FAQs (online applications)
These FAQs are for clubs/organisations and individuals who are using the VicHealth Online Grant Management System to apply for an Active Club Grant.
1. My club/organisation registered for an Active Club Grant online last year however I have forgotten my user ID/login – what do I do?
If you have forgotten your user ID/login, contact the Vichealth IT Help Desk on (03) 9667 1380 or email helpdesk@vichealth.vic.gov.au
2. I've forgotten my password – what do I do?
If you already have an account, we cannot retrieve your password but you can request a new password. On the User Login page click on the request for a new password and it will be emailed to you. If you prefer, you can request a new password by phoning the VicHealth IT Help Desk on (03) 9667 1380.
3. I have saved a draft of my application but when I log back into the system it asks me to register again. What do I do?
To reopen a saved application, click on the link to the ONLINE GRANT MANAGEMENT SYSTEM under APPLY NOW on the VicHealth web page for Active Club Grants. This will take you to your draft application.
4. I have submitted an application. I want to submit another application for a different club/organisation. Can I use the same User ID (email address)?
Your User ID is specific to an organisation. For a new application for another organisation you MUST use a different email address, which will then be used as your User ID for that organisation, eg a hotmail/yahoo account or the email address of a colleague.
Emails regarding your application will still come to your original email address if you make yourself the Primary Contact, ie they will not be sent to your hotmail/yahoo/colleague’s account.
5. I’m getting an error message when I submit my application.
Check that you have entered text in ALL the mandatory fields on EVERY page.
6. When I registered my club/organisation I entered an ABN but the ABN is already being used. What should I do?
If you use an ABN on behalf of another organisation and they have registered you will not be able to use their ABN. In this case, leave the ABN field blank and enter your incorporation number when prompted during the registration/application process.
7. I saved a draft application. Where is it?
From the grant management system home page go to Applications. Your saved draft will be listed under Draft Applications.
8. I can’t find my draft application. Where is it?
If it’s not under Draft Applications, then you didn’t save it. You need to select the save button at the bottom of the application form page, otherwise your work will be lost when you click out of the page.
9. How can I print my full application before I submit it?
You can print a pending application at anytime. While editing the application, hit the Review button at the bottom of the page, then the print icon, then Send to Printer. Afterwards, you will need to close the two opened windows.
To print a saved draft, from the home page go to Applications, click on the draft application, hit the print icon, then Send to Printer. Afterwards, you will need to close the opened window.
10. How can I print my full application after I submit it?
From the home page go to Applications. Click on the submitted application and then the print icon, then Send to Printer. Afterwards, you will need to close the opened window.
11. How can another person from my club/organisation manage the club’s grant online?
Once you have created an account and registered your club/organisation, nobody else from your organisation can create their own account. As the initial account creator, you need to create other people as contacts (if you haven’t already), then create user accounts for those contacts.
Clicking on the Profile tab, Click Contacts in the side menu, then select a role for the new contact (if they are not associated with a grant, then just add them as Employee), complete the details, then save.
Next, on the list of Contacts, click on the small down arrow at right-hand end of the relevant contact, and select Create User Account from the drop-down menu. On the Create User Account Screen, enter their email address as the User-Id, then select the appropriate permissions (tick all boxes, then work back if you want to restrict their access).
12. I keep having to complete the eligibility quiz to get to the application form – what should I do?
The eligibility quiz needs to be completed before beginning the application process. Once you have completed the quiz, you can save a draft copy of the application form which is accessible under draft applications. This allows you to complete the application at a later date without having to complete the quiz again.
13. My club/organisation registered online last year – I have logged in using last years user ID however I would like to change the user ID/login for this year’s application.
Click on the Profile tab, Click Contacts in the side menu, then select a role for the new contact (if they are not associated with a grant, then just add them as Employee), complete the details, then save.
Next, on the list of Contacts, click on the small down arrow at right-hand end of the relevant contact, and select Create User Account from the drop-down menu. On the Create User Account Screen, enter their email address as the User-Id, then select the appropriate permissions (tick all boxes, then work back if you want to restrict their access).
You are now able to log out as the previous user and log back in as a new user with your password.
14. How do I EDIT the address or phone number of the existing primary contact for the club/organisation?
You are able to edit the address and phone number of the primary contact, however DO NOT edit the first or last name but rather add a new contact. If you have any problems, please contact VicHealth IT Help Desk on (03) 9667 1380.
15. How do I CHANGE the primary contact for the club/organisation?
Click on the profiles tab, Click Contacts in the side menu, then click on the ‘set primary contact’ button. From your current list of contacts, select the new primary contact then click save.
16. My club/organisation doesn’t have a bank account – what should I do?
If your club/organisation does not have a bank account you are ineligible for the grant – please refer to the Active Club Grants funding guidelines or contact VicHealth on (03) 9667 1308.