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Requirements of Individuals

To receive an IAC award, you'll be expected to:

  • Submit public official thank you letters
  • Follow funding acknowledgement requirements
  • Complete the electronic contracting process
  • Follow the IAC process for modifying a grant proposal (as needed)
  • Submit your final grant report by the due date

In order to contract with the State of Indiana, there's some fine print you must agree to (just like iTunes). They are as follows:

  • Follow the Americans with Disability Acts (ADA) requirements
  • Follow public manifestation, fair labor, drug free workplace, and civil rights standards
  • Details for individuals who receive payment from a partner of the IAC

    Public Official Thank You Letters

    As part of your grant award, you are required to submit two thank you’s to your public officials. One at the beginning of the grant period, and one at the end with the submission of your final report. These can be sent to your state Representative or Senator, the Governor or your federal Representative or Senator. If you’re not sure who your legislators are, click here, type your address, and Voila!

    While it is a stipulation of your grant agreement, it’s also an opportunity to tell your story!

    Share upcoming engagements, event highlights, organizational successes, new initiatives, program impact, all while thanking legislators for their continued support of the arts.

    Now that you have an idea of what to share, here are a few options on how to do it!

    • Mail them a hand-written thank you card with signatures from project participants
    • Mail a packet of thank you notes/drawings from project participants
    • Create a 2 minute thank you video and post on their Facebook page
    • Create a 1 minute thank you video and post on their Instagram page
    • Send them an email, thank them for their support, and invite them to an upcoming event
    • Write a letter to the editor for your local paper thanking them for their support
    • Get them involved! Take a photo of them with your symphony orchestra; play cast; festival volunteers; at your annual meeting etc.

     

    Funding Acknowledgement Requirements 

    Acknowledging your public funding source is not just a stipulation of your grant agreement, it is a crucial opportunity to let people know how their state supports their cultural experiences through your project or programming.

    Every time you credit your funding sources, you are thanking your audience (taxpayers), and your local, state, and national political leaders for their support of the arts in Indiana and specifically your activity.

    Electronic Contracting Process

    Contract/Grant Agreement 

    • Electronic Grant Agreements! Your grant contract will be delivered for electronic signature through the IAC's online grants management system. This is mandatory for all IAC grantees in accepting the award.

    IRS W-9 Form

    • In some instances a completed IRS W-9 form may be required in order to release payment. This form should be completed using your legal name, and submitted to your program manager when applicable.  

    Grant Modification

    Any significant changes to your original grant proposal (major changes to who, what, when, or why; total income or expenses that change by 20% or more) must be discussed and approved by your grant program manager before moving forward. If necessary, your grant program manager may require you to complete and submit a grant modification follow up form for their approval.  This form will be assigned through the IAC online system. If a modification is required and does not get submitted, your award will be rescinded, and any disbursed funds must be returned to the IAC. 

    ​Final Grant Reports

    • Final reports will be assigned to you through the IAC's online grant system unless otherwise noted in the program guidelines. The final report link will appear under on your dashboard, and you will be notified it is there via email from the online system.
      • For grantees that fail to submit a report by the deadline, the following will result:
        • For reports up to one week late an automatic 15% will be deducted from the grantee’s total grant award;
        • For reports later than one week and up to two weeks late the entire final grant payment will be rescinded;
        • After two weeks, the grantee’s full grant will be rescinded and the grantee will be ineligible to receive funds for the next cycle of any IAC grant opportunity.   
      • If you need assistance with the Final Grant Report, contact your program manager.

    Accessibility Requirements

    The Indiana Arts Commission (IAC) supports universal access to the arts. IAC abides by state and federal laws that prohibit public support to organizations (people or entities) that discriminate against people with disabilities. Therefore, each grantee is required to assure that they are in compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 (ADA). By signing an IAC application or grant agreement, applicants/grantees are in effect acknowledging that their programs, services, and facilities are accessible, or a plan to make them accessible is in place and being followed. Funds may not be granted unless applicants are able, if requested, to provide documentation of their efforts to be in compliance. For assistance with this section, including an Accessibility Self-Assessment Checklist, consult the Indiana Arts Commission accessibility webpage located here: www.in.gov/arts/accessibility.htm

    Public Manifestation, Fair Labor, Drug Free, and Civil Rights

    Civil Rights: The IAC complies with all state and federal laws and regulations concerning civil and human rights and must assure that programs, awards, and employment practices are free of any discrimination based on race, color, national origin, physical disability, religion, gender, or age.

    The submitted IAC application and signed Grant Agreement indicate that the individual artist/organization understands and is in compliance with these laws:

    • Title VI of the Civil Rights Act of 1964 (42 U.S.C. 200d) provides that no person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving federal financial assistance.
    • Title VII of the Civil Rights Act of 1964 (42 U.S.C. 200e) as amended by the Equal Opportunity Act of 1972 (Public Law 92-261).
    • Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 706) provides that no otherwise qualified handicapped individual in the United States, as defined in the law, shall, solely by reason of his handicap, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving federal assistance.
    • The term "handicapped individual" means "any person who (a) has a physical or mental impairment that substantially limits one or more of such person's major life activities, (b) has a record of such impairment, or (c) is regarded as having such an impairment."
    • Americans with Disabilities Act of 1990 provides for nondiscrimination in public accommodation on the basis of disability.
    • Title IX of the Education Amendments of 1972 which provides that no person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving federal assistance.
    • The Age Discrimination Act of 1975 provides for nondiscrimination in federally assisted programs on the basis of age.

    Drug-Free Workplace

    • The Drug-Free Workplace Act of 1988 requires that employees of the grantee not engage in the unlawful manufacture, distribution, dispersion, possession, or use of controlled substances in the grantee’s workplace or work site.

    Fair Labor Standards

    • Applications must follow Fair Labor Standards which provide that all professional performers and related or supporting professional personnel employed on projects or productions that are financed in whole or in part by this grant will be paid, without subsequent deduction or rebate on any account, not less than the minimum compensation as determined by the Secretary of Labor to be the prevailing minimum compensation for people employed in similar activities.
    • No part of any project that is financed in whole or in part under this grant will be performed or engaged under working conditions that are unsanitary, hazardous, or dangerous to the health and safety of the employees engaged in a project or production. Compliance with the safety and sanitary laws of the state in which the performance or part thereof is to take place shall be prima facie evidence of compliance.

    Disclosure

    • All information provided on your application may be disclosed under the Access to Public Records Act, IC 5-14-3.
  • Details for individuals who receive payment directly from the IAC

    Public Official Thank You Letters

    As part of your grant award, you are required to submit two thank you’s to your public officials. One at the beginning of the grant period, and one at the end with the submission of your final report. These can be sent to your state Representative or Senator, the Governor or your federal Representative or Senator. If you’re not sure who your legislators are, click here, type your address, and Voila!

    While it is a stipulation of your grant agreement, it’s also an opportunity to tell your story!

    Share upcoming engagements, event highlights, organizational successes, new initiatives, program impact, all while thanking legislators for their continued support of the arts.

    Now that you have an idea of what to share, here are a few options on how to do it!

    • Mail them a hand-written thank you card with signatures from project participants
    • Mail a packet of thank you notes/drawings from project participants
    • Create a 2 minute thank you video and post on their Facebook page
    • Create a 1 minute thank you video and post on their Instagram page
    • Send them an email, thank them for their support, and invite them to an upcoming event
    • Write a letter to the editor for your local paper thanking them for their support
    • Get them involved! Take a photo of them with your symphony orchestra; play cast; festival volunteers; at your annual meeting etc.

     

    Funding Acknowledgement Requirements 

    Acknowledging your public funding source is not just a stipulation of your grant agreement, it is a crucial opportunity to let people know how their state supports their cultural experiences through your project or programming.

    Every time you credit your funding sources, you are thanking your audience (taxpayers), and your local, state, and national political leaders for their support of the arts in Indiana and specifically your activity.

    Electronic Contracting Process 

    Contract/Grant Agreement 

    • Electronic Grant Agreements! Your grant contract will be delivered for electronic signature through the IAC's online grants management system. This is mandatory for all IAC grantees in accepting their award.
    • Once submitted through the online system, the signed grant agreement will be reviewed and approved by three other state agencies: the Department of Administration, the Budget Agency, and the Attorney General’s office (this is standard procedure). Once approved, a copy of the fully executed agreement will posted on the State Contract Portal. You will be notified via email when the contact has been approved and that a request for payment is being processed. The IAC will not recognize any contractual obligation to an individual or organization without a fully executed copy of the grant agreement on file.

    IRS W-9 and State Direct Deposit Forms

    • The State of Indiana requires completion of an IRS W-9 and a State Direct Deposit Form by all direct grantees. These forms should be completed using your legal name. 
    • Completed forms should be emailed to Ms. Chapin Schnick at cschnick@iac.in.gov. The IAC will submit the forms to the Auditor's Office on your behalf. If you have questions about how to complete these forms, please contact Ms. Chapin Schnick at 317-232-1283. 

    Grant Modification

    Any significant changes to your original grant proposal (major changes to who, what, when, or why; total income or expenses that change by 20% or more) must be discussed and approved by your grant program manager before moving forward. If necessary, your grant program manager may require you to complete and submit a grant modification follow up form for their approval.  This form will be assigned through the IAC online system. If a modification is required and does not get submitted, your award will be rescinded, and any disbursed funds must be returned to the IAC. 

    ​Final Grant Reports

    • Final reports will be assigned to you through the IAC's online grant system unless otherwise noted in the program guidelines. The final report link will appear under on your dashboard, and you will be notified it is there via email from the online system.
      • For grantees that fail to submit a report by the deadline, the following will result:
        • For reports up to one week late an automatic 15% will be deducted from the grantee’s total grant award;
        • For reports later than one week and up to two weeks late the entire final grant payment will be rescinded;
        • After two weeks, the grantee’s full grant will be rescinded and the grantee will be ineligible to receive funds for the next cycle of any IAC grant opportunity.   
      • If you need assistance with the Final Grant Report, contact your program manager.

    Accessibility Requirements 

    The Indiana Arts Commission (IAC) supports universal access to the arts. IAC abides by state and federal laws that prohibit public support to organizations (people or entities) that discriminate against people with disabilities. Therefore, each grantee is required to assure that they are in compliance with Section 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990 (ADA). By signing an IAC application or grant agreement, applicants/grantees are in effect acknowledging that their programs, services, and facilities are accessible, or a plan to make them accessible is in place and being followed. Funds may not be granted unless applicants are able, if requested, to provide documentation of their efforts to be in compliance. For assistance with this section, including an Accessibility Self-Assessment Checklist, consult the Indiana Arts Commission accessibility webpage located here: www.in.gov/arts/accessibility.htm

    Public Manifestation, Fair Labor, Drug Free, and Civil Rights

    Civil Rights: The IAC complies with all state and federal laws and regulations concerning civil and human rights and must assure that programs, awards, and employment practices are free of any discrimination based on race, color, national origin, physical disability, religion, gender, or age.

    The submitted IAC application and signed Grant Agreement indicate that the individual artist understands and is in compliance with these laws:

    • Title VI of the Civil Rights Act of 1964 (42 U.S.C. 200d) provides that no person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving federal financial assistance.
    • Title VII of the Civil Rights Act of 1964 (42 U.S.C. 200e) as amended by the Equal Opportunity Act of 1972 (Public Law 92-261).
    • Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. 706) provides that no otherwise qualified handicapped individual in the United States, as defined in the law, shall, solely by reason of his handicap, be excluded from participation in, be denied the benefits of, or be subject to discrimination under any program or activity receiving federal assistance.
    • The term "handicapped individual" means "any person who (a) has a physical or mental impairment that substantially limits one or more of such person's major life activities, (b) has a record of such impairment, or (c) is regarded as having such an impairment."
    • Americans with Disabilities Act of 1990 provides for nondiscrimination in public accommodation on the basis of disability.
    • Title IX of the Education Amendments of 1972 which provides that no person in the United States shall, on the basis of sex, be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any education program or activity receiving federal assistance.
    • The Age Discrimination Act of 1975 provides for nondiscrimination in federally assisted programs on the basis of age.

    Drug-Free Workplace

    • The Drug-Free Workplace Act of 1988 requires that employees of the grantee not engage in the unlawful manufacture, distribution, dispersion, possession, or use of controlled substances in the grantee’s workplace or work site.

    Fair Labor Standards

    • Applications must follow Fair Labor Standards which provide that all professional performers and related or supporting professional personnel employed on projects or productions that are financed in whole or in part by this grant will be paid, without subsequent deduction or rebate on any account, not less than the minimum compensation as determined by the Secretary of Labor to be the prevailing minimum compensation for people employed in similar activities.
    • No part of any project that is financed in whole or in part under this grant will be performed or engaged under working conditions that are unsanitary, hazardous, or dangerous to the health and safety of the employees engaged in a project or production. Compliance with the safety and sanitary laws of the state in which the performance or part thereof is to take place shall be prima facie evidence of compliance.

    Disclosure

    • All information provided on your application may be disclosed under the Access to Public Records Act, IC 5-14-3.