Institutional Support
Program Guidelines

The Institutional Support Program is designed to benefit artists, arts organizations, and the general public. The program provides general support for qualifying arts and cultural organizations that have proven they have strong management and leadership, quality artistic programming and services, and are an important part of the arts infrastructure in their communities. Applicant’s primary activity must be presentation, production, or service of the arts.

Intent to Apply Deadline

• All applicants must submit a letter stating their intent to apply no later than January 15, 2007 (postmark). Letters must be printed on either the applicant organization’s letterhead or e-mailed directly to the NDCA (jwebb@nd.gov).

Staff Review Deadline

• Staff review deadline is February 15, 2007 for any applicant desiring that NDCA staff review the application before final submission. Staff will review all applications, but will no longer contact organizations regarding corrections to or incompleteness of applications submitted after February 15.

Grant Application Deadline

• Applications must be submitted on or before March 15, 2007 for projects taking place in the upcoming triennium (July 1, 2007- June 30, 2010).

• Applications submitted after March 15 will not be accepted. No faxed applications or materials will be accepted.

Grant Amount

• Minimum grants in this category are $2,000 per fiscal year.

• No more than 50 percent of the total cash project/program costs may be requested from the Council on the Arts.

• Only one Institutional Support grant application will be accepted from an organization per triennium.

Goals

• Assist arts organizations in improving artistic or administrative standards.

• Encourage arts organizations to attain financial stability by developing a diversified funding base.

• Expand cultural opportunities to new and/or underserved audiences.

• Increase opportunities for North Dakota artists and North Dakota residents to participate in a wide range of arts activities.

Grant Period

Institutional Support funds are awarded to organizations serving North Dakota for a three-year period that coincides with the NEA federal grant cycle. This is accomplished through a competitive review process. Successful applicants will be awarded a proportion of available funding in each fiscal year based on their panel score, compliance during the grant period, and other NDCA policies that restrict grant awards. Successful applicants are not guaranteed a specific dollar amount for the entire three year period; all grants are subject to available funding. Funds must be expended in the fiscal year for which they are awarded. Unused grant funds cannot be carried over into the next fiscal year.

Eligibility
Applicant organizations must:

• Comply with all Eligibility General Policy Guidelines.

• Comply with applicable State and Federal laws.

• Have at least part-time paid staff and four (4) event dates/programs per year.

• Submit a complete and accurate application and provide at least 50 percent of the total cash cost of the project (1:1 cash match).

• Submit a copy of a strategic plan for current and future goals (3 to 5 years) and measurable objectives for the organization.

• All applicants must have a 501(c)3 status. Applicants whose operating budget exceeds $200,000 must submit an independent audit for the most recently completed fiscal year.

• Presentation of, production of, or service to the arts must be the primary activity of the applicant organization. This must be reflected in the applicant's strategic plan and mission statement.

Examples of Funded Activities

• General operating expenses (may include salaries).

• Honoraria for artistic and technical staff/services.

• Production costs for performances, exhibitions, and publications.

Ineligible

• Organizations supported through the Community Arts Access and Special Projects grant programs.

• Capital architectural improvements or purchase or long-term rental of equipment or property.

• Benefits or hospitality (food, refreshments) costs.

• Fellowships, scholarships, or tuition fees.

• Activities restricted to an organization's membership.

• Proposals which match federal funds with federal funds.

• Items listed in the Ineligible General Guidelines and Policies section.

• Only organizations with a separate 501(c)(3) tax-exempt status may apply for an Institutional Support grant. A fiscal agent is not allowed. (Proof of application 501(c)(3) acceptable, but no funding will be released until status is achieved.)

Application Procedure

• All applicants must complete the online grant application located at: http://northdakota.cgweb.org/

• Applicants must mail in the “Grant Application” page signed in ink by the person legally authorized to commit the organization's funds (i.e., the president, board chair or executive director).

Application Review Process:

• Following the application deadline, the Council will convene an advisory panel to review all the applications.  Panel composition will include the major art disciplines of dance, theatre, music, traditional, and visual arts, as well as arts administration.

• Panels will evaluate applicants on the following: Quality of Artistic Programs, Meeting Community Needs, and Management.

• The formula will take into effect the size of your cash budget and how many Institutional Support request are being funded in your community/legislative district.

• The NDCA Board of Directors will review the panel scores and recommendations at the May board meeting and make final decisions on the grant awards.  Notification of the award amounts will go to grantees no later than mid-June.  

Panel Score

• Awards will be based on the applicant’s panel score and the previous grant award.

• Scores attaining less than 60 percent will not be funded.

Notification and Payment

• Notice of grant awards will be made by June 15, 2007.

• Grant funds cannot be released until after July 1, providing all final reports required for previous grants have been submitted.

• Grant payments are made according to the Notification and Payment General Policy on Requesting Funds.

• The final 10 percent of the award will be released upon receipt of required final reports. Final reports must be received within 30 days of the ending project date to receive final payment. If this is not possible, you must contact the NDCA office by no later than July 31 of the fiscal year.

Credit Line

All publicity materials and programs for supported events must contain the NDCA logo and the credit line listed in the Funding Agreement. Logo slicks will be provided to those awarded grant funds.

Reporting

A Final Report will be required within at least 30 days of the completion of the fiscal year. These reports will include financial and attendance information and a narrative evaluation.

Assistance

Questions? E-mail jwebb@nd.gov or call 701-328-7592.