Program Guidelines - FY 2009

Note: Any questions regarding your Organizational Support application should be directed to the Program Coordinator for your discipline.

ABOUT THE ORGANIZATIONAL SUPPORT PROGRAM
The people of Massachusetts enjoy a remarkable range and variety of cultural programs brought to them by organizations of all sizes and disciplines in every corner of the state. Collectively, these organizations form our cultural infrastructure - one of the most enduring and distinguishing features of the Commonwealth. The goal of the MCC's Organizational Support Program is to strengthen this foundation by providing a continuity of funding to cultural organizations of all sizes and disciplines that meet high standards of excellence in three primary areas:

• Quality of an organization's artistic, humanistic, or scientific programs and/or services


• Level of an organization's commitment to community participation and benefit


• Administrative and financial capacity of the organization

Organizations are recommended for funding to the MCC board by a panel selected from a national pool of professionals in the discipline field. Panelists conduct a rigorous review that includes telephone interviews prior to the panel meeting and thorough discussion of the organization's application and support materials. After the panel meets, the MCC sends written feedback based on the panelists' discussion to applicant organizations. Unrestricted funds are awarded for operating support rather than project support; therefore, the panel focuses on previous accomplishments versus plans for the future. Grantees receive award amounts based on their panel rating, budget size, and funding history. Past funding by the MCC is not a guarantee of future funding, however.

Organizations are reviewed by panels once every three years in any given discipline, but grant recipients are required to submit status reports and audits or financial statements annually to qualify for their grant payments in the intervening two years. Final grant amounts are subject to change based on the MCC's appropriation from the governor and state legislature each year.

The program is highly competitive and may not be appropriate for every organization. Some organizations may be better served by the MCC's Local Cultural Council Program. All applicants are strongly encouraged to contact MCC Staff prior to submitting application materials.

APPLICATION CYCLE
Organizations eligible for funding in FY2009 (July 1, 2008 - June 30, 2009) include the following disciplines:

• History: History museums and societies, historic preservation, and history education
• Literature: Small presses, writers' institutes, literature festivals, and writers' associations
• Media Arts: Cable access television, independent theaters, film festivals, documentary producers, and film/video education
• Presenting & Sponsoring: Performing arts presenters, humanities forums, and performance venues
• Science: Interpretive science centers such as aquariums, arboretums, botanical gardens, nature centers, natural history and anthropology museums, planetariums, and science and technology centers
• Service: Organizations that provide vital services to a particular discipline or segment of the cultural community but are not themselves involved in the creative process

If your organization's discipline is not listed above, you may not submit an application for the March 3, 2008 deadline. The Application Cycle Chart indicates when each of the disciplines is scheduled to apply. Questions about the cycle and where your organization fits into it should be directed to the Program Coordinator for your discipline.

BEFORE YOU START

• Note that program deadline is March 3, 2008.
• Note which disciplines are being reviewed this year on the Application Cycle Chart.
• Confirm your organization's eligibility.
• Note special eligibility instructions for libraries, municipal agencies, college or school-affiliated groups, or other organizations whose missions and/or programs are not entirely in the arts, humanities, or sciences. Special instructions also apply to Massachusetts-based organizations with programming and/or facilities in more than one state.
• Attend an Information Session.
• Read the discipline-specific questions that your narrative should address.
• Pay close attention to the support materials requirements and discipline-specific suggestions for their selection.
• Contact the appropriate Program Coordinator for your discipline, especially if you are a new applicant.

IMPORTANT PROGRAM DATES

January 2008: Information Sessions
March 3, 2008: Organizational Support Program application deadline
April - June 2008: Panelist telephone interviews
May - June 2008: Review panels meet
July 2008: Final Report for fiscal year 2008 grants due
August 2008: MCC board votes on grant recommendations from panels
September 2008: Applicants notified of grant decisions
October - December 2008: Upon completion of contract, 80 percent of award issued*
July 2009: Final Report for fiscal year 2008 grants due; final 20 percent of award issued

*Payment generally occurs four to six weeks after the receipt of the signed contract. Organizations receiving awards of $4,000 or less will receive the full award at this time.

RECENT PROGRAM CHANGES THAT AFFECT YOUR APPLICATION
Changes have been made to the Organizational Support Program that reflect the suggestions of panelists as well as applicants and grantees:

• Mandatory Online Application - Paper applications are no longer accepted by the Organizational Support Program; all applicants must apply online. Applicants are encouraged to attend an Information Session for a full discussion of changes to the Organizational Support Program that will include a detailed review of the revised electronic application process. Contact the Program Coordinator for your discipline with questions.

• Shorter Narrative and Revised Narrative Questions - In addition to shortening the narrative requirement to three pages, narrative questions have been revised. For each discipline, specific questions have been devised to assist you in writing a narrative that addresses each criterion effectively (these can be found within the online application).

• Telephone Interviews and Support Materials - As has been the case since 2003, panelists will conduct telephone interviews with organizations; no organization will receive a site visit. Thorough preparation for telephone interviews and the submission of high-quality support materials are essential. Applicants should provide one principal support material that highlights the quality and range of their work and up to three types of supplementary printed support materials (not including program schedules, strategic plans, or financial statements).

APPLYING ONLINE
Applicants must use the MCC's online application program rather than complete a paper application. The program will guide you through the application process, help you organize and compile the different sections of the application, and automatically calculate entries in budget pages. Before beginning the MCC's electronic application process, it is strongly recommended that you read through the guidelines. When you are ready, access MCC's electronic application program at www.culturegrants-ma.org.

1) Logging in.
You will need a username and password in order to access your online application. If you have applied for Organizational Support in the past, your username name and password will be emailed to you; then simply enter them on the login page to begin a new application. New applicants must click on "Request an Organizational Account" on the right side of the page, enter required information, and click submit to send your request to MCC. Once the request is received, we will assign a username and password, which will be emailed to you shortly.

2) Complete narrative and application forms.
Once you have completed log-in, you can start your application. While working on your application, you may stop at any time after clicking the "SAVE" icon at the bottom of the page. Several individuals can work simultaneously on different sections of the same application from multiple locations. Applicants may also request that Program Coordinators review application drafts before they are submitted. If you wish to do so, you must e-mail your draft to the Program Coordinator for your discipline no later than February 15.

3) Submit final application.
After you have completed your electronic application and verified that the information in the narrative and on each form is correct, you should print a hard copy for your files and then submit your application online. You will still need to mail support materials to the MCC on or before the March 3, 2008 postmark deadline. Detailed submission instructions and support material requirements can be found within the online application.

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INFORMATION SESSIONS
The MCC will hold Information Sessions about the Organizational Support Program across the state in January 2008. Staff will provide an overview of the program, demonstrate the electronic application process, highlight program changes, and provide tips for preparing a competitive application. All applicants are strongly encouraged to attend one of these public sessions, which will be held from 1:00 to 3:00 p.m.

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ELIGIBILITY REQUIREMENTS
Funds may only be used to support organizations that provide public programs and/or services in the arts, humanities, and interpretive sciences in Massachusetts. The MCC defines the arts, humanities, and interpretive sciences as follows:

• Arts involve the creation, presentation, and preservation of works in the following disciplines: crafts, design arts, folk arts, multidisciplinary arts, literary arts, media arts, performing arts, and visual arts.

• Humanities are the branches of learning that deal with language, reason, creativity, human values and aspirations, and the products of all of these. Examples of humanities disciplines include, but are not limited to: criticism, history, literature, philosophy, and social studies.

• Interpretive Sciences are activities that engage people in learning about nature, science, and technology in ways that connect directly to their lives. Eligible science organizations include aquariums, botanical gardens, community gardens, general museums, natural history museums, nature centers, planetariums, science and technology museums, watershed associations, youth museums, zoological parks, and other non-profit organizations doing such programming.

Eligible Applicants MUST:

• Be incorporated in Massachusetts as a not-for-profit organization;

• Have tax-exempt status under section 501(c)(3) of the Internal Revenue Service code or be an agency or entity of local government, such as a local cultural council, historical commission, or library; (Contact your Program Coordinator for information on rules governing applications through fiscal agents)

• Be governed by a board of directors or a council that meets regularly to set policy;

• Have completed two full years of public programming in the arts, humanities, or interpretive sciences within the three years prior to the application deadline;

• Demonstrate public cultural program expenses of at least $10,000 cash in the most recently completed fiscal year prior to application deadline.

Additional types of organizations may be eligible for Organizational Support, such as municipal agencies, departments, or programs; college, university or school-affiliated groups; Massachusetts-based organizations with programming and/or facilities in more than one state; and other organizations whose mission and/or programs are not entirely in the arts, humanities, or interpretive sciences. Each of these organizations, however, MUST:

• Have a clearly articulated mission statement describing their cultural programming;

• Have a designated board or advisory body governing their cultural activities;

• Have clearly delineated income and expense statements for cultural programming distinct from the parent organization’s financial statements.

(Note: College or school-affiliated groups must demonstrate that 50 percent or more of their audience is drawn from the general public, excluding students and faculty. Massachusetts organizations with programming and/or facilities in more than one state must have clearly delineated income and expense statements for their Massachusetts-based cultural programming)

Ineligible Organizations:

• Elementary and secondary schools
• Colleges and universities (see above for eligibility of college, university, or school-affiliated programs)
• State or federal agencies
• Religious institutions and organizations
• Private, for-profit corporations
• Organizations that exclusively re-grant funds
• Organizations that are not incorporated and/or do not have tax-exempt status under section 501(c)(3), but meet all other eligibility requirements may, under certain circumstances, apply through a fiscal agent.*

*A fiscal agent is an incorporated, not-for-profit, tax-exempt organization that provides administrative and financial services. Applying through a fiscal agent for the Organizational Support Program is very rare, however. Applicant organizations considering applying through a fiscal agent are required to consult with MCC staff before submitting an application. Please contact the Program Coordinator for your discipline.

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DEADLINE
All organizations must submit a completed grant application online by 11:59:59 PM on March 3, 2008. Accompanying support materials must be postmarked by the U.S. Postal Service or other official carrier on or before March 3, 2008, or hand-delivered to the MCC, 10 St. James Avenue, 3rd Floor, Boston, MA, 02116, by 5:00 p.m. No exceptions will be made. After the deadline, no additions or changes may be made to the application.

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REVIEW CRITERIA: DEFINITIONS AND SCORING
A review panel will evaluate applications based on the criteria and their weighted percentages listed below. Applicants must clearly address each criterion. Support materials and information gathered from phone interviews are also considered by the panel as part of its review.

QUALITY - 60%
Excellence of arts, humanities, or science programs and/or services and quality of the artists, scholars, and scientists involved.

COMMUNITY INVOLVEMENT AND BENEFIT - 20%
Efforts to broaden, deepen, and/or diversify community participation; success in reaching out to underserved audiences including ethnically diverse, low-income, rural, elderly, and people with disabilities; and effectiveness of school-based educational programs, where applicable.

ORGANIZATIONAL CAPACITY - 20%
Financial health of the organization, strength of the administrative staff and governing board, and success in organizational planning and evaluation.

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TELEPHONE INTERVIEWS
An important component of the review process is the telephone interview conducted by a member of the panel with artistic, managing, and/or executive directors, as well as other appropriate staff and board members from your organization. Staff members who can speak to the creative vision and management of the organization should participate in this interview. Applicants may provide updated information, such as revised program plans or more current financial data. It is also an opportunity for the panelist to ask specific questions about the application, including those regarding the organization’s financial health. The telephone interview is not intended as an opportunity to review or revise the application as a whole, however. The purpose of the interview is to gather additional information that will help the panel conduct its review.

Organizations should work closely with the assigned panelist to schedule the telephone interview. Every effort will be made to schedule interviews before the panel meets. It is possible that a telephone interview will not take place for reasons beyond the MCC’s control. Lack of a telephone interview will not constitute grounds for a reconsideration in the event that an applicant is not recommended for funding.

PANEL PROCEDURE
Following the application deadline, the MCC will convene independent advisory peer panels to review applications in each eligible discipline. The peer panel process is the most widespread and accepted practice used by cultural funding agencies to distribute funds equitably. Panel composition varies and may include programmatic and administrative staff members of cultural organizations, artists, scholars, interpretive scientists, community leaders, and educators who represent diverse geographic, gender, ethnic, and aesthetic perspectives.

After a careful review of each application based on the established criteria, in addition to a review of panel comments from the previous funding cycle (if applicable), the full panel assigns an overall rating. These ratings are used to rank organizations and determine funding recommendations, which are then reviewed by the MCC’s staff and board; the board makes final award decisions. FY2007 awards ranged from $2,500 to about $62,500.

AWARD ASSIGNMENTS
A number of factors will be taken into account in determining award assignments:

• Panel Rating: The panel rating will be the most important factor in determining the award amount for an organization of any given budget size.

• Size of Organization: The award assignment process takes into account the total operating expenses of the applicant for the most recently completed fiscal year. (For libraries, municipal agencies, college or school-affiliated groups, or other organizations whose missions and/or programs are not entirely in the arts, humanities, or interpretive sciences, calculations will be based on public cultural program expenses only. For Massachusetts-based organizations with programming and/or facilities in other states, they will be based on Massachusetts expenses only.) Generally, smaller groups receive grants that represent greater percentages of their operating expenses, while larger groups receive grants that comprise a smaller percentage of operating expenses.

• Funding History: In an effort to ensure continuity of funding, the MCC will examine an organization’s previous grants from the Organizational Support Program, in addition to the current panel rating.

• Program Allocation: The amount of money available for Organizational Support will depend on the total budget available to the MCC and the amount allocated by the MCC’s board to the Organizational Support Program. A program allocation plan will be developed when the MCC knows its FY2008 state appropriation (approximately July 1, 2007). Although grants are awarded on a multi-year basis, organizations should understand that their annual award amounts could change depending on the funds allocated to the MCC.

• Other Factors: To ensure equity in the distribution of MCC funds statewide, adjustments to award assignments may be made at times on the basis of geographic distribution and to fulfill the MCC’s commitment to reach under-served communities.

Questions about the potential size of an award should be directed to the appropriate MCC Program Coordinator.

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LEGAL AND OTHER REQUIREMENTS

Access Policy
In accordance with state law, the MCC recognizes the importance of non-discrimination, diversity, and equal opportunity in all aspects of its programs and activities. The MCC is committed to access, not only as a matter of state and federal law, but also as a policy designed to encourage the participation of all segments of the Commonwealth’s population in MCC-funded programs. The MCC also considers low-income communities, rural populations, and citizens over 65 years old as underserved populations that should be proactively included in programs.

The Americans with Disabilities Act (ADA) requires that persons with disabilities have access to public programs or services on an equal basis with the rest of the general public. Furthermore, federal law mandates that any program or service that receives federal or state funding must be accessible to persons with disabilities. Therefore, all events and programs funded by the MCC must be accessible to persons with disabilities, including those with visual, hearing, mobility, and learning disabilities. Accessibility includes the facility and event location as well as the content of the program.

Americans with Disabilities Act: Physical, Programmatic, and Communications Guidelines

Physical access refers to, but is not limited to:

• Ramp access or elevators to the office, performance, exhibition, or presentation areas for persons using wheelchairs
• Restroom facilities with grab bars and door widths to accommodate persons using wheelchairs
• Accessible parking facilities

Organizations with historic properties and groups with limited financial resources must also meet ADA requirements.

Programmatic and communications access refers to, but is not limited to, the following:

• Sign language interpreters
• Assistive-listening devices
• Telecommunications devices (TTY)
• Audio description of programs and publications
• Braille or large-print publications
• Open captioning, closed captioning
• Computer-Aided Real-Time Capturing (CART)

The MCC encourages the use of disability access symbols in your publications to highlight access accommodations. To download or order symbols, go to the Graphic Artists Guild web site.

ADA Access Plan
Every organization should conduct an evaluation of its policies, practices, and programs to ensure that people with disabilities have equal physical, programmatic, and communications access. People with disabilities and organizations representing them should participate in the evaluation process.

The MCC encourages all organizations to have an ADA Access Plan. If your organization does not have one in place, one of the first steps to take is to organize an Access Advisory Committee. The committee should include persons with disabilities and service providers. These individuals can provide insight into the extent and scope of accessibility concerns as well as suggestions for improved outreach. The recommendations of the advisory committee should be used in conjunction with ADA policy development and a survey of your organization’s facilities to complete an ADA Access Plan. We also encourage you to designate a volunteer or staff person as your ADA Access Coordinator.

Ideally, Your Organization's Access Plan Should Include the Following:

• A policy statement regarding accessibility and a brief description of how the policy was developed.
• The ways in which facilities, programs, and services are currently accessible to persons with disabilities.
• Accessibility goals to be addressed.
• A timeline and budget of action steps to accomplish the organization’s accessibility goals.

Resources:

• New England ADA & Accessible IT Center - information and guidance on the Americans with Disabilities Act (ADA) and accessible informational technology
• Access New England - free newsletter

Department of Justice - information about the ADA and publications/resources available

Massachusetts Historical Commission - information about access as it relates to the care and maintenance of historic sites and buildings

Massachusetts Office on Disability - ADA information, technical assistance, and the Community Access Monitor Program

National Endowment for the Arts' Office on Accessibility - technical assistance, projects and partnerships, publications, resource lists, and funding opportunities:

• Accessibility Planning and Resource Guide for Cultural Administrators
• Design for Accessibility: A Cultural Administrators Handbook
• Arts and Humanities Accessibility Checklist: evaluate your organization’s accessibility

National Organization on Disability

National Rehabilitation Information Center - information on state and independent living centers

Nonprofit Finance Fund, New England - resources, workshops, and planning guides to develop and maintain facilities

VSA Arts of Massachusetts and VSA Arts - information on education, the creative arts, disabilities, and both physical and programmatic accessibility

Up to $50,000 budget -- 1:1 match
$50,001 to $150,000 budget -- 2:1 match
$150,001 to $1,000,000 budget -- 3:1 match
Over $1,000,000 budget -- 4:1 match

For example: An organization receiving $10,000 on a 2:1 match basis would be required to document total income and expenses of at least $30,000 cash (the $10,000 award plus $20,000 in match).

Reporting Requirements and Grant Cancellations
All funded organizations are required to submit a yearly report on activity during the term of the grant period. These reports will be reviewed in detail by MCC staff.

The MCC has the right to withhold, reduce, or cancel grants if an organization:

• Misses deadlines for grant reports;
• Does not notify the MCC of significant changes in programs, services, or significant changes in personnel;
• Fails to comply with the terms of the grant contract;
• Is unable to raise or expend the required cash match;
• Demonstrates inadequate financial management and oversight;
• Does not properly credit MCC support.

The MCC reserves the right to withhold the subsequent year’s funding until a complete report from the grantee is received.

Conflict of Interest
To ensure that all MCC review panels are free from conflicts of interest and the appearance of such conflicts, panelists are required to disclose any past, current, or prospective affiliation they or their immediate family members may have with an actual or potential applicant. “Affiliation” applies to employment, board memberships, independent contractual relationships, advisory or policy relationships, substantial contributor relationships, and other financial relationships. In addition, panelists are required to disclose any past or current adversarial relationships with actual or potential applicants of a professional or personal nature. MCC board members are not permitted to participate in discussion or votes related to any applicant with whom they have an affiliation or any applicants competing with that applicant.

Reconsideration Policy
An applicant may request reconsideration of an MCC decision on an application if the applicant can demonstrate that the MCC failed to follow published application and review procedures. Dissatisfaction with the denial of an award, with the amount of an award, or with the duration of an award does not constitute grounds for reconsideration. The first step in the process is to consult with the appropriate Program Coordinator to review the procedures that resulted in the MCC’s decision. If the applicant wishes to pursue a reconsideration, a written request must be sent to the MCC’s Executive Director within 30 days of the date of notification of the decision. Such requests will be reviewed by the board no earlier than its next scheduled meeting.

Acknowledgment of Funding
Grant recipients are required to credit the Massachusetts Cultural Council in all print, audio, video and internet materials, and all publicity materials (such as press releases, brochures, posters, advertisements and web sites). Detailed information will be provided in the contract package mailed to grantees.

Documenting Your Programs
The MCC features the work of many funded organizations in its publications and on its web site. If you document your programs through slides or photographs, we would greatly appreciate receiving copies for such use (digital preferred—300 dpi resolution and approximately 4" x 6"). Please send photos to the MCC, ATTN: Communications Department or email them to Rob Watson. For every image you submit, please include the name of your organization and a description of the image (including identification of individuals prominent in the picture). Include photo credit, if appropriate, and the date the slide/photo was taken.

If you have any further questions on submitting photo-documentation, please contact the MCC Communications Department.

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STRATEGIES FOR PREPARING A COMPETITIVE APPLICATION
The MCC’s application process is extremely competitive. Below are staff suggestions for you to keep in mind as you prepare your application:

• Do your homework – Read the guidelines thoroughly before you begin work on your application. Even if you are a returning applicant, changes to the process are introduced every year. Contact the appropriate MCC Program Coordinator well before the deadline and ask questions! You can also make an appointment to meet with a Coordinator and read sample applications.

• Organize your thoughts – Read the review criteria and the application narrative questions, then create an outline to help you address all of the narrative questions within the allotted number of pages. Note the points allotted to each narrative area and allocate space accordingly.

• Write clearly – Your narrative must deliver critical ideas quickly and easily in no more than three pages. Writing should be clear and concise; eliminate wordiness…less really can be more! Present key thoughts simply and avoid repetition.

• Don’t assume anything – Write your application for a reviewer who does not know you, your organization, or its history. If you have applied successfully to the MCC in the past, do not assume you can use the same application, nor even that the panel is familiar with your organization.
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• Provide enough information – Answer all questions thoroughly, and don’t raise any questions your application doesn’t answer. Incomplete information can jeopardize your review.
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• A compelling story sticks out – While your narrative should present the facts, it should also tell a compelling story about your organization and its good work. Personify your programming and your outreach efforts in addition to providing programmatic details. Use real-life examples to illustrate the results of your work.

• Be realistic in presenting your case – Take care that in your enthusiasm for your organization you do not overstate the projected outcomes, or the basic facts about your organization. Does your proposal accurately represent your organization? Does your budget reflect your programming activity and your artistic and organizational goals?

• Revise and edit – Once you have completed the application, put it away. Read it later….better yet, give it to someone else to read. Ask for a critical review of the narrative flow. Have you addressed the review criteria completely and clearly?

• Do not submit extra material – Extra materials or attachments other than what is requested will be removed prior to the panel review. Reduce large format, computer-generated financial statements to a standard 8½ x 11 format with a one-inch margin.

• Make sure your application is complete – Review your application to make sure you have provided all information requested before submitting online. Make sure your package of support materials contains principal as well as supplemental items and the required number of copies. Check to be sure audio-visual components play back correctly.

Good luck!

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