Annual Reporting Requirements and Deadlines for FY19
Organizations that received an FY19 Projects grant must complete a final report, including the following requirements by May 31, 2019:
Portfolio and Gateway Grantees
Organizations that received an FY19 Cultural Investment Portfolio grant, including Cultural Affiliates and Gateway grantees:
For full disbursement of the FY19 Cultural Investment Portfolio grant, grantees must continue to meet all eligibility requirements and additional terms stated in Attachment B of the grant contract package.
Questions about administration of a FY19 Cultural Investment Portfolio grant should be directed to the following CIP Staff:
Sara S. Glidden, Program Manager
Gateway and Project grantees
Cultural Affiliates: Cultural programs under a non-fully cultural parent organization
Michael W. Ibrahim, Program Manager
Small to Mid-Sized CIP Organizations
Cultural Affiliates: Cultural programs under a college, university, and/or secondary school
Kalyn C. King, Program Officer
Mid-Sized to Large CIP Organizations
FY19 Grant Timeline
|Award packages mailed to grantee
|Contracts returned to Mass Cultural Council
||By February 1, 2019*
|First 80% of FY19 grant disbursed
||4-6 weeks after receipt of completed contract package
|FY19 Reporting Requirements Due
||Portfolio grantees: Month Deadline based on organization's Fiscal Year
Gateway grantees: May 31, 2019
Deadline for all reports: May 31, 2019, 11:59 PM EDT
|Final 20% of FY19 grant disbursed
||June 2019, upon completion of all FY19 Reporting Requirements
ORGANIZATIONS WITH CONTRACT HOLDS
SOME Portfolio grantees may have outstanding requirements or eligibility issues that need to be resolved before the Mass Cultural Council is able to mail the award package. Grantees with holds will receive a letter in lieu of the award package in September.
*The reason for a contract hold must be resolved, and the grant contract package returned to the Mass Cultural Council by February 1, 2019 or the grantee’s FY19 grant will be canceled.
If the FY19 grant is canceled, the organization will be considered a “suspended” grantee, which will add additional requirements for any reinstatement of funding in the Cultural Investment Portfolio’s FY20.
To check the status of your contract and grant payments, log into the CIP Management Tool and view “Contracts” tab. Contact CIP staff for log-in and password credentials if you do not have this information
FY19 Reporting Requirements
The following function as final reporting components for the FY19 Cultural Investment Portfolio grant, and as application components for FY20 Portfolio funding.
For ALL Cultural Investment Portfolio or Gateway grantees in FY19: Due May 31, 2019
- “CIP: Cultural Investment Portfolio Grantees, FY20” CIP Funder Report generated through Data Arts’ Cultural Data Platform. Gateway grantees must generate their Funder Report to “Gateway Grantees Final Report for FY19.
- Organizations that do not meet the annual CIP DataArts Requirement by Friday, May 31, 2019 (11:59pm ET), will have their FY20 grant amount cut by 10 percent.
- Organizations that still do not meet the annual CIP DataArts Requirement by Friday, June 7, 2019 (11:59pm ET), will have their FY19 grant amount cut an additional 15 percent, to a total of 25 percent cut.
- If an organization remains non-compliant with the annual CIP DataArts Requirement after Friday, June 14, 2019 (11:59pm EST), the organization will be suspended from the FY20 pool and not be eligible for an FY20 Cultural Investment Portfolio grant.
- Use the CIP Management Tool to complete the following by June 1, 2019:
For SOME Portfolio grantees in FY19 (refer to Attachment A of your grant contract package):
- CIP Annual Report
The CIP Annual Report is a short narrative ‘check-in’ that asks about major changes to your mission, board, staff, and programming. For many grantees, this could take as little as a few minutes to complete. For others, this provides an opportunity to request needed support and assistance. The CIP Annual Report is due May 31, 2019.
- Acknowledge the Mass Cultural Council’s support, as per the Credit & Publicity Agreement
- Conduct and report on two advocacy activities
3. Site Visit Requirement
The Cultural Investment Portfolio team is currently evaluating the required Site Visit protocol to explore options for technical assistance. Because of this year-long evaluation, we are pausing the Site Visit Requirement for FY19. If your organization was due for a Site Visit in FY19, your CIP staff contact will be in touch to offer an optional Visit. If you choose to have this optional Visit in FY19, it will count towards your Site Visit requirement when it returns, in some form, in FY20. Likewise, if you choose not to have a Visit in FY19, your required Site Visit will return in FY20.
For FY19 CIP grants greater than $45,000, the final 20% will be disbursed in June 2019, upon completion of all FY19 Reporting Requirements. Failure to complete Reporting Requirements by May 31, 2019 will result in penalties applied to your FY20 CIP grant. Please see Attachment B of your contract package for additional details.
Please contact the Contracts Officer for further information about any of the following: Signed Contract with Attachments -- Due February 1, 2019.
You can check your payment status by logging into the CIP Management Tool