How To Manage Your Award
Step 1 – Review Terms and Conditions
Grantees are required to adhere to grant requirements based on the grant program and program source of funds as set forth in the grantee’s award letter and contract. These can include, but are not limited to, the ArtsHERE Grant Agreement, Grant Acceptance Terms and Conditions, Appendices A and B, Assurance of Compliance, and Federal Suspension and Debarment Requirements. Please contact Aiyana Straughn or Lisa Smalls at artshere@southarts.org with any questions.
Step 2 – Have Your UEI
Grant recipients for programs supported by the National Endowment for the Arts will need a Unique Entity Identifier (UEI). Organizations must have a valid UEI in order to receive a subaward from South Arts. Review our instructions on obtaining a UEI if you have not already completed that process.
Step 3 – Notify Us If Your Grant Changes
During the term of your grant, there may be changes that arise, and we encourage you to contact us promptly.
- Project Change – If your project changes, submit your request for a grant change using the Request for Grant Change form. Certain changes require approval from your RAO; these types of changes will significantly impact the dates of the grant term, budget figures, or the overall scope of the approved proposal. Please contact your RAO Administrator to discuss these changes.
- Key Personnel Change – The Grantee agrees to contact South Arts should there be a change in any key personnel involved in this Project.
Step 4 – Use Credit Line and Logos
Grantees are required to give ArtsHERE the appropriate credit in your programs and publicity materials. You must use the logo in your publicity materials (copies must be included with your Final Report). For all print materials and electronic marketing (i.e., brochures, programs, flyers, websites, and other promotional materials), the following credit line should be used:
“ArtsHERE is an initiative of the National Endowment for the Arts in partnership with South Arts and in collaboration with the other five U.S. Regional Arts Organizations.”
Download the ArtsHERE logo here.
NOTE: Grantees should remove the credit line and logo from their publicity materials after the grant period.
Step 5 – Review Grant Payment Process
You will receive your grant funds by Electronic Funds Transfer (EFT). Please complete the EFT authorization form.
You are allowed to request an advance payment, up to 75% of your total grant amount. To do so, you must submit a written request at least 30 days prior to the project start date. The request should be on your organization’s letterhead with a signature and state the reason an advance payment is needed. Please allow 30 – 60 days for all grant payments.
Step 6 – Submit Your Progress & Final Reports
As a pilot program, ArtsHERE will be documented and evaluated by the National Endowment for the Arts to better understand the project activities supported through this program and how grantees approached the work. The evaluation research will result in a summary of lessons learned and may inform the future of the ArtsHERE program. The evaluation will draw from required reporting on grant activities, including annual progress and final reports, as well as additional forms or surveys intended to collect information or feedback that can inform ArtsHERE services, as discussed in program guidelines. Grantees will also receive consent forms for optional evaluation activities that they may opt-in or out of at any time. Please contact Kathryn Zickuhr, Social Science Analyst at the Office of Research & Analysis at the National Endowment for the Arts, with any questions about the evaluation via email (zickuhrk@arts.gov) or phone (202-682-5563).
The Grantee will also submit financial reports to document use of funds on allowable activities and costs (see pages 5-6 of the ArtsHERE Guidelines to review allowable expenses). Financial records, supporting documents, statistical records, and all other records pertinent to the award must be retained for a period of four (4) years from the date of submission of the final report. Grantees must permit South Arts and South Arts financial auditors’ access to their records and financial statements as necessary to ensure compliance with the Federal award requirements. (2 CFR 200.332 (a)(5), .334 and .337)
Step 7 – Write Your Legislators
We encourage you to contact your federal elected officials (Senators/Congresspersons) to inform them of your US RAO and the National Endowment for the Arts support of your ArtsHERE capacity-building project. Many federal officials prefer to receive constituent correspondence via email and/or through their official website (officials and their contact information can be found at www.votesmart.org). You may also choose to send a hard-copy letter on your organization’s letterhead.
504 Handbook & Civil Rights Training
Section 504 Programs & Activities Accessibility Handbook 6th Edition
Section 504 of the Rehabilitation Act prohibits federal agencies, programs, and activities receiving federal financial assistance from discriminating against individuals with disabilities.
The 6th edition of the Federal Communications Commission Section 504 Programs & Activities Accessibility Handbook (Section 504 Handbook) is a collection of guidelines, information, and procedures intended to help Commission personnel in their efforts to ensure that the FCC’s programs and activities are accessible to individuals with disabilities.