Oregon Department of Justice

CVSD E-Grants Information

CVSD E-Grants is a comprehensive web-based grant application and reporting system that allows grantees to complete grant applications, submit reports, and request grant amendments online. This system will provides a streamlined app

lication and reporting process for both grantees and CVSD staff. In addition, as a paperless system, both natural resources and shipping costs are saved.

Access CVSD E-Grants here: www.cvsdegrants.com.

The CVSD E-Grants Applicant User Guide walks applicants and grantees through many important features of the CVSD E-Grants system. This includes instructions on how to register in the system, add other people to your organization, and initiate and submit applications and reports. More information will be added to the User Guide as it becomes available, so please check for updates.

Applicants are also encouraged to contact the Agate Help Desk at 1-800-820-1890 or helpdesk@agatesoftware.com, or CVSD staff for assistance.

Frequently Asked Questions

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How do I register a new organization in E-Grants?

Initial registration for an organization must be completed by CVSD staff. Please complete the E-Grants Organization Registration Request and e-mail it to Mackenzie Gray at mackenzie.e.gray@doj.state.or.us. Please allow two business days for CVSD staff to process your request.

The next step is to work with CVSD to register an Authorized Official. Typically the Authorized Official will be a Board Chair, District Attorney, or another official able to contractually obligate the organization. Once approved, the Authorized Official will have access to CVSD E-Grants and will be able to grant access to other organization members as appropriate. Instructions on how to register in CVSD E-Grants, how to add additional people to an organization, and information on the different roles in the system can be found in the E-Grants User Guide.

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How do I get a log-in and password for E-Grants?

You can request access to E-Grants by contacting the Authorized Official in your agency.

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What should I do if I forget my username or password?

You can replace a forgotten password by going to the CVSD E-Grants log in page and clicking “Forgot Password”. You will be prompted to enter your user name and email address associated with your account, and then click “Reset my password and email me the new one”. A new password will be mailed to you within minutes, which you can then use to log in to your account.

If you forgot your user name, you will need to contact the Agate Help Desk at 1-800-820-1890 or helpdesk@agatesoftware.com or CVSD staff for assistance.

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Who can use my username and password?

You should never give your user name and password to other people since each user is assigned specific permissions and functions by their agency.

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When and how do I update my Organization Information?

To make changes to your account, click on the “My Profile” link towards the top right corner of your screen. This will allow you to update your contact information, as well as change your user name, password, and profile picture.

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When and how do I update my Staff and Board Roster?

The “Organization Information” section contains basic identification and contact information for your agency. If anything in this section changes, please let us know right away. You can e-mail your Fund Coordinator to have this information updated.

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How do I register a new organization in E-Grants?

Your Staff Roster and Board Roster should be current for your agency. Any time that staff or board members change your roster should be updated. Please be sure that the FTE breakdown for grant funded positions is accurate.

To access the Staff and Board Rosters, click on the “My Organization” link towards the top of the page. Then, select the “Organization Details” link and click on the link for either the Staff or Board Roster. Once in the roster, use the dropdown menu at the top right corner of your screen to navigate between pages. Please be sure to click “Save” after making changes.

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When are my reports due?

Each grant has slightly different reporting schedules, but you can find a comprehensive list detailing report due dates here: Important Grant Reporting Dates.

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Why don’t I see the option to initiate a report for my grant?

To initiate your reports, go to your “My Tasks” and click on the link for your application. Then, click on the “View Related Items” button under the “Examine Related Items” section. You should see links saying “Initiate a Financial Report” and “Initiate a Progress Report”. If not, it may be for one of three reasons:

  • You already have a report in progress. If you already have a financial report in progress, E-Grants will not allow you to initiate another one for the same grant. Look down the list of reports to see if you already have one in progress and either submit or cancel that one before you try to start a new one.

  • Your grant is not in “Grant Awarded” status. If your application has not moved through the full grant agreement process, or if you are in the midst of an amendment, your grant may not be in “Grant Awarded” status. If not, E-Grants will not allow you to initiate any reports.

  • You do not have the correct permissions to initiate the report. Viewers and writers are not allowed to initiate any reports, and financial officers are only authorized to initiate financial reports. To see what permissions are assigned under an application you can go to the “Management Tools” section of the application and select the “Add/Edit People” link. A list of people associated with the application, including their assigned role, will appear.