee members	System
Grants close	Automatically based on close date set	System
After close	Committee deliberations	Committee + Committee Scribe
After Committee deliberation (Committee notifies trustees that they have finished)	Trustee deliberations	Trustees + Trustee Scribe
After Trustee deliberation (Trustees notifies Book Keeper that they have finished)	Book Keeper distributes funds	Book keeper
After Funds distribution	Book keeper notifies Successful and unsuccessful applicants	Book Keeper via System buttons