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Program-by-Program Grant Contract & Final Report Requirements

This section is intended for individuals and organizations that have received a Mass Cultural Council grant. It provides answers to the most frequently asked questions and steps for administering an Mass Cultural Council grant.

Please contact the Contracts Officer for further information about any of the following items:

Artist Fellowships CloseOpen

Reporting Requirements and Deadlines for Fiscal Year 2020

Signed Contract with Attachments

Attachment B — Scope of Services and Additional Terms
Terms and Conditions
W-9 Form
Contractor Authorized Signature Form (PDF) — Required of all grantees

Check your payment status
Payment schedule information and payment history is available through the Commonwealth’s web site.

To access payment information:

Individuals: Type in your VCUST Code and the last four digits of your social security number. The VCUST number can be found on the first page of your contract under Vendor Code. If this box does not contain a VCUST number you may contact the Contracts Officer to obtain it.

On a later screen you will be asked for the Mass Cultural Council’s three-letter state code, which is ART.

Cultural Districts Initiative CloseOpen

Reporting Requirements and Deadlines for Fiscal Year 2020

Signed Contract with Attachments — Due December 13 , 2019
- Attachment A — Scope of Services
- Agreement
- Terms and Conditions
- W-9 Form
- Contractor Authorized Signature Form (PDF) — Required of all grantees
- Authorization for Electronic Funds Payment
- Credit and Publicity Kit — Information about your grant’s credit and publicity requirements, including a Mass Cultural Council credit logo.
Final Report — Due July 15, 2020

Check your payment status
Payment schedule information and payment history is available through the state’s web site.

To access payment information:

Organizations: Type in your VCUST Code and the last 4 digits of your Tax Identification number. This number can be found on your contract under Vendor Code. If this box does not contain a VCUST number you may contact the Contracts Officer to obtain it.

On a later screen you will be asked for the Mass Cultural Council’s three-letter state code, which is ART.

Cultural Investment Portfolio - Portfolio Grantees CloseOpen

Annual Reporting Requirements and Deadlines for FY21

Organizations receiving an FY21 Portfolio grant, including Cultural Affiliates grantees:

For full disbursement of the FY21 Portfolio grant, grantees must continue to meet all eligibility requirements and additional terms stated in Attachments A and B of the grant contract package.

Questions about administration of a FY21 Portfolio grant should be directed to the following staff:

Sara S. Glidden, Program Manager
Gateway and Project Grantees, new applicants
617-858-2710

Michael W. Ibrahim, Program Manager
Portfolio Organizations, CIP Advisory Services
617 858-2737

Kalyn C. King, Program Officer
Portfolio Organizations, Card to Culture
617-858-2718

Cheyenne Cohn-Postell, Program Officer
Small Portfolio Organizations, Gaming Mitigation, and CultureRx
617-858-2704

FY21 Grant Timeline

REGULAR PROCESSING
Grants announced: January 2021
Award packages mailed to grantee: Mid-January 2021
FY21 grant disbursed: 4-6 weeks after receipt of completed contract package
FY21 Reporting Requirements due: Deadline for all reports: June 1, 2021, 11:59pm ET

ORGANIZATIONS WITH CONTRACT HOLDS
SOME Portfolio grantees may have outstanding requirements or eligibility issues that need to be resolved before the Mass Cultural Council is able to mail the award package. Grantees with holds will receive a letter in lieu of the award package in September.

If the FY21 grant is canceled, the organization will be considered a “suspended” grantee, which will cause additional requirements for any reinstatement of funding in the Portfolio in FY22.

To check the status of your contract and grant payments, log into the CIP Management Tool and view “Contracts” page. Contact staff for log-in and password credentials if you do not have this information.

FY21 Reporting Requirements

Portfolio grant recipients must complete the CIP Annual Report and the DataArts Reporting Requirements by 11:59pm ET on June 1, 2021 to avoid penalties to their FY22 Portfolio grant.

If you do not complete all of the requirements by the deadline, there will be a 25% penalty to your grant for the following year.

If an organization remains non-compliant with the Reporting Requirements after June 8, 2021 (11:59pm ET) the organization will be suspended from the FY22 pool and not be eligible for an FY22 Portfolio grant.

DataArts Requirement: “Portfolio Grantees: FY21 report/FY22 application” CIP Funder Report generated through DataArts’ Cultural Data platform.

The DataArts Requirement is complete once the organization has done the following:

- Created a new CDP Survey and entered data for the most recently completed fiscal year.
- Generated a CIP Funder Report which includes the most recent 3 years of data.
- Received staff approval of your Funder Report. The Funder Report is reviewed by staff for completion and accuracy of data. If there are errors or omissions, you will be required to make changes and generate a new Funder Report. You have not completed the requirement until this step is completed.

CIP Annual Report
The CIP Annual Report serves as a confirmation of the grantee organization’s ongoing eligibility for Portfolio grants. It acts both as a final report for the current year, and as the ‘application’ for funding for the following year. It contains:

- Organization Review
- Attestations
  - Confirm that your organization has completed two advocacy activities.
  - Confirm that your organization has credited the Mass Cultural Council for funding. See Attachment D of your contract package or refer to the online Credit and Publicity Kit for more details.
  - Confirm that your organization has a policy on Sexual Harassment.
  - Confirm that your Board of Directors annually approves an organization policy on ethics and best practices for boards. You will need to provide the date of the meeting when this took place.

Engagement Requirement (formerly the Site Visit)

The Portfolio Engagement Requirement is comprised of two components:

Service to the Grantee: Required for all Portfolio grantees, once per four-year cycle. The Service to the Grantee engagement is focused on your organization’s needs and interests.
Service to the Sector: Required for Portfolio grantees with formula expenses over $750,000 as of FY21. Twice per four-year term, grantee leadership will serve as a resource for other organizations in the Portfolio.

If your organization requests to temporarily move this component to an adjacent fiscal year (either sooner or later than required) in order to maximize effectiveness, CIP staff will discuss the process with the grantee, with final decision made by the Mass Cultural Council.

You can see the status of your Engagement Requirement on Attachment A of your grant contract package.

Contract Requirements.
Please contact the Contracts Officer for further information about any of the following:

Attachment A — Scope of Services
Attachment B — Scope of Services and Additional Terms
Attachment C — Updated Budget
Attachment D — Credit and Publicity Agreement
W-9 Form
Contractor Authorized Signature Form — Required of all grantees
Authorization for Electronic Funds Payment

You can check your payment status by logging into the CIP Management Tool

Cultural Investment Portfolio - Gateway Grantees CloseOpen

Organizations that received an FY21 Gateway grant:

For full disbursement of the FY21 Gateway grant, grantees must continue to meet all eligibility requirements and additional terms stated in Attachments A and B of the grant contract package.

Questions about administration of a FY21 Gateway grant should be directed to:

Sara S. Glidden, Program Manager
Gateway and Project Grantees, new applicants
617-858-2710

FY21 Grant Timeline

REGULAR PROCESSING
Grants announced: January 2021
Award packages mailed to grantee: Mid-January 2021
FY21 grant disbursed: 4-6 weeks after receipt of completed contract package
FY21 Reporting Requirements due: June 1, 2021, 11:59pm ET
Application for Gateway FY23/FY24: January 2022

ORGANIZATIONS WITH CONTRACT HOLDS
Some Gateway grantees may have outstanding requirements or eligibility issues that need to be resolved before the Mass Cultural Council is able to mail the award package. Grantees with holds will receive a letter in lieu of the award package in September.

To check the status of your contract and grant payments, log into the CIP Management Tool and view “Contracts” page. Contact CIP staff for log-in and password credentials if you do not have this information

FY21 Gateway Grant Reporting Requirements

Gateway grant recipients must complete the CIP Annual Report and the DataArts Reporting Requirements by 11:59pm ET on June 1, 2021 to avoid penalties to an FY22 Portfolio or Gateway grant.

If you do not complete all of the requirements by the deadline, there will be a 25% penalty to your grant for the following year.

If an organization remains non-compliant with the Reporting Requirements after June 8, 2021 (11:59pm ET) the organization will not be eligible for an FY22 Gateway or Portfolio grant.

DataArts Requirement: “CIP: Gateway Grantees FY21 Final Report” CIP Funder Report generated through DataArts’ Cultural Data platform.

The DataArts Requirement is complete once the organization has done the following:

- Created a new CDP Survey and entered data for the most recently completed fiscal year.
- Generated a CIP Funder Report which includes the most recent 3 years of data.
- Received staff approval of your Funder Report. The Funder Report is reviewed by staff for completion and accuracy of data. If there are errors or omissions, you will be required to make changes and generate a new Funder Report. You have not completed the requirement until this step is completed.

CIP Annual Report
The CIP Annual Report serves as a confirmation of the grantee organization’s ongoing eligibility for Portfolio and Gateway grants. It contains:

- Organization Review
- Attestations
  - Confirm that your organization has completed two advocacy activities.
  - Confirm that your organization has credited the Mass Cultural Council for funding. See Attachment D of your contract package or refer to the online Credit and Publicity Kit for more details.

Contract Requirements.
Please contact the Contracts Officer for further information about any of the following:

Attachment A — Scope of Services
Attachment B — Scope of Services and Additional Terms
Attachment C — Updated Budget
Attachment D — Credit and Publicity Agreement
W-9 Form
Contractor Authorized Signature Form — Required of all grantees
Authorization for Electronic Funds Payment

You can check your payment status by logging into the CIP Management Tool

Cultural Investment Portfolio - Project Grantees CloseOpen

Annual Reporting Requirements and Deadlines for FY21

For full disbursement of the FY21 Project grant, grantees must continue to meet all eligibility requirements and additional terms stated in Attachments A and B of the grant contract package.

Questions about administration of a FY21 Project grant should be directed to:

Sara S. Glidden, Program Manager
Gateway and Project grantees, new applicants
617-858-2710

FY21 Grant Timeline

REGULAR PROCESSING
Grants announced: April 2021
Award packages mailed to grantee: Mid-April 2021
FY21 grant disbursed: 4-6 weeks after receipt of completed contract package
FY21 Reporting Requirements due: Deadline for all reports: June 30, 2021, 11:59pm ET

Organizations that received an FY21 Projects grant must complete a final report by June 30, 2021. This report includes:

Brief narrative and financial report
Acknowledge the Mass Cultural Council’s support, as per the Credit & Publicity Agreement (Attachment D below)
Report on one advocacy activity

The Final Report is available online at https://mass.gosmart.org. You must log in with the same username and password that you used to submit the application.

Contract Requirements.
Please contact the Contracts Officer for further information about any of the following:

Attachment A — Scope of Services
Attachment B — Scope of Services and Additional Terms
Attachment C — Updated Budget
Attachment D — Credit and Publicity Agreement
W-9 Form
Contractor Authorized Signature Form — Required of all grantees
Authorization for Electronic Funds Payment

Festivals Program CloseOpen

Reporting Requirements and Deadlines for Fiscal Year 2020

Signed Contract with Attachments — Due December 13, 2019 for festival grants awarded for the Sept. 1, 2019 – Feb. 29, 2020 grant cycle.
- Attachment A — Scope of Services
- Attachment B — Scope of Services and Additional Terms
- Attachment D — Credit and Publicity Agreement
- Terms and Conditions
- W-9 Form
- Contractor Authorized Signature Form (PDF) — Required of all grantees
- Authorization for Electronic Funds Payment
- Credit and Publicity Kit — Information about your grant’s credit and publicity requirements, including a Mass Cultural Council credit logo.
Final Report — Due 30 days after the end of the festival. (Log-in with the username/password you used when completing the online application.)

Check your payment status
Payment schedule information and payment history is available through the state’s web site.

To access payment information:

Individuals: Type in your VCUST Code and the last four digits of your social security number. The VCUST number can be found on the first page of your contract under Vendor Code. If this box does not contain a VCUST number you may contact the Contracts Officer to obtain it.
Organizations: Type in your VCUST Code and the last 4 digits of your Tax Identification number. This number can be found on your contract under Vendor Code. If this box does not contain a VCUST number you may contact the Contracts Officer to obtain it.

On a later screen you will be asked for the Mass Cultural Council’s three-letter state code, which is ART.

Local Cultural Council Program CloseOpen

Questions regarding a Local Cultural Council Program grant should be directed to the LCC Chair who approved the grant.

Reimbursement Form (PDF)
Credit and Publicity Kit — Information about your grant’s credit and publicity requirements, including a Mass Cultural Council credit logo.

SerHacer CloseOpen

Reporting Requirements and Deadlines for Fiscal Year 2020

Signed Contract with Attachments — Due December 13, 2019
- Attachment A — Scope of Services
- Attachment B — Scope of Services and Additional Terms
- Attachment D — Credit and Publicity Agreement
- Terms and Conditions
- W-9 Form
- Contractor Authorized Signature Form (PDF) — Required of all grantees
- Authorization for Electronic Funds Payment
- Credit and Publicity Kit — Information about your grant’s credit and publicity requirements, including a Mass Cultural Council credit logo.
Final Report — Due 30 days after end of the project and no later than July 15, 2020.

Check your payment status
Payment schedule information and payment history is available through the state’s web site.

To access payment information:

Organizations: Type in your VCUST Code and the last 4 digits of your Tax Identification number. This number can be found on your contract under Vendor Code. If this box does not contain a VCUST number you may contact the Contracts Officer to obtain it.

On a later screen you will be asked for the Mass Cultural Council’s three-letter state code, which is ART.

STARS Residencies CloseOpen

Reporting Requirements and Deadlines for Fiscal Year 2020

Signed Contract with Attachments — Due by December 13, 2019
- Attachment A — Scope of Services
- Attachment B — Scope of Services and Additional Terms
- Attachment D — Credit and Publicity Agreement
- Terms and Conditions
- W-9 Form (non-public schools only)
- Contractor Authorized Signature Form (PDF) — Required of all grantees
- Authorization for Electronic Funds Payment
- Credit and Publicity Kit — Information about your grant’s credit and publicity requirements, including a Mass Cultural Council credit logo.
Final Report — Due 30 days after residency ends or no later than July 15, 2020 whichever is first. (Log-in with the username/password combo you used for your FY20 STARS application. The site can send you a reminder if you need one.)

Check your payment status
Payment schedule information and payment history is available through the state’s web site.

To access payment information:

Organizations: Type in your VCUST Code and the last 4 digits of your Tax Identification number. This number can be found on your contract under Vendor Code. If this box does not contain a VCUST number you may contact the Contracts Officer to obtain it.

On a later screen you will be asked for the Mass Cultural Council’s three-letter state code, which is ART.

YouthReach CloseOpen

Reporting Requirements and Deadlines for Fiscal Year 2020

Signed Contract with Attachments — Due December 13, 2019
- Attachment A — Scope of Services
- Attachment B — Scope of Services and Additional Terms
- Attachment D — Credit and Publicity Agreement
- Terms and Conditions
- W-9 Form
- Contractor Authorized Signature Form (PDF) — Required of all grantees
- Authorization for Electronic Funds Payment
- Credit and Publicity Kit — Information about your grant’s credit and publicity requirements, including a Mass Cultural Council credit logo.
Final Report — Due 30 days after end of the project and no later than July 15, 2020.

Check your payment status
Payment schedule information and payment history is available through the state’s web site.

To access payment information:

Organizations: Type in your VCUST Code and the last 4 digits of your Tax Identification number. This number can be found on your contract under Vendor Code. If this box does not contain a VCUST number you may contact the Contracts Officer to obtain it.

On a later screen you will be asked for the Mass Cultural Council’s three-letter state code, which is ART.

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