Frequently Asked Questions
Introduction to the IAC's Online Grants System
What will I need to register for the IAC's Online Grants System?
- A valid e-mail address.
- A Profile - Creating a profile in the online grants system allows you to create grant applications, access grants that are in progress and receive grant related communications from the IAC.
When do I use the IAC's Online Grants System?
- When you are ready to submit a grant application.
- When you are ready to submit reports. Please note that some programs will use separate forms for reporting. Please review the guidelines for your program requirements or contact the program staff for assistance.
- When you need to access a PDF of your application or submitted report.
- When your contact information (individual or organization) changes.
When NOT to use the IAC's Online Grants System
- When you are deciding which grant programs are right for you and you need to review program guidelines and requirements. For program details, click here.
- When you are trying to find panel information or deadlines. To review this information, click here.
IAC's Online Grant System - Computer/Technical Requirements
What software/hardware do I need to use the IAC's Online Grants System?
- Internet Access - Preferably High Speed
Slower internet speeds may cause slower navigation through the site. - A Web Browser - Such as Firefox, Internet Explorer, Safari, Opera, or Camino
- Windows XP or Mac OSX or Higher - Older operating systems will support older browsers that may not be compatible with websites.
- Adobe Acrobat Reader - This is a free application that you will need to preview the application as a PDF. Visit the Adobe website to download Acrobat Reader. It may take up to 30 minutes on a dial-up connection.
I have a dial-up internet connection, will the IAC's Online Grants System work for me?
Yes, but the slower internet speed will cause delay in uploading artistic documentation and navigating through the site.
What if I don't have a computer?
If you do not have a computer, there are several options that you can use to access the system. Many local libraries offer free internet access or you can schedule a time to visit the IAC office to complete the application. If you need IAC assistance to complete an application, you must schedule a time to visit our office that falls at least two weeks before the deadline date.
I have an Apple computer. Can I use the IAC's Online Grants System?
Yes. The IAC's Online Grants System is operating system independent. If you are using a MAC and experience issues, try deleting your cookies and restarting your machine.
Completing an Online Application
I'm an artist with a disability. Is there someone who can assist me?
Yes. The IAC staff is always available to help individuals with more specific needs. Please contact Kristina Davis at 317-232-1279 or kdavis-smith@iac.in.gov for assistance.
Can I cut and paste text for my application from Microsoft Word?
Cutting and pasting directly from MS Word does not format correctly. For instance, an apostrophe will end up coming out as a code (%u2019), same for bullets, dashes/hyphens, and open/close quotes. The best way to transfer your text is to “clean” it. Highlight your text, and then go to ‘Edit’ > ‘Clear’ > ‘Formats’. This should remove most of the Microsoft Word code/formatting. You should then be able to paste your text into the online grants system. To verify your application is free of code. Click “Preview application” on any page. Once your application launches in Adobe Acrobat (or whatever PDF viewer you have) Use the ‘Search’ function. Search for ‘%’ symbols. Anywhere you see a ‘%’ that is not supposed to be a percentage sign, that is where some code is left. Go back into the online grants system and edit out the code. The best way to avoid this problem is to type directly into the application. You can then copy and paste text from the online grants system into Microsoft Word to spell check.
Managing Your Online Account/Profile
My contact information has changed, how do I update it?
Once you have created a profile in the IAC's Online Grants System, you will be able to log in to update your information at any time. If you are awarded a grant, you are responsible for keeping the IAC informed of any change in your contact information.
Applying for a Grant
Where can I find program information, application instructions, etc.?
What if I miss the deadline?
The IAC's Online Grants System will accept applications until 4:30 p.m. on the deadline date. After that time, applications will be considered late and ineligible for submission. We strongly suggest you complete your application before the deadline date to avoid any problems that may occur as we cannot make exceptions to this rule.
Can I print out a copy of my application?
Yes. We encourage you to print and keep a copy of your submitted application for your reference. We also suggest printing a copy of your application to review before you submit. Click on the application PDF preview to print a copy of your application.
Can I work on my application at any time?
Yes. The IAC's Online Grants System is available 24 hours a day. The IAC will put out press releases and e-newsletter announcements to notify applicants when applications open. If for any reason the system is not accessible to you, please contact the IAC for assistance.
Can I save my work and come back to the application?
Yes. To stop working on your application, click on the "Save" button at the bottom of the page and logout. The next time you login to the system, you will select your "in-progress" application and continue working. The online system will allow you to access any page of your application for editing until you hit the "Final Submit" button.
Do I need to submit a hard copy of my application?
Clicking the submit button electronically sends the IAC a copy of your final applicaion. There is no need to send a "physical" copy by mail.
How will I know if my application is received/accepted/etc.?
You will get an e-mail from the IAC's Online Grants System during each step of the grants process. E-mails will be generated when applications are received by the system, when any eligibility decisions are made or if the status of an application ever changes.
Once I submit my application, can I continue to edit it?
Definitions
Underserved: People lacking access to arts programs, services, or resources due to isolated geographic location, low income, age, race/ethnicity, cultural differences, disability or other circumstances.In-kind: An in-kind donation is a gift of goods and services. In-kind goods and services are typically goods and services that your organization would have to otherwise buy if they hadn't been donated. The value of the donated supplies or services may be recorded as the amount that your organization would have to pay for similar items.
In-kind gifts should be a mirrored in your budget. You should have a line item for "in-kind" in both the income and expense sections of your budget (in-kind income = in-kind expense). For example, if you have in-kind printing worth $1,000. Then you would list "in-kind printing- $1,000" in the income section. And you would list "in-kind printing- $1,000" in the expense section.
When you receive an in-kind gift, the donor will often send you a note or letter placing a value on the gift. For example, when an artist donates an original art piece for your silent auction, they will often tell you that the value is X dollars. Many, many organizations will then send them a thank you/acknowledgement letter saying, Thank you for your generous gift of your original art valued at X dollars." THIS IS WRONG. Never place a value on an in-kind gift. Even if the value is told to you by the donor, and they ask you to send a letter with that value, you still can't. By law, non-profit organizations cannot provide a value of an in-kind gift to a donor.
The following CANNOT be claimed as in-kind services:
- services that are designed to be provided by volunteers;
- periodic volunteer services for fund raising;
- professional personnel engaged in research or training activities without pay or with a nominal allowance;
- value of time donated by the organization's board of directors and board committee members in carrying out governance activities; and
- services that are provided free or at reduced cost as a condition of employment (such as the use of employee-owned vehicle, etc.)
Applicants must keep a written record of each contribution of in-kind donations of materials and services; this record must be maintained so that it can be audited. The written record should include: organization name, donor name and signature, date, description of the donated item or service, the value of the donated item or service (as assigned by the donor) and the signature of the person receiving the donation on behalf of the organization.
Paneling Process
What is the appeal process?
- The panel or review team used incorrect review criteria; and/or
- There was influence by an IAC staff person or IAC volunteer panelist having a conflict of interest; and/or
- Required information submitted by the applicant was withheld from consideration.
Applicants must send a formal letter to the IAC Executive Director stating the reason for reconsideration, based on one or more of the three points above, and evidence of the grounds for the appeal. The letter must be received in the IAC office within 30 days of notification of the IAC grant award in question. If deemed viable, an appeals committee, appointed by the IAC Chair, will review all requests for appeal and make recommendations to the full Commission at its next business meeting. All decisions of the Commission are final and may not be appealed further.
Grantee Paperwork
What kind of paperwork do I have to complete to receive money from the State of Indiana?
Each grantee will receive a list of paperwork they are responsible for completing with their grant agreement. A Vendor Form must be completed and submitted with the grant contract for the IAC to process your contract for approval. Click here for more details on paperwork requirements.
Do I have to provide my Tax ID/FEIN?
Yes. All grantees must submit their tax identification information on the Vendor Form for registration as a vendor of the State. The Vendor Form is required by the State so payment can be made via direct deposit. The State of Indiana no longer issues payment by paper checks.
Am I responsible for paying taxes on the money I receive?
Yes. All grantees must claim the money as income on their taxes.
Grantee Project Changes
What if my grant project changes?
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