FY19-20 JUMP STARTS
Grant Application Instructions
Application Instructions
DEADLINE: November 15, 2019 by 11:59 PM
New applicants to this program are highly encouraged to contact the designated staff to confirm eligibility before starting an application.
All grant applications must be submitted in the California Arts Council online grants management system, calartscouncil.smartsimple.com.
Registration and Certification
An authorized representative of the Applicant Organization must be registered, and organizational information must be certified, in advance. The following information and documentation should be prepared prior to beginning this process:
Applicant Organization Federal EIN (or that of Fiscal Sponsor, if applicable)
Applicant Organization DUNS Number (or that of Fiscal Sponsor, if applicable), obtainable from the Dun and Bradstreet Request Service website (requested, but not mandatory at the time of certification)
Applicant Organization contact information, including business address, mailing address (if different), county name, phone and fax number (if available), and website
Number of years Applicant Organization has engaged in arts programming
Year Applicant Organization began arts programs and/or services
Organizational mission statement and purpose
Brief summary of Applicant Organization’s core programs and services
Please refer to CAC Registration Information for additional guidance.
Application Checklist
Required Support Materials:
Letter of Support or Testimonial: Please provide a signed statement from a key stakeholder, partner, or community member. The statement should substantiate the quality of the organization and affirm the organization's impact on the community it serves.
Letter of Agreement (required for project grant proposals only): Provide a joint Letter(s) of Agreement signed by both the Applicant Organization and a school official from each site to be served. This letter(s) should indicate mutual commitment to the project and understanding of the roles and responsibilities of each party.
Teaching Artist Work Samples: Include up to three samples of Teaching Artist work providing evidence of talent and capacity both and artist(s) and
instructor(s). Video samples featuring interaction with students are highly recommended.
Student Work Samples (required for project grant proposals only): Provide up to two samples that best portray student work created under the instruction of the Teaching Artist(s).
Support Materials Notes: Provide brief descriptions of artistic work samples and other support materials. For video or audio samples, provide specific start and end times for the portion you would like the panel to review. Be sure to clearly indicate which specific files your notes are referencing.
SMU DataArts Funder Report: The California Arts Council requires all applicants to complete two Cultural Data Profiles (CDP) through SMU DataArts (formerly the Cultural Data Project) and generate a Funder Report to include with their application. The Funder Report will be used to assess your organization's fiscal health and activities. You will need two years of financial and programmatic data to fill out your CDPs. To complete this part of your submission, log in to the SMU DataArts website. See DataArts Instructions below for step-by-step instructions.
Payee Data Record (STD 204) – a fillable PDF is available to download, complete, and upload within the application.
Required Support Materials for Fiscally Sponsored Applicant Organizations:
Legal name of Fiscal Sponsor Organization
Fiscal Sponsor Organization Federal EIN
Fiscal Sponsor Organization DUNS Number
Fiscal Sponsor Organization executive leader’s name, phone number, and email
Fiscal Sponsor Organization mailing address
Number of years the Fiscal Sponsor Organization has been engaged in arts programming and/or services
A brief description of the history of the Fiscal Sponsor Organization’s arts programming and/or services
An IRS 990, 990-EZ or 990-PF form for the Fiscal Sponsor Organization; no other types of 990 forms will be accepted
A Letter of Agreement between the Applicant Organization and the Fiscal Sponsor Organization confirming their understanding of and compliance with the CAC Fiscal Sponsor Policy
Payee Data Record (STD 204) – available to download, complete, and upload within the application
Please refer to the CAC Fiscal Sponsor Policy for additional information.
Application Questions
The following questions will be asked on the application:
Partnership Profiles:
Please indicate the nature of your partnership(s) for this program, including partner organization name and institutional type.
Briefly describe the nature of the partnership(s) both for this project (and outside of it, if applicable) and how long it has existed.
Identify the individual who will be the primary point of contact at the partner organization as relates to this proposal.
Narrative Questions:
Provide a detailed description of your proposed project, including the artistic activities that will occur. (2500 characters)
Timeline: All activities to be funded by this CAC grant must occur within the stated Grant Activity Period of July 1, 2020 – June 30, 2021.
Please indicate the start and end dates for your project in the fields below.
Provide a detailed timeline of all key arts programming and/or services that will occur within the Grant Activity Period. (3000 characters)
At what facility (or facilities) will these activities take place? (2000 characters)
In addition to the development of artistic skills, what student outcomes does your organization seek to improve through its JUMP StArts project (e.g. socio- emotional, behavioral, academic, etc.)? (2000 characters)
How will project activities support the realization of these outcomes? (2000 characters)
What existing evaluation tools do you plan to use to measure progress toward goals in each of these outcome areas? If your organization is already engaged in evaluation, please report the results according to the tool(s) you used, including changes in the stated outcome areas. (2000 characters)
How will your organization and your partners ensure that the project provides a healthy, safe, and appropriate learning environment for system-engaged youth? (2000 characters)
What professional development trainings will be required for teaching staff? These trainings should encompass both facility protocols and best practices in working with system-engaged youth. (2000 characters)
Quantitative Questions:
Artistic disciplines to be taught
Duration and frequency of sessions (e.g., one hour twice a week for 12 weeks)
Number of sites served
Number of total students to benefit directly
Key Personnel Bios:
Provide a brief biography for each key individual (artistic, technical, or administrative) involved in this project. Include name, title, whether to be supported by CAC funds, relevant experience as it relates to this project, and role within the proposed activities.
If proposing therapeutic outcomes, applicants must establish the qualifications of service providers, how strategies are appropriate to the clinical and/or community arts setting, and how support is culturally responsive to participants. (1000 characters)
Equity:
Describe how your project design and implementation reflects a commitment to include and represent the communities to be served. (2500 characters)
Accessibility:
Describe your approach to ensuring the physical accessibility of programs and services for this project, as well as the accessibility of print and online materials. Consider personnel of the Applicant Organization and any partnering organizations, as well as program participants, and potential audience members in your response. (1500 characters)
Accessibility Contact Details: Identify the primary individual who will be responsible for managing aspects of accessibility as it relates to this proposal. This may be a program manager, accessibility coordinator, or other staff member of the Applicant Organization.
Budget Tables
A line-item project budget is required. Please refer to What the CAC Does Not Fund within the program Guidelines to ensure that all line items are eligible expenses.
SMU DataArts Instructions
Follow these instructions to complete a Cultural Data Profile (CDP) and Funder Report:
Go to the SMU DataArts website and use the orange login button to access your DataArts account. If your organization does not yet have a SMU DataArts account, choose the "Create an account" link to register.
Create and complete two CDPs, one for each fiscal year. Enter data using your board-approved financial audit/review or year-end financial statements.
- If your organization is not audited/reviewed, enter data using your board- approved, year-end financial statements.
- If your organization is an arts program/department within a larger institution, enter data based on internal financial statements of the arts program/department and indicate that you have a parent organization when selecting your organization type on the Customize Your Survey screen.
- DO NOT enter project budgets, budgets for future years, or incomplete or not-yet-approved audits/reviews/financial statements.
Some errors may be triggered as you enter financial data, and you will be able to review and resolve them as you work on your survey. Select the “Check and Complete” button to run a final, comprehensive error check when you are finished entering data, and correct any errors that may arise at that time. If you need assistance, call the SMU DataArts Support Center at 1-877-707-3282.
After you have finished entering and completing your two fiscal year surveys, you will then use your CDP data to generate a Funder Report to be included with your application materials.
- Go to Funder Reports and Grants and search for California Arts Council. Find the grant program which you will apply to, select the “‘View” dropdown, then “Submit Data” to share your data with California Arts
Council. A PDF Funder Report will then generate. Once you have run your report from SMU DataArts, download, save, then upload your Funder Report below. You can also find a video of step-by-step instructions here.
Applicant Organizations should direct questions concerning the CDP or Funder Report to:
SMU DataArts Support Center:
Toll Free: (877) 707-3282
Email: help@culturaldata.org
The Support Center is available Monday – Friday from 6:00 AM to 5:00 PM PST.
SMU DataArts website: https://culturaldata.org
Budget Notes must be provided for any noticeable increases or decreases (surplus or deficits) in line items from one year to the next.
Application Assessment
Panelists may consider any aspect of an application when ranking for each review criteria, including but not limited to the Areas of Assessment indicated below.
Review Criteria #1: Project Design and Implementation
Areas of Assessment:
Narrative and quantitative questions
Project budget
Letter of Agreement
Review Criteria #2: Artistic Merit
Areas of Assessment:
Artist(s) bio(s)
Teaching artist work samples
Review Criteria #3: Community Impact:
Areas of Assessment:
Narrative and quantitative questions
Organizational history and mission
Partnership description
Letter of support or testimonial
Student work samples
Review Criteria #4: Management and Leadership
Areas of Assessment:
Narrative and quantitative questions
Key personnel bio(s)
Organizational history and mission
Partnership description
SMU DataArts Funder Report
Project budget
Overall completeness and accuracy of application submission
Review Criteria #5: Equity and Accessibility
Areas of Assessment:
Narrative questions
Planning Grants are given a “yay” or “nay” vote by each panelist, based on the quality of the project design, the potential impact, and the capacity of the applicant to successfully execute the project. An application receiving a simple majority of “yay” votes is awarded $2,500.
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