OASIS - Online Arts Services and Information System

Frequently Asked Questions

If your questions aren't answered here, please email us at oasis@florida-arts.org

Introduction to OASIS

What is OASIS?
OASIS (Online Arts Services and Information System) is the new online grant system for the State of Florida Division of Cultural Affairs.
Who is OASIS for?
Any 501(c)3 organization, public entity (such as government or universities), or individual artists can set up an account. Every applicant is required to have a valid email address.
Why will I use OASIS?
OASIS lets you set up a user profile which allows you to join program mailing lists and apply for grants. Calculations will be done automatically on forms, multiple copies are not necessary, and support materials can be uploaded, making it fast and easy for you!
Where can I access OASIS?
OASIS available through the Division's website under the grants section. You can also go directly to http://www.florida-arts.org/oasis/ which where all oasis news and information will be posted.
When can I start using OASIS?
Online grant submissions will begin in Fall 2006. However you can begin using OASIS now if you wish to sign up for the Art in State Buildings newletter.

Technical Requirements

I have a Apple computer. Can I use OASIS?
Yes. OASIS is operating system independant.
Do I need special software or hardware to use OASIS?
No, all you need are a computer with internet access and two items of free software that are commonly pre-installed on computers.
I have a dial-up internet connection, will OASIS work for me?
Yes, as long as you have an internet connection, the speed doesn't matter.
What if I don't have a computer?
If you do not have a computer, there are a number of options that you can use to access the system. Many local libraries offer free internet access. You may also contact your Local Arts Agency to see if they will allow you to use their computer equipment. A list of Florida Local Agencies is available on the Division's website.

Creating a Profile

What is a profile?

A profile is a collection of information stored in OASIS. It includes contact information, identifying information (such as tax id) and preferences (such as whether or not you wish to receive email). You must create a profile to use OASIS.

Why do I need a profile?

The profile keeps all of your information in one place and allows you to keep it up to date. Once you create your profile, that information is stored and re-used for every application you make so that you don't have to type it in multiple times. You can edit information in your profile at anytime without submitting a change request form.

Which kind of profile do I need, individual or organizational?

Every single person that uses OASIS needs an individual profile. This includes both artists that are applying for a grant for themselves and grant writers that one of many working on an application from their organization.

Only organizations need to create an organizational profile. Just remember that the person creating the organizational profile should also creat an individual profile for themselves. Whether your organization is a "one person show" with the Executive Director wearing all the hats in the organization, or a large organization with many individuals working in different positions with different duties, there is the same need for both an organization profile and at least one individual profile.

What do I need to create a profile?
The only tools you need are a valid email address. There are also other fields that you are required to answer in order to complete your profile. This answer will be updated to reflect those.
I am the Executive Director/ Grant Writer or an organization. Should I put my personal information or my organization information in my individual profile?
All emailed communication related to a grant application will be sent to both the individual contact email and the organization contact email. Information that is relevant to the individual (call to artists, etc.) will only be sent to the individual contact email. It is up to you whether you list your personal or professional contact information.
Is my organization "State Supported" if we receive grants from the division?
Not necessarily. State supported refers to individuals that receive their primary funding from the state. Examples include state universities and municipalities.
How do I find my US Congressional District Number?
GovTrack.us has a tool that allows you to find your representatives and congressional district. Towards the bottom left of the page there is a place to put your zip code. Click on “Go” and the resulting page will be titled “Florida's X Congressional District”, where 'X' is your congressional district number. You may get the following message:
The ZIP code you entered is within multiple congressional districts.
Just go back and enter your zip code+4. You can look up your zip+4 at USPS.gov.

Privacy and Security

Is this a secure system? Will my application get lost?
OASIS is completely secure. It is run from a secure facility and offsite backups are done on a regular basis. Your application should not get lost. WESTAF has developed these systems for other State Arts Agencies and has been very successful.
What happens to my personal information when I use OASIS.
All information collected by the Department of State Division of Cultural Affairs through OASIS is public record. Although we do not sell your information, it is subject to inclusion in a public records request. For more information on the privacy policy of the Department of State, please read the full privacy policy

Maintaining your Information

My contact information has changed, how do I update it?
Once you have created a profile in OASIS you will be able to log in to OASIS and update your information at anytime.

Applying for a Grant

Where can I find program information, application instructions, etc.
OASIS is not intended as a replacement for the Division website. You can still find news, announcements, program information, application guidelines and other information at http://www.florida-arts.org.
How are deadlines enforced?
OASIS will accept applications until 12 midnight EST of the deadline date. After that time, applications will be considered late and you will not be allowed to submit.
Can I print out a copy of my application?
Yes! We encourage you to print and keep a copy of your submitted application for your reference. It may also be helpful to print a copy of your application right before you submit to review that it is ready for submission. From the current available grants page, click on the link that says "view [application number]". From inside the grant, click the link at the bottom that says preview application. This will open a pdf that you can then print.
How do I sign (certify) my application?
When you submit the application, clicking the submit button is the equivalant of signing your application. There is no need to send and additional signature page.
How will I know if my application is received/accepted/etc.?
You will get an email from OASIS during each step of the grants process. Emails will be generated when applications are received by the system, when any eligibility decisions are made or if the status of an application ever changes
Can I work on my application at any time?
Yes, OASIS will be available 24/7/365. Occasionally the system may be taken down for scheduled maintenance. These instances will be announced ahead of time.
Once I submit my application, can I continue to edit it?
No. Once your application is submitted to the system it can no longer be edited. If there is something missing from your application and the program manager asks you to submit an amendement, the application will be released back to you through the system so you can edit. You will be allowed to edit only certain portions of the application at this time.