Renewal Application Process Question

Heather Hart

Hi everyone,

I'm wondering how others set up the Renewal Applications process for your grantees. Our grantees can typically apply for a renewal at the end of their grant term. We created a Renewal Application with Forms Manager and posted the link on our website. Grantees need to click on the link to access the application in their portal, similar to the Letter of Inquiry application. We are finding that grantees are first logging into their portals to search for the Renewal Application and are getting confused about how to submit a renewal when there is no link in the portal. As far as I can tell, there is no way to post a link to the Renewal Application directly in the portal itself. How do others manage this so the information is clear to the grantee?

Louisa Robinson

Hi Heather - So we do this a couple of ways

1 - we have a fund the allows for addtional funding at the end of their term, and we have created a seperate application form for this linked to a seperate fund type (so we can track ‘original funding' seperate from ‘follow on’ funding. But we dont have this application link posted online, we send a generated email template with the link in - inviting them to apply. So that in effect, once they click on that link and log into their portal they build the quick application and submit it.

2 - We do on occasions allow small ‘Top up grants’ but we renew the application internally, through the original Request record. For example, when you open a request record (in classic), we have created a renew area, and added fields on the blueprint form RequestRenewal, RequestPriorGrantID, RequestRenewable & Request_renew_date

Under the Actions menu we have the button for ‘Renewal’ - you have to make sure the box Renewable is ticked beforehand - and then you get a pop up box to confirm the new request type and status. By doing it this way it keeps the link to the original request number - for example original request is 12345 so this becomes 12345.01 (and then if it is ‘topped up’ again it becomes 12345.02.

On your note of publishing the application link to the portal - I wonder if you can imbedd the link to the renew application form within the application page?

If you go into the Applications Forms manager, go to settings and then account designer: Under the messages section > App. Page Instructions - you can add a message here an maybe imbed the link to the next form? Be mindful however that this message will display on all portals, irrespective of your funding type.

Heather Hart

Thank you, Louisa! This was so helpful.