The Council may contract with nonprofit organizations to administer targeted funding and technical assistance in areas not directly funded by NYSCA Programs. These activities are carried out with funds granted through the Regrants & Partnerships category.

Application to the Regrants & Partnerships Programs category is by invitation only. Applicants are required to get staff approval prior to submitting a request in this category.

This category covers a range of services from the administration of technical assistance funds to fees for artist appearances. Services can either have a long-term role in the arts community or be developed to meet a short-term need. Some organizations may use a panel review process to determine regrant awards for their projects, while others may be limited primarily to assigning and accounting for consulting services. A working knowledge of the target audience, arts discipline, and service area is essential for those organizations receiving grant contracts in this category. Organizations applying to the Council in this category must show a willingness to reach beyond their membership in providing services or regrant awards.

Administrative costs for delivery of services can vary depending on the nature, depth, and scope of the work, but rarely exceed 15% of project costs. Organizations receiving support for regrants in this category are required to report on the distribution of funds, characterizing the demographics of the recipients.

Application Instructions

The online application form includes the following questions, and a project budget. Please use the Budget Notes section to detail income and expense items. Required support materials are listed below.

Application Narrative Questions

Artistic/Programmatic

1. Program Summary
Describe the program, its priorities and the constituents served. How does it differ from or complement other programs in the community or field?

2. Mission
How does this program relate to the organization's mission, goals and programming?

3. Scope of Activity
For ongoing regrant projects, describe the number of requests received on average, for each of the past two years, include the average request amount and grant amount. If this is a new request or service, project the number of anticipated requests and range of grant amounts to be awarded.

Managerial/Fiscal

4. Staffing
Who is responsible for the administration of this project? Describe their role, detailing their duties and noting whether this is a full time, part-time or consultant position. If the coordinator has other responsibilities within the organization, describe them.

5. Board
Describe the involvement of the board in management and program oversight.

6. Work Plan
Outline the schedule and work plan for the next granting or activity cycle. Provide an overview of annual regrant or program deadlines and related activities.

Service to the Public

7. Marketing/Outreach
What are the strategies for outreach and marketing to diverse communities, arts groups and artists, including those not presently served by the program? Include details about any technical assistance resources for emerging artists and arts groups.

8. Selection Process
Describe the application and selection process, noting what is required of applicants, restrictions, and whether there is a panel review.

9. Evaluation
How is the effectiveness of this program evaluated and assessed? Has evaluation led to change in the program? Describe the benefits of this regrant or partnership to the community and general public.

Support Materials

10. Support Materials
Please list all of the support materials and/or work samples being submitted. These materials are critical to the application's assessment.

Support Materials

1. Sample brochures, promotional materials and/or applications forms.

2. Résumé of key staff.

3. If this is a regrant, list of most recent grantees, project descriptions and grant amounts.

4. Outreach/promotional plan for proposed service.

5. If applicable, service-related projects must provide evaluation materials such as samples of surveys or feedback forms along with outcomes/results.

Electronic Materials Guidelines for Submission of Support Materials

Instructions for FY13 Support Materials
The Council is now requiring electronic submission of all Support Materials, including forms, documents and work samples.

There are Exemptions to this requirement. Please see Exemptions to Electronic Support Materials below.

Remember to review Program Specific Requirements for all Support Materials indicated in each Program’s guidelines.

Support Materials can only be submitted electronically while the Council’s online Registration and Application period is open.

Requirements for Electronic Submission of Support Materials
Electronic Support Materials must be submitted online to http://nysca.slideroom.com. Remember to review Program Specific Requirements indicated in each Program’s guidelines prior to uploading. All Support Materials including forms and documents for all Program categories including General Support, Project Support, Regrants and Partnerships, can be uploaded as images, video, audio and/or PDF.

If the Support Material is in the form of a URL(s), please create a separate text document titled URL Support Materials, a description of the work sample/content and the URL (link) embedded in the text document. Include this document when uploading all your Support Materials online to http://nysca.slideroom.com.

For Time-Based Media (video and audio) the following is a general guideline to help applicants prepare content for electronic submission:

Images: 5MB maximum (jpg, png, tif file formats)
Videos: 60MB maximum (mov, mp4, wmv, flv file formats)
Audio: 30MB maximum (mp3 file format)
PDF: 10MB maximum (pdf file format)

60MB per Video clips is approximately 6 minutes
30MB per Audio clip is approximately 10 minutes
10MB per PDF is adequate for up to 10 pages of graphical content. Most text only documents are less than ½ MB.

IMPORTANT: When uploading all time-based materials (audio and video), the maximum length allowed is no more than six minutes per sound and/or video clip.

The maximum number of electronic items allowed (uploads) is no more than twenty-five (25) per proposal. For example: One PDF equals one item, one JPG equals one item and one media clip equals one item.

INSTRUCTIONS for uploading and Technical Assistance during the electronic materials submission process are available by emailing your question to support@slideroom.com Monday through Saturday, between 9am and 9pm, Central Standard Time.

Exemptions to Electronic Support Materials
The following Programs include funding categories which are exempt from the electronic materials requirement for submission of support materials. These exemptions are category specific requirements. Applicants are expected to carefully read Program Category Guidelines for specific requirements in each of the following Programs, to determine which materials must be submitted electronically in addition to hard copy materials.
Facilities Program
Individual Artists Program
Literature Program

Hard copy Support Materials should be submitted to the Council in the following formats:

• DVD (Audio, Video, or Data)
• CD (Audio, Video, or Data)
• Print Materials (books, magazines, blueprints)

Support Materials will not be returned. Do not submit your only copy or original cop(ies).

Applicants are expected to carefully review Program Specific Requirements for submission of all Support Materials to all Programs across all Program Categories.

Ensuring the Playback Quality of Your Hard Copy Support Materials

It is the responsibility of the applicant to ensure the availability, quality, compatibility, and playback stability of all Support Materials which are exempt from the electronic materials submission requirement

Applicants are encouraged to test and verify that their Support Materials are playable prior to submission.

All Support Materials should be able to meet basic presentation requirements for the following hardware:

• Windows XP PC
• 1.6 GHz processor
• 256 mb RAM

In addition, all Hard Copy Support Materials should be able to meet basic presentation requirements for the following software:

• For Time-based Work (Film, Moving Images, Music and Soundwork): VideoLAN VLC Media Player (click here for a complete list of compatible file formats)
• For Still Images: Microsoft PowerPoint 2003 OR XnView multimedia viewer (click here for a complete list of compatible file formats)
• For Electronic Print Materials: Microsoft Word 2003 OR Adobe Acrobat Reader (most current version)