California Documentary Project
Public Engagement Grants
| Deadline: September 1, 2010 | |
| Noon: | Deadline for electronic submission of online application and uploaded proposal narrative and budget |
| 5 pm: | Deadline for work samples to be received at CCH’s San Francisco office No late applications will be accepted |
FREQUENTLY ASKED QUESTIONS
What types of activities are eligible for a Public Engagement grant?
The Council seeks clearly defined public engagement projects that will deepen awareness and understanding of subjects and issues of significance to Californians and foster critical reflection and thoughtful analysis on the part of audiences. Only previously supported and completed CDP film, radio and new media projects are eligible to apply. While there are no specific public engagement activities required by this grant program, proposed activities should be clearly defined in terms of intended audience and impact, be designed to maximize use of grant funds, seek to leverage impact through strategic partnerships and have well-defined and feasible goals. Sample activities may include, but are not limited to: community screenings, the creation of discussion guides, pre- or post-screening panel or speaker presentations, translation and subtitling, targeted distribution, design of web-based tools, repurposing of collateral content, and development of standards-aligned lesson plans or other educational materials.
Does the Council fund individuals?
No. Individuals seeking funds for a project must be sponsored by a tax-exempt organization or municipal/state agency, preferably one based in California.
Does the not-profit sponsor need 501(c)(3) status?
No, but the sponsor has to be a viable non-profit organization with tax-exempt status. Although not required, the Council strongly prefers that the sponsor be based in California.
What are the responsibilities of the sponsoring organization?
The sponsoring organization must approve the submission of the proposal, be willing and able to administer grant funds in conformity with the terms of the grant agreement, and must accept full responsibility for undertaking and supporting the project as outlined in the proposal. If a grant is awarded, the authorizing official of the organization will receive the award packet and must sign the grant agreement and other required award documents before any funds can be disbursed. The sponsoring organization is the entity with overall and final accountability to CCH for the project.
Can an organization apply for more than one grant at a time?
Generally, no. However, applicants to the Public Engagement program may also apply to the CDP Production or Research and Development programs with a new project. Otherwise, an organization can only apply for one grant per deadline unless it is an approved media fiscal sponsor (e.g., BAVC, IDA, SFFS, PRX, etc.). If you have any questions about an organization’s eligibility, please contact the CCH Grants and Contracts Manager, Lucy Nguyen, at lnguyen@calhum.org.
Who should be the project director and what is his or her role?
In the case of the Public Engagement Program, the project director should be the individual responsible for overseeing all proposed grant-supported activities. This may be the film, radio or new media producer/director or it may be an outreach coordinator. The project director’s role(s) and responsibilities should be clearly explained in the proposal narrative. Please note that if funded, the individual listed as project director will be CCH’s primary contact throughout the grant period.
Can an individual serve as project director on more than one CCH grant at a time?
Generally, an individual can only serve as project director on one active CCH grant at any given time. If an individual is already serving as a project director on a CCH-funded project, he/she must complete the project and submit a final report before applying for another grant. Please note that final reports require approximately two weeks for approval and should be submitted well in advance of the next grant deadline. Previously-funded CDP project directors applying to the Public Engagement program are an exception.
What is the maximum amount an applicant can request for a public engagement project?
Film, radio and new media projects can request up to $10,000.
Are matching funds required?
Yes. Each grant request must be matched by at least a 1:1 amount of cash or in-kind contributions from nonfederal sources. All matching funds and in-kind contributions must be spent on project-related activities that will take place during the grant period, i.e., between November 1, 2010 and the project end date. Cash on hand for use during the award period and/or secured commitments to provide funds, labor, equipment, services or other material support to the project during the award period are all eligible sources of matching contributions. Cash or the value of goods, services and labor spent on the project prior to November 1, 2010 however, cannot be counted toward the required match, although your full project budget should reflect these income sources. Applicants should include all non-CCH donors in their proposal budget when tallying cash or in-kind contributions, even after the one-to-one match requirement is met.
What does in-kind mean?
In-kind refers to any contribution of labor, materials, goods or services donated to the project. It can include the contribution of staff salaried time; volunteer hours; office space; use of equipment for administrative or programmatic purposes; materials donated for publicity, promotion or evaluation; public program items, including refreshments; and travel, lodging and meals for project staff or participants. Please note: Applicants are expected to determine the fair-market value of these contributions.
Can federal funds be used towards the match?
No. Funds from NEH, NEA, state humanities councils or other federally assisted programs may not be used for the match.
Is there a project budget limit for this grant?
No. However, projects will be evaluated on their feasibility and scope.
How are funds disbursed?
90% of the funds are disbursed upon approval of signed award documents and the final 10% of funds are disbursed upon completion of proposed activities and approval of a final report.
Eligible costs include, but are not limited to:
- Salaries and professional fees for staff and technical consultants
- Honoraria and stipends for humanities advisors
- Programmatic expenses
- Travel, lodging and per-diem expenses for project staff, consultants, speakers, etc.
- Supplies and materials for program activities
- AV equipment rental
- Translation and subtitling
- Publicity expenses, such as printing or mailing of announcements or flyers
- Public program expenses (e.g., rental of a venue for screenings)
- Office expenses directly related to the project, including phone, postage, photocopying and printing
- Fiscal sponsor or indirect administrative fees (up to 10% of your total CCH grant request)
- Project-related administrative salaries and fringe benefits (up to 10% of your total CCH grant request)
Is there a time limit for project completion?
Yes. The maximum term for this grant is one year. The grant period begins November 1, 2010 and ends October 31, 2011.
When will applicants be notified of funding?
The application review process takes approximately two months. If your project receives funding, the sponsoring organization will be sent an award packet by November 1, 2010 containing documents that must be signed and returned to CCH in order for any funds to be disbursed. If conditions are attached to an award, they must be satisfied before an award can be issued. Unsuccessful applicants will be notified in writing in November 2010.
If my application is unsuccessful, can I apply again?
Yes, subject to other conditions and eligibility requirements. Should you wish, you may contact the California Documentary Project Program Officer to receive feedback on your application.
When will the next round of CDP Public Engagement grants be offered by CCH?
A second round of Public Engagement grants will be offered in the spring of 2011. Please check www.calhum.org or sign up for the Council’s eNews for an announcement of the next grant deadline.
Can I apply for this grant if my project is still in post-production?
No. The project must be completed and have satisfied all CCH reporting requirements on previous grant awards before becoming eligible for the Public Engagement grant.
If funded, what are your reporting requirements?
CCH requires grantees to submit within 90 days after the termination of the grant period a final report consisting of: 1) an evaluation report. 2) a final expenditures report summarizing all expenditures of CCH grant funds and matching amounts (whether cash or in‑kind), and 3) copies of any tangible product(s) resulting from the project, including press materials, educational materials, discussion guides, posters, postcards and images from events that may be used for promotional purposes.
How should we acknowledge CCH if funded?
Any tangible product of grant activity (websites, posters, flyers, public reports, exhibits, etc.) must credit the California Council for the Humanities. If funded, specific credit language and logo requirements will be detailed in the grant agreement.
Must I submit an electronic application?
Yes. An applicant must submit an online grant application form and attach the required documents.
Can I use my own budget form?
No. Please download and submit the Excel budget form provided at www.calhum.org. Not all fields may apply to your project and you may leave line items blank or add new items as necessary. Please note that project budgets are weighed heavily in the review and all expenses should be accurately noted.
What is the deadline for this grant?
Applications must be submitted electronically via the CCH website by noon on Wednesday, September 1, 2010. Sample work must be received by mail in CCH’s San Francisco office by 5 pm on September 1.
When will the online application be available?
An online application form will be available on the CCH website on Monday, August 2, 2010. (The guidelines, including the proposal narrative requirements, are available for review on the website now.) Applicants have from August 2, 2010 until noon on September 1, 2010 to fill out their online application and submit all electronic supplemental materials (narrative and budget). The online application will be removed from the CCH website promptly at noon on September 1.
How much time should I allow to complete my online application?
Please allow at least two hours to complete the application.
What should I mail to the CCH San Francisco office?
1. Film and radio: two copies of clearly labeled, completed CCH-supported project (DVD/CD)
2. New media: internet link(s) or two copies of clearly labeled, completed CCH-supported project (DVD/CD)
These should be mailed to:
California Documentary Project Public Engagement Grant
California Council for the Humanities
312 Sutter Street, Suite 601
San Francisco, CA 94108
Please do not use sticker labels directly on DVDs and CDs.
How will I know that my application was received?
Applicants will be notified of receipt of their proposals by e-mail. If your e-mail has spam blocking, please put lnguyen@calhum.org on your "safe list" so that our e-mails will get to you.
When will awards be announced?
The review process takes approximately two months. Applicants will be notified in November, 2010.
Where can I learn more about the Council?
More information about the Council is located on our website: www.calhum.org.
Whom should I contact if I have questions about eligibility, grant guidelines and requirements, or the CDP grant program in general?
Contact John Lightfoot, Program Officer, at jlightfoot@calhum.org.
Whom should I contact if I have technical questions about the online application process and reporting requirements?
Contact Lucy Nguyen, Grants and Contracts Manager, at lnguyen@calhum.org.
