State Arts Council Requirements
Even before applying, it's a good idea to know what will be expected of you if you accept public funds. What follows is a summary of the legal requirements that signing a contract with the State of New Hampshire involves.
Execution of Grant Agreements
Successful applicants must sign a contract with the State of New Hampshire called the Grant Agreement. Applications that are recommended for funding by the peer review panel are presented to the Arts Councilors for approval. If approved, grant Agreements for under $5,000 to organizations or $2,500 to individuals are sent directly to the applicant to be returned to the New Hampshire State Council on the Arts for processing. Grant Agreements for awards to organizations, $5,000 and over, or to individuals, $2,500 and over, must also be approved for legal correctness by the Attorney General and further approved by the Governor and Executive Council in order to release funds for the purposes of the grant.
Certificate of Good Standing
A Certificate of Good Standing is required for an organization if the grant awarded is $5,000 and over, or if grants with a cumulative total of more than $5,000 to one organization are awarded in one State fiscal year. If needed, contact the Corporate Division of the office of the Secretary of State at 271-3246.
Successful applicants must credit the New Hampshire State Council on the Arts and the National Endowment for the Arts as specified in the Grant Agreement. Depending on the circumstances this may be printed in program materials, on your website announced at events, broadcast on television or radio, etc. Documentation of the credit given to the State Arts Council will be required as part of your Final Report.
Changes to Funded Activities
Pre-approval for making changes in funded activities is required. Any major changes in the activities as described in funded grant applications must be submitted in writing to the appropriate program coordinator for review and approval before being implemented.
Data Universal Number System (DUNS) Number
A unique nine digit identification number, for each physical location of your organization. It is a tool of the federal government to track how federal money is distributed. Every organization applying for funding must have a DUNS Number. Most large organizations, libraries, college and research universities already have DUNS Numbers. If you organization does not know its DUNS number or needs to register for one, visit Dun & Bradstreet website or call 866-705-5711
Release Forms and Clearances
For the protection of all parties, it is highly recommended that grantees receiving funding for film and video projects secure release forms from any on and off-camera talent and obtain proper clearances for the use of pre-existing footage, photographs or music not in the public domain. The State Arts Council does not assume any legal responsibility for copyright infringement or disputes arising from projects where release forms were not obtained. more info>>
If the project is based on copyrighted material (e.g., literary, musical, biographical), provide a statement documenting the clearance of rights. Similar clearance of rights is required for artists (or their estates) prominently featured in the series. In order to encourage multiple use of programs beyond broadcast, applications are encouraged to clear distribution and Internet rights in advance of program production.
All grantees are required to submit a Final Report that evaluates the funded activity and provides actual expense and income figures within 30 days of the end of the grant period. Failure to submit this report will make an organization or artist ineligible to apply for any other Council grant for two years following the date that the report was due. In rare instances, extensions may be granted. Requests for an extension on the deadline for a Final Report must be made in writing to the program coordinator responsible for administering the grant prior to the deadline for filing the Final Report.
In addition to a written Final Report, organizations and artists are required to submit 1-5 clearly labeled black & white, color photographs, or images on CD of the funded grant activity. Label should include the grant award number, applicant name, name of photographer, name(s) of featured individuals, and date. These photographs should be of sufficient quality to be used in State Arts Council publications, presentations and Biennial Reports. By submitting images the Grantee assures that all appropriate photo releases have been obtained.
By signing the grant application, the official authorized to enter into contracts for the organization or individual agrees to comply with Title VI of the Civil Rights Act of 1964; Section 504 of the Rehabilitation Act of 1973, as amended; Title IX of the Education Amendments of 1972; Title 29 (Part 505) of the Code of Federal Regulations (governing fair labor practices); the Age Discrimination Act of 1975; the U.S.C. Sec. 1913 regulating lobbying with appropriated monies as well as all regulations of the National Endowment for the Arts pursuant to these statutes; the Drug-Free Workplace Act of 1988; and the Americans with Disabilities Act of 1990. The acceptance of a grant award from the State Arts Council thereby gives assurance to the State Arts Council that the grantee, if not already in compliance with the above laws, will take any measures necessary to comply.
If you are unable to meet the required match, carry out the project or cannot use the entire award amount, you must notify the NH State Council on the Arts in writing.
Failure to meet the matching requirement, carry out the project or use the entire award amount will result in the request for the return of any unexpended funds and may require the return of a portion of all of the award funds or other legally available remedies.
National Standard for Arts Information Exchange Project (NISP)
Documentation of federal and state funds used to support the arts is through the use of National Information Systems Project (NISP). This standardized collection of information promotes compatibility in the collection of information about the arts.
Both application forms and final report forms request statistical information to assist public funders in tracking requests and grants. Standard (NISP) Codes have been established for data processing purposes. The NISP Codes are the codes that the State Arts Council asks applicants to select and enter onto their application forms. more info>>
The State Arts Council requires applicants to submit some form of documentation of past artistic activity and information about proposed projects, independent contractors, whether for cultural facility work, artistic programming, or management consulting. If examples of art and craft work are required as part of your application, read the instructions carefully. Consult each program section for required number of copies of Work Samples.
Examples of art and craft work are critical to the panel review process that all applications must undergo. The quality of the work represented in the Work Samples (i.e., digital images, DVDs, CDs, or writing samples) is the primary factor in determining artistic excellence.
- Work Samples should be recent, preferably done within the last 3 years, unless noted otherwise in specific discipline instructions.
- Work Sample reproductions should be of the highest quality possible.
- Applicants should prepare materials according to the requirements specified for each art form (discipline). more info>>
Any organization or individual who has applied to the New Hampshire State Council on the Arts for funding or for acceptance to a Roster may appeal the Council's decision if it is felt that any of the following has taken place:
- Application was reviewed by the panel differently than other applications.
- Conflict of interest.
- Withholding of information by staff to the panel members.
Appeals Guidelines and Process: MSWord / PDF
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February 18, 2014