OAC Guidelines--Sustainability Program

View a list of Application Questions for Sustainability.
OAC reserves the right to alter application narrative questions at any time. Please refer to the OnLine Grants Application system for the most up-to-date questions, as well as definitions, formatting details and character limits.

This section of "Guidelines" is available as a PDF for you to download and print out if you prefer to read it offline. You must also read Legal Requirements if you plan to apply for OAC funding. A PDF of the complete version of the "Guidelines" is available in the Introduction.

What the Program Supports

Examples of Eligible Activities

A museum or gallery presents multiple exhibitions, educational programming, publications, and community arts events throughout the year.
A performing arts center presents a series of dance, music and theater performances, including residencies, from September through May.
A community arts organization presents its annual summer weekend festival featuring arts and crafts, music, dance and demonstrations by regional artists.
A university media arts department offers a statewide annual film and video festival for community and university audiences.
A series of literary journals featuring Ohio poets is published.
A municipal parks and recreation department offers art classes and produces performances in theater and dance.

Who May Apply

Applicants to the Sustainability program must have received OAC funds at least twice in the past five years. This previous support must have come from an OAC funding program that evaluated and scored the application through a panel process. First-time applicants to the OAC and organizations with budgets of $25,000 or less should refer to the Arts Access Program.

Applicants may be:

Nonprofit arts and cultural organizations
Social service agencies
Other nonprofit organizations that provide arts programming
Educational organizations that demonstrate a commitment to arts programming in a larger community setting

Non-arts organizations such as colleges and universities, government entities and social service organizations may apply to the Sustainability program only for their ongoing arts component or programming. Grants are based on the arts program?s budget (see below), not the organization?s total budget. Indirect costs may be shown as in-kind but not as part of the cash match. For additional information refer to ?Applications from Colleges, Universities and Government Agencies.?

Organizations that seek funding in this category must demonstrate their value and relevance to the community through quality arts programming and services.

Grant Range

Grants in the Sustainability program are determined by a formula that takes into account the panel score (see below) and the organization?s budget (based on the most recently completed fiscal year). Historically, grants to arts organizations with budgets over $1.5 million have ranged between 1% and 4% of their total operating budget; grants to arts organizations with budgets under $1.5 million generally range from 4% to 10% of their total budget. Grants to non-arts organizations range from 4% to 10% of their submitted arts program budget. These percentages are given as examples only and may vary according to the OAC?s allocation from the state legislature. All Sustainability grants require at least a 1:1 cash match.

Sustainability (over $1.5 million) Additional Requirements

The following organizations, even if their budgets are over $1.5 million, are ineligible for funding in the Sustainability (over $1.5 million) category. They may be eligible to apply in other programs, including the Sustainability (under $1.5 million) category:

Organizations whose primary thrust is education and/or the awarding of academic credit, such as colleges, universities and other degree-granting institutions. This includes departments, divisions, centers and other sub-entities of institutions of higher education.
Organizations that receive operating funds from other state agencies.
Organizations whose main purpose is not the presentation or production of the arts.
Divisions or departments of larger governmental entities (e.g., divisions of parks and recreation)
National service organizations.

Program Requirements

Please read ?Legal Requirements and Ohio Arts Council Rules? and ?Grants Process for Organizations? before applying to this program. Activities for which funds are requested may begin no earlier than July 1 following the application deadline. They must be completed by June 30 of the following year. Organizations must apply for two-year funding.

Additional Information

Organizations awarded Sustainability grants are required to sign a Grant Agreement with the OAC to provide specific services. Two Grant Agreements are issued: one for activities that occur in the first OAC fiscal year (July 1?June 30), a second agreement for activities that occur in the second OAC fiscal year.

OAC grants are paid after grant activities are completed and after a satisfactory Final Report has been submitted through OLGA. The OAC must receive the Final Report within 30 days of completion of the project or program or the grant may be canceled. Requests for extensions are reviewed on a case-by-case basis and may be granted if a written request is submitted before the due date of the Final Report. The Final Report Form is linked to the application and Grant Agreement. Grantees should refer to both documents as they prepare the final report, or payment may be delayed. A Final Report must be submitted at the end of each of the two years of funding. Grantees may request one partial payment during each of the two years of funding.

How to Apply

All applications to the OAC must be submitted via its online application system, OLGA. No paper applications are accepted. See the section entitled ?Grants Process for Organizations.?

Organizations applying for the Sustainability program are requested to notify an OAC staff member of their intent to apply. All applicants are strongly encouraged to submit a draft application at least 30 days before the final deadline date. The draft will be reviewed by OAC staff members and the applicant will receive feedback on the completeness of the application. To submit a draft, simply follow the instructions at the beginning of the application.

Timeline
Draft application deadline	January 1
Final application deadline	February 1
Panel meetings	Early May for arts organizations with budgets greater than $1.5 million; late April for all other Sustainability applicants
Grant award announcement	Mid- to late July
Grant agreement mailed	Mid-August (each year of the biennium)
Grant activity begins (no earlier than)	July 1

What the OAC Needs

Required financial documents (see below).
A completed Sustainability application must be submitted online by 5 p.m. on the February 1 deadline. At that time, the system locks and no further changes can be made to the application.
One set of required support materials (listed below) must be received in the OAC office within seven calendar days of the deadline date. In addition, a complete copy of the application must be submitted. All documents, including the signature form with an original signature, the support material checklist and one copy of the application must be submitted along with your support materials. If the support materials do not reach the OAC within this timeframe, the application will not be accepted. You will be notified via your online account when materials are received.
Include with your support materials an Assurances/ Signature/ Support Materials Checklist. This document will appear on your computer immediately after your application is submitted. It must be signed by your organization?s board president or an authorized official.

Required Financial Documentation

Certified independent audit (required for organizations with budgets over $1.5 million) OR
Independent certified financial review OR
Copy of organization?s last fiscal year IRS Form 990 (for organizations with budgets under $1.5 million)

These financial documents are due by April 1 following the deadline. In addition, organizations with budgets over $1.5 million must submit

Financial Form M

Independent audit letter

Both these items will be mailed to organizations with budgets over $1.5 million after receipt of the application.

Failure to submit this financial documentation by April 1 will result in a penalty deduction in a grant award or the application being deemed ineligible.

Support Materials

Support Materials relate to the ?Evidence? criteria listed under each review category (see ?Evaluation/Scoring Process?). Please do not use plastic sleeves or binders to submit support materials. Pocket folders are acceptable. Submit only one set of the following support materials:

One-paragraph biographies of key artistic and administrative staff and outside personnel mentioned in the application, e.g. consultants, artists, curators, jurors.
List of board members and their professional affiliations; list of committee members.
Up to two examples of educational materials (if applicable) such as teacherpreparation packets, student study guides, brochure of educational offerings, curricula.
Letters of commitment from any organization mentioned in the application as a partner, e.g. social service agency, school district, local business, another arts organization.
Up to three unsolicited letters of support from past participants; letters may not be more than three years old.
Sample evaluation tool.
Maximum of five pieces, no more than two years old, from the following list. During the draft application process, discuss with OAC staff which materials are best suited to support your application.
- annual report
- audience survey
- critical review
- exhibition catalogue
- invitation
- newsletter
- press clipping
- press release
- program
- season brochure
For Literature applicants only: two different literary publications.
For Performing Arts presenters only: a complete list of all artists to be presented, including name, fee amount, date of presentation and venue. To receive funding support for artists from the Ohio Artists on Tour Directory, applicants who are recommended for funding in Sustainability have until May 15 to submit a copy of the contract signed by the presenter and the artist.

Audio-Visual Materials

Please note: all applicants submitting AV materials in this program are now required to complete a cover sheet describing the content of their AV submission. Please print out the following PDF and include it with your support materials. AV cover sheet (PDF 357k)

Because panelists score applications in the area of Artistic/Educational/Cultural Value, applicants are strongly encouraged to include audio-visual materials that best document their programming. The following guidelines are provided for preparing audio-visual materials. You may send:

Up to, but not more than, 12, 35 mm slides, mounted in plastic of past or upcoming programming or projects. See Preparing Slides, below, for instructions on identifying and labeling slides. Slides should be duplicates; do not send originals.

Preparing Slides: Send only clear, well-lit slides in plastic slide mounts. Do not send cardboard mounts, which may bend and jam in the projector, damaging the slides. Do not send glass slides. Slides that jam in the projector will be removed and not shown. Do not put tape or labels on slide mounts. Use permanent ink to label the slides directly on the plastic mounts.

Label each slide with the name of your organization (artist name on slide image below), number, title of work, date the work was completed, red dot to indicate lower left corner. Number each slide clearly, e.g. 1, 2, 3, in the order they are to be viewed.
Up to 12 photographs (digital photographs on a disk are also allowed). Label appropriately with information listed under slides.
Up to two videotapes, CD-ROMs or DVDs (different works). Label each with the name of your organization and information about the work. Cue all materials as appropriate and include a separate sheet of screening notes that describe the sample work in detail, and indicate all artists involved in the work.
Up to two CDs or audiocassettes (different works). Label with name of work, ensemble, date recorded and repertoire. Cue tapes or indicate appropriate tracks on a separate sheet of listening notes.

NOTE: You are allowed up to 10 total minutes? running time of any video, DVD, CDROM digital slides, audiocassettes and CDs. Total time viewed is at the discretion of the panel and may in some cases be less than 10 minutes. Keep this in mind as you select and cue materials. Choose the best examples for the application. Do not send poor-quality slides.

Evaluation/Scoring Process

The Sustainability program panel discusses and evaluates each application based on the following Review Criteria. A vote is taken to determine whether the application advances to the scoring round. An application that moves forward is awarded a maximum of 100 points in the four criteria categories, Artistic/Educational/Cultural Value; Community Participation and Accessibility; Planning, Evaluation and Documentation; and Organizational and Financial Management. Scores are averaged, then ranked from highest to lowest. They are used in the formula to determine grant recommendations, which are approved by the OAC Board.

The review process is competitive; not all applications are funded. The Council may determine a cutoff point in the ranking; applicants below a certain score are not funded.

Review Criteria

Artistic/Educational/Cultural Value
The highest score for this category is 25 points

Proposed activities demonstrate artistic, cultural and/or educational value for the community being served.
Proposed activities advance the organization?s artistic vision.
Qualified persons, including board, staff, and community members, are involved in the design and implementation of proposed activities.
If applicable, K?12 in-school educational programming meets the Ohio Arts Academic Content Standards.
Organization has done long-range planning that addresses economic, educational and cultural goals, with clearly defined strategies for achieving those goals.
Programming continues to evolve and demonstrate creativity.
Artistic programming contributes to community culture.

Evidence
Can support any of the above criteria

Grant application
OAC Final Report (OAC staff will supply)
Artists? biographies
Audio visual materials

Community Participation & Accessibility
The highest score for this category is 25 points

Applicant addresses the educational, economic and/or social needs of the community.
Applicant understands and is responsive to the diverse interests and needs of the community.
Applicant?s programming and facilities meet or exceed federal ADA requirements.
Applicant has taken appropriate steps to broaden, deepen and diversify participation in its programs/activities.
Applicant has identified and minimized barriers to cultural participation, e.g. practical, experiential and perceptual.
Applicant acts as an advocate for the public value of the arts in the community.
Applicant has forged public and private partnerships with a variety of organizations.

Evidence
Can support any of the above criteria

Grant application
OAC Final Report (OAC staff will supply)
Board and committees lists
Publicity materials that detail range of admission prices, operating hours or performance times and accessibility logos
Educational materials
Letters of commitment
Letters of support

Planning, Evaluation and Documentation
The highest score for this category is 25 points

Planning procedures are comprehensive and clearly described.
Appropriate persons, including board, staff, artists and community members, are involved in planning, documentation and evaluation and have clearly defined roles.
Evaluation strategies are appropriate for the participants and the activity; results are used to guide current and future planning and programming.
An appropriate publicity/promotional plan is outlined.
Organization engages in short- and long-range planning that addresses economic, educational and cultural goals, with clearly defined strategies and a budget for reaching those goals.

Evidence
Can support any of the above criteria

Grant application
OAC Final Report (OAC staff will supply)
Sample Evaluation tool

Organizational and Financial Management
The highest score for this category is 25 points

Applicant demonstrates ability to complete the proposed project or programming.
Appropriate persons, including staff, board and committee members, are involved and have clearly defines roles.
Budget is accurate and realistic for the organization or project and correlates to the applicant?s narrative.
Broad base of financial support includes public and private sources.
Applicant demonstrates ability to develop and manage resources appropriately.
If there is a deficit, applicant has a plan to reduce it and has outlined its effect on proposed activities.
Organizational management structure indicates a track record of consistency and stability.

Evidence
Can support any of the above criteria

Grant application
OAC Final Report (OAC staff will supply)
Board and committee lists
Administrative staff biographies
Publicity materials
Audit or financial review or IRS Form 990
Grant application
Letters of support

PDF of Sustainability Program (48K)
PDF of Legal Requirements (67K)

PDF of Regional Map (88K) with county breakdown and staff contact information
Right Click the file and choose Save Target As: to download the file.