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IAC > For Applicants > Resources > FAQs FAQs

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.

Computer/Technical Requirements

What software/hardware do I need to use the IAC's Online Grants System?

  1. Internet Access - Preferably High Speed
    Slower internet speeds may cause slower navigation through the site.
  2. A Web Browser - Such as Firefox, Internet Explorer, Safari, Opera, or Camino
  3. Windows XP or Mac OSX or Higher - Older operating systems will support older browsers that may not be compatible with websites.
  4. 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.

In-Kind Donations

What is 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 reconsideration and appeal process is designed to review the method and fairness of the IAC decision concerning a grant application. This process is not intended to impose a different panel’s choices/judgment over the original panel’s decision. Dissatisfaction with the denial of a grant or the amount of an award is not sufficient reason for an appeal.    Applicants may request reconsideration of a funding decision if the applicant can demonstrate:

  • 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.

Managing Your Online Account

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.?
The IAC's Online Grants System  is not intended as a replacement for the IAC website. You will still need to access www.in.gov/arts for news, announcements, program information, application guidelines, 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.

How do I sign (certify) my application?
When you submit the application, clicking the submit button is the equivalant of signing your application. 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?
No. Once your application is submitted to the system it can no longer be edited. If there is something missing from your application and the program manager asks you to amend it, the application will be released back to you through the system so you can edit. You will be allowed to edit only certain portions of the application at this time.

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. Go here for more details on paperwork requirements.

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?
During the grant period and prior to making a change to the project, grantees must notify the IAC of any changes that may affect the funded project by contact ther program manager. If the change is a variance of 10% or more, a project modification will be requested. A change would include a budget variance of 10 percent or more in any line item, or 10 percent overall, or any changes from your original proposal regarding personnel, project dates (timeline), or scope of activities, etc. IAC program staff will provide details on how to submit a project modification and review the changes before giving written approval. Grantees may be required to return all or a portion of the grant money to the IAC if this procedure is not followed. Review your program guidelines or contact the IAC for more information on how to complete a project modification.

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