2016 PODIUM ALBERTA – ONLINE APPLICATION STEP-BY-STEP GUIDE

Instructions to complete your Podium Alberta application

YEAR IN REVIEW: JULY 1, 2015 THROUGH JUNE 30, 2016

DEADLINE TO APPLY: OCTOBER 5, 2016

The online registration portal will close as of 12:00 am October 6, 2016

FOR ANY QUESTIONS OR SUPPORT, PLEASE CONTACT STEVEN PATRICK 780-644-4897 OR STEVEN.PATRICK@ALBERTASPORT.CA

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PODIUM ALBERTA – ONLINE APPLICATION STEP-BY-STEP GUIDE

Purpose of the Program The Alberta Sport Connection (ASC) is pleased to offer the Podium Alberta grant program to provide support to Alberta’s High Performance Athletes. Specific objectives of the program are:

• To help athletes continue their pursuit of athletic excellence at the highest levels of national and international competition;

• To encourage athletes to stay in Alberta to live and train; • To enable athletes to successfully pursue excellence in sport while fulfilling their educational goals; • To increase athlete access to high performance coaching and sports science practitioners; • To enhance training and competitive opportunities available to athletes. Eligibility – Who Can Apply? Athletes nominated and accepted for carding status under Sport Canada’s Athlete Assistance Program (AAP) at any point between July 1, 2015 and June 30, 2016 (Year in Review), and meeting all the following criteria:

• Athlete must have been a resident of Alberta since July 1, 2014 or earlier (at least one year prior to Year in Review).

• Athlete must be training in Alberta. Exceptions will be made providing that the athlete can substantiate: o That he/she cannot receive the required level of training in Alberta and is out of the province temporarily

during the year (i.e. due to lack of facilities, coaching, competition, national team requirements); o That he/she must attend a post-secondary institution out-of-province because the course of study is not

available to him/her in Alberta; o That it is more financially feasible to attend a post-secondary institution out-of-province, or o Other extenuating circumstances that require the athlete to be out of the province;

• Athlete is not receiving funding from another province or territory; • Athlete must not be under sanction as per the Canadian Anti-Doping Policy. How much funding is an athlete eligible for? Podium Alberta will provide up to an additional 1/3 in funding over and above the funding received from Sport Canada’s AAP for the Year in Review – dependent on funding available, the number of athletes enrolled, and demonstration of eligible expenditures. See example in the box at the bottom of this page.

What are the eligible expenditures for Podium Alberta funding? The following items are eligible under Podium Alberta:

• Standard living costs (e.g. rent/mortgage, utilities, transportation, groceries, medical expenses etc.); • Costs directly associated with training (e.g. coaching, sports science, facility fees, other athlete services); • Costs associated with attending training camps and competitions (e.g. entry fees, travel costs); • Sport specific/training equipment; • Education related expenses excluding tuition (e.g. books, fees). NCAA expenditures that are eligible under Podium Alberta: (individual sports): • Up to actual and necessary expenses associated with an athletics event and practice immediately preceding the

event.

Application Example: An athlete receiving $18,000 from Sport Canada

between July 1, 2015 and June 30, 2016 will apply by October 5, 2016, and be eligible to receive up to $6,000.

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INTRODUCTION

This guide will assist Podium Alberta Grant applicants in navigating the Podium Alberta online application portal, GATE. The instructions below, as well as additional information can be found at www.albertsport.ca/grant-funding-programs/podium-alberta/podium-application.aspx. New Applicants to Podium Alberta will need to register for a User Account – See 1. Register for a User Account below.

Podium Alberta recipients from 2012, 2013, 2014 and 2015 already have a user account – go to 2. Logging in to GATE

1. REGISTER FOR A USER ACCOUNT

In order to set up a user account in GATE you must contact Alberta Sport Connection (ASC) directly. In order to be issued a user account, follow the following steps:

a. Send an email with your first and last name, sport and preferred email address to Steven.Patrick@albertasport.ca

b. Upon receipt of the email, ASC program staff will set up the user account. *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 in the days leading up to the intake deadline (October 5) 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 ASC program staff have set up your User Account they will send you an email containing your login name (user name), 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 your

Applicant Profile that will be linked to your user account (see section 3. Complete Applicant Profile).

NEW USERS

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2. LOGGING IN TO GATE Go to https://gate.alberta.ca/gate/frontOffice.jsf and enter your username and password as provided by the Alberta Sport Connection.

Once logged in, there are four main tasks:

i. New Users will need to complete their Applicant Profile (See 3. Complete Applicant Profile)

ii. If your contact information (legal name, address, phone number or email address) has changed since you completed your Applicant Profile, you should make changes (See 4. Editing your Applicant Profile)

iii. Start a new application for Podium Alberta funding (See 5. Starting a New Application) iv. Continuing a saved, unfinished application for Podium Alberta funding. Once logged in,

click on “Submissions” on the left hand side, and then click on the orange folder of the application you wish to continue with.

3. COMPLETE APPLICANT PROFILE - 1ST TIME USERS ONLY

a. Once you have received your login credentials from ASC staff and have logged in to the GATE system and reset your password you will have to complete your Applicant Profile. Your Applicant Profile is separate from your yearly Podium Alberta application. It is a record of your legal name, address, phone number and email.

b. Login and select the “Applicants” tab in the navigation bar on the left hand side of your screen.

NEW USERS

ALL USERS

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c. Applicants. Select the icon beside the Applicant Name in the list.

d. Applicant Type. Select “Individual” as the Applicant Type.

e. Click “Save and Next” to move to the next screen.

f. Individual. In the “Legal Name” field enter your full legal name. Last Name, First Name Middle Names

NOTE: Remember – All fields with an asterisk * are mandatory to complete.

g. Click “Save and Next”

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h. Applicant Address. Enter your address. In the Applicant Address section, enter your

currant/permanent Alberta address. Complete the Mailing/Delivery Address if you wish to have your information/cheque sent to a different location.

i. Click “Save and Next”

j. Contact List. Click the orange “plus” icon on the left hand side of the page.

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k. Contact. In the “Contact Type” field drop down, select “Primary Contact” and enter your contact

information. Only the fields marked with an asterisk are mandatory to complete, but it is very important to add your email address.

l. When finished, scroll down and click “Save and Back to list” Completed Contact List

m. Click ”Next”

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n. Submission Summary Page

o. If you have not completed all required information, there will be a red “ ” beside the incomplete section and “Complete” will be greyed out (see example above). Select the page title from either the navigation bar on the left side of your screen or the link within the Submission Summary to go to that page and complete it (in the example above, you would click on “Address”).

p. Once you have completed all the mandatory information, and there are no red “ ”s, select “Complete” and you will be taken back to the Applicant Screen. You have successfully created a new Applicant Profile; however your application for funding has not yet started. For instructions on how to submit an application, please go to Section 5. START A NEW APPLICATION

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4. EDITING YOUR APPLICANT PROFILE (IF NEEDED) Your Applicant Profile is separate from your yearly Podium Alberta application. It is a record of your legal name, address, phone number and email. If any of these change, you will need to edit your Applicant Profile before starting a Podium Alberta application each year. a. Once logged in, select the “Applicants” tab in the navigation bar on the left hand side of your

screen.

b. Select the icon beside the Applicant Name in the list. This will open the Applicant Profile.

c. On the left navigation bar, select “Submission Summary” and click on “Edit” i. To change your legal name, choose “Individual” ii. To change your permanent or mailing address, choose “Address” iii. To change your phone number or email, choose “Contact” and then click on the

magnifying glass under “View”

d. Once you have made and saved all of your changes, you will need to navigate back to the Submission Summary and select “Complete”.

You have successfully edited your Applicant Profile; however your application for funding has not yet started.

For instructions on how to submit an application, please go to Section 5. START A NEW APPLICATION

ALL USERS

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5. STARTING A NEW APPLICATION

IMPORTANT – IF YOU HAVE ALREADY STARTED OR PARTIALLY COMPLETED AN APPLICATION, AND

ARE LOGGING BACK IN, CLICK ON “SUBMISSIONS” ON THE LEFT HAND SIDE, AND THEN CLICK ON

THE ORANGE FOLDER OF THE APPLICATION YOU WISH TO CONTINUE WITH. DO NOT START AGAIN AT STEP A. BELOW

AFTER OPENING A CURRENT PROJECT YOU CAN GO TO THE APPROPRIATE PAGE (STEP H. ONWARDS)

ALL USERS

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a. To start a new application select “Browse Funding Opportunities” from the navigation tab on the left hand side of your screen. ONLY start at Step A if you haven’t yet started an application.

b. On the Browse Funding Opportunities screen, enter “Podium” in the Search Criteria bar and click search.

c. Click the Magnifying Glass icon beside “Podium Alberta”.

d. Click the “Apply Now” button to start your application.

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e. Select your name 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 select “Return to Registration Wizard to skip this step and proceed to the Application Form.

*Edits to the Applicant Profile can only be made from the Applicants section.

You can select “Next” to proceed to the Application Form.

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g. Create a Project. In the “Project Name” field, enter 2016 and your sport. Click “Save and Next” to continue.

h. The navigation tab on the left hand side of the Instructions 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 on a page, all data will be lost once you navigate away from that page.

This will always be the current year – sport.

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i. 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 3. If your address has changed be sure to update it in the relevant Applicant Profile (Step 4 above) before submitting your application.

j. Click “Save and Next”

k. Click “Next”

l. Contact Information for this Application. Select the Primary Contact Name – this would by your name.

m. Click “Save and next”

n. General Information. Complete Date of Birth, Gender, choose your sport from the drop down list, complete Current/Permanent Alberta Address and date moved to Current/Permanent Address. If you moved to Current/Permanent Address after the Residency Date Deadline, additional fields will appear for you to supply additional information. Add in any additional information as required.

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o. Click “Save and Next”. p. Exemption to Residency Rules. Choose “Yes or No”. If “Yes” is chosen, more fields will appear

for you to supply additional information. Click “Save and Next”.

q. Exemption to Residency Letter Attachment. If “Yes” is chosen you will be required to attach a copy of your Exemption to Residency Letter. Click “Save and Next”.

*Please note that the maximum file size allowed for attachments is 4MB

Drop down list of sports

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r. Athlete/Provincial Sport Organization (PSO) Relationship. Choose “Yes or No”. Click “Save and Next”.

s. Funding Information – Under Sport Canada Funding, choose “Yes or No”. If “Yes” is chosen, an additional field for the number of months will appear; enter the number of months. Enter the total amount of Sport Canada Funding you received. In the “Other Funding” section, you are required to enter an amount, if you received no prize money or sponsorship funding, please enter 0 (zero). Click “Save and Next”.

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t. Statement of Expenses. Please enter as much information as possible from the Year in Review. Remember this is a retroactive grant, and we are reviewing the previous July 1 – June 30 period.

**If you are a “Future NCAA Student” and select “Yes” additional fields will appear for you to complete.

There is room for 5 competitions; if you have more, please attach additional competition information on the File Attachment Page.

Complete and click “Save and Next”.

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u. Grant Declaration and Authorization to Collect Information. Download the Grant Declaration and Authorization to Collect Information form, complete, save as a PDF and attach to application on the File Attachment page. We cannot process your application without this document; it is very important that you complete and attach it.

v. File Attachments. 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.

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

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.

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When you have reached the end of the Application Form you will be brought to the “Submission Summary” page. This summary will provide you a list of all sections of the Application Form and will indicate if there are areas that require completion. There will be a red “X” beside any section that needs completing. Once all sections are complete you will be able to submit your application.

If you have filled out everything correctly you will be able to click the “Submit” button and complete your online application. The “Submit” button will grey out and you will get the message “This e-form has been submitted”.

*Once you click the “Submit” button, you will receive an email notification from Culture TPR – GATE indicating that your application was successfully submitted. This will be immediate. If you don’t receive this notification, please contact us.

Deadline for application is October 5, 2016. The online registration portal will close as of 12:00 am October 6, 2016.

If you have any questions or require assistance, please contact:

Steven Patrick at 780-644-4897 or steven.patrick@albertasport.ca

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