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Table of Contents

Guidelines

Introduction

Welcome to the Division of Cultural Affairs Specific Cultural Project (SCP) Guidelines. We're glad that you are applying for a Specific Cultural Project grant from the Division. These guidelines are incorporated by reference into Rule 1T-1.001, Florida Administrative Code, and detail policies and requirements for the application and administration of Specific Cultural Project grants.

These guidelines do not apply to General Program Support, State Touring, Individual Artist Fellowship, Cultural Facilities, or Cultural Endowment grants. For information about these grant programs, visit http://www.florida-arts.org/programs/.

Program Description

The Specific Cultural Project (SCP) grant is designed to fund a cultural project, program, exhibition, or series. The grant activities must support the mission of the organization and further the state's cultural objectives.

The Division offers four proposal types:

Basic Eligibility

All applicants must meet the following basic eligibility requirements at the time of application:

  1. Have submitted no other applications for the General Program Support or Specific Cultural Project programs in the current application cycle (see application restrictions);

  2. Have the required legal status;

  3. Agree to comply with all application requirements:

    1. Complete all proposal activities within the grant period;

    2. Make programming and activities open and accessible to all members of the public (see accessibility and non-discrimination);

    3. Match the grant amount requested, at least dollar for dollar (see request amount and match requirements); and

    4. Include only allowable expenses in the proposal budget (see allowable and non-allowable expenses).

  4. Agree to comply with all grant administration requirements (see noncompliance):

    1. Sign and return the grant award agreement within 30 days;

    2. Request approval for any changes to the awarded grant (see grant amendment request);

    3. Submit timely and accurate reports (see grant reporting);

    4. Maintain complete and accurate grant records (see maintaining grant records);

    5. Comply with the requirements of the Florida Single Audit Act;

    6. Credit the State of Florida and Division of Cultural Affairs for funding (see crediting the Division); and

    7. Give notification of international travel at least 30 days before travel begins.

In addition to these basic eligibility requirements, there are specific eligibility requirements for the Discipline-Based Museum, Discipline-Based Professional Theatre and Underserved Cultural Community Development application types.

Application Restrictions

"In order to equitably distribute limited state funding," the legislature mandated, in section 265.286(9), Florida Statutes, that each grant applicant may only submit one application each annual grant cycle. The legislature defined applicant or grantee as a "nonprofit, tax-exempt, Florida corporation" or a "local or state governmental entity, school district, community college, college, university, agency of state government, or artist engaged in or concerned with arts and cultural activities."

Based on this, an organization may only submit one (1) Specific Cultural Project or one (1) General Program Support application for each annual grant cycle (July 1 - June 30). The Division will use Federal Employer Identification Numbers (FEIN) to identify an applicant organization.

This restriction includes applicant organizations that formerly submitted multiple applications from different departments. Such organizations must coordinate to decide on a single application for each annual cycle. If the Division receives more than one application from any applicant, the Division will ask the applicant to identify a single application for review.

To meet the legal status requirement, an applicant organization must be either a public entity or a Florida nonprofit, tax exempt corporation as of the application deadline.

Public Entity
A Florida local government, entity of state government, school district, community college, college, or university. Private schools, private community colleges, private colleges, and private universities are not public entities and must be nonprofit and tax exempt to meet the legal status requirement.
Nonprofit, Tax Exempt
A Florida organization that is both:

  1. Nonprofit: incorporated as an active nonprofit Florida corporation, in accordance with Chapter 617 or Chapter 623, Florida Statutes; and

  2. Tax exempt: designated as tax exempt as defined in section 501(c)(3) or 501(c)(4) of the Internal Revenue Code of 1954, as amended.

The Division of Cultural Affairs will verify that the applicant is registered with the Division of Corporations as of the application deadline. If the applicant is not registered in Corporations by the application deadline, the application will be ineligible.

If the applicant is registered in Corporations but their status is not "active," the applicant must correct the status within 10 calendar days of notification or the application will be ineligible.

For more information on corporate status, visit http://www.sunbiz.org or call the Division of Corporations, profit and nonprofit information line at (850) 245-6052. To verify corporate status, you can review your corporate record online through the sunbiz.org document search tool.

For more information about tax exempt status, see Exemption Requirements - Section 501(c)(3) Organizations on the Internal Revenue Service website.(http://www.irs.gov).

Nonprofit, tax exempt applicants must provide a letter from the IRS stating that the applicant is tax exempt under 501(c)(3) or 501(c)(4). Public entities are not required to provide an IRS determination letter.

The IRS determination letter should be included in the application package (postmarked by the application deadline). If the letter is not received, the Division will notify the applicant. The applicant must provide the IRS determination letter within 10 calendar days (postmarked) of notification or the application will be ineligible.

Specific Eligibility Requirements

Applicants to the following application types must also meet additional eligibility requirements.

Arts in Education (Residency)
  • have a minimum of 30 contact hours
Discipline-Based (Museum)
  • be open to the public for at least 180 days a year;
  • own or utilize works of art, historical artifacts, or other tangible objects (animate or inanimate); and
  • exhibit these works of art, historical artifacts, or other tangible objects to the public on a regular schedule.
Discipline-Based (Professional Theatre)
  • compensate artistic staff and actors
Underserved Cultural Community Development
  • Be an underserved cultural organization;
  • Have a Total Cash Income of $150,000 or less;
  • Have at least one year of completed programming.
  • Consultant only:
    • Consultant is not a member of applicant's staff or board; and
    • Consultant is not an immediate family member of applicant's staff or board.

Proposal Types

Arts in Education

Arts In Education project grants are designed to cultivate learning and artistic development for all students and teachers by promoting, encouraging, and supporting arts and culture as an integral part of education and lifelong learning for residents and visitors. This includes, but is not limited to:

The Division supports the view that the arts build cultural understanding, mutual respect, and strong communities. Arts In Education projects accomplish this by bringing artists and cultural experiences directly into Florida schools, hospitals, nursing and eldercare facilities, senior centers, correctional facilities, community spaces, cultural facilities, and other organizations. The Division encourages the use of Florida-based artists whenever possible.

Funding Categories

There are two funding categories for Arts In Education Projects.

  1. Artist Residency; and
  2. Arts Partnership.

Artist Residency

Artist residencies place professional Florida artists in a variety of education and community settings. Services performed by resident artists may include:

Residencies can change the way a community views a particular art form and the arts in general. Artists engage participants in making art in a mutually supportive, creative learning environment and participants explore self-expression and the role of the arts in society. This process encourages imaginative thinking, problem solving, goal setting, and teamwork.

All residencies should relate to:

Activities

Artist residencies should include at least one (1) preliminary session with the artist(s) to discuss residency goals, scheduling, planning, objectives, requirements, etc. This session does not count towards the required contact hours. The artist should be paid for this session.

In addition to the preliminary session, residency activities may include the following:

  1. an event that shares the core participants' work;
  2. arts-related professional development for staff, arts educators, administrators, and teachers (in-service workshops/institutes, seminars, etc.);
  3. related in-state field trip to a gallery, museum, concert, or performance for the core participants; and
  4. an event that joins core participants, their family, and friends in hands-on arts activities.
Contact Hours

Residencies must have a minimum number of contact hours based on the grant amount requested. A contact hour is 60 minutes or one class period of hands-on activity with the artist. Residency days and weeks do not have to be consecutive. Use the table below to determine the required contact hours.

Minimum required contact hours by request
Request Amount Minimum Required Contact Hours
$10,000 or less at least 30
$10,001 to $15,000 at least 40
$15,001 to $20,000 at least 50
$20,001 to $25,000 at least 60

Residencies may exceed the minimum contact hours, as long as activities take place during the grant period. Residency applications that do not show at least 30 contact hours will be ineligible.

Arts Partnership

The Arts Partnership funding category is designed to support projects that will advance arts education and the development of long-term partnerships through effective collaboration between community arts and cultural organizations, social service agencies, and educational entities.

Applicants may request up to $25,000 for arts partnership projects that have completed planning and design work and are ready for implementation or expansion.

If proposals include computer, video, and technology equipment, applicants must show how technology equipment, systems, and programs are integrated into their specific arts education partnership.

Arts Partnership projects are not intended to fund the same project year after year, however panelists have the discretion to recommend funding for on-going projects.

Focus Areas

Focus areas for the Arts Partnership project may include the following:

  1. School-based arts education;
  2. Programming that integrates the arts into areas not usually associated with the arts such as:
    • non-arts curriculum;
    • school-to-work initiatives;
    • the criminal justice system;
    • the healthcare system;
    • community care for the elderly;
    • underserved populations; and
    • adult-continuing education programs.
  3. Programming that brings together different generations;
  4. Arts and technology programming in music, visual arts, theatre, dance, media and/or literary arts; and
  5. Community arts education.

Culture Builds Florida

Culture Builds Florida project grants are designed to support and encourage projects throughout the state in the four vision areas of the Division's Strategic Plan, Culture Builds Florida's Future.

Funding Categories

There are two funding categories for Culture Builds Florida projects:

  1. Seed Funding: a new project; and
  2. Expansion Funding: expansion of a current project.

Seed Funding

The Seed Funding category is designed for applicants to start a new project that fits within at least one (1) vision area of the Division's Strategic Plan.

Expansion Funding

The Expansion Funding category is for applicants that already have project activity in one or more of the key areas of the Division's Strategic Plan, but are applying for a new component of an existing project.

Applications in this funding category may be for a specific effort to:

This category will only fund that portion of an existing project that represents an expansion of at least one (1) vision area of the Division's Strategic Plan.

Discipline-Based

Discipline-Based projects are discipline specific for organizations conducting cultural projects, realizing their stated mission, and furthering the state's cultural objectives.

Discipline Categories

Discipline-Based applicants must select one of eleven (11) discipline categories.

  1. Community Theatre;
  2. Dance;
  3. Folk Arts;
  4. Literature;
  5. Media Arts;
  6. Museum;
  7. Multidisciplinary;
  8. Music;
  9. Professional Theatre;
  10. Presenter; and
  11. Visual Arts.

The discipline category of the application will determine which review panel will evaluate and score the application. Applicants should select the discipline that best fits their proposal. Applicants should consider whether they are presenting or producing the activity when choosing a discipline category.

Applicants that produce festivals should select the discipline category for the festival activity. For example, an organization producing a film festival should apply to the Media Arts discipline while a cultural festival that is producing music, visual art, and dance activities should apply to the Multidisciplinary category. For more information, contact a program manager (see help).

The Division encourages the use of Florida-based artists whenever possible.

Dance

The Dance discipline is for projects that promote excellence in dance.

Folk Arts

The Folk Arts discipline is for projects that preserve and present traditional arts. This includes performances, exhibitions, festivals, and other projects featuring traditional artists and their work.

Folk arts are traditional cultural expressions through which a community maintains and passes on a shared way of life. These communities can be job-related, ethnic, religious, age-related, or based on location. Folk art expresses a sense of the community's values and aesthetics. Folk art expressions are usually learned informally through a relative or the community and are maintained without formal teaching.

The Folk Arts discipline includes many forms and processes of expression including, but not limited to:

Note: The Folk Arts discipline is not intended for projects that focus primarily on the following activities:

Applicants with such programming should consider applying to one of the other disciplines. Contact the Folk Arts program manager (see help) with any questions.

Literature

The Literature discipline is for projects that promote excellence in the literary arts.

Media Arts

The Media Arts discipline is for projects that promote excellence in film, video, radio, and television. This includes film and video festivals, and media art exhibitions, conferences, and seminars.

Multidisciplinary

The Multidisciplinary discipline is for projects with programming that presents two (2) or more separate artistic or cultural disciplines.

Artistic and cultural disciplines include, but are not limited to:

Museum

The Museum discipline is for projects focused on the applicant's collections and/or exhibits. Applicants may include zoos, botanical gardens, arboretums, nature centers and aquariums.

To be eligible to apply to this discipline, a museum must:

Museums are encouraged but not required to participate in the American Association of Museums' Museum Assessment Program (MAP) and to pursue or maintain national accreditation through American Association of Museums (AAM), American Zoological Association (AZA), or Zoological Association of America (ZAA).

Museums may include but are not limited to the following:

Non-museum organizations conducting visual art exhibitions should apply to the Visual Art discipline. Multidisciplinary museums may also apply to the Multidisciplinary discipline.

Music

The Music discipline is for both vocal and instrumental music projects that promote excellence in music performance and creation.

Applicants to the Music discipline may include chamber or jazz ensembles, choral groups, community bands, orchestras, opera, and world music ensembles.

Applicants with musical theatre projects should submit their application to the appropriate Theatre discipline (professional or community). Applicants presenting, rather than producing, should apply to the Presenter discipline.

Presenter

The Presenter discipline supports the presentation of performing arts groups, individual artists, or other cultural providers.

A Presenter is an organization that enters into agreements to provide performances or other cultural activities. The organization generally does not create, rehearse, cast, or have artistic control over the performance or activity.

Applicants producing, rather than presenting, should apply to the appropriate discipline for their activities, such as Music, Theatre, or Dance.

Theatre (Community and Professional)

The Theatre disciplines support projects that promote excellence in theatre performance. Musical theatre can be included in this discipline. Organizations producing opera projects should apply to the Music discipline.

Community Theatre

The Community Theatre discipline is for applicants producing a community theatre project.

Most of the artistic staff participating in community theatre projects are not compensated. However personnel may be hired as needed to perform administrative, artistic, or production duties.

Community theatre applicants should be very specific when describing how artists are compensated. Although it is assumed that most community theatre applicants will not be compensating most actors, applicants should address whether or not technical staff (directors, designers) are compensated and if any actors receive financial compensation.

If a community theatre is in the process of becoming a professional house, the application should describe where the applicant is in the transition and when the applicant expects to be offering full compensation to artistic staff.

Professional Theatre

The Professional Theatre discipline is for producing professional theatres.

Organizations applying to the Professional Theatre discipline must compensate their artistic staff and actors. Professional Theatre panelists strongly emphasize the importance of payment to actors.

Companies should be very specific when describing the financial compensation and/or benefits that are offered to artistic staff and actors. For information on minimum pay rates for actors and staff contact a theatrical union such as Actors Equity (http://www.actorsequity.org).

Visual Arts

The Visual Arts discipline is for projects that promote excellence in the visual arts through activities such as:

Underserved Cultural Community Development

Underserved Cultural Community Development projects support the organizational development of underserved cultural organizations. All applicants to this proposal type must meet the following criteria:

Match for Underserved Cultural Community Development is dollar for dollar with one exception. Applicants that have a Total Cash Income of less than $10,000 and have never received an UCCD grant from the Division are not required to provide cash match. However match must be shown as in-kind.

Underserved Designation

For the purposes of this proposal type, underserved means rural, minority, or lacking in resources.

A rural cultural organization is:
  • qualified under the Rural Economic Development Initiative (REDI) pursuant to sections 288.0656 and 288.06561, Florida Statutes.
A minority cultural organization is:
  • community-based,
  • deeply rooted in and reflective of a specific religious, racial, national, or cultural group of non-western or Judeo-Christian tradition, or
  • composed of at least 51% persons who represent such groups as African American, Hispanic, Native American, Asian/Pacific Islander, individuals with disabilities, and other minorities. This includes staff, board, artists, and volunteers. Gender is not considered a minority for the purposes of this program.
A cultural organization that is lacking in resources:
  • has trouble achieving its mission due to lack of cultural information or access to available programs. These organizations are typically located within counties where there is no designated Local Arts Agency or other means of acquiring ongoing information and assistance.

Funding Categories

There are three (3) funding categories for Underserved Cultural Community Development projects.

  1. Capacity Building;
  2. Consultant; and
  3. Salary Assistance.

Capacity Building

This funding category provides up to $2,000 for projects that increase administrative or artistic capacity. Eligible projects include but are not limited to:

Appropriate support materials must be included in the application package so that the review panel can effectively evaluate the application. For example, equipment purchases should include descriptions or specifications and prices, and seminars and workshop requests should include curriculum or agenda.

Consultant

The Consultant funding category provides up to $5,000 for retaining consultants that can provide specific administrative or artistic needs.

Administrative needs may include but are not limited to:

Artistic needs may include but are not limited to:

The consultant may not be a member of the applicant’s staff or board. The consultant may not be an immediate family member of any staff or board members. This funding category may not be used to hire temporary staff positions.

Applicants must submit the consultant's resume in the application package so that the review panel can effectively evaluate the application. The application package should also include other appropriate support materials such as the consultant's client list, agenda or plan, and letter of intent.

Salary Assistance

The Salary Assistance funding category allows applicants to request up to $20,000 for the full or partial salary support for one or more positions. The positions must be critical to the mission of the organization.

Our Strategic Plan Culture Builds Florida's Future

The Division's Strategic Plan, Culture Builds Florida's Future, is a statewide cultural plan designed to redefine the role of the arts and culture in Florida. It has four vision areas:

  1. Strengthening the Economy;
  2. Promoting Learning and Wellness;
  3. Building Leadership; and
  4. Advancing Design and Development.

All Specific Cultural Project proposals must incorporate at least one (1) of the four (4) vision areas. With this information, the Division can demonstrate to the legislature and the public how our grantees are implementing a unified message and strategy for arts and culture.

For more information about Culture Builds Florida's Future visit http://www.florida-arts.org/about/strategicplan/.

Application Requirements

Grant Period

All proposed activity must take place within the grant period.

Accessibility and Non-Discrimination

The Division of Cultural Affairs is committed to making the arts and culture accessible to everyone, including:

Applicants may receive up to 10 points during panel review through the accessibility review criterion.

Organizations seeking support for activities that will not be open and accessible to all members of the public, regardless of sex, race, color, national origin, religion, disability, age, or marital status are not eligible for this publicly funded grant.

Request Amount

Specific Cultural Projects have a maximum request of $25,000, except for Underserved Cultural Community Development projects. Use the table below to find the maximum request amount. Proposal types and funding categories (levels) are described in detail in the Proposal Types section of the guidelines.

Proposal Type Funding Category Maximum Request
Arts In Education * All $25,000
Discipline-Based

 N/A $25,000
Culture Builds Florida All $25,000
Underserved Cultural Community Development Capacity Building $2,000
Consultant $5,000
Salary Assistance $20,000

* Note: Arts In Education Residency projects have specific contact hour requirements based on the amount requested.

Match Requirements

Applicants must provide at least one dollar in cash and in-kind (donated goods or services) for every dollar requested from the division. This is called match. Some expenses can only appear in the Proposal Budget as match. (see Match Only Expenses).

Exception: Underserved Cultural Community Development applicants with a Total Operating Income of less than $10,000 that have never received an Underserved Cultural Community Development grant are not required to provide cash match however, match must be shown as in-kind.

Total Proposal Expenses are defined as match (cash and in-kind) + request amount. No more than 25% of the Total Proposal Expenses may be in-kind. See the in-kind section of the guidelines for more details.

Matching funds may be anticipated at the time of application, but must be received by the end of the grant period. All expenses (both state grant and match) must be paid out (not merely encumbered) by the grant end date.

Rural Economic Development Initiative (REDI)

The Rural Economic Development Initiative (REDI) recognizes rural or economically distressed counties and communities designated as REDI qualified. Applicants that are located within a REDI county or community as of the application deadline are not required to provide cash match. However REDI applicants are still required to show a dollar for dollar match of in-kind (donated goods or services).

Applicants that seek a REDI match waiver must submit a letter from the county government (or city administrator in the case of REDI communities) acknowledging the application and requesting a REDI match waiver on behalf of the applicant. This letter must be submitted with the application package.

If the letter is not included with the application package, the applicant will be notified and have 10 calendar days from the date of notification to provide the letter. If the letter is not received within the time given, the applicant must adjust their budget to show dollar for dollar cash match.

For more information about REDI see the official REDI website at http://www.florida-redi.com.

In-kind (Donated Goods and Services)

In-kind can appear in both the proposal budget and the operating budget. Use the following formulas to calculate maximum allowable in-kind.

Total Proposal Expenses (as reported in the proposal budget) may not contain more than 25% in-kind.

  • Maximum allowable in-kind = Total Cash Expenses (cash match plus request) divided by 3

The amount of in-kind allowed in the Operating Budget depends on the applicant's Total Cash Income as defined in the application.

If Total Cash Income is $150,000 or less, Total Operating Income may not include more than 25% in-kind.

  • Maximum allowable in-kind = Total Cash Income divided by 3.

If Total Cash Income is over $150,000, Total Operating Income may not include more than 10% in-kind.

  • Maximum allowable in-kind = Total Cash Income divided by 9.

Applicants may include a list of additional in-kind as a support material to demonstrate community support.

To calculate the value of volunteer services, use the federal minimum wage (see the Wage and Hour Division of the US Department of Labor http://www.wagehour.dol.gov). If the volunteer is professionally skilled in the service provided (such as a photographer donating photography services or a Certified Public Accountant providing a pro bono audit), use the wage rate the individual is normally paid for the service.

The value of all professionally skilled services used as in-kind must be documented in writing by the volunteer. The value of donated goods must also be documented. Records of such documentation must be available upon request.

Allowable Expenses

Allowable expenses must be:

Only allowable expenses may be included in the proposal budget. The grantee may be asked to provide documentation such as canceled checks, paid invoices, or other financial documents verifying grant related expenses.

Spending state grant funds on expenses that have not been approved by the Division, even if directly related to the program or project, will be disallowed and could result in a legal demand for the return of grant funds.

Match Only Expenses

No state funds may be used towards operational or indirect/overhead costs which include, but are not limited to:

In addition, no state funds may be used on expenses incurred or obligated before the grant start date, however, expenses incurred before the start date and after July 1 may be included as match.

Non-Allowable Expenses

The following are non-allowable expenses for grant and matching funds. Non-allowable expenses may not be included anywhere in the Grant Proposal Budget:

Review Criteria

All applications will be evaluated and scored using the following four criteria.

Excellence and Innovation

Applicants must demonstrate excellence and innovation in all aspects of the proposal. Panelists will consider the following application responses:

(Up to 40 points)

Impact

Applicants must demonstrate the expected impact of the proposal. Panelists will consider the following application responses:

(Up to 30 points)

Management

This criterion covers administration, planning, and evaluation. Panelists will consider the following application responses:

Panelists will also consider applicant's reporting history and compliance status as of the panel meeting (see noncompliance).

(Up to 20 points)

Accessibility

Panelists will award points based on demonstration of accessibility in the applicant's facility and programming. Panelists will consider responses to the Accessibility questions in the application.

(Up to 10 points)

Scoring

Applications must earn a minimum average score of 80 to be recommended for funding by the review panel.

The maximum number of points an application can earn is 100. Panel members will individually score each application. The average of the individual panelists' scores will be rounded to three decimal places. When the fourth decimal is 5 or greater, the score will be rounded up in favor of the applicant. For example, 79.9995 will be rounded to 80 but 79.9993 would remain 79.999.

Review Process

The application review process includes the following:

  1. Staff Review for eligibility;
  2. Panel Review and scoring;
  3. Florida Council on Arts and Culture recommendations; and
  4. Secretary of State approval.

Staff Review

Division staff will review all applications that meet the deadline for eligibility (see basic eligibility and specific eligibility). Staff review does not include subjective evaluations or comments on the content or quality of any grant application. Only applications that meet eligibility requirements will move forward to the grant review panel.

Staff will contact the applicant during the staff review to address issues with eligibility including:

Staff will also contact the applicant if the application indicates support materials are included but no materials are received.

After the application deadline, applications may only be amended at the request of Division staff. Only changes that are approved by the Division will be provided to the review panel.

Panel Review

After Division staff review, the Division will release eligible applications to the grant panel for review and scoring. Panelists must be practicing artists or other professionals. Panelists will be appointed by the Secretary of State each year based on the following considerations (in no particular order):

The Division is always seeking panelist nominations. Anyone may nominate a panelist (themselves or someone else) at any time by contacting a program manager (see help). Panelists may serve on a specific panel for up to 3 consecutive years. Panelists serve on a volunteer basis.

All panel members must comply with the Standards of Conduct for Public Officers and Employees of Agencies as set forth in section 112.313. Florida Statutes, and voting conflict of interest laws as set forth in sections 112.3143 and 286.012 Florida Statutes.

Panelists independently evaluate each application based on the review criteria detailed in these guidelines. After each panel member has evaluated the applications, there will be a public panel meeting to review, discuss, and score the applications. Panelists must voice their scores in the panel meeting. Only scores voiced during the panel meeting count towards the final average score for an application.

Panel Meetings

Panel meetings are a public process (usually conducted by teleconference) and anyone can participate by attending in person or by calling in via a toll-free number. Participation instructions will be emailed to applicants and posted on the Division's web site. The Division strongly encourages applicants to participate in the grant panel meeting, however it is not required. Participating in the panel process can be very helpful for those that intend to apply for future grants.

Panel meetings are chaired by a member of the Florida Council on Arts and Culture. If a member of the Council is not available a Division staff member will serve as the panel Chair. Chairs do not vote on applications being reviewed.

A typical panel meeting will include the following:

  1. Call to Order;

  2. Introduction of Panelists, Staff, and Call-In Participants/Audience;

  3. Panel Instructions from the Chair;

  4. Preliminary scoring of applications. For each application:

    • the Chair will announce the application number and applicant name;
    • applicants may provide a brief update on the application. Updates may only include new proposal information;
    • applicants will be permitted to respond to panelist questions;
    • each panelist will voice his or her score;
    • Division staff will calculate and voice the total points and the average panel score.

  5. Public comment prior to panel consensus on scores:

    During public comment, anyone (including applicants) may speak about the applications under consideration. After public comment, panelists may adjust their scores before the final vote to accept all scores.

  6. Panel Recommendations;

  7. General discussion from the panel (policies, procedures);

  8. General comments from the public;

  9. Closing remarks from the Chair; and

  10. Adjournment.

Florida Council on Arts and Culture Review

After the panel meeting, the Division will report the panel recommendations to the Florida Council on Arts and Culture in the form of a ranked list. The Council may amend panel recommendations based on new or existing information about the applicant or panel proceedings.

Information that will allow recalculation of the average score by the Council includes, but is not limited to:

Information that may result in the Council recommending zero funding includes:

The Council may also amend typographical errors in the panel recommendations.

Council Recommendations

All Specific Cultural Project applications recommended by the Council will be merged into a ranked list in accordance with section 265.286(3), Florida Statutes, using the following system.

  1. Applications will be ranked by average score (highest to lowest);
  2. Applications with a tied average score will be ranked using the average points scored on each criterion in the following order:
    1. Excellence and Innovation;
    2. Impact;
    3. Management; and
    4. Accessibility.
  3. If there is still a tie after the score for each criterion has been compared, the applications will be ordered by a sequence number assigned at application submission (lowest to highest)

This ranked list will be submitted to the Secretary of State for review and approval.

Secretary of State Review and Approval

The Secretary of State may approve, amend, or recalculate scores or amend the recommendations of the Council as described under the Council Review section above.

Funding

Subject to Legislative appropriation, Specific Cultural Project recommendations approved by the Secretary of State will be funded top-down at full request until the appropriation is depleted.

The Department of State's Legislative Budget Request will include the Secretary of State's approved ranked list of Specific Cultural Project applications. The Legislature may use this list to appropriate an amount in accordance with section 265.286(3), Florida Statutes.

If grant funds are returned to the Division, the Division shall award such funds to the next grant organization on the Secretary's ranked list of approved applicants according to section 265.286(4), Florida Statutes.

Grant Administration

Noncompliance

The Division of Cultural Affairs shares grant compliance information with the Division of Historical Resources and the Division of Library and Information Services. Together these three Divisions make up the Office of Cultural, Historical, and Information Programs (OCHIP). Any applicant that has not submitted required reports or satisfied other administrative requirements for grants from any division in OCHIP will be in noncompliance.

Grant compliance issues must be resolved before grantees can:

Panels will be advised of each applicant's reporting history (up to 5 years) for consideration in the Management review criterion. In the past, otherwise competitive applications have received lower scores due to noncompliance.

The Council may decline to recommend funding for an otherwise eligible application if the applicant is in noncompliance.

Grant Forms

The following forms must be used in the administration of all grants in these guidelines and are hereby incorporated by reference and available from the Division at http://www.florida-arts.org.

  1. Grant Application (Form CA2E145), effective 4/2012 online;
  2. Grant Award Agreement (Form CA2E142), effective 4/2012;
  3. Grant Amendment Request (Form CA2E002), effective 4/2012 online; and
  4. Grant Report (Form CA2E004), effective 4/2012 online.

Grant Award Agreement

The Grant Award Agreement is the contract between the grantee and the Division. It includes the requirements for the administration of the grant. The grantee's authorized official must sign and return this agreement to the Division within 30 days of the date on the award letter. Applicants that fail to return the agreement within 30 days of the date on the award letter will have their grant rescinded by the Division unless a program manager has approved an award agreement extension (see extensions).

Payments will not be released and grantees cannot spend state funds until the Grant Award Agreement has been executed. The Division will send grantees a fully executed copy of the agreement for their files.

Grant Payments

Grant funds will be available in quarterly installments. Grantees do not have to submit a request for payment. No payments will be released until the Grant Award Agreement has been executed. Payments will not be issued to grantees in noncompliance.

Grant Amendment Requests

An approved grant application becomes part of the Grant Award Agreement between the grantee and the Division. Therefore the grantee must use the Grant Amendment Request form (see grant forms) to request permission (in advance) for any changes to the grant.

This includes changes that result from a lower award amount than requested.

Changes include any substantial deviation from the proposal as outlined in the grant application, such as:

The Division will approve or deny a change request based on whether the change is directly related to the goals of the funded application.

If changes are implemented without the Division’s written approval, the grantee is subject to noncompliance, and the grant award is subject to reduction or complete refund to the State of Florida, in accordance with the Grant Award Agreement.

Grant period extensions must also be requested using the Grant Amendment request form. See extensions for more detail.

Extensions

An award agreement extension extends the 30 days grantees have to return the signed Grant Award Agreement. Applicants should request an award agreement extension by contacting a program manager (see help).

A grant period extension changes the grant end date. This gives the grantee extra time to complete grant activities and receive matching funds. Grantees must submit an interim report by the original report deadline of July 30 (see reporting). Grant period extensions must be requested before the grant end date using the Grant Amendment Request form.

A final report extension only changes the final report due date. This gives the grantee more time to complete the report that would normally be due 30 days after the grant end date. This does not extend the grant period and all activities must still be completed by the grant end date. Final report extensions must be requested before July 30 by contacting a Program Manager (see help).

Extensions will only be approved if the grantee can demonstrate extenuating circumstances. An extenuating circumstance is one that is beyond the control of the grantee, and prevents timely completion of the grant or report. Examples include natural disaster, death, or serious illness. Failure to read or understand administrative requirements or failure to raise sufficient matching funds do not count as extenuating circumstances.

Grant Reporting

Grantees must submit a grant report to the Division. The grant report includes information and documentation that the proposed programming was completed in compliance with the Grant Award Agreement and these guidelines. Grantees must also submit support materials showing the required division credit and demonstrating that the funded activities took place. These materials must be postmarked by the final report deadline.

The Division uses the information provided in the grant report to:

A final grant report (including postmarked support materials) is due on July 30 after the grant period unless an extension has been granted (see extensions).

If a grant period extension has been approved by the Division, an interim grant report is due on July 30. Grantees that fail to submit a report on the due date will be placed into noncompliance. Support materials are not required with the interim report.

When the final report has been approved by the Division, the grant is considered closed.

Maintaining Grant Records

Grantees must maintain complete and accurate financial records, supporting documents, statistical records, and all other records related to this grant for at least five (5) years after the grant is closed (the final report is approved). These records must be readily available on request for the entire period. If there is an audit or litigation regarding the grant, then all records should be maintained for five years from the end of the audit or litigation.

Grantees must maintain an accounting system that provides complete documentation of the use of all of the grant funds, including:

Florida Single Audit Act

Each nonstate entity that expends $500,000 or more in state awards during the grant recipient's fiscal year is required to have a state single audit or project specific audit for that fiscal year. A state award is defined as state financial assistance from any source provided to the recipient to carry out a state project. The audit shall include a schedule of receipts and expenditures for the entire award expended. The audit should be submitted within nine (9) calendar months following the end of the organization’s fiscal year. Additional information will be made available through the Grant Award Agreement.

For additional details on the Florida Single Audit Act, visit http://www.myflorida.com/audgen/pages/flsaa.htm.

Crediting the Division

Grantees are required to credit the Division for funding using the following sponsorship statement.

“Sponsored in part by the State of Florida, Department of State, Division of Cultural Affairs and the Florida Council on Arts and Culture.”
The logo for the Florida Division of Cultural Affairs The statement must appear when publicizing, advertising or describing sponsorship in accordance with section 286.25, Florida Statutes.

The statement must be used on at least one promotional material even if there are no materials that publicize, advertise, or describe sponsorship.

Promotional materials for programming funded with money from the Division of Cultural Affairs should either include the sponsorship statement, or the Division logo, or both. The sponsorship statement (with or without the Division logo) should also be included on posters, brochures, catalogs, press releases, web sites, fliers, and other materials.

The Division's logo can be used alone on items where the complete credit statement will not fit, such as postcards, magnets, etc.

The DCA logo can be downloaded from the Division's web site at http://www.florida-arts.org/about/logo/.

International Travel

Cultural organizations that receive state funding and will be traveling internationally must notify the Department of Economic Opportunity with their intention to travel and include date, time and location of each appearance. These same organizations must also notify the Department of State at least 30 days prior to the date the international travel is to commence, or as soon as feasible (section 15.182 Florida Statutes).

How to Apply

All application information submitted to the Division is open for public inspection and subject to the Public Records Law (Chapter 119, Florida Statutes).

Grant applications to the Division will have two parts: an application form and an application package.

Application Form

The application form must be completed using the Division's online grant application and submitted online by 11:59 pm ET on the application deadline. Deadlines and a link to the application form will be posted on the Division's web site.

Applicants may request that a submitted application be electronically un-submitted at any point before the application deadline. The application must be re-submitted by the application deadline to be considered.

Application Package

The application package should contain the following:

The application package may also contain support materials which are optional but strongly encouraged. If support materials are included applicants must provide 8 sets with cover sheets. See support materials for more information.

Do not include printed copies of your electronic application form in the application package.

The application package must be mailed to the Division and postmarked by the application deadline. If the application deadline falls on a Saturday, Sunday, or legal holiday, the application package must be postmarked by the following day which is not a Saturday, Sunday, or legal holiday.

The Division recommends that applicants purchase a certificate of mailing or similar receipt as evidence of the date mailed. The use of express package delivery services is not necessary since the deadline is a "postmark deadline."

Support Materials

Support materials can provide panelists with a more complete picture of the proposal and are optional but strongly encouraged. If support materials are included, they must meet the following guidelines:

The Department of State, Florida Council on Arts and Culture, Division of Cultural Affairs, and the grant review panels assume no responsibility for the care, safety, and security of support materials.

Support materials may include, but are not limited to:

Each set of support materials should include a cover sheet with the following information:

Help

For general information about the Division of Cultural Affairs and to access grant information, panel details and resources, visit our web site at: http://www.florida-arts.org.

For more information about the Specific Cultural Projects program, contact:

Sarah T. Stage
(850) 245-6459
sarah.stage@dos.myflorida.com

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