Project Grant Guidelines

About the Rhode Island State Council on the Arts

The Rhode Island State Council on the Arts (RISCA) is a state agency, established in 1967 to “stimulate public interest and participation in the arts”.  We see our agency, in the words of our mission statement, as helping to promote the advancement and appreciation of “excellence in the arts”, by encouraging “leadership, participation, and education in the arts for all Rhode Islanders”.

We support the arts in Rhode Island.  We recognize that the arts contribute to a vital society, and are important to our community and civic life.  We acknowledge the role the arts play in the education of our young, the economy of our cities and towns, and in our quality of life.  We also recognize that the arts enhance the lives of our citizens, by encouraging individual creativity and by providing cultural enrichment for people of all ages.

RISCA exists to support artists, organizations, and educators who provide opportunities for our state’s citizens to learn about, participate in and value the arts as an integral part of life in Rhode Island.  We are more than just a grant-making agency.  We help make it possible for artists to live and work productively in our state through a variety of programs and services, so that they might contribute their creative energies for the good of our communities.  And we dedicate ourselves to seeing that all Rhode Islanders can participate in, and benefit from, the cultural assets we have available in such abundance in our state. 

Why we support …

…Individual Artists

Individual artists have always been and continue to be an essential part of community life.  We acknowledge the significant contribution that artists make to the quality and vitality of local communities throughout our state.   Through project grants we support highly creative and talented artists who seek to produce, exhibit, perform, teach and share their work with the public.  Grants enable Rhode Island artists to contribute their creativity to the well-being of the State and ensure that the arts are an integral part of life in Rhode Island. 

Individuals interested in educational residencies or curriculum-based education projects, contact our Education Program.

Individuals interested in folk or traditional arts projects or projects involving culturally diverse artists, contact our Folk/Traditional Arts Program.  For Folk/Traditional Arts Apprenticeships only, see the Folk Arts Apprenticeship Program guidelines and the application form on our website:  www.arts.ri.gov (select Folk Arts from the menu).

 

…Organizations

The arts have always been, and continue to be, an essential part of community life.  Non-profit arts and community organizations, through their programs and services, are the source of much of the artistic activity that happens in our state.  These organizations provide opportunities for citizens to experience and participate in the arts, and help provide a way for people to understand their world and express that understanding in creative and meaningful ways.   Through project grants we provide support directly to arts and non-profit organizations involved in arts programming in ways that ensure that the arts are an integral part of life in Rhode Island.

…Education

The arts are an essential part of the education of our children and youth.  We acknowledge that learning in and through the arts plays a critical role in the growth and development of our youngest citizens.  Through project grants in this category, we support artists and cultural organizations collaborating with schools and other educational entities, in order to:

increase access to high quality curriculum-based arts learning for all RI children and youth

foster the professional development of artists and educators

engage the participation of families and other community members in arts learning for children and youth

help to ensure that all RI youth are able to demonstrate proficiency in one or more art forms at or before graduation from high school*

* Please note that proficiency planning grants (RICAPP) are also available for high schools to assist with implementing the arts proficiency graduation requirement.  Contact the Education Director for deadlines and application.   

Deadlines

Applications in the Project Grant category will be accepted twice a year, by no later than the following dates:

 April 1 (for activities taking place from July 1 to June 30)
 October 1 (for activities taking place from January 1 to June 30)

Only one application per project grant applicant at each deadline will be accepted.  Faxed applications will NOT be accepted.

All completed original applications, supplementary sheets, supporting materials and required 6 copies must be in the Council’s office NO LATER THAN 4:30PM on the deadline date, or on the following business day if the deadline falls on a weekend or State holiday. Incomplete or late applications will not be reviewed by the Council.

We strongly recommend that first time applicants meet with Council staff at least six weeks prior to the deadline to orient new applicants and review draft applications.

Eligibility: Who may apply…

…Individual Artists

RISCA’s mission is to support the work of our state’s individual artists. You must be a current, legal resident of the State of Rhode Island in order to apply, and have established legal residence in Rhode Island for a minimum of twelve consecutive months prior to the date of application.  In addition, the State Arts Council board considers a Rhode Island resident someone who spends at least eight months of the year living and working in Rhode Island.

Applicants must be at least eighteen years of age and a resident of the State of Rhode Island for at least twelve consecutive months prior to the date of application. Rhode Island State Law (§ 44-30-5) defines a "resident" as someone "who is domiciled in this state" or "who is not domiciled in this state but maintains a permanent place of abode in this state and is in this state for an aggregate of more than one hundred eighty-three (183) days of the taxable year.

Students pursuing graduate or undergraduate degrees in an arts discipline or an arts-related subject area at the time of application may not apply.

Individuals who are paid staff of a non-profit organization that receives General Operating Support from RISCA cannot apply for funding for projects that are part of that organization's programming.  Individuals who are paid staff or proprietors of a for-profit organization cannot apply for funding for projects that are a product or service of that organization.  Individuals and organizations cannot apply for funding for the same project at the same deadline.

…Organizations

All nonprofit arts, cultural and community-based organizations that demonstrate a strong commitment to using the arts effectively and as an integral part of their programming may apply for project grants. 

Non-profit organizations must be incorporated in and conduct business in the State of Rhode Island, with 501(c)(3) tax exempt status from the Internal Revenue Service, governed by a revolving board of directors, trustees or advisory board drawn from the community at large and shown to be actively involved in the governance of the organization.

Units of local government (cities and towns) may apply for support.  State and quasi-public state government agencies are ineligible to apply.

If you have not yet received the appropriate IRS non-profit determination letter you may be sponsored by an eligible nonprofit organization. If a grant is awarded to your organization as the sponsor of another organization, it is understood that you as the sponsoring organization are financially, administratively and programmatically responsible for all conditions of the grant. The sponsor is also responsible for signing all pertinent documents and report forms. If organizations applying through this sponsorship process have operated for more than two years without seeking nonprofit status they must submit a written statement explaining why they continue to operate in this manner.

Individuals who are paid staff of a non-profit organization that receives General Operating Support from RISCA cannot apply for funding for projects that are part of that organization's programming.  Individuals who are paid staff or proprietors of a for-profit organization cannot apply for funding for projects that are a product or service of that organization.  Individuals and organizations cannot apply for funding for the same project at the same deadline.

…Education

For organizations applying to Education, see organization section above for eligibility requirements.

In addition, the following are eligible to apply:

A public school, or a college or university with tax-exempt status

A tax-exempt school (Catholic or independent)

State-run schools (RI School for the Deaf, Davies Career Technical High School, etc.)

For individuals applying in education, see the individual artists section above.  Additionally:  individuals must be experienced teaching artists, either on the RISCA Education/Folk Arts roster or with a resume and supporting materials demonstrating significant teaching experience with the population targeted in the application.  If you are considering applying in the education area please contact the Education staff .

Individuals interested in folk or traditional arts projects or apprenticeships or projects involving culturally diverse artists, contact our Folk/Traditional Arts Program.  For Folk/Traditional Arts Apprenticeships only, see the Folk Arts Apprenticeship Program guidelines and the application form on our website:  www.arts.ri.gov (select Folk Arts from menu).

 

What we do and do not fund

Council support may be used for expenses related to a specific project, such as the production, presentation or exhibition of art, or for reasonable administrative expenses necessary for carrying out the project.

Council support may not be used for:

Bricks and mortar activities and capital improvements, or for the purchase of permanent equipment.

Eliminating or reducing existing debt, or for contributions to an endowment fund.

Fundraising efforts, such as social events or benefits.

Prizes and awards.

Hospitality expenses, such as food and beverages for openings or receptions.  Under no circumstances will the purchase of alcoholic beverages be supported.

Expenses incurred prior to or after the grant cycle in which the grant has been awarded (7/1-6/30 for April 1 deadline; 1/1-6/30 for October 1 deadline).

Applications where the purpose is to “regrant” or award funds using some or all of the RISCA grant funds.

Activities which are part of a graduate or undergraduate degree program, or for which academic credit is received.

Applications for projects that proselytize or promote religious activities, or which take place as part of a religious service.

Performances and exhibitions not available to the general public, or which are inaccessible to people with disabilities.

Evaluation Criteria

Each project grant application is reviewed and rated by one of the Arts Council's review panels based on the following evaluation criteria. The criteria are weighted, with artistic quality counting twice as much as the other review criteria.

Artistic Quality/Merit  -- 50% of ranking

     Programs and participating artists are of high artistic quality.  The projects are designed to expand the public or students’ knowledge of and appreciation for an art form. 

      For education projects:  Is the artist(s) on RISCA’s Education/Folk Arts Roster?  If not, are support materials persuasive? Does the proposal empower students to do their own work under the artist’s creative guidance?  Does the project support the work of RI artists & teachers in collaboration?  Is the project is at least ten days.  Appropriate payment of fees and other services are provided to artists and arts professionals, with preference given to the involvement of highly qualified Rhode Island artists.

Clarity and Achievability  -- 25% of ranking

     The application clearly states what it intends to accomplish and adequately addresses one or more areas of special Council interest (see above).  In addition, the applicant provides basic information on who is involved in the project; what will be done; when and where things will take place; why the project should be supported with public funds; and how the applicant will go about organizing, managing and evaluating the project.  Budgets are clear, detailed, and accurate.  There is evidence that what is proposed is achievable by the applicant, on his/her own or in partnership with others.  In the absence of past experience, information is provided that helps make a convincing case that this project will succeed. 

For education projects: Are goals for the project clearly stated and realistic?  Does the proposal address education project grant guidelines?  Is the project duration of ten days or more?  Is planning time for artist(s) built in on a daily basis?  Is a preliminary schedule included?

Public Value  -- 25% of ranking

 

 

The Rhode Island State Council on the Arts is a government agency, using state and federal tax dollars paid by all Rhode Island citizens to support the arts in communities throughout our state.  The Arts Council seeks to foster a strong, vibrant Rhode Island arts community that is diverse in its public offerings and provides the people of this state with the greatest public benefit possible.  The Council intends to support applicants that make significant contributions to one or more of the following areas:

Employing, engaging or presenting Rhode Island artists, or producing/presenting their works.

Producing or presenting new works of art or works that strive to make significant contributions to the advancement of the art form.

Promoting heritage and cultural diversity and diversifying cultural participation.

Implementing arts education as a core subject area, education reform inclusive of the arts, and life long learning in and through the arts.

Encouraging access to and participation in the arts by persons in underserved areas.

Promoting accessibility to the arts for people with disabilities. Applicants must comply with the Americans with Disabilities Act and make their programs as accessible as possible.

Expanding the number and breadth of partnerships that work to make the arts a vital part of community life and extend the reach of arts projects.

Making the arts a vital part of economic development and cultural tourism.

Indications are provided that the project is supported by the community, financially and in other ways.

And for education projects only:

Curriculum Connection   

     The application reflects a collaboration between the artist(s) and others within the school community (teachers, administrators, students, parents). There are clear indications of integration of curriculum standards/frameworks, including arts graduation standards, with the project. A process of assessment/evaluation is visible.

Grant ranges

The Project Grant category requires a 1:1 cash match, meaning that grant requests in this category may not exceed 50% of the project budget.  Applicants may request up to a maximum of $10,000, or up to half the cost of the project, whichever is less.

For education projects, organizational applicants must make a 1:1 match, with no less than half that match in cash.  This means that grant requests may not exceed 50% of the project budget. 

Individuals applying for individual project grants or education grants do not need a match, but cash and in-kind contributions are encouraged to demonstrate support for the project. 

What you need to submit

In addition to a signed copy of your application you must submit support materials as listed (click here).  Support materials are a required part of the application process. They must be submitted in accordance with the directions in the Application and Support Material Checklist. Your materials must be received in the RISCA offices by the deadline. Incomplete applications will be eliminated from consideration.  Handwritten documents will not be accepted, nor will RISCA accept applications submitted via fax.

How your application is reviewed, from beginning to end

Your application process actually begins before the application deadline.  Applicants are strongly encouraged to submit a draft application at least 30 days before the deadline date. The draft will be reviewed by RISCA staff, and you will receive feedback on your proposal.

Following the application deadline, RISCA staff will make every effort to review your submission.  However, applicants are ultimately responsible for the completeness and accuracy of their application.

Panel meetings generally are scheduled within two months after a deadline. Panels, which change from deadline to deadline, consist of artists, arts administrators, educators, board members and individuals closely associated with the arts.  They meet to evaluate and rank applications.  RISCA staff members manage the meeting, but do not take part in the decision-making process.  Notes are taken of the discussion, and these panel comments are provided to the Council along with the panel’s funding recommendations, for the Council’s final funding decisions.

No formal announcement regarding a funding decision and/or a grant amount will be sent to any applicant until after the Council Board meeting (Council meeting dates are listed on the RISCA web site).  At that time applicants will receive official notification of the Council’s action, as well as the panel comments.  Whether or not a grant is awarded, these comments should help in the development of future applications to RISCA.

Applicants should expect to receive notification from RISCA by mid-July following the April 1 application deadline, and by the end of December following the October 1 application deadline.  These notifications are, of course, affected by the passage of a state budget or the availability of funds.

RISCA grants are judged singly, and in competition with other proposals received in that category.  Full funding is seldom awarded.  If an applicant has serious concerns regarding the action taken on an application, they are encouraged to seek additional information and resolution at the staff level.  If, after staff discussion, further action is warranted, a grievance procedure is in place.  In order to file a grievance an applicant must establish that the Council's procedures for awarding grants were not followed.  In that instance a letter of grievance should be sent to the Chair and RISCA's Executive Director no later than two weeks from the date of notification from the Council.

All applicants receiving RISCA grants must complete a final report on forms provided by RISCA (these forms are available on the RISCA web site, at http://www.arts.ri.gov/forms). Grant reports must be submitted within thirty (30) days of the completion of the grant period (usually no later than the end of July), or following completion of the project. All grantees are subject to periodic audit or review by RISCA or the State of Rhode Island and must retain fiscal records for a period of seven (7) years following completion of the grant period.

Program Access and Physical Accessibility

Section 504 of the Rehabilitation Act states, in part, that “no otherwise qualified person with a disability … shall solely by reason of their disability be excluded from the participation in, be denied the benefits of, or be subjected to discrimination under any program or activity receiving federal financial assistance.”  Go to http://www.arts.ri.gov/legal and review all federal and state requirements.

Persons with disabilities have the right to access all RISCA-funded programs. It is the applicant’s responsibility to ensure that all programs and facilities meet or exceed Americans with Disabilities Act (ADA) standards, and are accessible to all. Rhode Island arts facilities, and the managers of arts projects in Rhode Island, must make their programs as accessible as possible to the widest number of people and work to remove barriers that may block accessibility. This includes addressing the structural, programmatic, communication and attitudinal barriers that keep people with disabilities from fully participating in arts programs.  Applicants are encouraged to contact RISCA for information on how to make their programs and facilities accessible to all. 

If your facilities do not meet any one of the standards of the ADA, you are not in compliance and may be ineligible for RISCA funding.

RISCA encourages all applicants to ensure that web and other communications are fully accessible in accordance with WC3 standards.  For more information on this, visit our website at http://www.arts.ri.gov/access

 

General terms and conditions

All applicants must go to http://www.arts.ri.gov/legal to review the General Terms and Conditions and Assurances information prior to submitting an application.  By submitting your application you are agreeing to abide by all of these federal and state terms and conditions if you receive support from RISCA.

Grant applications are considered on a competitive basis.  No applicant is guaranteed funding at any level, even if all basic criteria have been met.  Prior funding does not guarantee support in current or future years. 

All RISCA grant award programs are contingent upon the availability of funds from the General Assembly of the State of Rhode Island and the National Endowment for the Arts, a federal agency.

The applicant certifies that the information contained in the application, including all supporting documents and attachments, is true and correct to the best of his or her knowledge.  Any fraudulent statement made in the application will be grounds for denying a grant award.

RISCA is accountable for the expenditure of public funds.  Therefore, grantees MUST acknowledge the Council's support with the credit line "supported in part by the Rhode Island State Council on the Arts", wherever appropriate, and by the display of the Council’s logo.  Information on grant acknowledgement is available on the Council’s website.

Grant funds must be expended during the grant cycle (July 1 to June 30 for April 1 deadline awards; January 1 to June 30 for October 1 deadline awards).

Limits of Liability

The Rhode Island State Council on the Arts is not responsible for damage or loss of materials submitted to its office, whether or not such damage or loss is caused by negligence of the Rhode Island State Council on the Arts, its employees or agents.  All supporting materials  submitted must be duplications of works; ownership and copyright of the actual work remain with the applicant. No original or single editions of works will be accepted.

Supporting documents will be mailed back to an applicant only if a self-addressed, stamped envelope with sufficient postage is provided.  Supporting documents from applications without a self-addressed stamped envelope will be held for sixty (60) days following the award decision and may be picked up during normal business hours, 8:30 am - 4:30 pm, at the Council offices. 

 

Support Materials Requirements

 

Support materials include (but are not limited to) audio tape, CD, VHS video tape, DVD, manuscripts, and slides.  All support materials submitted must be duplications of works.  No original or single editions of works will be accepted.  Support materials will be utilized for the duration of the review process; please plan accordingly.  For each item please list on the Support Materials List the title, medium, dimensions, year of completion, duration length (where applicable), and a brief description of each work. 

The applicant must submit examples of recent representative work, preliminary work toward the project, or a combination of both.  The applicant must be the primary force behind the work.

The following support materials are required:

Choreography:  Submit a maximum of two works on VHS videotape or DVD.

Crafts:  Submit a maximum of 10 slides or images on PC compatible CD (see Note on Digital Submissions).

Design Arts:  Submit a maximum of 10 slides or images on PC compatible CD (see Note on Digital Submissions).

Folk Arts:  The folk arts are defined as those artistic practices that have a community or family base and express that community's aesthetic heritage and tradition.  The learning process is informal and is passed on from generation to generation by word of mouth, apprenticeship, and imitation.  If the applicant is applying under Folk Arts, please consult the RISCA Folk/Traditional & Community Arts staff prior to application.

The applicant should submit support materials in whatever form is most appropriate (slides, photographs, audio tape, CD, VHS video tape or DVD).  The applicant should consult the RISCA Folk/Traditional & Community Arts staff prior to the deadline for assistance in identifying and/or obtaining the appropriate support materials.

Interdisciplinary:  Interdisciplinary art works integrate more than one arts discipline to form a single work.  Submit a maximum of two works in any one of the following formats (per work): audio tape, CD, VHS videotape, DVD, a maximum of 15 slides or images on PC compatible CD (see Note on Digital Submissions).  The applicant should include a brief description of the documented work on the Support Materials List.  The applicant should also include SEVEN copies of any accompanying text (maximum 20 pages).

Literature (Poetry, Fiction, Plays):  Submit SEVEN copies of a manuscript in one of the following forms:  Poetry:  a maximum of 10 pages; Fiction – a maximum of 20 double-spaced pages; Plays:  a maximum of one act of a complete play.  Manuscripts should be presented in typewritten, manuscript form; photocopies from journals or books are strongly discouraged.

LITERATURE MANUSCRIPTS WILL NOT BE RETURNED; PLEASE KEEP YOUR ORIGINAL.

Media Arts:  Submit a maximum of two works on VHS videotape, DVD, or CD.  The applicant must submit a 2-5 page treatment of any accompanying screenplay.  The applicant must be the primary force behind the work.  On the Support Materials List the artist should indicate his/her role in the productions.

Music Composition:  Submit a maximum of two works on audio tape or CD.  One copy of an accompanying score may be included.

Photography:  Submit a maximum of 10 slides or images on PC compatible CD (see Note on Digital Submissions).

Theater:  Submit a maximum of two works on VHS video tape or DVD.

Visual Arts:  Submit a maximum of 10 slides or images on PC compatible CD (see Note on Digital Submissions).

Note on Digital Submissions:  Applicants may submit a PC compatible CD (or slides) with no fewer than 8 and no more than 10 images representing artwork completed within the past three (3) years. Image files must be titled with the name of the category you are submitting in, and numbers corresponding to the numbered Support Materials Reference Sheet (For example, poetry1.jpg, poetry2.jpg, poetry3.jpg, or painting1.jpg, painting2.jpg, painting3.jpg, etc.) The sheet should includes the title, medium, size and year of completion of each work (the artist's name should not appear on this sheet.) The artist's name CANNOT appear on or alongside digital images. Any digital images labeled with the artist's name or any other personal information will be disqualified. Images must be in standard JPEG (.jpg) format, and should be no more than 800 KB in size. Images should be roughly 600 x 900 pixels. (Make sure that one dimension of the image is at least 600 pixels, and that no dimension of the image is more than 1000 pixels.) Please do not imbed images into a Power Point presentation. JPEGs will be opened using Windows Picture & Fax Viewer. If they cannot be easily opened, they will not be considered. Emailed images will not be accepted. The artist/applicant's name should be written on the CD or CD case. CDs will not be returned.

*We have recently updated our digital submissions guidelines—if you have any questions regarding your digital submission, please call us @ 222-3880