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SC Arts Commission Grants Programs

Subgranting (SUB) Grant Guidelines
(Optional for Arts Councils)

What is an SUB grant?

Subgranting (SUB) provides funds to local arts councils for subgranting quarterly grants to organizations and artists in their region. The Arts Commission does not review or fund quarterly grant applications from a county that has a subgranting arts council, except when the Commission has pre-determined that a project has a statewide impact.

Who can apply?

Eligibility Requirements

Subgranting is only available to arts councils.

  1. Applicant must be a S.C. organization with primary mission focused on the arts (or an organization that serves as the primary arts provider in its community). A S.C. organization is one that reflects S.C. as its primary address on all current official organizational documents.

  2. Applicant must ALSO be
    • A charitable organization currently registered with the Office of the Secretary of State that has its own federal tax exempt status with the Internal Revenue Service; OR
    • A charitable organization currently registered with the Office of the Secretary of State applying through a tax exempt Fiscal Agent/Receiver organization; OR
    • A unit of government.

  3. Applicant must have at least a part-time staff (paid or volunteer) responsible for artistic, administrative and programmatic functions of the organization.

  4. Applicant must utilize a subgranting process approved by the Arts Commission that includes:
    1. Review of local applications by a panel that is representative of the community (i.e. business, education, minorities, government, artists) of no less than three members, including some individuals not directly associated with the subgranting organization (no more than 1/3 of the review panel can be members of your board);
    2. At least four application review periods per year;
    3. Current guidelines posted on the subgranting organization's website;
    4. Appropriate publicity for grant availability and deadlines;
    5. A single grant award that is at least $1,000;
    6. A limit of two awards per organization or artist per year;
    7. A match of at least 1:1 required of all individuals and groups receiving funding from the subgranting arts council;
    8. Notification to SCAC Regional Arts Coordinator of all subgrant review meetings.

  5. In accordance with federal government policy, the S.C. Arts Commission requires all organizations to include a valid DUNS number as part of their grant applications. Applications will not be accepted from organizations that do not have a DUNS number. What's a DUNS number, and how do I get one?
    • If using a fiscal agent/receiver, separate DUNS numbers are required of both the applicant organization and the fiscal agent/receiver.
    • Individual schools may use their school district's DUNS number and do not need to register separately.
    • All other organization applicants, including private schools, must provide a DUNS number.
    • Individual artists are not required to obtain a DUNS number.

Restrictions

Subgrant funding is not intended to support school-based artist residencies. See AIE grant guidelines.

When is the deadline (and other important dates)?

Important dates for FY19 SUB applicants:

  • Early March 2018 – online application becomes available
  • April 20, 2018 – application due
  • July 1, 2018-June 30, 2019 – grant period (fiscal year)
  • December 1, 2018 – first grant payment request due
  • August 15, 2019 – Final Report due

Grant Period

July 1-June 30 (fiscal year). Grants are awarded on 1-year cycle of approval. Read the Final Report section for details.

How much funding is available?

Funding

Up to $10,000 annually. Grant awards will be based on application reviews and the availability of funds.

Match

A minimum of 1:1 (applicant:SCAC) prior to regranting. A subgrant site's minimum sugranting budget should be your SCAC grant award times two. These subgrant funds must also be matched by your local grantees (see Program Requirements, item g).

Funding Credit

Visit the Coastal Community Foundation of South Carolina's websiteThis grant program is funded in part by a generous award from the John and Susan Bennett Memorial Arts Fund of the Coastal Community Foundation of SC. In addition to giving credit to the S.C. Arts Commission (see page 4 of the New Logo Style Guide PDF) and the National Endowment for the Arts, credit must also be given to this source in all advertising, news releases, printed materials, and promotion and publicity. Samples of promotional material should be submitted with your final report. Details about the Coastal Community Foundation of SC are available on their website at CoastalCommunityFoundation.org.

How do I apply?

To apply for an FY19 Subgranting grant, you will:

Start an application:

  1. Log on to the system with your username and password.
  2. Click the "Apply" link at the top of your screen.
  3. Enter the access code provided in your email notification, to access the Subgranting Grant application.
  4. When you see "FY19 Subgranting" in the list of available applications, click the "Apply" button to the far right.

Returning to your application:

  1. Log on to the system with your username and password.
  2. On your dashboard, scroll down and locate your FY19 Subgranting application. Click on edit.
  3. You can save and return at any time up to the submission deadline to complete your application.

Submitting Your Application

Applications may be submitted online until midnight (EST) on the deadline date. However, please be aware that staff members will not be available to assist you with questions or technical difficulties after the Arts Commission closes at 5:00 p.m. on the deadline day. Late applications cannot be accepted. Online submissions will be blocked after the deadline.

 

After all sections of your application have been completed, you will submit the application electronically. The application will not submit unless all required questions are answered. When you submit your application, you will receive confirmation acknowledging that your online application was received.

What you DON'T need to submit

Do not submit a printed copy of your application. It is recommended, however, that you print and keep a hard copy of the application for your records.

  • To print a copy of your application, click on the “Application Packet” button at the top of the application page. For further instructions on printing review our FAQ and Tutorial page.

Helpful Hint:
The primary contact person for this grant should be the person managing this grant's activities, who will receive and respond to communications from the Arts Commission about this grant. To ensure the correct person is listed as the contact person for your Subgranting application, that person should be the one to log on and start the Subgranting application.

Using the Online Grants Management System

We strongly advise you to review the FAQ and Tutorial page before your first visit to the site. We also recommend you keep the FAQ/Tips page open in a separate browser window, and/or print a hard copy, for reference as you work.

 

NOTE: In accordance with the S.C. Solicitation of Charitable Funds Act, charitable organizations must maintain current registration with the S.C. Secretary of State's Office. The S.C. Arts Commission does not require a copy of an applicant's current S.C. Charities registration letter; however, failure to register and renew the registration annually may result in severe fines by the S.C. Secretary of State's Office.

What are the application components and review criteria?

Application Components

  1. Narrative
    1. Overview - What is your organization's role in the development of the arts in the county or counties that your subgrant program serves? How does subgranting help you fulfill this role?
    2. Application Process - Who may apply for subgrants? Describe all eligibility requirements, restrictions, award ranges, deadlines (at least 4 per year) and project periods. How is technical assistance provided for potential applicants? Detail the process by which applications are accepted, administered and reviewed by your staff and review panel.
    3. Panel - How many people serve on the review panel? How are they selected and how long may they serve? What is the composition of your panel? (arts professionals, ethnic and demographic representation, community representatives). How does your panel make and record decisions (formal vote, consensus, other) and how are they informed about their duties and responsibilities?
    4. Appeals Process - Describe your appeals process and the criteria for an appeal.
    5. Payments and Documentation - Detail the method you use for processing payments to subgrantees and the reporting procedures that you require of them. How do you ensure that the subgrantees have provided the services for which you have contracted? Describe how the program is documented and evaluated.
    6. Publicity - Outline the publicity strategy for announcing this program to your constituency. How is your subgranting program promoted to the public? Are your current guidelines posted on your website?

  2. Guidelines and Application forms
    Provide copies of all subgranting forms used in the process. Forms should include application, review, final report, and guidelines. Subgranting organizations may use application, panel review, and final report forms designed by the Arts Commission, or they may devise their own forms. Organizations using their own forms must insure that these forms collect all applicant information required by the Commission.

Please note: FY19 Subgranting applications will only be accepted through the online system. Do not attempt to submit a paper application answering the items listed.

Review Criteria - 100 points

Evidence that applicant is administratively qualified to undertake an equitable and broadly accessible subgranting program.


What happens after I apply?

Review Process
The initial review of applications focuses on eligibility, accuracy and detail of budget, inclusion of a well-written narrative, compliance with grant requirements, and confirmation of required support materials. S.C. Arts Commission staff will review and rate grant applications on the basis of specific criteria and priority areas listed in the guidelines. Final funding decisions are approved by the Board of Commissioners.

What are my responsibilities if I receive a grant?

If your application is approved, you will receive notification via email. You must sign and return all required contracts to the S.C. Arts Commission by the date listed. You must also complete a Final Report by the date stated in your contract. You will be expected to contact your S.C. Arts Commission coordinator if for any reason your project will undergo significant revisions.

Final Report

ALL GRANTEES are required to file a Final Report at the end of the grant period. The Final Report Due Date is printed on your contract. Failure to submit an accurate and complete Final Report by the due date will result in cancellation of the award and repayment of funds received. The S.C. Arts Commission will not fund applicants who have outstanding Final Reports. Go to the Final Report requirements >>

 

In addition, failure to file a complete SUB Final Report by the due date will result in a reduction of 15% to future grant awards.

How do I get paid?

Payment will be on a reimbursement basis only. An accurate Grants Payment Request Form, listing only expenses allowable under the program guidelines for the certified time period, must be submitted in order to receive payment for the grant award. Funded grantees must submit their first Grant Payment Request form by December 1. Be sure to include a completed Subgranting Activity Report for each payment request.

Need help?

Your county coordinator is your contact person and resource for your SCAC grant activities. If you have questions, problems, or otherwise need assistance regarding any aspect of these guidelines or your application (e.g. technical difficulties, interpretation of guidelines, etc.), please contact your county coordinator.


Instructions

In addition to this page, you must read the following for complete guideline information:


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