Application Process

Can I apply to more than one DCA grant program?

Yes, but you must be aware of the eligibility requirements and guidelines for each. Guidelines vary between programs.

• If your organization will receive General Program Support through the Division of Cultural Affairs or the Division of Historical Resources, it is not eligible to receive a Specific Project grant through the Cultural Support Grant Program.
  
• Organizations cannot receive funding from more than one program for the same project or activity within the same fiscal year.

 

Can individuals apply for Cultural Support Grants (CSG)?

No. Individual artists should consider the Artist Fellowship Program.

 

What is the difference between the two types of Cultural Support Grant (CSG) funding – General Program Support (GPS) and Specific Project Support (SP)?

 

1. General Program Support (GPS) funding is designated to assist underwriting the general program expenses of an organization for a specific time period.

• Organizations that meet the minimum eligibility requirements and have been previously awarded a non-capitol grant through the Division, are eligible to apply for GPS.
• GPS funding is on a multi-year funding cycle; please consult Guidelines for more information regarding application deadlines.
  

2. Specific Project (SP) Support is intended to fund a particular project, program or series within the applicant organization’s total operations.

• Organizations that meet the minimum eligibility requirements are eligible to apply for SP Support.
  
• Organizations with GPS funding are not eligible for SP grants.
  
• SP funding has a one-year funding cycle, with an annual application deadline; please consult Guidelines for more information regarding application deadlines.

Why do I have to choose a discipline for my proposal?

By selecting a discipline, you are choosing the panel that will review and score your application.

• The appropriate review panel is selected by the applicant ONLY and is determined by whether the activity is being presented (sponsored) or actually produced by the applicant.
  
• It is important to remember that Specific Project applicants should select the panel that reflects the discipline of the proposed project. This may differ from the discipline of the organization.

How can Division of Cultural Affairs staff assist me in the application process?

Division staff can provide clarification of information provided in the Guidelines.  Staff can serve only in this advisory capacity and do not provide subjective evaluations on the content or quality of  any grant application.

 

 

Who reviews my application?

Initially, staff will check each application  for technical eligibility according to the basic eligibility criteria listed in the Guidelines.

 

Eligible applications are forwarded to the designated review panel for subjective evaluation and scoring. The panels are comprised of individuals knowledgeable in the arts and cultural programs, including cultural administrators, artists, educators, museum professionals, and community leaders.

 

 

Who should be designated as the contact person for the grant application?

The contact person should be someone who is knowledgeable about the organization’s programs and was involved in writing the grant application. This person will be contacted regarding questions relating to the application.

 

 

What support materials should I submit with my grant application?

A selection of well-chosen support materials will make your application more competitive and give panelists a more complete picture of your organization.

• Read the guidelines carefully, specifically the Discipline Descriptions and the section on Support Materials that describes general recommendations.
  
• Be concise. The inclusion of excessive support materials does not allow time for a through review of all materials submitted.

 

 

When is the application due?

Materials must be “postmarked” by the application deadline noted in order to be eligible for consideration.

 

“Postmarked” means that applications must bear a postmark indicating that they were mailed on or prior to the deadline.

 

Consider using a return receipt service so that you have proof of delivery.

 

 

I sent my application in by the postmark deadline, but I forgot to fill out one of the forms or send some support materials, what can I do?

Your options are limited.

• Following the application deadline, only staff requested amendments will be forwarded to the panelists. If you have omitted a form or any information necessary for technical eligibility of the application, staff will contact you directly to request such an amendment.
  
• Any support materials submitted after the final deadline will not be forwarded to the panel for review.
  
• Applicants are permitted to send additional materials directly to the panelists after the deadline, however, panelists are not required to consider such material as a part of the application. An applicant may also bring additional materials to the panel meeting for consideration; panelists may choose to review the materials at that time.

 

 

When is the panel meeting?

Panel meeting information is listed on the website several months before the panel meeting.

 

Prior to the panel meeting, applicants will receive correspondence from the Division regarding eligibility. If you have questions or concerns, contact the program manager.

 

 

How can I participate in the panel meeting process?

You can participate either in person or via telephone.

• During the panel meeting, applicants are permitted to respond to questions from panelists and provide updated information during the initial review period. You can do this either in person or over the telephone.
• After all applications have been initially rated, an opportunity for public comment shall be provided to those present at the panel meeting. Telephone participants will not be called back for this portion.
• Telephone participation must be requested no later than 4:00 PM (EST) on the last business day before the panel meeting. Persons requiring special accommodations must make the request at least 72 hours prior to the panel meeting. See the guidelines for further details on telephone participation.

 

 

Grant Management

 

If funded, when will our organization receive the grant payments?

Once complete award documents are returned to the Division, grant funds will be available in quarterly installments.

• Process dates are as follows: first quarter: 7/1; second quarter: 10/1; third quarter: 1/1; fourth quarter: 4/1. You should not expect to receive grant funds until six weeks after the payment process date each quarter
  
• No payments will be released until all grant award documents have been signed by the grantee and approved by the Division.

 

We have had a change in executive staff or our grant contact person, what should we do?

Submit an Administrative Change Notice as soon as possible.

 

This form allows the organization to make changes such as address changes, change the Authorizing Official(s), or the Contact Person.

 

 

Do we need to notify the Division if we change our project dates or budget during the grant cycle?

Yes, submit a Grant Amendment Request form.

 

This form is used to request changes such as program reductions, budgetary adjustments, or major program revisions.

 

When is my Final Report Due?

The Final Report is due within 30 days following the project end date.

• A Final Report extension may be granted by program staff, but an interim report must be submitted.
  
• Failure to submit the Final Report within the specified period will result in an organization being in non-compliance status with the Division.

 

 

Can I expend funds relating to the grant project or period before or after the project dates?

All funds must be obligated and all matching funds must be received and obligated by the end of the grant period.

 

State funds may not be obligated prior to July 1 in the appropriated fiscal year, or the date of the grant award agreement, whichever is later.