GEM - Log in - Comic Relief

GEM (Grants | Evaluation | Management): guidance and frequentlyasked questionsWe have provided some general information and some answers to commonly askedquestions about GEM here. If you have a question which is not answered by theinformation here, please contact us.General GEM informationGEM was will be launched on 2 nd September 2013. You can make proposals forfunding to Comic Relief on behalf of your organisation on GEM. If you hold anexisting grant from Comic Relief you can also manage this grant using GEM (forinstance, by uploading reporting documentation).Registration and logging in – guidanceExisting grant holdersWe have created GEM accounts for all organisations with live grants (grants whichhave not been paid in full) as at 2 nd September 2013, the launch of GEM. Oversummer 2013 we contacted all organisations with live grants to check who should bethe lead GEM contact (the ‘organisation administrator’) for their organisation. We setup accounts for these contacts and also for any additional project contacts on GEMusing the email addresses we have on record. The first time you use GEM, you willneed to create a password for your account by selecting ‘Register’ on the GEMhome page (http://aims.comicrelief.com). You will be asked to enter your name, youremail address (the one we have used for any communications about GEM to you)and a password. Once you have done this, GEM will link you to your organisationand you will be able to manage your existing grants through GEM.1GEM guidance and FAQS vr1.0

Other usersIf you are not an existing Comic Relief grant holder, you will need to create anaccount. You can create an account by selecting’ Register’ on the GEM home page(http://aims.comicrelief.com) and then entering the following information: your first name your last name your email address (this should be your own email address, not a centralorganisation email) a password for your account.Once you have confirmed this information we will send you an email to verify youremail address. You can click on the link within this email to confirm your registration.Linking to an organisationWe do not accept proposals from individuals. Once you have completed yourregistration, we will ask you to link your account to an organisation.We ask you first to check whether your organisation is already registered on GEM bysearching for your organisation’s name. You can search by the whole name or partof it.If your organisation is not returned in the search results you can create a recordfor your organisation on GEM by selecting ‘Create organisation’. You will beasked to enter key information about your organisation. Once you have enteredthis and saved it, your organisation record will be created and if you wish, you willbe able to start a proposal.If your organisation is already on GEM it will be returned in the search result. Youshould select the ‘Register’ link next to the organisation name. All organisationswith a record on GEM have a GEM ‘organisation administrator’. This person isresponsible for allowig any additional people to link to their organisation on GEM.Once you select ‘Register’, GEM sends an email to your organisationadministrator asking them to approve your link to the organisation. Once theyapprove this, you will receive a confirmation email and will be able to go back intoGEM and, if you wish, create a proposal. If you don’t know who your GEMorganisation administrator is, please contact us at grantsinfo@comicrelief.com or020 7820 2000.2GEM guidance and FAQS vr1.0

Your dashboard and tasksWhenever you log into GEM, the first page you are taken to is your dashboard. Thisis where you can find any ‘tasks’ which you need to complete. These will generallybe of two types:1. Submit a proposal – if you have started but not submitted a proposal form, a taskwill remain on your dashboard to complete and submit this form. If you have beeninvited to submit a stage 2 proposal, a task for this will also be on yourdashboard.2. Submit a condition – this task is created 30 days before you are due to submitreporting documentation to us for your grant. The task allows you to submitreporting documentation online and will remain on your dashboard until you havesubmitted your report(s).From your dashboard you can also: Look at the contact records for any organisations you are linked to on GEM bygoing to ‘Contacts’, then ‘View my contacts’ Request to link to another organisation by going to ’ ‘Contacts’, then ‘Registerwith an organisation’ Start a proposal by going to ‘Proposal’, then ‘Create proposal’ Look at any proposals you are involved with by going to ‘Proposal’, then ‘View myproposals’.3GEM guidance and FAQS vr1.0

Registration and logging in - FAQs and troubleshootingMy organisation has applied to Comic Relief before. Will our organisation detailsalready be on GEM?Your organisation will only be on GEM if: you had a live grant (a grant which had not been paid in full) when GEM went liveon 2 nd September 2013 or if you have previously made a proposal using GEM i.e. you have made aproposal after 2 nd September 2013 (when GEM went live).After you have registered your account with us we will ask you to search for thename of your organisation and GEM will present you with any matches. If yourorganisation is amongst the matches you can link to it by selecting the ‘Register’ linknext to the organisation name. If you can’t see your organisation in the matchesGEM returns, you can select the ‘Create organisation’ link to set up your organisationon GEM.When I’m setting up my organisation details, why can’t I add my own email addressinto the main organisation address field?In this field we are looking for a central email address for your organisation eg info@or admin@. Every contact in the system has to have a unique email address, so theaddress for your organisation cannot be the same as your own. We will use thisaddress if we are unable to contact your GEM organisation administrator.I have forgotten my password. How can I get a reminder?On the GEM home page (http://aims.comicrelief.com) there is a link called ‘Forgottenyour password?’. If you select this you can get an email reminder of your password.How do I find out who my organisation administrator is on GEM?If you don’t know who your GEM organisation administrator is, please contact us atgrantsinfo@comicrelief.com or 020 7820 2000. We will contact your GEMorganisation administrator and ask them to contact you.My organisation administrator has left. How can I change our organisation’s detailson GEM?Please contact us at grantsinfo@comicrelief.com or 020 7820 2000. We will confirmwith your organisation who the new organisation administrator should be.4GEM guidance and FAQS vr1.0

Submitting a proposal - guidanceTo submit a proposal on GEM you should go to ‘Proposal’ and then ‘Createproposal’. You will then be asked to select the Comic Relief Fund you are applyingunder (eg UK Main Fund, International Grants Fund). Once you have done this, youare taken to the proposal form.Each proposal form is split into a number of sections. Each section is split into anumber of subsections in which we ask you questions. The answers you give tosome questions will determine whether you are subsequently asked additionalquestions. For instance, if you indicate you are a registered charity, GEM will askyou a question about where you are registered. To make sure you complete all thequestions we ask, we recommend you complete the subsections, and the questionswithin each subsection, in order.Throughout the form we provide guidance on answering questions, where we think itwill be useful. You can find this in the ‘GUIDANCE’ links next to each subsection.The form automatically saves your answers as you move between sections.However, you can also choose to save your work using the save button at the end ofeach section. You can leave the form and return to add more information at adifferent time. A ‘task’ relating to submitting your proposal will remain on yourdashboard until you have submitted the proposal.Before you can submit your proposal, GEM checks whether you have completed allmandatory sections and questions. The system will flag any unanswered questionsto you so that you can go back to the form and answer these. You can print a copy ofyour proposal form at any time using the ‘Print form’ options at the top any section inthe form.Once you have submitted your form we will email you to confirm we have receivedthe proposal.Submitting a proposal - FAQs and troubleshootingI’ve accidentally submitted a proposal with some incorrect information. What should Ido?You should contact us at grantsinfo@comicrelief.com or 020 7820 2000. We willthen correct the information and email you to confirm we have made the changes.I have tried to generate a word version of my proposal but it is not appearing on myscreen. What should I do?In some versions of internet explorer one of the settings may prevent you from beingable to generate a word document. In internet explorer you need to go to yourinternet options, select the security tab, deselect ‘Enable Protected Mode’ thenselect ‘Apply’. If this does not work please contact us at grantsinfo@comicrelief.comor 020 7820 2000.I have generated a word version of my form but a lot of strange text has appeared inthe document. What should I do?5GEM guidance and FAQS vr1.0

The form usually has a lot of hidden text which enables it to be displayed correctly.However, depending on your browser or word settings this text may sometimesappear. There are two reasons this may appear:1. In some versions of internet explorer one of the settings prevents a user frombeing able to do this. In internet explorer they need to go to their internetoptions, select the security tab, deselect ‘Enable Protected Mode’ then select‘Apply’2. In word there is a ‘Show/Hide’ icon – ‘’ - which if selected will display allhidden text. You should deselect this to view the form without an y hiddentext.Where can I find guidance on how to complete my proposal?Throughout the form we provide guidance on answering questions, where we think itwill be useful. You can find this in the ‘GUIDANCE’ links next to each subsection.I can’t increase the size of the pop-up box containing on screen guidance. What canI do?This only happens for the browser internet explorer; we are working to resolve this. Ifyou use GEM in an alternative browser, such as Firefox or Chrome, you will be ableto increase the size of this box.Where can I find a copy of a proposal I have submitted?You should go to ‘Proposal’ and then ‘View my proposals’. GEM presents a list ofany proposals you have submitted. You should select the underlined ID reference tosee a list of any documents you have submitted for your proposal. You can selectthe proposal in this list to generate a word copy of your form.6GEM guidance and FAQS vr1.0

Managing my grantYou can manage your grants through GEM. GEM will send you an email 30 daysbefore you are due to submit reporting documentation (such as six monthly or annualreports) to us. A task will be created for you on GEM which will ask you to upload thedocument(s) required. You can click on the name of the task, follow the instructionsto upload your document(s), and then submit the document. Once submitted, thetask will disappear from your dashboard and your grant owner at Comic Relief will beable to review your document(s).The first tasks will be triggered for any conditions which are due on 2 nd October 2013or later. For any conditions due before this date, you should submit your reports tous as you have done previously, through the International(ReportInternational@comicrelief.com) and UK (UKGrantReports@comicrelief.com)mailboxes or direct to your grant owner here at Comic Relief.FAQs and troubleshootingCan I contact my Comic Relief grant officer/manager (‘grant owner’) through GEM?You can submit reporting documentation through GEM but for all other conversationsyou should still email or call your grant owner at Comic Relief as you have donepreviously. From your dashboard, you can find contact details for your grant ownerby doing to ‘Proposals’ then ‘View my proposals’. You should select the underlined‘ID’ reference to see the record for the proposal. On the summary tab, you can seeyour grant owner’s contact details.Where can I see documents on GEM related to my grant?From your dashboard, you should select ‘Proposals’ then ‘View my proposals’. Youshould select the underlined ID reference to see the record for the proposal. On thedocuments tab you can see the documents related to your grant.Where can I see the payment schedule and conditions for my grant?From your dashboard, you should select ‘Proposals’ then ‘View my proposals’. Youshould select the underlined ID reference to see the record for the proposal. On thesummary tab, you can see your payment schedule and conditions.I’ve accidentally submitted the wrong document on GEM. What can I do?You should email the document to grantsinfo@comicrelief.com and we will replacethe incorrect document on GEM. We will email you to confirm we have done this.Where can I find guidance on how to upload my reporting documentation?Guidance is provided within the ‘Instructions’ box in any task you are sent on GEM.I have a task on my dashboard to submit a report. What should I do?If you are ready to submit the report, you should select the underlined text under theheading ‘Task’ (for example ‘Submit business plan’). This takes you through to ascreen with instructions on how to complete the task. If you are not ready to submitthe report, you can wait until you are ready and the task will remain on yourdashboard.7GEM guidance and FAQS vr1.0