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Technical Assistance Video Transcript
Domenica Queen April 22, 2022
Thank you for taking the time to watch our technical assistance video for the pandemic relief mini-grants for artists and arts-supportive organizations.
I’m Domenica Queen. I am with the Tamarack Foundation for the Arts. I would also like to take a second to thank the National Endowment for the Arts for providing the funding for this re-granting program that we’re able to offer to you. We’re really excited to be able to bring this opportunity to your community. And without further ado, I’m going to go ahead and walk through the process of the application and a few other things that you might need to know as you evaluate this opportunity to decide if you want to apply.
So I’m gonna go ahead and share my screen in just a second. Okay, so you can see that here we are at our main page for the Tamarack Foundation for the Arts. If you just go to Tamarackfoundation.org, you’ll see here at the top, we have a banner that says Pandemic Relief mini-grants for artists and art-supportive organizations, and the applications are open. So we’re going to go ahead and click on that.
Now, this is going to be your hub for files and information about the grants in general. We have our RFP linked over here. And you can see that we also have our application packet for both individual artists and arts supportive organizations. So there are different versions of the application, depending on who you are as an applicant. So do keep in mind, you will want to make sure that you have your version of each of these links as you’re working through. It’s a good idea, along with watching this technical assistance video, to pull up the grant guidelines document and just read through the whole thing. It’s going to provide you with a lot of answers to questions about things like the service area, how we’ll notify you of funds, how to figure out if you’re eligible or not, the application process, really everything that you need to know. And of course, we do want to be really supportive of you as you apply. So if there’s anything that is not clear in this document, or any of the other documents, feel free to reach out to us via email, I’m going to provide all of our emails at the end of this recording.
So as we’re going through, whenever you get ready to start the application process, I really recommend downloading this working document here. So this is a copy of the application that is on the submission form. But it is just the questions and it’s been formatted in a way that you can download it and type directly into it so that you can do your drafting in a Word document. And then when it’s time to go to the submission form, you just have to copy and paste over the answers to your questions.
As a person who has filled out a few grant applications before I can’t tell you how frightening it is to be editing specifically in the submission form in the browser and thinking, what if the browser doesn’t save? Or what if I accidentally, you know, erase all of what I just wrote and have no way to go back. So this is a good safety net for you. And it will also be a lot simpler to work through as you’re drafting your questions. And it’s just a Word document, you can open it in Microsoft Word, you should also be able to open it in Google Docs if you don’t have access to the Microsoft Office Suite, just a really bare bones outline to make it easy for you to type in and edit and think about your answers to these questions.
The next thing we need to talk about for the artists and the organization applications is this NHPA compliance form. In the application, there’s going to be a section that has areas for a number of attachments. And one of the things that you need to consider as you’re going through this grant is whether you’re going to need to submit the NHPA (National Historic Preservation Act) or an EPA (Environmental Protection Agency) questionnaire. This has to do with public art projects. This review process is really very quick and simple, so you shouldn’t stress out too much about it. However you do need to complete these forms if you are doing any type of project that’s on a building or that touches the ground. You need to consider the effect on the environment outside of just a painting hanging inside of a building. The form itself is linked over here on our portal. And you can read through the guidelines here and evaluate for yourself if you need to submit one of these forms. And again, if you have any questions about that, feel free to reach out to one of our team members. And we’ll be happy to clarify anything you need.
Now that we’ve looked at that really quickly, what I’m going to do is I’m going to walk through both of our applications in the Google Submission Portal. So we’re gonna go ahead and start with the artist’s application. I’ll highlight a few things there. And we’ll go through the organization application after that. And I’ll highlight a few things in there for you too.
This is what your application page is going to look like, for individual artists. So we have this divided up into sections so that you’re not staring at the whole thing at once. And all of these questions correspond to that Word document that’s on the portal so that you can work from there. This section is going to be all about you and your work and where you’re doing your work.
I am going to pause here for a second on the artist’s statement. If you’re sort of a first time applicant or you haven’t needed to write an artist statement or an artist bio before, we would love to help you. So if you want to send us a draft or you want some guidance on how to write one of those, you know, feel free to reach out to [email protected] foundation.org. Angelica is our creative network liaison. And she loves to help artists get their artist’s statement and bios together as well as other professional documents like the CV or photos of work that you might want to include.
So next we have our section about eligibility. This is just going to ask you if you have read the grant guidelines that are pointed out here, if you’ve had a chance to read our TA transcript or watch this video, and to verify you are going to be in the service areas that this grant applies to. And it also asks you to self certify to make sure that you are eligible to receive federal funds.
The next section of this application is all about the actual grant requests. So you’re going to name your project.
The grant request comes after that. So as part of your grant request, you are going to have to download a budget. And the budget form is available here. It’s going to be an Excel spreadsheet, which you can open up in Excel or you can also open it up in Google Sheets, in case you don’t have that program available. And I promise you it’s not a scary spreadsheet. It’s a very simple straightforward sheet that you can just download here. And if you have any questions about what types of costs are eligible for this, you can always look back at that grant guidelines document. But we also have it listed out here under the allowable cost section in this form for you. The next thing that you’re going to want to choose is the artistic discipline. If it’s kind of a cross collaboration between a museum and some design work and things like that, you can select more than one here.
You’re going to estimate your total loss of income due to COVID 19. And just kind of do a best guess job on that.
We want you to summarize your project. So this is basically the nutshell version of what you intend to do with these grant funds. So you don’t have to get too in depth. There’s space for that right after we just want you to summarize in one sentence, what you’ll be doing with this grant.
Finally, this is probably the meatiest question in the entire application–your project narrative. You’re going to describe the details of your project. And you want to make sure to include any community partnerships and other individuals including the planning and implementation of your project, as well as your inspiration for taking on this work. This is where you get to tell us the who, what, why and how of your project. And we have a 2500 character limit, and that’ll give you about a page to explain. You can always email us with a draft if you want it reviewed before the application is due, so that we can take a moment to sort of workshop ideas with you.
The other thing that might be something that requires a little bit more consideration is anticipated outcomes. So some examples of good anticipated outcomes would be if you were going to have a workshop, number of students (output) and what they might learn (outcome) and how you’re going to measure it (entrance/exit surveys). For example, it can also be community members exposed to this art practice. And then you could say, I’m going to measure this with a survey. So we want you to come up with at least one anticipated outcome, but you can have up to three anticipated outcomes here.
Now, we also do want you to provide a timeline where it’s going to take place, we will want you to identify some demographic information as you go through here. We’re going to go on to the next section.
All right, so the next section is about artistic excellence. So we want you to include information about the artistic backgrounds of the individuals and or groups involved in the planning and artistic process of this project. With this artistic excellence question, if you’re working with a group of artists, you’re going to want to provide their CVs. If you have just yourself, this is going to be about you and your qualifications. As an artist, we just want to hear a little bit about why the people who are involved in this project are really great fit creatively and professionally for the work that’s being done.
Then we have the artistic merit section. This is going to be much more about your relationship between the art that you’re going to be creating and the people in the communities you’re going to be creating it for. So we are looking for community-centered projects that concern themselves with serving the individuals in a community.
Finally, we have our review of risk. I want to point out the public art compliance form here. Again, this is that questionnaire that asks if you are going to under create any works of art in public spaces. So if you’re going to be doing something in a public space, you do need to check out that compliance questionnaire and fill it out and upload it if it’s necessary for your project.
And finally, we’re at the last part of this application. What we have here is the section for attachments. The attachments are going to be where you get to tell a little bit of the extra story of your project. So say you have a community arts project that is going to involve you and a partnership with another artist and you guys are going to be working with a local organization and a local public space. This is exactly where you want to provide a letter of support from the organization or your CV and your fellow artists CVs. This is a really great place to put any coverage of artworks or public art that you’ve done in the past, basically anything that will strengthen your application and tell a little bit more of the story of why you’re going to be doing this project, and how it will benefit the community.
We also have another section here for work samples. So the way I look at these two differently is that we have the support materials, which is mostly words. And then we have work samples and work samples are going to be more like audio, video,portfolio pictures, that sort of thing. And if you do have a lot of your work on a social media account, or something like that, you can include a Word document with links to your website or social media so that we can get a good picture of what your work is like.
Finally, we have that grant project budget form that you saw earlier, the public art compliance questionnaire again, and then we have a certification form. And this certification form is just to certify that you have read everything you are supposed to read, and you are authorizing your obligation to do the things that you have said you are going to do in the application. And basically what you will do with this is you will print it out or put it in Adobe Fill and Sign and fill out these areas here, sign and date it, and then upload a copy of it to the application.
So that is the application for artists.
I’m going to go ahead and switch to the application for arts and art supportive organizations. It’s going it’d be pretty much the same. It has a lot of the same sections, maybe a couple of extra steps in it. But it is also a Google form. And if you do look down here, you can submit this once you get to the end of it. And a copy of your responses will be emailed to the email address you provided. So if you submit this, and you want to go back and update your response, you can totally do that, you just have to go to the link that’s in your email.
So I’m going to go ahead and go back to our website here. Hop over to the application applications.
Alright, so for this round, we are going to pretend we are an organization. They also have a working document, and they also need to provide the NHPA compliance form. I’m going to start here in the submission form. As you can see, the submission form is very similar. The submission form has a lot of the same information. We’re starting out with the section that’s about your organization.
One thing I do want to point out is we will need a sam.gov UEI information on how to get a sam.gov UEI. If you don’t already have one, there are directions in the guidance document and there’s information on the grants page on our website. This is not the fastest process, so I would recommend that before you go too far into applying and designing your project. I would make sure that you go through that process and get a sam.gov UBI.
So again, this is all of the information for your organization–where you’re based, your zip code, mission statement, your organization description. So that’s the basic information section.
Now we are going to a section that isn’t in the artists application. This is for authorized officials. So we do want the information of people who are authorized to sign contracts for your organization. We have room for contact information from two contacts. We have a primary contact and a secondary contact, but only the primary contact is required. I know some organizations have pretty small staff. It’s perfectly fine to just have one contact in this section.
And now we’ve gone over to the eligibility section. This is very similar. Again, we’re asking if you have read through the granting documentation, we’re asking if you’re eligible, we’re asking if you’re going to be doing work in the green areas.
Now we’re over to the grant request information. So again, this is the section that talks all about the grant request you’re making to us. So for organizations, these grants are intended to support the operations of your organization, and it’s art supportive programming. And this is not for new projects, but for a revival or a continuation of things that were in place prior to the pandemic or have been somewhat slow. We have the same grant request associated with a budget form; your budget form is going to be very similar to the budget form for individual artists. It has different allowable costs. But again, that’s going to be provided here. And in the grant guidance document.
We have that same summary request for the program. We just want a summarized version of what you intend to do with this funding support.
Then we have the need for organizational support related to the impact of COVID-19 and recovery from the pandemic. How will these funds be used to support your organization’s operations? For example, if you had a contractor doing something for you before the pandemic that you had to end their contract, this might be a good way to bring them back. This might also be something that you use to support your staff positions that were either cut or reduced during the pandemic. Just think about what this would help your organization do and how this would help your organization recover. We have our anticipated outcomes/changes so we want to know what outcomes you hope to get from this grant. Again, we have you selecting artistic discipline, and if your organization intends to support a lot of different artistic disciplines just indicate however many. These are all pretty straightforward questions, about the number of employees you have and positions that were lost during the pandemic.
Then we have a bunch of demographics questions, just like in the other application.
And now we’re on to the artistic excellence session. This is a little bit different from our artist application. We want to know a little bit about the arts programming your organization coordinated prior to the COVID 19 pandemic. So if you had afterschool programs that were bringing in local artists to teach different methods or do different activities, that would be a good thing to list. Just go ahead and give us a couple of examples of what you were able to do before the pandemic. And then this is where you’re going to list out the programs that your organization is supporting during the 2023 fiscal year. Include details that demonstrate how programs represent meaningful arts experiences for the community. We just really want to know about what your programming looks like and what you want it to look like, and we’re hoping that this will help you bring back something that maybe had to go by the wayside because of the pandemic. So if you have any questions about either of those fields, feel free to reach out to us. We’re always happy to talk about it.
Now to the artistic backgrounds. We want to know that you are going to engage with artists through your programming and that they are a really good fit for your programs. We want to know a little bit about how you’re going to make sure that you’re working with the right people to bring these programs to life or to continue to bring these programs.
Now we are to the artistic merit selection. Again, this is all about the community that you serve the people that will be experiencing your arts programs, and how you interact with them.
So we are at fiscal organizations stability and we are asking a little bit about your long term stability plans, changes, and what role the board has played.
Again, I want to point out the public art compliance form. So we have that compliance questionnaire that you’ll need to fill out if you’re doing anything in a public space.
All right, and we are at the end of this application, as well.
So this is where you would upload your IRS letter stating 501c3 status. This is where you would have your board of directors list uploaded. We have an area for support materials here. If there’s something in your project that’s going to have to do with either a contractor or staff positions, this is a great place to put in resumes or CVs. If you are collaborating with partners on this request, definitely include your letter of support here. This is also a really great area to upload a photo of your public programming, like a photo from an event or something like that, and really anything else that will support your funding request.
We are back to the grant request budget form. Again, it’s a pretty simple Excel spreadsheet that just asks you to break out the different costs of this grant request. You will need to upload your 990 from 2020 and a 990 from 2019.
And then, again, this is the public art compliance questionnaire.
And we’ll have that certification statement that I talked about in the artist version.
So I am happy to say that we have walked through both of these applications. I’m gonna go ahead and stop sharing my screen here. All right. So thank you, again, for taking time to watch the technical assistance video. I know sometimes it can be overwhelming, especially if you’re a first time applicant to a grant.
And I just want to say we really want to encourage you, especially if this is the first time you’re reaching out for this kind of grant funding. Definitely send us an email anytime. Reach out and use all of the technical assistance we have for you. We will also be making ourselves available to have technical assistance calls before the first submission deadline. You can schedule a call with us by sending me an email. My email is D Queen, that’s [email protected] foundation.org.
So I hope that you all consider applying to this grant opportunity. We are really excited to be able to provide this to you through funding from the NEA and again if you have any questions don’t hesitate to reach out. Have a lovely day everyone.