§ 3628. Application Review and Awards Process.

(a) Applicants shall apply under a specific funding category and are required to complete the application forms contained in the relevant publications when applying for a specific grant. The California Arts Council hereby incorporates by reference the specific applications and specific instructions contained within these publications for each program.

(1) Art in Public Buildings Program Instructions and Application 1990-91

(2) Artist Fellowship Program Instructions and Application 1990-91

(3) Artists in Residence

Individual Artist Instructions and Application 1991-92

Multi-Residency Instructions and Application 1990-91

(4) California Challenge Program Instructions and Application 1990-91

(5) Multi-Cultural

Advancement Grant Application and Instructions 1990-91

Entry Grant Instructions and Application 1990-93

(6) Organizational Support Program

Mid-Size and Large Organizations Instructions and Application 1990-91

Small Organizations Instructions and Application 1990-91

Large Budget Organizations Instructions and Application 1990-91

(7) State-Local Partnership Instructions and Application 1990-91

(8) Touring Artist Directory 1990-91

(9) Touring/Presenting Program Instructions and Application 1991-92 and 1992-93

(10) Traditional Folk Arts Program Instructions and Applications 1990-91

(b) The application forms are intended to provide the California Arts Council with information and shall include, but not necessarily be limited to:

(1) Name, mailing address, telephone and social security number.

(2) A description of the project, including a budget, if applicable.

(3) A brief statement of the applicant's objectives and how the proposed project will achieve the objective.

(4) An annual income and expenditure report and if applicable, source of match (Applicants for fellowships, apprenticeships, and commissions are exempted from reporting this information.)

(5) Documentation and support materials. Some examples are videotapes, audio cassettes, slides, catalogs, publicity photos, books and manuscripts.

(c) Upon receipt of an application each application, shall be reviewed by the California Arts Council or its designee for compliance with instructions and completeness and then forward to the peer review panel. Incomplete applications or those not in compliance will not be reviewed by the peer review panel.

(1) Members of the peer review panels shall be approved by the Council. These members shall be from the arts community and provide their expertise in evaluating all aspects of applications. Panels shall be selected by the California Arts Council to represent the diversity of California in terms of geography, gender, ethnicity and arts discipline.

(2) One or more Council Members may be present at peer review panels which meet and discuss each application. After discussion and evaluation of applications according to criteria outlined in each program's instructions, (section 3628(a) above) the panel shall rank each application in accordance with the highest priority for funding. The list of recommendations shall then be presented to the full Council which shall make the final decisions on funding and awards at a public meeting.

(d) Notification of applicant status.

(1) All applicants, those receiving and those denied grant awards, shall be notified by the California Arts Council staff of the Council's decision by mail within ten working days after the public meeting.

(2) Applicants approved for funding shall receive information from the California Arts Council outlining the award agreement, mutual responsibilities and safeguards for the agency and the recipient.

(3) Grant award letters or contract for services agreements shall be signed by the grantee and returned to the agency within 60 days of the date postmarked.

(e) Payment on direct grants.

Grant award payments shall be allocated by either a lump sum award or a partial advance payment with the final payment of the grant award, to be made after evaluation of the project.

(f) Payment on contracts for services.

(1) The California Arts Council shall make payment in arrears on contracts for services, meaning that grantees shall be reimbursed for expenses already incurred. Payment will be made within thirty days after receipt of invoices.

(2) The California Arts Council shall determine when advance payments may be made to recipients of contracts for services. These advance payments shall not exceed 25% of the contract amount at any one time. Those applicants that receive advance payments shall submit invoices for actual expenditures prior to the receipt of any additional funds.

(3) The final 10% of a contract will be withheld until the recipient has submitted the final evaluation report.

(g) The California Arts Council shall not claim ownership, copyright rights, royalties or any other claims to artwork produced as a result of a California Arts Council grant or contract. The California Arts Council may request documentation or copies of artwork for purposes of the California Arts Council record.

HISTORY

1. Amendment filed 12-31-85; effective thirtieth day thereafter (Register 86, No. 1).

2. Repealer and new section filed 3-4-91; operative 4-3-91 (Register 91, No. 14).

Note

Note: Authority cited: Section 8753, Government Code. Reference: Section 8753, Government Code.