Narrative Questions

1. Provide the mission and a brief history of your organization. (Max: 1,275 characters - about 175 words)
2. Explain how the funding will be used to hire, retain, or commission creative workers. (Max: 2,550 characters - about 350 words.)
3. Explain how the funding will benefit your organization, community, and/or the people you serve.  (Max: 2,550 characters - about 350 words.)

Review Criteria

1. 10% = Artistic excellence and artistic merit of the applicant (as expressed through your answer to question #1 and supporting uploads).
2. 40% = Evidence that the funds will be used appropriately; timeline encouraged (as expressed through your answer to question #2 and the online budget form). 
3. 40% = Evidence of organizational/community benefit; information about internal or external efforts of inclusion with populations that have historically been under-resourced by arts and cultural funding is encouraged. (as expressed through your answer to question #3 and supporting uploads and inclusion chart).
4. 10% = Application overall quality.

All applications must be submitted through the online Application Portal. Application materials will not be accepted in any other format. Once an application is started within the GMS system, the applicant may revisit it to add materials or change answers. This can be done up until the deadline. When the application is complete, the applicant must hit the ‘Submit’ button on the final page. This locks the application and makes it ready for review. Applications must contain:

Online – You will need to complete all the required question fields within the Grants Portal.

• (Required) Completed answers to all narrative questions. 
• (Required) Completed information about award use, project budget, and matching funds.
• (Required) Completed inclusion chart for types of organizational involvement. 

Uploads – You will be able to upload up to a total of 10 pieces of support materials through the Grants Portal. Some of these 10 items will be required, others will be optional. The total amount should be 10 items or fewer.

• (Required) Copy of IRS 501(c)(3) determination letter. 
• (Required) Most recently completed federal tax return. (990, 990-EZ or 990-N if applicable.)
• (Optional) Additional information that supports the application (images, reports, letters of support, contracts, etc.)

Vendor Code – An applicant must have a current Vendor Code to receive award funds.

• Please check your Maine Arts Commission User/Organization account to see if there is a number in the Vendor Code field. If the field is blank you will need to complete a Vendor Form with exactly the same name and contact information as used in the application. If you have had a recent address change you will also need to fill out a new vendor form. It can take several weeks to be assigned a Vendor Code. Once it is assigned, it will be attached to your Arts Commission account automatically.  

• https://mainearts.maine.gov/CMSContent/arts_grants/Grant%20Help%20Docs/Form_Vendor%20Code1.pdf

• Please do not upload the Vendor Form as part of the application.Vendor Forms should be surface mailed, faxed, or emailed to Kimberly Jablon.  Kimberly.Jablon@maine.gov.

Submitted applications are reviewed by Agency staff for completion, eligibility, and adherence to the funding guidelines. Applications determined will not move forward to the panel review. Eligible applications will be reviewed by a panel of Maine arts and culture professionals with appropriate expertise related to the grant program. Applications will be scored and ranked based on the review criteria. Panel rankings translate into reviewer recommendations that are submitted to the Maine Arts Commission members for funding approval. Applications are awarded based on the ranked list, funding priorities, and available funds.

The delivery of funds may take up to six months from the time of award notification. This means that grant awards may be used to reimburse costs which have been incurred for the project after the grant has been approved but prior to funds being disbursed, as long as it takes place within the award cycle.

All applicants are notified of their award status (approved or declined) via email after the Commission members approve the review process. Awardees are also listed on the Maine Arts Commission website. Paperwork and instructions for an applicant to accept an award is sent via email.  Award funding is delivered by surface mail in the form of a paper check.  A grant is taxable income; however, the Agency does not send 1099 or other tax forms to awardees. A copy of your executed award contract can be accessed on the State of Maine site at: https://www.maine.gov/dafs/bbm/procurementservices/reports/service-contract-search.

Final Reports are required no later than two weeks after the close of the award cycle, but it is recommended that they be submitted just after the conclusion of the project.

Your Final Report form can be accessed through your application within the Application Portal. It consists of three sections: Information about the final budget and demographics, a project summary, and a section to upload materials. There is also a survey so awardees can offer feedback to the Agency about their experience. The Maine Arts Commission relies on Final Reports to inform our funding from the National Endowment of the Arts, to become more knowledgeable about Maine creative work, and as a resource to promote the state arts community.