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GATE Front Office User Guide
The AFA only accepts applications through the Front Office portal of the Grant Administration Tracking and Evaluation (GATE) online application system.
In 2021, the AFA upgraded GATE Front Office. Our user guide will help you navigate the system.
Download an updated user guide
*last updated January 2023
GATE Front Office features
- A RECENT SUBMISSIONS bar on the home page that tracks whether your application is still “In Progress” or if it is “Complete” and submitted for consideration. Simply click on your project tile to either continue working on an application or to view your completed applications.
- If you received a grant and your project is not complete, your Final Report will also be under RECENT SUBMISSIONS. It will be listed as “In Progress” until you’re ready to complete it – just click on the “In Progress” tile to start the Final Report process.
- A new FUNDING OPPORTUNITIES menu item lists all current grant programs available through Front Office (including grants from both the AFA and the Alberta Media Fund). Please review your program guidelines for eligibility requirements and information about when you can apply. If you need further assistance, contact the Arts Development Consultant responsible for your AFA grant program. (If you are applying to the Alberta Media Fund, please contact their program staff directly at 780-422-8584.)
Frequently Asked Questions
Scroll down for some frequently asked questions by AFA grant applicants:
How do I access GATE Front Office?
Click the “Apply Now” button on the program guidelines page for your grant. First-time applicants need a username and password to access the system.
If you are a first time applicant, email registrationafa@gov.ab.ca at least five business days before the application deadline, and include:
- your legal name
- the funding opportunity to which you are applying
- your email address
We will send a username and password to the email address provided.
Does my Username or Password expire?
Your username does not expire, but your password does after six months. Email registrationafa@gov.ab.ca to reset your password.
What browser should I use to access the Front Office portal?
We recommend any of the following browsers:
- Chrome 65.0.3325.181
- Firefox 59.0.2
- Safari
- Microsoft Edge
What help desk support is available for Front Office?
Information and other helpful tips and tricks for completing your application is available under the Help and Resources page of the AFA’s website.
If you have questions about your accessing or changing your username or password, please contact registrationafa@gov.ab.ca for assistance.
Can I submit my music or video files through Front Office?
Yes. Wherever possible, applicants must upload support materials as an attachment(s) into GATE Front Office. You can attach files up to 4 MB.
Files larger than 4MB can be emailed or mailed separately to the AFA. Review the "How to Apply" section of the program guidelines, under Format, for more information.
- you can access all program guidelines on our website under Find Funding
I am having technical difficulties with GATE Front Office. Will you still accept my application after the program deadline?
No. The AFA must receive all applications by 11:59 p.m. on the application deadline. Please review the guidelines for your program to ensure you are aware of the next deadline for submissions.
It is the applicant’s responsibility to ensure their application is “Complete” in the GATE Front Office portal before the deadline expires. No exceptions are made for late applications. If you are applying close to the deadline, please ensure you give yourself enough time to submit so the system can process your application well before the 11:59 p.m. deadline.
We strongly encourage applicants begin their applications several weeks in advance, and to complete them at least 3-5 days before a deadline. This allows adequate time to reach out to an Arts Development Consultant or registrationafa@gov.ab.ca if you run into technical difficulties or require consultation on submitting your application.
Can I submit my Final Report through GATE Front Office?
Yes. Final Reports are ready for completion under the RECENT SUBMISSIONS bar on your main home page.
Your Final Report will be listed as “In Progress” until it has been completed and submitted for review.
Can I delete an application after I started it?
No. You cannot delete an application once it has been started. However, your Arts Development Consultant can delete an “In Progress” application on your behalf.
If you have already completed and submitted your application, your Arts Development Consultant can withdraw it for you, if you wish to cancel your request for funding
I work for an arts organization, and we have multiple staff that need to access our application. Can I have multiple log-ins?
Arts organizations often have several people involved in the creation and submission of an application. The AFA limits access to GATE Front Office to a maximum of three representatives per organization.
To access GATE Front Office, your authorized representative or legal signed authority must complete the GATE Front Office Registration form and submit it to registrationafa@gov.ab.ca.
If your organization registrants have changed from previous years, please resubmit the registration form to ensure we have the most current information on hand.
I used to work for an arts organization, but I am no longer there. What do I need to do?
Please contact registrationafa@gov.ab.ca to notify us that you are no longer with an organization.
I moved after I submitted my application. Can I update my contact information?
Once an application has been completed and submitted, you cannot make any changes to your submission directly. You must contact the Arts Development Consultant responsible for your program to ensure address, email, and phone numbers are up-to-date with our office.
If your application is still “In Progress” you can update the information before you submit. However, please remember to also update your profile information in Front Office, using the instructions included in the userguide.
Other?
If you have specific questions about the content of your grant application, please contact the Arts Development Consultant responsible for your grant (contact info available on the program guidelines for your grant.)