Questions and
Answers to Help You With Your Grant Application
Over the past year,
while working on a long range planning process for the West
Virginia Commission on the Arts, the Arts Section staff has fielded
a number of questions about how we work. Here are some basic
questions, and some relating to experiences from the last round of
grant funding. We hope they are helpful.
Who is eligible for
West Virginia Commission on the Arts (WVCA) funding?
Individual artists living in the state of West Virginia and
non-profit, 501c3 organizations incorporated in the state for at
least one year.
Where do I start if
I have an idea for a project that I hope to get funded?
Talk to one of the arts staff. Visit our website
(www.wvculture.org) and look at the Arts Commission. Look at the
chart of programs to see where you fit. Read the
guidelines!
What is a cash
match?
The WVCA supports arts projects in communities. The communities
must show their support for the projects as well. No project is
awarded more than 50% of an eligible cost, which means that you
must be able to raise the other 50% through earned income (ticket
sales, etc.) or donations from individuals, corporations,
foundations or local government. All dollars awarded by the WVCA
must be matched with cash. No in-kind matches are
accepted.
How do I know which
form to use? How do I fill it out?
Talk to one of the arts staff. We are here to answer your
questions. Once you get the correct application form make sure you
follow the instructions that accompany it. Read them and read them
again.
How do I know if my
application is complete?
Use the checklist included in the General Grant Program Application
Instructions. It not only is a tool for your convenience; it
outlines required information if your grant is to be reviewed.
Then, at least two weeks before the deadline, send in a draft for
review. Our staff will provide written comments to help you improve
your application and make note of items you should
provide.
Do I have to
include the checklist?
The application for the General Grant Programs does not require it,
but many applicants use it as a safety net to show that each item
has been checked as the final application is assembled for mailing.
The Cultural Facilities and Capitol Projects grant requires the
inclusion of the checklist.
Will someone
contact me if I forget something?
No! After the deadline, no one will contact you to correct a
problem with your application. The time to nurture a project is
before the deadline.
How far ahead
should I apply?
For Mini Grants and Technical Assistance requests your application
must be received six weeks before the project date. For
Professional Development for Individual Artists grants, Arts in
Education and all General Grant categories, the funding period is
the fiscal year beginning July 1 and ending June 30. For example,
if you apply at the February 1 or March 1 deadlines in 2002, your
project must occur between the July 1, 2002 and June 30, 2003. When
in doubt, ask the arts staff.
Who reviews my
grant application?
The Arts staff looks at your application first and prepares it for
panel review. Panels are made up of 1) members of the West Virginia
Commission on the Arts, 2) peer reviewers who are members of the
arts community with particular areas of expertise and 3) experts
from other state arts councils and arts organizations. The West
Virginia Commission on the Arts makes all final
decisions.
How is my
application evaluated?
It is evaluated using the following criteria, available in the
grants and services handbook and online at the WVCA website.
• Degree to which the project fulfills the WVCA mission and
goals
• Artistic integrity and quality
• Artistic merit
• Artistic vision/mission of the organization
• Ability of project to contribute to artistic growth
• Management
• Complete and accurate application
• Adequate planning and management skills to assure
success
• Balanced and clear budget
• Commitment of local funds
• Marketing plan with well defined target audiences
• Effective means of evaluation
• Community involvement/access
• Potential for impact on community or participants
• Evidence of efforts to identify, include and benefit rural,
under-served, culturally diverse, student, senior citizen and
disabled audiences.
• Evidence of cooperative planning/partnering with other local
organizations or individuals
• Accessibility of project to people with disabilities
• Need/equitable distribution of WVCA Funds
I applied to the
commission in the past. Have things changed?
Yes! Staff, commission members, programs, forms, guidelines and the
process have all changed. As part of its ongoing planning process,
the commission listens to its constituents and makes changes in
programs that are not providing maximum benefits to West Virginia
citizens. So new opportunities may exist that you don’t know
about. The process has become more competitive, so applications are
closely reviewed for thoroughness and completeness. More
documentation may be required for some programs. You can now
download application forms from our website. Talk to our staff and
read the guidelines to find changes.
What constitutes a
contract and why is it important?
A contract states the specifics of an agreement between two
parties. It clearly relates what each party expects of the other.
Basic elements of a contract include:
• Names and addresses of parties entering the agreement
• Nature of the agreement (description of the service to be
provided)
• Date, time and location
• Fee
• Signatures of parties entering the agreement
• These components must be present. Contracts are required for
any artist or service for which you apply to the WVCA for funding.
No contract, no funding!
Why do I have to
write a narrative for my application?
Applications are carefully considered by all panelists. To
understand your organization, your community and your project, the
panel needs a complete picture of your project. Don’t assume
that panel members know who you are. New staff and new panelists
may have no clue to the history or good work you have done. Tell
them!
I want to present a
college choir as part of my series. Are they eligible for
funding?
A college choir is considered an avocational group. Even though the
quality of their performance may be excellent, they are not yet
considered professionals because they are students. They may,
however, be considered for funding for travel expenses. It is
important that their contract states that the fee is for travel
expenses only.
Are the
expectations for quality accessible programs the same for arts
organizations and schools?
Yes. All programs and facilities should be accessible to all
citizens. Contact Martha Collins, Arts in Education/504 ADA
coordinator, for specific requirements.
I notice that the
amount of money available to the commission for granting to arts
projects has not grown in several years. What does that mean to me
as an applicant?
The competition is fierce. The pool of money for project grants has
stayed the same for many years, and the number and costs of arts
projects keep rising. In response, the WVCA has developed
strategies to fairly distribute dollars. These include:
• No 100% grants awards. Even though the grants and services
book lists some costs as eligible for up to 100% funding, the WVCA
has chosen to fund at no higher than 50% of an eligible cost.
• Colleges and universities have seen their programs reduced
from 33% of eligible costs to 25%.
• Organizations whose budgets have grown each year are now
seeing flat funding levels for their projects. The WVCA cannot at
this time absorb the 15–20% growth rate when the pool of
funds remains the same. When programming, do not expect increases
over last year’s award.
• No contracts (complete with signatures), no funding.
The WVCA continually examines the process of grant review. The
strategies are not new policy, but have been used to stretch
available dollars to more quality projects.
What is a postmark
deadline?
The application package must have a USPS postmark of the deadline
date or before to be considered. There are no exceptions to this
rule! If that date falls on a holiday or weekend, check with staff
for instructions.
Are there ways to
let commission members know about my needs?
Yes! Once a year, in November, the WVCA holds a public policy
meeting. Interested citizens may address the commission with their
concerns at that time or provide letters to be included as part of
the meeting. Over the upcoming year, the public will be invited to
participate in a planning process to evaluate community and
individual artist needs. Meetings will take place in communities
all over the state. We want and need your participation.
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