Transcript of the video Overview of the Canadian Heritage Online System (CHOS)
Duration of the video: 00:11:23
(Title “Canadian Heritage Online System (CHOS) Tutorial. System Overview” appears on screen.)
Welcome to the Canadian Heritage Online System (CHOS) tutorial.
This video will give you an overview of CHOS.
Please ensure that you have seen the first video about acquiring a GCKey and registering to the Canadian Heritage Online System.
(CHOS welcome webpage appears.)
After acquiring a GCKey and registering to CHOS, you will find yourself on the welcome page of the online portal.
(Webpage scrolls down to bottom of page. As the links are introduced, they are highlighted by a red frame.)
At the bottom of the page, the “About the Canadian Heritage Online System” tab provides you with information about the system.
The “Help” tab informs you on how to get help with the system;
There is a link to the user guide, and the contact information of the CHOS support team.
The contact information can also be found under the “Contact Us” tab.
The “Cultural Tax Credit Certification” tab provides you with information about other services provided by Canadian Heritage.
(Webpage scrolls back up to top of page)
The welcome page shows you the steps required when submitting a funding application: First register your organization; then select a funding program; complete and submit your application and submit a revision of your application if applicable.
(Cursor clicks on “My Profile” link on the left-side menu, and the My Profile webpage appears.)
The “My Profile” page contains the user information provided when you created your Canadian Heritage online (CHOS) account.
However, your profile won’t be complete after your account is created.
Please do complete it before submitting a funding application.
(Webpage scrolls down to the bottom of page and cursor clicks on “Update” link.)
To do so, simply enter the required information and click on “Update” at the bottom of the page.
Don’t forget to update your user information and your organization’s information as necessary since Canadian Heritage uses it to communicate with you regarding your funding applications.
(Webpage scrolls up to the top of page. Cursor clicks on “FAQ” link in the left-side menu, and the FAQ page appears.)
The “FAQ” (frequently asked questions) page contains answers to general and specific questions you may have about CHOS.
It also contains a link to the system’s user guide.
(Cursor clicks on “My Organization” link in the left-side menu, and My Organization webpage appears.)
The “My Organizations” tab in the menu on the left of the page is where you will register the organization that you are representing and for which you are applying for funding from Canadian Heritage.
If your organization is already registered or if it has already submitted an online application to Canadian Heritage, you can search for the organization instead of registering it.
(Cursor clicks on “Search for an Organization” button, located directly to the left of the “Register an Organization” button.)
To do so, click on “Search for an Organization.”
(Cursor clicks in the search field and enters the name of an example organization. (Cursor clicks on “Search for an Organization” button, and search results appear.)
You can enter the organization’s full name or a part of it.
Then, click on “Search for an Organization” again.
To get more details about the organization, click on the question mark icon under “Actions.”
(Cursor clicks on the blue question mark of the first search result, and a pop-up window appears. It contains basic information about the organization.)
That will allow you to see, among other things, the email address for the administrator of the organization who is also the person that registered the organization in CHOS.
You can contact the administrator to be granted access to the organization.
(Cursor closes the pop-up window. Cursor clicks on “Return to My Organizations” button at the top left of the screen. The cursor then clicks on “Register an Organization” button again.)
If your organization does not exist in the system, click on “Register an Organization” and provide the requested information on the various pages.
The red asterisk indicates mandatory fields.
At any moment during the process you may click “Save” to continue later.
(Cursor clicks on “Save” button.)
After entering information on a page, click on “Next” to continue.
(Cursor clicks on “Next” button.)
You can also use the menu on the left to navigate between the pages.
(Left-side menu is highlighted with a red frame. Cursor hovers over various question mark icons. Additional information appears)
Should you need help understanding what is required in a given field, you can hover over the question mark icon to get more information.
(Cursor clicks on “Contact Information” link in the left-side menu and webpage scrolls down and back up the page.)
On the “Contact Information” page, if the mailing address is different from the primary address, you will be presented with additional fields.
(Cursor clicks on “Legal Status” link in the left-side menu, and the Legal Status page appears. The cursor clicks on a drop-down menu)
For the “legal status” of the organization, you will choose an option from the drop-down menus.
(Cursor clicks on “Contacts” link in the left-side menu, and the Contacts page appears.)
On the “Contacts” page, you can add other contact persons for the organization.
Note that adding contacts to this list does not give them access to the organization’s online portal.
We will see how to give access to users later in this tutorial.
(Cursor clicks on “Financial Details” link in the left-side menu, and the Financial Details page appears.)
On the “Financial Details” page, you will enter information about the organization and not a funding request, such as the type of recipient and the business number for the organization, if applicable.
(Cursor clicks on “Client Attachments” link in the left-side menu, and the Client Attachments page appears.)
The “Client Attachments” page is where you will add any supporting documents for the organization.
To add a document, click on “Add an Attachment.”
(Webpage scrolls down and cursor clicks on “Add an Attachment” button at bottom right of screen. A pop-up window appears)
From there, choose a file, select the type of document and enter a name for it, as well as a brief description if you wish.
Then click on “Upload.”
(Cursor fills in fields in the pop-up window and clicks on the “Upload” button. The pop up window disappears and the documents table is populated.)
Your document will now appear in the list.
You can open an attached document by clicking on the document icon on the right, under “Actions.”
If you wish to delete a document, click on the red X.
(Cursor clicks on the document icon, then on the red x)
Once you have completed all of the required fields on the various pages, you can go back to the “Summary” page and click on the “Create Account” button.
(Cursor clicks on “Next” button to get to the Summary webpage, then clicks on “Create Account” button)
When you createa new organization, you become its administrator and the main account holder.
(Turquoise text screens appear with transcript text below.)
You may now add other users to your organization and assign them roles.
It is highly recommended to grant access to the organization’s account to a second person within your organization to mitigate the risks associated with the departure of the main account holder and to avoid losing the account information.
(“Summary” webpage appears on screen. Cursor clicks on “My Organizations” link in the left-side menu, and the My Organizations page appears.)
To add new users to your organization, go to the “My Organizations” page.
Click on the people icon next to the name of your organization.
(Cursor clicks on the people icon in the list of users. The “Add a User” button appears.)
This will allow you to view the list of users associated with the organization.
To add a new user, click on “Add a User.”
(Cursor clicks on “Add a User” button and a popup window appears. The cursor fills in the fields.)
Enter the person’s email address and assign them a role.
Note that the email address entered must be the same as the one this person used to register to the Canadian Heritage Online System.
If the person is not yet registered on CHOS, click on “Contact User.”
(Cursor clicks on “Contact User”)
The person will then receive an email asking them to register.
Otherwise, click on “Save” to add the user to the list.
(Cursor clicks on “Save”. Pop up window disappears.)
(Turquoise text screen appears with the title “Administrator”. There are three text bullets below the title that read: “Full access to the organization’s account / Modify the organization’s information / Submit applications on behalf of the organization”.)
Note that an administrator has full access to the organization’s account and can modify the organization’s information and submit applications on its behalf.
(Turquoise text screen appears with the title “Contributor”. There is one bullet below the title that reads “Submit an application on behalf of the organization”.)
A contributor is only allowed to submit an application on behalf of the organization.
(Turquoise text screen appears with the title “Read-Only”. There are two bullets below the title that read: “View the information in the organization’s account and in the submitted applications / View the organization on the “My Organizations” page”.)
Someone with a read-only access can only view the information in the organization’s account and in the submitted applications.
When that user accesses the online portal, they will be able to view the organization on the “My Organizations” page.
(Turquoise text screen appears with transcript text below.)
You can modify a user’s role or delete a user at any time.
(Welcome to CHOS webpage reappears)
Now that you have registered your organization, you are ready to create and submit an application.
Click on “Apply” on the left-side menu.
(Cursor clicks on “Apply” on the left-side menu. Online Programs page appears. Sections are alternatively highlighted by a red frame)
You will see an alphabetical list of all the online programs for Canadian Heritage.
Under “Status,” you will see whether the program intake is open.
If so, a green icon with a checkmark will be displayed.
If the intake is closed, you will see a red icon with an X.
And if you have already created an application for a program, but it has not yet been submitted, there will be a brown icon with an exclamation mark.
To apply to a program, double click on the program’s name.
(Current Program Applications webpage appears.)
Click on “Create an Application.”
(Cursor clicks on the “Create an Application” button. The cursor clicks on the green + sign in application form table. A Popup window appears.)
Then, click on the green plus sign next to the program’s application form.
You will be presented with two options.
(Create button is highlighted by a red frame.)
The “Create” option will allow you to begin an application from a blank form.
(The Copy button is highlighted by a red frame.)
The “Copy” option will allow you to copy previous application information into this new form if your organization has previously submitted an online funding request to Canadian Heritage.
Should you wish to use the “Copy” option, select an application from the list and click on “OK.”
(Cursor clicks on the “Copy” button and a new pop up window appears. The cursor clicks on okay. The popup window disappears. The cursor clicks on “My Applications” in left-side menu)
The data will then be copied into your new application.
However, you will still need to go over each page, verify the information and attach all of the required documents before submitting your application.
More detailed information on filling out a funding request form will be covered in the third video of this tutorial.
(Cursor hovers over several sections of the application)
Here’s a quick overview.
The red asterisk identifies the required fields.
You can also access the different pages using the left-side menu or by clicking the “Next” and “Previous” buttons at the bottom of each page.
Please note that after 90 minutes of inactivity, the system will end your session and any information not saved will be lost.
(Save button is highlighted by a red frame)
Therefore, please click on “Save” regularly so you do not lose your information.
(Cursor clicks on the “Submission Readiness” link in the left-side menu. The Submission Readiness page appears. Cursor clicks on “Summary” link in the left-side menu.)
Once you have finished entering all the necessary information, you can go back to the “Summary” page.
A message should appear at the top of the page, in green, letting you know that your application is ready to be submitted.
Click on “Start to Submit.”
Once you have submitted your application, it will be displayed as such on the “My Applications” page.
(Cursor clicks on “My Applications” link in the left-side menu. The My Applications page appears.)
On that page, you will see the program name, the project title that you have entered in your application, the name of the form (including the intake cycle) and the status of the application.
If the status indicates “In Progress,” it means that the application has not yet been submitted. In this case, you can click on the pencil icon on the right to edit any information in the application and submit it.
If you want to delete the application and start a new one, you can click on the red X icon.
(An example application from the “My Applications” list is highlighted by a red frame. The Project Titles are marked by “(v1)” and “(v2)”.)
If you see in the list of applications that there is a version one and a version two of a specific application, it is because the program officer in charge of your application sent a revision request and you need to edit some information in your application. Version 1 would indicate “Submitted”, while the status of version 2 would indicate “In Progress”. There would also be a note next to the file number at the top that would state that the application is awaiting client feedback.
When a revision request is made, an email will also be sent informing you of the information to modify and of the deadline.
(Cursor hovers over pencil icon)
To make the revision, click on the pencil icon, modify the information requested and resubmit the application within the deadline.
You will then receive an email from the system letting you know that your application has been received and your “My Applications” page will show it as being under evaluation.
(Turquoise text screen appears with transcript text below.)
Please note that the program officer in charge of your application may request multiple revisions for the same application.
(My Applications webpage reappears)
In the menu on the left side, you will see “Application Withdrawal.”
(Cursor clicks on “Application Withdrawal” link in the left-side menu. The Application Withdrawal page appears.)
This page allows you to withdraw an application you have submitted to Canadian Heritage.
Select the file number for the application you wish to withdraw, explain the reason for the withdrawal in the “Details” box and click on “Submit.”
(Cursor clicks on “My Applications” button in left-side menu. My applications page appears.)
If you are unsure of the file number, go to the “My Applications” page and click on the icon with the arrow next to the file number of the application you wish to withdraw.
This will take you to the same “Application Withdrawal” page.
(Turquoise text screens appear with transcript text below.)
An application should only be withdrawn if the organization has made the decision not to proceed with the funding application.
This functionality should not be used for other reasons, such as to make corrections to a submitted application.
(Application Withdrawal page reappears.)
Should you need to make changes to a submitted application, please request a revision from the program officer assigned to your application.
Once your withdrawal request has been accepted, the status of your application will change.
(White text screen appears with the following text: “That’s it! / The next tutorial will cover the submission of a funding application”)
The next tutorial will cover the submission of a funding application.
(Canada Watermark appears)