2017 LOCAL ARTS GRANTS FAQs ABOUT THE PROGRAM

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1 1. What is new in 2017 for Local Arts Grants? 2017 LOCAL ARTS GRANTS FAQs ABOUT THE PROGRAM a. The application in Common Grant Application has been revised. There are fewer application sections and narrative questions. Local Arts Grants applications are submitted online through Common Grant Application. See the RESOURCES section of the SVCREATES LAG webpage for links to reach Common Grant Application to register and/or start an application, for a video tutorial, and to contact staff. b. DataArts (formerly CDP) migrated to a new data platform in early See the RESOURCES section on the SVCREATES LAG webpage for DataArts links. Contact DataArts directly with questions about initiating or updating your organization s profile and how to create the SVCREATES Funders Report. c. Same as last year, applicants are encouraged to attend the panel review session. We will audio record the panel comments and make the recordings available to applicants. Regarding applicant response at panel review sessions: o This is new! In response to applicant feedback over the last few years, we have added the option for applicants to provide an oral response at the review session. Applicants may speak up to two minutes maximum to specifically address comments made during the panel discussion of their application, to provide clarification to questions raised or to communicate relevant information not included in the application. Applicants will speak immediately following the panel discussion of their o application. Same as last year at the panel review session, applicants may choose to submit a written response (form provided by SVCREATES) immediately after the review period when the application is discussed. o This is new! Applicants may choose to provide written comments OR speak for up to 2 minutes one option but not both. Both the written and spoken comments will be considered by the panel during closed recess periods. 2. What is unchanged in Local Arts Grants from last year? If you have program questions, please contact us. In lieu of hosting large information sessions, we will schedule open office hours and appointments. If applicants want to meet, we ll schedule small sessions for applicants to learn about program updates and ask questions. To ask a program question or schedule time, please contact us at grant.apps@svcreates.org or at (408) x204. Watch for program announcements about an SVCREATES grantwriting workshop that will be held in late February 2017, where we will also present a section with highlights and tips on writing the LAG application. The Focus areas are the same as in They are: Access, Advancement, Participation, and Preservation. There is one deadline for all Focus areas: Friday, April 7, Applications must be submitted through Common Grant Application by 5 pm Pacific. Funding continues to be for general support. The grant term for the 2017 Local Arts Grant is 7/1/17 through 6/30/18. This is aligned with the fiscal year for SVCREATES and for many local arts organizations. 1

2 ABOUT THE PROGRAM, con t Two key documents for the LAG application, the Report on Previous Grant (also known as the final report) and the Budget and Notes forms will again be posted in Common Grant Application at the bottom of the Instruction section. We ll also post them in the RESOURCES section on the SVCREATES Local Arts Grants webpage. Local governments are not eligible to apply for LAG grants. University or college requests will be considered for project support, as opposed to general operating support for the university/college. We do not support indirect (or overhead) costs for university/college requests. We will no longer accept optional hard copy printed materials. Applicants may still upload up to two documents (review, survey, letter of support) with the application. The DataArts/CDP Funders Report is still required as part of the application. Refer to the SVCREATES LAG webpage RESOURCES for DataArts contact information and how to run the Funders Report. Above all, this grants program is a competitive process. The best thing to do is write a great request and submit complete materials, to get as high a score as possible. 3. Are there any restrictions to general operating support? Local Arts Grants may not be applied toward support for political or religious purposes, capital improvements, fundraisers for other organizations or causes, the purchase of equipment or real property, and projects already completed. 4. What is the 2017 Local Arts Grants Program timeline? Late January 2017: Guidelines and program materials posted to website Late January 2017: access to online application at Common Grant Application Friday, April 7, 2017: Deadline for applications in all Focus areas Late May early June 2017: Panel review sessions for all Focus areas We will announce the schedule for grant notifications and the schedule for payment of grant awards as soon as possible. Grant payment will be made upon receipt of signed grant agreements and, if applicable, final reports due for any previously awarded SVCREATES/Arts Council Silicon Valley grants. 5. Do we have to choose ONE Focus area? And if so how do we decide? Examine your primary mission and focus. Go with your strength. Selecting one Focus area does not mean that you are not involved in any of the other Focus areas, but that activities in other Focus areas strengthen or serve your primary focus. 2

3 ABOUT THE PROGRAM, con t 6. Does an applicant organization have to be a 501c3 nonprofit to apply for Local Arts Grants funding? Level 1 applicants are not required to be a 501c3 nonprofit organization but must have a fiscal sponsor that is either a 501c3 organization OR a resident of Santa Clara County who will provide his/her Social Security number, receive funds on behalf of the organization, and be responsible for all tax reporting/filing. Level 2, 3 and 4 applicants must be 501c3 nonprofits. We do not accept fiscal sponsors for applicants in these grant levels. 7. Does an applicant organization have to be located in Santa Clara County? Yes, applicant organizations must be based in Santa Clara County. This means the organization s primary business or performance/presentation location and the majority of its activities must be in Santa Clara County. Please note that if a Level 1 applicant is using an individual as fiscal sponsor, that individual must be a resident of Santa Clara County. ABOUT THE APPLICATION PROCESS 1. Will Local Arts Grants applicants be required to submit applications via Common Grant Application? Yes, applicants will submit Local Arts Grants applications through Common Grant Application (CGA), our grantmaking partner who provides an online application platform. CGA applications are available online, starting in late January Please see the RESOURCES section of the SVCREATES LAG webpage for links to reach Common Grant Application staff, for a video tutorial, and to register and/or start an application. If you are a returning applicant, use the same account you used last year and do not register again. (If you register again, it is as if you are new grantseeker.) If you have forgotten your user name or password you can request to have it sent to you again. Go to: Returning applicants will find all the documents and background information submitted last year. These can be edited, revised, updated, etc. Please remember to upload and attach updated documents for your new, 2017 application. If you don t, last year s attachments will be submitted with your 2017 application. In Common Grant Application, it is critically important for applicants to read the instructions in each section for information on what is required in application fields. 3

4 ABOUT THE APPLICATION PROCESS, con t 2. Will applicants be required to submit a DataArts/CDP report and why is this report required? Yes, applicants are required to create a DataArts/CDP profile and submit a Funders Report. For 2017 Local Arts Grants, applicants need to submit information for the past two fiscal years (i.e and 2016). Applications without the SVCREATES Funders Report will not be considered for funding. Please see the RESOURCES section on the SVCREATES LAG webpage for DataArts/CDP updates, contact information, and how to run the SVCREATES Funders Report required for the LAG application. Contact DataArts directly with any questions about initiating or updating your organization s profile or creating the Funders Report. We know that it takes time and effort for an organization to complete a DataArts/CDP profile. We require the CDP profile and funder report for some compelling reasons: - It is sound financial practice for arts organizations to create and annually update CDP profiles. - Many funders require CDP participation. Creating a CDP profile may expand funding opportunities. - The CDP database stores vital organizational history in a consistent, central, and accessible tool that helps to further strengthen the arts sector. - SVCREATES uses the aggregated CDP information from our constituents in our own regranting applications and final reports. The data strengthens our grant applications and helps us raise more funds for local arts organizations. 3. How do I create a DataArts/CDP Funders Report for Silicon Valley Creates? It takes several steps to submit a CDP Funders Report: 1. Applicants must complete a CDP profile. Allow plenty of time to complete this. 2. After completing the CDP profile, applicants must download the SVCREATES Funder Report. Contact DataArts/CDP directly with any questions about initiating or updating your organization s profile or creating the Funders Report. This report is specific to the SVCREATES, and is the only CDP document that an applicant will submit. Please ensure that you are using the correct funder report format look for the SVCREATES logo. Please see the RESOURCES section on the SVCREATES LAG webpage for DataArts contact information. Contact the DataArts/CDP help desk directly for assistance. You ll need to make sure you select the correct funder (SVCREATES) to run the correct report. Organizations can set up or update their CDP profiles at any time after their fiscal year ends. Most organizations have closed their fiscal year on June 30. Profiles for the 2016 fiscal year can be updated beginning NOW. Don't wait until the last minute. Go to: 4

5 ABOUT THE APPLICATION PROCESS, con t 4. What assistance is available to applicants? Program Information We are here to answer program questions, and we are scheduling open office hours for phone calls and meetings. To ask a program question or schedule time, please contact us at grant.apps@svcreates.org or at (408) x204. Watch for announcements about a grantwriting workshop that will be held in late February 2017, where we will also present a section on highlights and tips of writing the LAG applications. In completing the application, remember that your application will be reviewed by panelists who may or may not know your organization. Make it easy for the panelists to review the sections of your application. In your narrative responses, be concise; you may use bullet points. California Cultural Data Project Please see the RESOURCES section on the LAG webpage for DataArts/CDP updates, contact information, and how to run the SVCREATES Funders Report required for the LAG application. Contact DataArts/CDP directly with any questions about initiating or updating your organization s profile or creating the Funders Report. Common Grant Application Please see the RESOURCES section of the LAG webpage for links to reach Common Grant Application staff, for a video tutorial, and to register and/or start an application. For technical questions about Common Grant Application (the platform itself), please contact CGA at (310) or press the gray Contact Us bar at the top right on CGA s website to send an . You can find the two required forms for the Local Arts Grants application, the Budget and Notes form and Report on Previous Grant form, in the RESOURCES section on the LAG webpage and in the Instruction tab when you start an application in Common Grant Application. Please note: It is critically important to read the instructions on each page within the application, while you are working on your application. 5. My organization falls within two funding levels. Which should I apply for? If an organization s expense level crosses over into a higher (or lower) level, it does not have to automatically move to that level. To determine the appropriate grant level: - Calculate the average expenses over the past three year s budgets. - Disregard one time revenues/expenses or cyclical pass through items such as: o Revenue: Bequest or one time gift o Expense: Large equipment purchase o Pass through: Income/Expense for tour Bear in mind that although applicants at higher levels can apply for larger grants, the degree of competition also rises at higher levels as larger budget organizations have paid development staff. SVCREATES has final determination on application level and may re assign an application to an appropriate level. 5

6 ABOUT THE APPLICATION PROCESS, con t 6. How can an applicant submit a Report on Previous Grant if the previous grant s project takes place AFTER the April 2017 grant application deadline? All 2017 LAG applicants are required to submit a Report on Previous Grant with their online applications LAG grantees whose principal activities/events take place between April and June 2017 may request an extension of their final report due date. These groups would indicate "Project not completed" in the submitted report form. 7. What kinds of support materials are most effective? Reviewers may not be familiar with your organization. The most effective support materials give the reviewer an idea of the essence and quality of your organization s artistic programming (e.g. a visual arts organization can submit an exhibit catalog; an arts education organization can submit a curriculum or sample of students work; a performing arts organization can submit a video or audio file, and/or reviews of a performance.) Reviews are informative, while calendar listings are not. Articles in foreign languages must be translated. Review panelists strongly recommend that performing arts applicants submit video work samples. 8. Are organizations required to submit an audited financial statement? Only Funding Level 4 organizations (annual expenses $1 $2 Million) are required to submit audited statements with their applications. 9. Where do I find instructions for filling out the Common Grant Application form? Look for the instructions at the top of each section in the Common Grant Application and look for more details at some questions. 10. What happens if an organization does not submit the required DataArts/CDP Funder Report for SVCREATES? Applications without complete CDP Funder Reports for years 2015 and 2016 will not be considered for funding. We will remove applications submitted with no CDP funder report, with a report missing information for the two required years, or with the wrong report (e.g. draft report, full CDP profile (all 20+ pages), or a report for a funder other than SVCREATES). EXCEPTIONS: The only exceptions may be larger budget organizations with fiscal years ending December 31, who have to wait until their audits are complete before they can update their CDP information. These organizations will submit CDP funder reports for 2014 and 2015, and include an explanatory note in the Budget and Required Notes attachment. 6

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