Annual Grant Guidelines (Organizations Only)

Applicant Instructions | Purpose | Deadline | Grant Conditions | Eligibility | Limitations | Review Criteria | Artistic Support Materials | Definitions | Biennial Review Process | Appeals Process | Alaska State Regulations | Federal Regulations | Arts Accessibility Checklist

APPLICANT INSTRUCTIONS
If this is the first time your organization has applied for a Biennial Operating Support Grant you are required to contact ASCA staff before you proceed. Select the CONTACT button at left for a list of ASCA staff.

Print, read and refer to the following information as you work on your application:

1. Biennial Operating Support Grant guidelines
2. Tech Tips
3. Required Reading

Advanced review of these instructions will save time, help eliminate application mistakes, and guide you toward successful completion of an application. The online grant system will not accept incomplete applications.

PURPOSE
Organizations with annual cash budgets of at least $150,000 who have completed two years of annual support may apply for biennial grants. This is a two year grant. Funding levels for the second year:

• may not be less than the grant amount paid during the first year
• are subject to a reduction of ASCA's annual legislative appropriation
• are contingent upon grantee's completion and submission of an annual Final Evaluation and Accounting Report and compliance with the terms of the Grant Award Letter

Biennial Operating Support grants are available to eligible organizations to support a portion of ongoing artistic and administrative functions. These may include, but are not limited to, salaries, travel, promotion and production costs of an entire program, or a majority of the organization's yearly activities.

The Alaska State Council on the Arts (ASCA) funds applications in all areas of the arts: dance, visual arts, literature, music, theater, media arts, and traditional Alaska Native arts. The Council also encourages applications that promote and develop the cultural heritage of Alaska and the creation of new works by Alaskan artists.

GRANT APPLICATION DEADLINE
The Biennial Operating Support Grant deadline is March 1. Applications may be submitted online until 11:59 pm Alaska Standard Time on March 1st.

GRANT CONDITIONS
The MAXIMUM request for a Biennial Operating Support Grant is $21,000. All applicants must provide matching funds, and grants will not exceed fifty percent of the applicant's annual operating costs. An applicant's cash match is considered evidence of commitment to the program.

ELIGIBILITY
To be eligible for biennial operating support grants, organizations must meet the following qualifications:

• must be involved in producing, presenting or undertaking a series of events or ongoing arts programs
• must be a 501(c)(3) nonprofit organization or tribal entity operating in the state of Alaska.
• Nonprofit organizations must provide proof of incorporation and a copy of the lRS determination letter for tax-exempt status
• must be at least 3 years from the date of incorporation
• must not be a college or university
• must have an annual cash budget of at least $150,000

LIMITATIONS
This grant category will not fund labor or material costs for renovation, remodeling, restoration or new construction; purchase of equipment; academic scholarships or tuition assistance; deficits of completed projects; indirect costs; or expenses for food or entertainment, excepting per diem for travelers.

Organizations may only submit one application for Biennial Operating Support in a fiscal year.

REVIEW CRITERIA
The Council and its panels use the following criteria to evaluate applications. Possible points (out of 100) are indicated for each criteria section. Native arts applicants are required to address additional review criteria. The panel will apply these criteria as a critical part of the review process.

Quality of Programs (35 pts)
(Alaska Native Arts: 20 pts)

• clearly stated plans for the grant period
• level of artistic merit/excellence as presented in the application
• quality of proposed artists, works of art
• quality of services the organization presents or provides

Community Engagement and Outreach (25 pts)
(Alaska Native Arts: 20 pts)

• need for the program and impact in the community.
• accessibility to and involvement of underserved and diverse communities
• audience development efforts
• advocacy for the arts
• evidence of cooperation and/or collaboration with other organizations

Administrative Capacity (20 pts)
(Alaska Native Arts: 15 pts)

• clarity of organizational mission goals
• evidence of ongoing planning
• demonstrated managerial ability
• level of program evaluation

Fiscal Health (20 pts)
(Alaska Native Arts: 15 pts)

• soundness of budget
• efforts to develop funding from a variety of sources
• demonstrated capacity to support programs

Additional Review Criteria for Native Arts Organizations (30 pts)
Alaska Native Arts Qualifications

• benefit to the Alaska Native community involved
• benefit to Alaska Native artists and/or endangered arts
• level of participation of Alaska Native people in the project staffing and budget
• support of local Alaska Native organizations

REVIEW CONSIDERATIONS FOR LOCAL ARTS AGENCIES
Important review considerations are made for Local Arts Councils. Many communities in Alaska have nonprofit agencies which serve as local community arts councils. While the basic criteria for grant applications is the same as other organizations, many local arts agencies provide different services to a community than a producing, presenting or exhibiting organization. The mission of a local arts agency often focuses on outreach and education and includes advocacy for the arts. These organizations also often serve as umbrellas for smaller, casual arts and cultural organizations which might not yet have acquired 501c3 status. They also may be membership organizations, facilitate community cultural plans, operate community arts cultural facilities, provide services for other arts nonprofits, in addition to providing grants/awards and programming.

ARTISTIC SUPPORT MATERIAL
ASCA no longer accepts hard copies of support materials. Panelists will view all support materials either online or in documents uploaded in your application.

Select the highest quality artistic material to best represent the organization. Examples of artistic support materials include: brochures, programs, flyers, photos, PowerPoint slide shows, video, music, and publicity material.

BIENNIAL GRANT REVIEW PROCESS
Staff will review your application for completeness, budget accuracy, and compliance with previously awarded grants (if applicable). You may be contacted for additional information or asked to submit updated financial information after you submit your application and prior to the panel review meeting.

The Alaska State Council on the Arts convenes a Biennial Grant Review Panel consisting of citizens from across the state to evaluate the applications based on the criteria listed above. Many panelists will not be familiar with your organization. A lead panelist will introduce each application and initiate review and discussion of the application with the panel. The lead panelist will also comment on the application narrative, budget and support material within the context of the review criteria. Applicants must provide a narrative, budget information and support material aligned with review criteria for the panel.

The Biennial Grant Review Panel meeting is typically held in April. It is open to the public via statewide teleconference. Organization representatives may also attend in person. A complete agenda with panel review dates will be posted on the ASCA website prior to the review.

Panel scores are forwarded to individual applicants. Panel comments are available to individual organizations upon request.

A formal appeal process is available if applicants chose to contest their score. Formal appeals of panel scores must be submitted by letter and addressed to the Executive Director of ASCA within 14 days of notification of panel score. Appeals are only considered in the following instances, which must be cited in the letter:

1. The application was reviewed on the basis of criteria other than those appearing in these guidelines
2. Panelists were influenced willfully or unwillfully by members who failed to disclose conflicts of interest
3. Erroneous information was provided by staff, panelists, or Council members at the time of review

ASCA's Executive Director will review the letter to confirm that the appeal is based on one or more of the instances listed above. If the Executive Director determines that the conditions have been met, the appeal will be forwarded to the full Council for review.

The Council determines final funding awards based on their review of applications and the Annual Grant Review Panel scores. ASCA staff will notify applicants of the Council's funding awards following the Alaska State Council on the Arts Annual Meeting in June.

DEFINITIONS, REGULATIONS AND ACCESSIBILITY INFORMATION

Definitions | Biennial Review Process | Appeals Process | Alaska State Regulations | Federal Regulations | Arts Accessibility

TO APPLY
Select the LOG IN button to the left. If you are a repeat applicant use your organization's existing profile user name and password. Do not create an additional organization profile. If you are a first time applicant create an organizational profile.

Select the CURRENT APPLICATIONS button. Grant Programs are listed in alphabetical order. Scroll down to select the grant application for the upcoming fiscal year. Select the Start Application or Edit Application hotlink under the program description to begin the application.

DEFINITIONS

ASCA Alaska State Council on the Arts

AIE Arts in Education, a program of ASCA, providing resources to place artists in school residencies.

ADA The Americans with Disabilities Act of 1990 law prohibits discrimination toward individuals based on disability. Disability is defined by the ADA as "a physical or mental impairment that substantially limits a major life activity."

Admissions Revenue derived from the sale of tickets/admissions for activities attributable or prorated to the application activity.

Subscriptions/memberships Revenue derived from subscriptions sales or memberships for activities attributable or prorated to the application activity.

Applicant Cash Funds from applicant's present and/or anticipated resources that applicant plans to provide to the application activity. This may include savings, carryover funds, board of director cash donations and other cash donations.

Capital Expenditures Expenses for additions to a collection, such as works of art, artifacts, etc., the purchase of which is specifically identified with the project OR expenses for purchase of buildings or real estate, renovations or improvements involving structural change, and permanent and generally immobile equipment such as grid systems or central air conditioning, etc.

Contracted Personnel-Administrative Payments for contracted personnel specifically identified with the organization’s administration. Include administrative personnel, press/media/fundraising consultants; and supportive personnel such as maintenance and security staff, ushers and other front-of-the-house and box office personnel.

Contracted Personnel-Artistic/Production Payments for contracted personnel specifically identified with the artistic or production aspects of the project. Include contracted visual or performing artists, artistic directors, technical directors, conductors, curators, dance masters, composers, choreographers, lighting or scenic designers, production and stage crews, technicians, film makers, etc.

Contracted Services Revenue Revenue derived from fees earned through sale of services. Include sale of workshops, etc., to other community organizations, government contracts for specific services, performance or residency fees.

Corporate/Business Support Cash support derived from contributions given for the application activity by businesses, corporations and corporate foundations, or a proportionate share of such contributions allocated to the activity.

FY Fiscal year. The State fiscal year is July 1 through June 30.

Foundation Support Cash support derived from grants or appropriations given for this project (other than this grant request) by private foundations, or a proportionate share of such grants allocated to the application activity, or current board member cash donations.

Fundraising expenses Costs related to solicitation and acquisition of cash or in-kind contributions.

Government Support Cash support derived from grants or appropriations given for this project by government agencies, or a proportionate share of such grants or appropriations allocated to the application activity.

Indirect Costs "Overhead" costs incurred for common or joint objectives and not readily assignable to specific activities.

In-Kind The estimated dollar value of services or materials contributed to support the application activity, excluding cash contributions. The valuation of donated supplies must not exceed the fair market value of the property at the time of the donation. Volunteered professional services must be calculated at a "fair market" price, that is, at a minimum wage that a person paid to do the same work would be paid.

LAA Local Arts Agency. Local arts agencies provide different services to a community than a producing, presenting or exhibiting organization. The mission of a local arts agency often focuses on outreach and education and includes advocacy for the arts. These organizations also often serve as umbrellas for smaller, casual arts and cultural organizations which might not yet have acquired 501c3 status. They also may be membership organizations, facilitate community cultural plans, operate community arts cultural facilities, provide services for other arts nonprofits, in addition to providing grants/awards and programming.

Marketing Costs of services and products that are purchased to raise the public’s awareness of and access to the organization’s activities. Include costs of newspaper, radio, and television advertising; ticket service fees; marketing surveys; design, printing and mailing of brochures, flyers, and posters, etc.

Other Revenue Revenue derived from sources other than those listed above. Include catalog sales, advertising space in programs, gift shop income, concessions, parking, pull tabs, etc.

Remaining Administrative Expenses general expenses such as office supplies, materials, telephone, etc. not allocated to other line item categories.

Remaining Artistic/Production Expenses general artistic or production expenses not allocated to other line item categories.

Salaries & Benefits-Administrative Payments for employee salaries, wages, and benefits specifically identified with the application activity. Include administrative personnel and supportive personnel such as maintenance and security staff, ushers and other front-of-the-house and box office personnel.

Salaries & Benefits-Artistic/Production Payments for employee salaries, wages and benefits specifically identified with the artistic or production aspects of the project. Include artistic directors, technical directors, conductors, curators, dance masters, composers, choreographers, lighting or scenic designers, production and stage crews, technicians, film makers, visual or performing artists, etc.

Project Dates The start date of the application activity should be set prior to the anticipated expenditure of grant funds. The end date should be set at a point when no further expenses related to the project will take place. All grant funds must be expended by the grantee within the fiscal year the funds were granted.

Exhibition/Production Expenses Materials and service costs associated with preparing for a performance, exhibit opening or other public presentation of artistic work. Include scripts, scores, lumber and nails, storage, photographic supplies, sets and props, equipment rental, insurance fees, non-structural renovations or improvements, trucking, shipping and hauling and other such expenses.

Rent, Utilities, Maintenance Expenditures made for use of administrative office space OR artistic space (i.e. rehearsal, theater, gallery, and other such spaces).

Travel/Per Diem All costs for travel directly related to the travel of an individual or individuals associated with the application activities. Include fares, taxis, gratuities, per diem payments, toll charges, mileage, allowances on personal vehicles, car rental costs, etc. ASCA cannot fund per diem that is higher than State rates (available from ASCA).

Underserved Underserved communities or populations are defined as those whose access to arts programs, services or resources or whose opportunities to experience the arts are limited by geography, economic conditions, cultural demographic, sociopolitical circumstances, disability, age, or other demonstrable factors.

ALASKA STATE REGULATIONS

ASCA Grant programs are governed by State of Alaska Administrative Code 20 AAC 30.010‑30.985.

FEDERAL REGULATIONS

You agree to comply with all Federal statutes relating to nondiscrimination. These include, but are not limited to

(a) Title VI of the Civil Rights Act of 1964; (b) Section 504 of the Rehabilitation Act of 1973; (c) Age Discrimination Act of 1975 and (d) Title IX of the Education Amendments of 1972, where applicable.

You agree that costs will reported in accordance with the principles stated in OMB Circular A-122 (nonprofit organizations), or OMB Circular A-21 (educational institutions), or OMB Circular A-87 (state and local governments).

You and any organization you assist will comply with U.S. Department of Labor Fair Labor Standards as set forth in Part 505 (29C FR) Labor Standards in regard to employment of professional performers and related supporting professional personnel, mechanics and laborers employed for any project, and the health, safety and sanitary laws of the State.

You will comply with National Endowment for the Arts regulations (45 C.F.R. 1154) relating to "Debarment and Suspensions," requiring applicants to certify that they have not been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in a grant by any Federal department or agency.

You will comply with the Drug Free Workplace Act of 1988 (41U.S.C. 701 et seq and 45 C.F.R. pt. 1154).

You agree to comply with the Uniform Administrative requirements as outlined in Circular A-110 for grants with institutions of higher education and nonprofit organizations (units of state and local governments and federally recognized Indian Tribal governments are subject to the administrative requirements codified by the Endowment as part 1157-Uniform Administrative Requirements for grants and Cooperative Agreements).

You agree to request approval in writing for all travel outside the United States, its territories, and Canada which was not identified in your application. Additionally, such travel (inclusive of persons or property) that is paid in whole or in part with Endowment funds must be performed on a U.S. air-carrier when such service is available.

You agree to comply with the Native American Graves Protection and Repatriation Act of 1990 (25 U.S.C. 3001 et seq) which applies to any organization which controls or possesses Native American human remains and associated funerary objects, and which received Federal funding, even for a purpose unrelated to the Act.

Consistent with Public Law 101-512, when purchasing equipment and products under this subgrant, you are encouraged, whenever possible, to purchase American-made equipment and products.

Audit Requirements: Institutions of Higher Education and other Nonprofit Organizations are subject to the audit requirements contained in OMB Circular A-133, effective July 1, 1996, entitled "Audits of Institutions of Higher Education and Other Nonprofit Organizations" whenever these institutions are subgrant recipients of federal financial assistance of $300,000 or more. State and Local Governments are subject to the audit requirements contained in OMB Circular A-128 entitled "Audits of State and Local Governments" whenever those organizations are sub-grant recipients of federal financial assistance of $300,000 or more.

ARTS ACCESSIBILITY CHECKLIST

The Arts Accessibility Checklist outlines major access accommodations to assist your organization in making your facilities and programs fully accessible. Your organization's responsibilities and obligations must focus on several key requirements under the Architectural Barriers Act, Section 504 of the Rehabilitation Act, and Titles I, II and III of the ADA. These laws and regulations do not tell your organization how to accomplish these goals. Instead, they have been written to allow as much flexibility as possible.

Achieving accessibility and compliance with disability laws is an ongoing process. Good accessibility practices can maximize compliance opportunities while minimizing risk. These practices should complement any existing accessibility efforts and planning that your organization has already undertaken. Contact the Alaska State Council on the Arts 504/ ADA Coordinator for a copy of the publication Design for Accessibility: A Cultural Administrator's Handbook. Or access it on the National Endowment for the Arts website: http://www.nea.gov/resources/Accessibility/index.html

1. Our organization will not discriminate against individuals with disabilities.

2. Our organization will provide individuals with disabilities effective communication mechanisms and an equal opportunity to benefit from programs, activities, goods and services.

3. Our organization will remove barriers to existing facilities and assure that all new construction, renovations and alterations meet or exceed applicable federal accessibility standards.

4. Our organization will review and modify policies, procedures and practices to prevent discrimination.

5. Our organization will provide individuals with equal employment opportunities.