cdf instructions

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CULTURAL DEVELOPMENT FUNDFISCAL 2014 APPLICATION INSTRUCTIONS

TO: FY14 Cultural Development Fund Applicants

FROM: NYC Department of Cultural Affairs

DATE: January 7, 2013

DEADLINE: MONDAY, FEBRUARY 11, 2013

The Department of Cultural Affairs is pleased to announce the launch of the Cultural DevelopmentFund Application for Fiscal 2014. This year’s submission deadline is Monday, February 11,

2013. The CDF Application can be accessed online at www.nyc.gov/culture. All organizationsseeking DCA support for Fiscal 2014 - including those that wish to be eligible for Member Itemfunding (including CASA or Capital designations) through DCA in Fiscal 2014 - must submit bothan online CDF Application form and Supplemental materials by the February 11th deadline to beconsidered eligible for funding. Organizations currently in the FY12-FY14 or FY13-FY15 multi-year

funding cycles should not submit a CDF Application at this time.

ELIGIBILITY

Be sure to first read the Guidelines to determine whether your organization meets the eligibilityand programmatic requirements for DCA funding. If you determine you are eligible, be sure to ref-erence both the Guidelines and Instructions thoroughly and carefully. Both documents contain es-sential information for any organization hoping to complete the application process successfully;both should be referenced throughout the application period.

INSTRUCTIONS

The Instructions, together with the Guidelines, provide essential information that will help yousubmit a competitive Application. The Instructions include images of the online form and specifictechnical instructions for each section, as well as space dedicated to note taking during an Appli-cation Seminar. There is also a Blank Application available that shows each field from the Applica-tion with corresponding web text and character lengths.

APPLICATION SEMINARS

We strongly encourage all applicants to attend one of the Application Seminars DCA is conductingthroughout the five boroughs. These will give you the opportunity to speak directly with DCAstaff, as well as help you prepare the most competitive Application possible. Review the Guide-lines, Instructions and Seminar Schedule, then reserve a seat at one of the twelve seminar loca-tions. Be sure to bring these Instructions with you to the seminar, as copies will not be available.

REGISTRATION: Accessing the Fiscal 2014 CDF Application

All users must be registered to access previous submissions and to prepare and submit Applica-

tions and Final Reports. If you have not yet registered or if you are a new applicant, register now.Please refer to the Registration Help Guide for more information.

http://www.nyc.gov/culture

http://www.nyc.gov/html/dcla/downloads/pdf/cdf_guidelines_annual.pdf


http://www.nyc.gov/html/dcla/downloads/pdf/cdf_blank_application_annual.pdf

http://www.nyc.gov/html/dcla/downloads/pdf/cdf_seminar_schedule_application.pdf

http://www.nyc.gov/html/dcla/html/contact/seminar_request_application.shtml

http://www.nyc.gov/html/dcla/downloads/pdf/cdf_registration_guide.pdf




http://www.nyc.gov/html/dcla/html/contact/seminar_request_application.shtml

http://www.nyc.gov/html/dcla/downloads/pdf/cdf_seminar_schedule_application.pdf

http://www.nyc.gov/html/dcla/downloads/pdf/cdf_blank_application_annual.pdf



http://www.nyc.gov/culture



SUBMISSION: Completing the Fiscal 2014 CDF Application

The CDF Application consists of two parts: an online form and Supplemental materials. The Appli-cation form, which is the online portion, must be submitted via DCA’s website no later than mid-

night on Monday, February 11, 2013. Supplemental materials, which include additional docu-ments, must be postmarked by the U.S. Postal Service no later than February 11, 2013, or hand-delivered to DCA’s office no later than 6:00 pm on that date. In order for an Application to beconsidered eligible, both parts of the Application must meet this deadline.

Online Form

If you submitted an online Application or Renewal to DCA for FY12 or FY13, some fields will be pre-populated based on answers you entered previously; these fields include the Mission Statement,portions of the Organizational Profile, and FY12 (Completed) and FY13 (Current) Operating Budg-ets. Make sure to carefully review and update all pre-populated fields.

Supplemental Materials

In addition to the online form, all applicants must also provide required Supplemental materi-als to be considered eligible for panel review. The Application Checklist serves as the coverpage for your Supplemental materials. All Supplemental materials must be labeled with theorganization’s legal name; DCA has templates online for the required Funding Plan and fullBoard list, as well as the Organizational Budget for organizations whose primary mission is notcultural. Consult page 28 of these Instructions to determine your required Supplemental mate-rials. All Supplemental materials must fit into an envelope no larger than 12”x15” and should

not include folders or binders. DCA cannot accept Supplemental materials by fax or email.Cultural Data Project Supplemental materials must include a DCA CDF Funder Report generated from the completedCultural Data Project data profile for the organization’s Fiscal 2011. For more information about theCultural Data Project, visit www.nysculturaldata.org or call 888-697-2371.

TECHNICAL ASSISTANCE

In addition to the Application Seminars, DCA Programs staff will be available to help you through-out the application period. Once you have reviewed all Fiscal 2014 Application materials and re-served a seminar seat, your Program Specialist or the Programs Help Desk at 212-513-9381 areavailable to respond to your questions. We look forward to working closely with you and your col-leagues on the application process and throughout the coming year.

INSTRUCTIONS INDEX

Memo to CDF Applicants …………………………………………………………………… 1-2Tools & Navigation …………………………………………………………………… 3-4Organization Profile …………………………………………………………………… 5-6Mission & Outreach …………………………………………………………………… 7Facilities & Venues …………………………………………………………………… 8Attendance/Education …………………………………………………………………… 9Previous Activities …………………………………………………………………… 10Staff Info/Board Info …………………………………………………………………… 11-12

Operating BudgetOverview …………………………………………………………………… 13-14Income & Expenses …………………………………………………………………… 15-18Budget Notes …………………………………………………………………… 19Budget Info …………………………………………………………………… 20

Proposed ServicesProject Summary …………………………………………………………………… 21Project Overview …………………………………………………………………… 22Project Details …………………………………………………………………… 23-25Project Budget …………………………………………………………………… 26-27

Supplemental Materials …………………………………………………………………… 28-29Final Review & Submit …………………………………………………………………… 30-31

http://www.nyc.gov/html/dcla/downloads/pdf/cdf_checklist_annual.pdf


http://www.nysculturaldata.org/






WHAT YOU WILL SEE

Here you will find images from each section to help youfind your place on the online Application form.

CHARACTER LENGTH / PRE-POPULATION

Here you will learn how many characters you can enterfor each narrative field over 100 characters, as well aswhether that section/field has been pre-populated withinformation from your most recent CDF Application orRenewal. If you did not submit online for FY12 or FY13,no fields will be pre-populated.

HELP WITH THE ONLINE FORM

Here you will learn how to navigate the online form, startnew projects and add entries to your Staff, Board andPrevious Activities lists. Also check here for tips on saving

your work, formatting text and entering numbers.

SEMINAR NOTES

The Instructions contain blank space for note taking dur-ing a DCA Application Seminar or while working on yourApplication at your desk. We recommend keeping theseInstructions by your side while you complete the online

Application.

EXAMPLE

800 characters, including spaces and returns.This section will not be pre-populated.


WHAT YOU WILL SEE

EXAMPLE

Do not leave any fields blank. If a category is notapplicable, enter “0.”

Subtotals and Totals will calculate automaticallybased on figures entered.


Each page heading throughout these Instructions will correspond to a section of the online form, and on eachpage you will find three boxes to the left to help guide you: WHAT YOU WILL SEE, CHARACTER LENGTH /PRE-POPULATION and HELP WITH THE ONLINE FORM.

INSTRUCTIONS TOOLS PAGE 3 OF 31

WHAT YOU WILL SEECREATING YOUR APPLICATION

You must be registered to log in. Once you log in, youwill have access to past Applications and Final Reports,your Account Profile, and the current Application. ClickSTART APPLICATION to get started with your FY14 Ap-plication. Or, if you have already begun working on theApplication, click Draft, which will take you to yoursaved draft. You can create and work on only one Appli-cation per fiscal year, but will have access to any Appli-cation or Final Report previously submitted online (toview, click on the link under Application Status).

ACCOUNT PROFILEBe sure to review and update the contact information inyour Account Profile and keep it current; the email ad-dresses there will receive Application correspondence.

OTHER RESOURCES

Links to the FY14 CDF Guidelines, Blank Application,Seminar Schedule, Application Checklist, and templatesfor Supplemental materials are located on the Programshome page of the DCA website; be sure that you havereviewed all of these before you begin.

STARTING A NEW APPLICATION



LOGGING IN AND TIMING OUT

Only one “user” can be logged in at a time. Please keep

this in mind if multiple individuals will be working on the Applica-

tion.

Users will automatically be logged out of the system after

twenty minutes of inactivity. To keep the form active, youmust SAVE the Application using any of the methods listedbelow. A pop-up message will alert you five minutes before thesession automatically expires. New information entered after thelast SAVE will be lost if you are automatically logged out, so besure to save often.

SIDEBAR

On the left side of each page you will find the sidebar, which youcan use to jump to another section of the form while saving yourwork (you do not need to complete each section sequentially). Once

a section is complete, a checkmark will appear in the box next tothat section. Use the sidebar to monitor your progress: you cannotsubmit the Application until every box is checked, indicating thateach section is complete.

SAVE, CANCEL AND ARROW BUTTONS

There are yellow buttons at the bottom of each page. The SAVE

button will save your Application. The arrows move you to thenext or previous page while saving your work.

You may save your work at any time (and should save fre-

quently), log out, and return to the form later.

If you hit CANCEL on any page, your browser will return to the “Welcome” page and previously entered information will not besaved.

PRINT PREVIEW

For your convenience, the PRINT PREVIEW button is on every pagethroughout the Application. Use this to open a new window whereyou can preview your full Application, save it as a PDF to your com-puter, or review which fields have not been completed; incompletefields will appear in red throughout your Print Preview.

SEMINAR NOTES

SIDEBAR

The online form has a number of useful tools that will help you navigate the Application, including the side-bar, the arrow keys, and the save and cancel buttons.

NAVIGATING THE APPLICATION PAGE 4 OF 31

SAVE, CANCEL & ARROWS

PRINT PREVIEW



Do not enter commas or dollar signs in numericfields, such as Operating Income and Expenses.

Use the help button - - -for further definitions andresources.

FY11 OPERATING INCOME and EXPENSES

Enter figures as requested. This information shouldcorrespond to figures reported in your FY11 IRS 990and should not include in-kind or capital support.

Remember:

The FY11 Operating Income determines whether

your application will be reviewed by a borough-specific panel for annual funding or a discipline-specific panel for multi-year funding.

If you are a Social/Multi-Service, Religious or Edu-

cational Organization, you must provide only theFY11 cultural income in the FY11 Operating In-come field (in this case, it may not match the 990filing). Consult page 2 of the Guidelines for moreinformation.

EXECUTIVE DIRECTOR INFORMATION

Complete the contact information for the ExecutiveDirector or Chief Executive Officer as requested.

ORGANIZATION and MAILING ADDRESS

Indicate the organization’s primary administrative ad-dress. Select from the dropdown menu the corre-sponding Borough, Community Board, Council District,and Neighborhood; visit gis.nyc.gov/dcp/at/f1.jsp orcall 311, the City’s information number, to confirm thisinformation.

If the mailing address differs from the organization

address, complete this section; otherwise, select “Yes” and move on to Organization Contact Information.

ORGANIZATION CONTACT INFORMATION

In addition to the organization’s main phone number,it is imperative to provide an alternate, non-officephone number (cell or home) where DCA may reachyou in case of emergency. Also provide a fax num-ber and website for the organization.

SEMINAR NOTES

WHAT YOU WILL SEE

Once you click NEW APPLICATION you will see your Organization Profile. In this section, DCA collects basicinformation needed on the organization.

With the exception of FY11 Operating Incomeand FY11 Total Expenses, this section will be pre-populated based on information submitted in yourmost recent Application. Be sure to review andupdate pre-populated data accordingly.



ORGANIZATION PROFILE PAGE 5 OF 31

http://gis.nyc.gov/dcp/at/f1.jsp





GENERAL INFORMATION

Organizational CodeSelect from the dropdown menu one organizational codefrom the following categories that best describes yourorganization:

Arts Services - Organizations whose primary mission is toprovide service to the cultural field rather than produce orpresent.Botanical - Organizations whose primary focus is thestudy of plants and botany.Educational Institution - Organizations dedicated primarilyto providing education or an organization closely affiliatedwith (either housed in or sponsored by) a school, college,or university.Gallery - An exhibition space with rotating exhibitions andprograms rather than a permanent collection/program.Historical Society - Organizations primarily dedicated tothe preservation and sharing of the history of a givenarea or subject.Library - Organizations whose primary mission is to con-

tain and share books, periodicals, and other materials forreading.Museum - Organizations primarily devoted to the acquisi-tion, conservation, study, exhibition, and educational in-terpretation of objects having scientific, historical, or ar-tistic value.Performing - Organizations primarily dedicated to the pro-duction and presentation of the performing arts.Presenter - Organizations offering presentation space orsupport as their primary service.Religious - Organizations whose primary mission and/orconstituency is faith-based. Social/Multi-Service - Other organizations whose primarymission is not based in arts and culture.Other - All other organizations. Be sure to give a brief

description in the “Other” field.

FY11 Organization IncomeThis field appears only if the Organizational Code youselected is Social/Multi-Service, Religious or EducationalOrganization. Organizations selecting these codes willhave entered only the cultural budget in the FY11 Oper-ating Income and Total Expenses fields; here, enter theorganization’s entire operating income.

Incorporation YearEnter the year your organization was incorporated. Thisinformation should correspond to the year on your incor-poration documents.

Conduit InformationIf the Application is being submitted through a fiscalconduit, check “Yes” and provide the legal name of theconduit. Be sure to contact the fiscal conduit about anyadditional requirements in preparing this Application. If your conduit status has changed since your last applica-tion, be sure to update these fields.

WHAT YOU WILL SEE

This section contains “dynamic fields,” which willremain grey if an answer is not required. Suchfields activate based on your answers to certainquestions, and therefore become required.

Use the help button - - for further definitionsand resources.

Yes/No fields default to “No.”



ORGANIZATION PROFILE - CONT’D PAGE 6 OF 31

This section will be pre-populated with informationsubmitted in your most recent Application/Renewal.

Be sure to review the pre-populated data andupdate information accordingly.

FOR SOCIAL/MULTI-SERVICE, RELIGIOUSOR EDUCATIONAL ORGANIZATIONS,

ENTER THE APPROPRIATE CULTURAL OR ORGANIZATIONAL FIGURES REQUESTED



MISSION STATEMENT

Enter your organization’s mission and include the detailrequested below. If you submitted an FY12 or FY13 Ap-plication/Renewal, this section will be pre-populated, soreview and update your entry. The panel will assess therelevance and effectiveness of the proposed projects inlight of your mission, so be sure to include the following:

mission statement, including specific goals and

objectives;

characteristics of targeted community, if any;

history and key developments, including recent

accomplishments and upcoming milestones; and

principal activities and programs, including those

that may take place outside of the five boroughs

and which cannot be described elsewhere in theApplication.

OUTREACH/MARKETING STATEMENT

Describe outreach and marketing efforts as theserelate to the focus of the proposed project(s). Pro-vide detailed information on who you define as yourpublic, and how you plan to reach them. Be sure toinclude the following in your response for each project:

the characteristics of the targeted audience

and/or participants;

plans for outreach efforts;

types of marketing tools and how you use

them (e.g., print or social media, e-mailblasts, ticket subsidies); and

method of notification to potential participants.

SEMINAR NOTES

In this section please describe the mission, history and principal activities of your organization, as well asyour outreach to the public.

WHAT YOU WILL SEE

2,000 characters, including spaces and returns, forboth fields.

The Mission Statement will be pre-populated basedon information submitted in your most recentApplication/Renewal. Be sure to review the pre-populated data and update informationaccordingly.


Do not just copy and paste. Presentation isimportant, so be sure the text is presentable and

within the constraints of the online system. Useproper spacing and carriage returns, which onlycount as a single character.

Some formatting tools are not accepted. Youcannot underline, use bold or italic type, or usespecial characters. Format the text so it is clear,and use the space provided.

Use Print Preview. You will be able to get a sense of how the text will look to the panel on the PrintPreview page.


MISSION & OUTREACH PAGE 7 OF 31

A HIGH LEVEL OF DETAIL IS REQUIRED



FACILITY INFORMATION

Please complete as directed.

Hours open to the publicDescribe when your facilities are open to the public.If your organization does not have a facility open tothe public, enter “N/A.”

Primary Physical FacilitySelect the appropriate description of your primaryoffice space, which could be your home, a rentedspace, or a donated space. Later in this section youwill be asked to provide any additional locations yourorganization may use (e.g., performance, exhibitionor workshop space).

% of annual budget spent on spaceEnter the percentage of your FY13 operating budgetspent on space. Social/Multi-Service, Religious andEducational Organizations whose primary mission is notcultural should indicate the percent of the current or-ganizational expenses spent on cultural space.

PRIMARY LOCATIONS/VENUES

List the primary location(s) and venue(s) where yourprogramming takes place (e.g., theaters, schools,performing art centers). Remember to include thecapacity of the space(s). If you need to enter multi-ple locations, please put them in priority order.

RELOCATIONS/EXPANSIONS/RENOVATIONS

Please complete as directed.

SEMINAR NOTES

So we may better serve the needs of the field and advocate on its behalf, please provide informationregarding facilities and venues for your organization. Note: information from this section is not distributed topanelists, so be sure to include relevant venue information in your project description(s) as well.

As with every section, all fields must be

answered in order for this section to beconsidered “complete;” be sure to enter “N/A” if a question does not apply to yourorganization.

The questions immediately following “PrimaryPhysical Facility” are dynamic, meaning theywill change depending on how you answer thatquestion. For example, if you say that you ownyour facility, you will see questions about whenit was purchased or if it is shared space.

600 characters, including spaces and returns, forHours open to the public.

500 characters, including spaces and returns, forPrimary Locations/Venues and Relocations/Expansions/Renovations.

This section will not be pre-populated.

WHAT YOU WILL SEE



FACILITIES & VENUES PAGE 8 OF 31



FY12 ATTENDANCE

In the applicable categories, please provide total actualattendance figures for cultural activities that took place

within the five boroughs during your organization’s Fis-cal 2012. Include in these figures attendance at all cul-tural activities, not just those for which you requestedCDF support. Figures entered will total automatically.

Web-based Programming - This field refers to activi-ties that use the internet as the primary componentof the service provided, such as an interactive artistregistry or online video gallery (not hits to your or-ganization’s website).

ETHNICITY

This section is optional. DCA aggregates and uses thisinformation for research purposes only. Your

percentage breakdown must total 100% if you respond.

INDIVIDUALS WITH DISABILITIES

Please complete as requested.

FY12 EDUCATIONAL PROGRAMS

This section applies only to organizations that provideeducational programs to benefit children in grades Pre-K through 12.

If your organization provides Pre K-12 educational ser-vices, select “Yes” for the first question, regardless of whether CDF support is being requested for those pro-grams, and answer the subsequent questions in thissection.

Total cost to provide educational programs - This fieldrefers to the actual cost of educational programs thattook place within the five boroughs during your or-ganization’s Fiscal 2012.

SEMINAR NOTES

Provide information about your audience and any educational programs that you administer. Note: not allinformation entered in this section is distributed to panelists.

Do not enter commas in numeric fields, such asattendance figures.


WHAT YOU WILL SEE

100 characters, including spaces and returns, forIndividuals with Disabilities. Note: the box islarger than the text allows.




ATTENDANCE/EDUCATION PAGE 9 OF 31



The Previous Activities section illustrates to the panel the kind of work your organization does; it provides arecord of relevant past service. Be sure to include activities that may be related to the projects for which youare applying and only include cultural activities that took place within the five boroughs of New York City.

ACTIVITY DESCRIPTION

Enter up to eight of your organization’s activities that

have taken place between July 1, 2011 and now. Grouptogether multiple events that may occur over a seasonand/or fiscal year as one activity (e.g., a theater’s fourmainstage productions, a film company’s season of 24screenings, or a teaching artist residency’s semester of 8workshops). Be concise in the description, but be sureto include relevant information such as the title and con-tent of the program, number of events, frequency, etc.

DATE(S)

Enter the exact date - or range of dates - for each activ-ity noted. Remember: the activities must have takenplace between July 1, 2011 and February 11, 2013.

LOCATION

Enter the location where the activity took place. Be asspecific as possible (i.e., venue, capacity, borough).

# OF PEOPLE SERVED

Enter the actual number of people served by the activityin the fiscal year in which it took place.

SEMINAR NOTES

You may enter up to 8 Activities. However, thissection will be marked “complete” when only oneActivity is added to the Activities List.

Once you enter the description, date, location and# served, click the SAVE ACTIVITY button to addthat entry to the Activities List. Note: Activitydescriptions may not appear in the order youentered them.

Once you save an Activity, you cannot edit it; youwill need to delete it then enter the informationagain.

In addition to the SAVE ACTIVITY button, you mustalso click the yellow SAVE button to save the entirelist.

CAUTION: CLEAR FIELDS will erase the entry.

WHAT YOU WILL SEE

250 characters, including spaces and returns, perActivity Description.




PREVIOUS ACTIVITIES PAGE 10 OF 31



Please supply information regarding your organization’s employees and volunteers. Note: the staff list is notdistributed to panelists.

You may enter up to 10 Staff Members. However,this section will be marked “complete” when onlyone Staff Member is added to the Staff List.

Once you enter a First Name, Last Name, Title, F/T

or P/T, and Salary Code, click the SAVE STAFFMEMBER button to add that entry to the Staff List.Note: staff members may not appear in the orderyou entered them.

Once you save a Staff Member, you cannot edit it;you will need to delete it then enter the informationagain.

In addition to the SAVE STAFF MEMBER button, youmust also click the yellow SAVE button to save theentire list.


GENERAL STAFFING INFORMATION

Enter the numbers of total, paid and full-time staff.Note: employees are considered full-time if they are

permanent staff working 35 hours a week or more(whether paid or not). If arts and culture are only onecomponent of a larger mission, provide only informationabout staff members involved in your arts andcultural programming.

VOLUNTEER PROGRAM

Enter information on formal volunteer programs only.This may include internship programs but should notinclude occasional volunteers.

PRINCIPAL ADMINISTRATIVE/ARTISTIC STAFF

Use the list function to provide information on the or-ganization’s principal administrative and artistic staff.Be sure to enter the Executive Director, Artistic Directorand Primary User on this list, even if s/he is a regis-tered user in your Account Profile.

Enter up to ten staff members individually; use thedropdown menus to indicate whether the staff memberis full- or part-time and the person’s salary range. Sal-ary ranges are as follows:

A - UnpaidB - $1 - 10,000C - $10,001 – 25,000D - $25,001 – 50,000E - $50,001 – 100,000F - $100,001 – 200,000G - $200,001+

SEMINAR NOTES800 characters, including spaces and returns, forVolunteer Program.


WHAT YOU WILL SEE



STAFF INFORMATION PAGE 11 OF 31



Please supply information regarding your organization’s Board of Directors or Trustees. Note: informationentered in this section is not distributed to panelists.

You may enter up to 6 Board Members. However,this section will be marked “complete” when onlyone Board Member is added to the Board List.

Once you enter a First Name, Last Name, BoardTitle, Profession/Affiliation, and Year Appointed,

click the SAVE BOARD MEMBER button to add thatentry to the Board List. Note: Board members maynot appear in the order you entered them.

Once you save a Board Member, you cannot edit it;you will need to delete it then enter the informationagain.

In addition to the SAVE BOARD MEMBER button,you must also click the yellow SAVE button to savethe entire list.


GENERAL BOARD INFORMATION

Enter information about your board and their regularmeetings, and note the following:

An “active committee structure” means you have

sub-committees that meet independent of full boardmeetings.

“Level of board giving” indicates the percentage of

your operating budget that comes directly from theBoard, not the percentage of your board that gives.

“Expected level of give or get” is the amount each

board member is expected to give or get for the or-ganization annually. If there are different levels, en-ter an average. If there is no policy, enter zero.

BOARD MEMBERS/TRUSTEESUse the list function to provide information on the or-ganization’s board members, including his/her name,title on the board, profession or affiliation, and the years/he was appointed. You may only enter up to six mem-bers, so add primary officers first. Be sure to includeyour Board Chair and use the title “Board Chair;” for non-officers, use the title “Board Member.”

Note: you will be asked to provide a full board list aspart of the Supplemental Materials.

SEMINAR NOTES

WHAT YOU WILL SEE





BOARD INFORMATION PAGE 12 OF 31



The Application has two budget sections: one for the organization’s operating budget, and another for projectbudget(s). You will be able to see both budgets together by using the Budget Overview feature (p.14).

Remember to save your work often whileworking on this page. The page will time outafter twenty minutes and unsaved work will be lost.

Do not leave any fields blank. If a category is not

applicable, enter “0.”

Subtotals and Totals will calculate automatically,based on figures entered.

Do not include commas when entering numbers.

Use the help button - - for further definitions of each budget category.

WHAT YOU WILL SEEOPERATING BUDGET

This section requires your organization’s annual operat-ing figures by category for your FY12 (completed year),your FY13 (current year), and your FY14 (projectedyear). Do not include in-kind expenses or capital dollarsin any of these figures.

Note: If you are a Social/Multi-Service, Religious orEducational Organization, be sure to complete this sec-tion based only on the cultural component of your an-nual overall budget. You will be asked to submit a fulloperating budget for the organization as part of theSupplemental Materials (see the Organizational Budgettemplate).

FISCAL YEARS

Indicate the month and year your organization’s fiscal

year begins. These dates reflect your organization’sfiscal year, which may differ from DCA’s fiscal year, andshould match your 990 and financial statements.

SEMINAR NOTES

Your FY12 (Completed) and FY13 (Current) organ-izational budgets will be pre-populated with theprojected budgets submitted in your most recentApplication/Renewal.

Be sure to review the pre-populated data andupdate all numbers with actual figures beforesubmitting.



OPERATING BUDGET - OVERVIEW PAGE 13 OF 31

REMEMBER TO SAVE YOUR WORKFREQUENTLY



The Budget Overview Page is a helpful means of reviewing your project and operating budgets together. Usethis feature to ensure that your actual and projected figures accurately reflect your organization’s activitiesand financial condition. The panel reviews both the organization’s operating budget and projected budgetscarefully.

OPERATING BUDGET - OVERVIEW PAGE PAGE 14 OF 31

This section will be automatically populated as youenter and save figures in the operating and projectbudget sections.

The Budget Overview button can be found at thetop right side of the Operating Budget page or onthe Final Review & Submit page.



WHAT YOU WILL SEE BUDGET OVERVIEW PAGE

This page will be automatically populated as you enterand save figures in the operating and project budgetsections. It is not a page on which you will enter data.

You can review the Budget Overview page at any stageof data entry by clicking the Budget Overview button.

SEMINAR NOTES



This section asks for income figures by category, and whether funds were received or are anticipated by yourorganization. Further information explaining these figures must be included in the Budget Notessection where noted below.

ADMISSIONS/BOX OFFICE

Income from admission to events, exhibitions and per-formances.

CONTRACTED SERVICES

Income from services provided by your organization(e.g., space rental, performance fees, consultants’ fees).Specify the source and amount in the Budget Notes sec-tion.

TUITION, CLASS/WORKSHOP FEES

Income from fees charged for classes, registration,workshops and seminars.

PUBLICATIONS

Income from the sale of publications and recordings.

FUNDRAISING (GROSS)

Income from benefit events and galas. Note: Use thegross (before expenses) income received.

OTHER EARNED INCOME

All other sources of earned income not listed in the cate-gories above (e.g., interest on bank accounts, conces-sion sales, membership income). Specify by source andamount in the Budget Notes section.

CORPORATE CONTRIBUTIONS

Cash support from contributions made by businesses,

corporations, and corporate foundations. This categoryincludes funds from employee matching gift programsand members’ support from "friends" of the organiza-tions.

FOUNDATION GRANTS

Cash support from private foundations.

INDIVIDUAL CONTRIBUTIONS

Support from private individuals.

OTHER UNEARNED INCOME

All other sources of unearned income not listed in thecategories above (e.g., endowment interest income,

contributions from a foreign consulate). Specify bysource and amount in the Budget Notes section.

SEMINAR NOTES

WHAT YOU WILL SEE

FY12 (Completed) and FY13 (Current) OperatingBudgets will be pre-populated with the projectedbudgets submitted in your most recent Application/Renewal.



Remember to save your work often while

working on this page. The page will time outafter twenty minutes and unsaved work will be lost.



Do not include commas or dollar signs whenentering numbers.



OPERATING BUDGET - INCOME PAGE 15 OF 31

UPDATE ALL PRE-POPULATED FIELDSWITH ACTUAL FIGURES



Complete this section according to the definitions below. Specify by source unearned and government incomereceived by your organization in your Fiscal 2012, 2013, and 2014. Further information explaining thesefigures must be included in the Budget Notes section where noted below.

NEA

National Endowment for the Arts.

NYSCA

New York State Council on the Arts.

OTHER FEDERAL AND STATE

Funds from any other Federal or State source (e.g.,National Endowment for the Humanities, Institute of Museum and Library Services, Community DevelopmentBlock Grants, Urban Development Action Grants, NYSNatural Heritage Trust, NYS Department of Education).Specify by source and amount in the Budget Notes sec-tion.

DCA/PROGRAM SERVICES

Funds from the Department of Cultural Affairs CulturalDevelopment Fund. If you have received or are an-ticipating discretionary funding from a member of the City Council administered by DCA, include thatamount within this figure.

DCA/OTHER

Funds from other DCA sources (e.g., CASA). Capitalsupport should not be included anywhere in the Operat-ing or Project Budgets. Specify by source and amountin the Budget Notes section.

OTHER CITYFunds from any other City agency (e.g., Department of Education, Department for the Aging, Department of Youth and Community Development). Specify by sourceand amount in the Budget Notes section.

LOCAL ARTS COUNCILS

Funds from arts councils (e.g., Brooklyn Arts Council,Queens Council on the Arts). Be sure to include anyDCA regrant funds, as well as NYSCA decentralizationfunds or JPMorgan Chase funds received. Specify bysource and amount and note the fund (e.g., NYSCA,DCA) in the Budget Notes section.

WHAT YOU WILL SEE

FY12 (Completed) and FY13 (Current) OperatingBudgets will be pre-populated with the projectedbudgets submitted in your most recent Application/Renewal.





applicable, enter “0.” Subtotals and Totals will calculate automatically,based on figures entered.




OPERATING BUDGET - INCOME , CONT’D PAGE 16 OF 31




This section asks you to specify your organization’s annual expenses. Further information explainingthese figures must be included in the Budget Notes section where noted below.

WHAT YOU WILL SEEPERSONNEL

Cumulative expenses in these categories are for all em-ployees (staff members on salary for whom you make

withholding deductions). Figures should include grosssalaries and fringe benefits such as health insurance,social security, pension fund payments, and payments toretirees.

Administrative - Executive and supervisory administra-tive staff, program directors, business managers, com-munications staff, development staff, clerical staff, ush-ers and other front-of-house and box office staff, li-brarians, maintenance and security staff, etc.

Artistic - Artistic directors, conductors, curators, dancemasters, composers, choreographers, designers, videoartists, filmmakers, painters, poets, authors, sculptors,graphic artists, actors, dancers, singers, musicians,

teachers, instructors, etc., who are on staff.

Technical/Production - Technical management and staff,such as technical directors, wardrobe, lighting andsound crew, stage managers, stagehands, video andfilm technicians, exhibition installation staff, conserva-tors, etc.

OUTSIDE PROFESSIONAL SERVICES

Include payments to firms or persons on a fee-for-service basis, and provide detail in the Budget Notessection. These may include consultant fees, honoraria,stipends for non-staff, public relations, fundraising, out-side security, instructors, choreographers, curators, con-

ductors, designers, video artists, musicians, actors,dancers, or anyone not paid as an employee.

SPACE RENTAL/UTILITIES

Include payments for rental of office, rehearsal, theaterhall, gallery, and other such spaces, and utilities such aselectricity, water, gas, etc.

EQUIPMENT RENTAL/SUPPLIES

Include rental charges for equipment on a per-use basis(e.g., lighting, sound). Also include equipment and sup-plies purchased costing less than $500 with an esti-mated useful life of less than two years; such items areconsidered consumables required for daily operations

(e.g., paper, photocopying, soap, toe shoes, pencils,paint brushes).

SEMINAR NOTES

FY12 (Completed) and FY13 (Current) organiza-tional budgets will be pre-populated with the projected budgets submitted in your most recent Appli-cation/Renewal.



Remember to save your work often whileworking on this page. The page will time out andunsaved work will be lost after twenty minutes.





Use the help button - - - for further definitions of each budget category.


OPERATING BUDGET - EXPENSES PAGE 17 OF 31




This section, continued from page 17, asks you to specify your organization’s annual expenses. Furtherinformation explaining these figures must be included in the Budget Notes section where notedbelow.

TRAVEL/TRANSPORTATION

Costs directly related to travel. Include fares, hotel andother lodging expenses, food, taxis, gratuities, per diempayments, toll charges, mileage allowances on personalvehicles, gas, car rental, etc. Also costs associated withtrucking, shipping, and hauling of equipment, costumes,and sets.

ADVERTISING/PROMOTION/MARKETING

All costs for advertising, marketing, publicity, and/orpromotion. Do not include payment to individuals orfirms that belong under "Personnel" or "Outside Profes-sional Services." Include costs of newspaper, radio, andtelevision advertising; printing and mailing of brochures,flyers, and posters; and space rental when directly con-nected to promotion, publicity, or advertising (for fund-raising expenses, see "Other Expenses").

OTHER EXPENSES

All expenses not entered in other categories. Includefundraising expenses, scripts and scores, lumber andnails, storage, postage, telephone, interest charges,photographic supplies, publication purchases, sets andprops, insurance fees, non-structural renovations or im-provements, etc. Itemize these expenses in the BudgetNotes section.

SURPLUS/(DEFICIT)

This figure is automatically calculated. In the BudgetNotes section, you will be asked to explain how you will

address any surplus or deficit for each of the three fiscalyears.

SEMINAR NOTES

WHAT YOU WILL SEE

FY12 (Completed) and FY13 (Current) organiza-tional budgets will be pre-populated with the projected budgets submitted in your most recent Appli-cation/Renewal.










OPERATING BUDGET - EXPENSES, CONT’D PAGE 18 OF 31




It is helpful to have a printed copy of the Operating Budget from the Budget Overview at hand whencompleting your Budget Notes. These Notes are a critical component of your budget and the panel willconsider them carefully when reviewing your Application.

Do not leave any sections blank. Enter “N/A” forsections that do not apply to your budget.

FISCAL YEAR VARIATION

Please explain any budget figures that vary by 20% ormore between FY12 and FY13, or between FY13 and

FY14.

OTHER SOURCES OF INCOME AND EXPENSES

If you entered figures in any of the followingbudget lines, you must provide details here foreach entry: Contracted Services, Other Earned Income,Other Unearned Income, Other Federal and State In-come, DCA/Other Income, Other City Income, Local ArtsCouncils, Outside Professional Services, and Other Ex-penses.

SURPLUS/DEFICIT

Explain any surplus or deficit listed in each fiscal year.

IN-KIND SUPPORT

While in-kind support should not be included in your Op-erating Budget figures, we do want to know about sig-nificant in-kind support that your organization receives.Indicate the total fair market value of significant goodsand services your organization expects to be provided in-kind in FY13 (current), including donations from DCA'sMaterials for the Arts Program. Specify by source andamount.

FURTHER EXPLANATION

Explain any budget anomalies not addressed elsewhere

within the Budget Notes, which may include notablegrowth or decline, or project and organizational budgetsthat do not match.

SEMINAR NOTES

800 characters, including spaces and returns, forIn-Kind Support.

1,000 characters, including spaces and returns, for

all other fields.


WHAT YOU WILL SEE



OPERATING BUDGET - BUDGET NOTES PAGE 19 OF 31



This section applies to applicants with Fiscal 2011 Operating Income greater than $250,000 or organizationswith Special Funds.

MAJOR OPERATING BUDGET INCREASE/DECREASE

Organizations with an FY11 Operating Income greaterthan $250,000 must explain any major increases or de-creases anticipated to the operating budget in FY15 and/or FY16. These questions will not appear for organiza-tions with an FY11 Operating Income of $250,000 orless.

SPECIAL FUNDS

If your organization has any Special Funds, select "Yes"and the fields will become available. Special Funds in-clude endowment, cash reserve or other designated orrestricted funds.

Select the Fund Type and Restrictions from the drop-down menus. Enter the balance of the fund(s) as of July1, 2012 and the balance you expect as of July 1, 2013.

Enter the purpose of the fund(s).

SEMINAR NOTES

WHAT YOU WILL SEE


If you select “Yes” for Special Funds, you may enterup to 4 Funds. However, this section will be marked “complete” when only one Special Fund is added tothe Special Funds List.

Once you enter a Type, click the SAVE FUND button

to add that entry to the Fund List. Note: Fundsmay not appear in the order you entered them.

Once you save a Special Fund, you cannot edit it;you will need to delete it then enter the informationagain.

In addition to the SAVE FUND button, you mustalso click the yellow SAVE button to save the entirelist.


800 characters, including spaces and returns, for theMajor Operating Budget Increase/Decrease field.

50 characters, including spaces and returns, for thePurpose field.




BUDGET INFORMATION PAGE 20 OF 31



PROJECTS

Organizations may request support for up to five projects. No more than 50% of the total project costs maycome from DCA, and if funded, organizations are ex-pected to complete all projects as proposed regardlessof the amount awarded. Review the Guidelines care-fully before completing the Proposed Servicesportion of the Application, including the sectionon Priorities and Criteria.

SETTING PRIORITY

Arrange your proposed services in priority order. Thepanel will consider the project at the top of the list yourorganization's highest priority and they will review theprojects in priority order.

AMOUNT TOTALS

The “Total Project Cost” and “Total Request Amount” fields calculate automatically based on the figures pro-vided in your project budget(s). Be sure these figuresreflect accurate and realistic projections for the scopeof your proposed projects and organizational budget.

DESIGNATIONS

From the dropdown menus, select one borough and onediscipline to describe your overall Application, based onthe information entered about all your proposed projects. Consider your project priorities when making

these designations; your selections determine the panelin which the Application is reviewed.

Borough Designation for Proposed Activities – Se-lect the one borough that best conveys the primarylocation of the proposed activities. This may or maynot be the same borough in which your offices arelocated.

Discipline Designation for Proposed Activities –Based on the primary discipline of the services youare providing, select one discipline listed below:

The Proposed Services section consists of four parts: a Project Summary which provides the most basicinformation about all projects for which you are requesting support; a Project Overview with generalinformation and a synopsis for each project; Project Details for specific, detailed information about eachproject; and a Project Budget section for each project.

Start a Project. Click NEW PROJECT to enterinformation about each project for which you arerequesting DCA support. To edit or change savedproject information, click on the project title.

Prioritize Your Projects. Once projects are entered,you may change the priority of each project byclicking "Set Priority" and using the arrows next tothe project title.


WHAT YOU WILL SEE

Architecture/DesignBotanical

CraftsDanceFilm/Video/AudioFolk ArtsHumanitiesLiteratureMulti-Disciplinary -

Non-PerformingMulti-Disciplinary -

Performing

Multi-Disciplinary -Performing & Non-Perf

MuseumMusicNew MediaPhotographyScienceTheaterVisual ArtsZoo



PROPOSED SERVICES - PROJECT SUMMARY PAGE 21 OF 31

REMEMBER TO PRIORITIZE YOUR PROJECTS



PROJECT TITLE

The Project Title should be a concise description of theproject (e.g., Ticket Subsidy Program, Mainstage Sea-son, After School Filmmaking Program, Artists’ SummerResidency). You will not be able to save the project untilit has been titled.

PROJECT COST

This field will automatically populate after the “Total Ex-penses” field is calculated on the Project Budget page.

REQUEST AMOUNT

This field will automatically populate after the "ProjectRequest Amount" is calculated on the Project Budgetpage.

DISCIPLINE CODE

Select the most relevant discipline code from the drop-down menu to describe the proposed services in thisproject.

BOROUGH(S)

Select the appropriate borough(s) from the dropdownmenu that pertain to this project; select as many as ap-ply.

COUNCIL DISTRICT(S)

Select the appropriate Council District(s) from the drop-down menu that pertain to the proposed services in this

project; select as many as apply. Select only the councildistricts where activities take place, not the districtswhere your constituents live.

SYNOPSIS

Provide a concise description for the project and includethe following details: type of activity, number of events(performances, workshops, exhibits, issues of a publica-tion, etc.), date(s) and place(s), admission fees (if any),and intended audience. Synopsize the project for whicha fully detailed narrative is provided in the Project De-scription.

PROPOSED SERVICES BEYOND FY14This section will appear only if your FY11 Operating In-come is OVER $250,000. Provide as much detail as pos-sible at this time for anticipated activities in Fiscal 2015and 2016. If the FY14 project will continue beyond FY14,explain any changes and enter “N/A” for the next ques-tion. If the project will end in FY14, enter “N/A” for thefirst question and answer the second.

To select more than one Borough and CouncilDistrict use the multi-select function. PC usersshould hold CTRL while clicking all selections; MACusers should hold COMMAND while clicking allselections.

480 characters for Synopsis, and 800 for eachquestion under Proposed Services Beyond FY14.Note: the last two fields will only appear fororganizations with FY11 Operating Income greaterthan $250,000.




After clicking on “New Project,” you will be directed to the Project Overview which asks for basicinformation about the project. Click on the grey tabs - Overview, Details and Budget - to move to thesesections within a specific project.

PROPOSED SERVICES - PROJECT OVERVIEW PAGE 22 OF 31

WHAT YOU WILL SEE



PROJECT DESCRIPTIONUse this field to describe the proposed activity (who,what, when, where, why, how and how many).

Convey how the project constitutes a public service andhow it is connected to the organization’s mission. Gen-eral and generic project descriptions, or a listing of dates and activities alone, are far less compelling thanspecific, detailed narratives. If the details of your project have not yet been confirmed, describe the processby which they will be established.

For all projects -

Identify performers/artists, including brief informa-

tion on artists involved

Provide dates, times, locations/venues, etc.

Describe the objectives of the project

Explain programming or curatorial selection process,

including who is responsible for making the selections

Describe the process by which participants are se-

lected

Describe how the intended audience is engaged

For education projects -

Indicate the name(s) and/or number(s) of the public

schools and grades being served

Describe the relationship to the schools being served

Describe the planning process

Indicate the total number of students and teachingartists

Note number/length of sessions with each group of

students

Describe the qualifications of the artists/teachers and

any relevant training

Describe the materials to be presented, including pre-

and post-visit materials

Note the relationship of the program to classroom

curriculum

Discuss how the teaching artists and schools evaluate

the program

Note any scholarships offered and describe criteria

and selection process

For ticket subsidy projects -

Indicate the number and/or percentage of tickets to

be subsidized

Explain the process and criteria by which ticket re-

cipients are selected

Indicate maximum capacity for the event(s), i.e., size

of house

Indicate the price, if any, for the subsidized tickets

Indicate the price that would be charged for non-

subsidized tickets

Apply only for cultural services that the organization can realistically complete. The services must occurwithin the City’s Fiscal 2014 (July 1, 2013—June 30, 2014). Anything before July 1, 2013 or after June 30,2014 cannot be proposed for funding. If the project is an ongoing program that extends beyond the confinesof the fiscal year (e.g., an exhibition running from April to September), provide DCA with the full scope of the program, but be clear and specific about the activities taking place in FY14 for which you are seekingfunding. Proposed services must occur within the five boroughs of New York City.


Do not just copy and paste. Presentation isimportant, so be sure the text is presentable andwithin the constraints of the online system: useproper spacing and carriage returns, which onlycount as a single character.

Some Formatting is not accepted. You cannot usebold, italics, underlines, so take that into accountwhen entering text.

Use Print Preview. You will be able to get a sense of how the text will look to the panel on the PrintPreview page.

3,500 characters, including spaces and returns.


WHAT YOU WILL SEE



PROPOSED SERVICES - PROJECT DETAILS PAGE 23 OF 31

A HIGH LEVEL OF DETAIL IS REQUIRED



START DATE / END DATE OF ACTIVITY

Enter specific activity start and end dates in the fieldsprovided. All projects must occur between July 1, 2013,and June 30, 2014. If you do not have specific datesestablished yet, enter the first day of the month in

which you believe the project will start and the last dayof the month in which you believe the project will end.

NUMBER OF RECIPIENTS

Estimate the number of people served for each project.Recipients include either audience members or partici-pants for each activity depending upon the focus of theactivity. For example, if you are offering a public per-formance, the focus is on the audience, so estimate thenumber of audience members. If your project’s focus ison instruction or professional development, estimatethe number of participants (students, artists, etc.) be-ing trained in the class or workshop. If there is a culmi-nating event component to the project, indicate audi-ence numbers in your description, not as recipients.

SPECIFIC AUDIENCE

Select from the dropdown menu the age range(s) of the primary group of people served. You may select asmany ranges as applicable; if the project does not tar-get a specific group, select General.

CHARGE FOR SERVICE

If you intend to charge for this service, select “Yes” anddescribe the cost or pricing structure, including anydiscounts offered and who pays for the service (e.g.,general public, membership, student groups, schools).

ARTIST COMPENSATION

As applicable, indicate whether artists are compensatedand to what degree, or if artists pay to participate inthe proposed services.

SEMINAR NOTES


You may select more than one “Specific Audience” by using the multi-select function. PC users shouldhold CTRL while clicking all selections; MAC users

should hold COMMAND while clicking all selections.


WHAT YOU WILL SEE



PROPOSED SERVICES - DETAILS, CONT’D PAGE 24 OF 31

REMEMBER TO PRIORITIZE YOUR PROJECTS



EDUCATION PROGRAM

Select “Yes” and select from the dropdown menu the

appropriate education category (listed below); providethe objectives of the program as requested:

Arts Exposure - focused on a defined or specificnumber of performances, lecture/demonstrations orexhibitions, often including pre-visit materials orpost-event discussions.

Arts Skills - characterized by an emphasis on sus-tained and regular training, including developingand mastering the skills of a particular artistic disci-pline. Training should be provided by artists/instructors working under the auspices of a culturalorganization, and may range from introductory

through professional levels.

Arts in Education - defined as regularly scheduledartistic/cultural activities used to further aestheticand intellectual awareness and growth; teachingartists trained to work in an educational environ-ment; pre-program planning and post-program re-view with classroom teachers; arts and cultural ac-tivities demonstrating some level of curriculum in-tegration; or activities taking place in a schoolclassroom, a cultural facility or other location.

SEMINAR NOTES


500 characters, including spaces and returns, forObjectives of Education Program.


WHAT YOU WILL SEE



PROPOSED SERVICES - DETAILS, CONT’D PAGE 25 OF 31

ANSWER YES ONLY IF YOUR PROJECTTARGETS GRADES PRE-K THROUGH 12

This section applies only to projects that are educational programs benefiting children in grades Pre-Kthrough 12. If you are not providing an educational program or if your program serves outside that range(e.g., adults), do not complete this section.



Enter information regarding the income that will support this project. The definitions for these fields are thesame as those given for the Operating Budget on pages 15-19 of these Instructions.

INCOME

Please enter the income you anticipate to receive for orapply to this project. If you are using a portion of agrant or fundraising event, indicate only the funds thatwill be used to support this project. Do not include anyin-kind support in any category. Please refer to the or-ganizational budget pages for definitions of these cate-gories, and note the following:

DCA Project RequestEnter the amount you are requesting from DCA tosupport this project. Review the Guidelines for fur-ther information regarding your request to DCA.Remember that DCA cannot support more than50% of a project’s expenses, and support rarelyreaches that level.

Local Arts CouncilsRemember that you cannot apply for DCA regrantfunds in FY14 from a local arts council if you receiveCDF funds in FY14.

Cultural After School Adventures (CASA)Keep in mind that you cannot apply for CASA sup-port through this application, and that CASA fundscannot be included in your project budget.

SEMINAR NOTES

WHAT YOU WILL SEE


Subtotals and Totals will calculate automatically,based on the figures entered.




PROPOSED SERVICES - PROJECT BUDGET PAGE 26 OF 31





This section asks you to specify anticipated funding that will support this project as well as the expectedproject expenses. The definitions for these fields are the same as those given for the organizational budgeton pages 15-19 of these Instructions.


Subtotals and Totals will calculate automatically,based on the figures entered.


Use the help button - - for further definitions of each budget category and remember to review thebudget overview.

800 characters, including spaces and returns, forAnticipated Funding and Other Sources of Incomeand Expenses.


ANTICIPATED FUNDING

Itemize the anticipated funding sources for the project.It is very important to indicate committed funding withan asterisk (*) as indicated in the sample on thescreenshot—this format will maximize the space avail-able and provide adequate detail about projected andcommitted sources of funding.

EXPENSES

Do not include any in-kind support in any category. Thefield labeled "Total Expenses" should equal the totalcost of this project and will populate the "Project Cost"field on the Project Overview and the Project Summarypages.

OTHER SOURCES OF INCOME AND EXPENSES

If you have entered figures in any of the followingproject budget lines you must provide details foreach entry: Contracted Services, Other Earned In-come, Other Unearned Income, Other Federal andState Income, DCA/Other Income, Other City Income,Local Arts Councils, Outside Professional Services, andOther Expenses. Use the format provided in AnticipatedFunding above.

SEMINAR NOTES


WHAT YOU WILL SEE


PROPOSED SERVICES - BUDGET, CONT’D PAGE 27 OF 31



TAX-EXEMPT STATUS AND INSURANCE

Complete as directed.

SUPPLEMENTAL MATERIALSSupplemental Materials are a critical component of thepanel review process.

Consult the Application Checklist to determine your

required Supplemental Materials.

Use the online DCA templates for the Board List and

the Funding Plan. If you are a Social/Multi-Service,Religious or Educational Organization, complete theOrganizational Budget template as well.

Complete and include the Checklist with your Sup-

plemental Materials. Remember to label all materialswith the organization’s legal name.

Supplemental Materials must fit into an envelope no

larger than 12”x15” and should not include foldersor binders.

DCA cannot accept Supplemental Materials by fax or

email.

BACKGROUND MATERIAL - 2 COPIES

Enclose select copies of recent materials relating to theservices that you propose to provide. Be sure the mate-rial includes the date(s) and year on which programmingtook place, and include only material from events occur-ring within the past two years. Please sort and collatethese materials into two identical sets. Suggested

materials include, as applicable:

Marketing/outreach materials -

Brochures, postcards, catalogues and other mailings

Email blasts and printouts from website

Select press and publicity

Project background -

Artist bios

Images and/or other printed material

Sample publications

Work samples -

Relevant CDs and/or DVDs (note: media samples are

reviewed by DCA staff, not the panel)

Educational materials -

List of schools visited in most recently completed

fiscal year (include name of school and borough)

List of schools projected to be visited in FY14

(include name of school and borough)

Teaching artists’ bios

Curriculum materials and/or study guides

Letters of support from school administrators/

teachers/students

This section contains questions regarding tax-exempt status and insurance. It also includes a list of all printmaterials that must be submitted by the deadline, separate from the online form.

WHAT YOU WILL SEE




If you select “Yes” to carrying ComprehensiveGeneral Liability and Property Insurance, enteramounts for bodily injury and property damage.


SUPPLEMENTAL MATERIALS PAGE 28 OF 31

INCLUDE THE APPLICATION CHECKLIST

WITH YOUR SUPPLEMENTALS


http://www.nyc.gov/html/dcla/downloads/word/cdf_funding_template.doc

http://www.nyc.gov/html/dcla/downloads/word/cdf_boardlist_template.doc


http://www.nyc.gov/html/dcla/downloads/excel/cdf_budget_template.xls

http://www.nyc.gov/html/dcla/downloads/excel/cdf_budget_template.xls


http://www.nyc.gov/html/dcla/downloads/word/cdf_boardlist_template.doc




ACKNOWLEDGEMENT CHECK BOX

Select “Yes” to show your awareness of and compliancewith the requirement for Supplemental Materials, due on

the same date as the online form but submitted sepa-rately.

All Supplemental Materials must be postmarked nolater than February 11, 2013, or hand-delivered toDCA’s office no later than 6:00 pm on that date.All materials must fit into an envelope no largerthan 12”x15.”

Your Application will not be considered complete unlessall required materials are submitted by the deadline.Incomplete applications will not be eligible for CDF sup-port.

SEMINAR NOTES

This section requires that you acknowledge that Supplemental Materials must be submitted separately in or-der for your Application to be complete.

WHAT YOU WILL SEE



You will not be able to submit your Applicationunless this box is checked.


SUPPLEMENTAL MATERIALS - CONT’D PAGE 29 OF 31

DEADLINEMONDAY, FEBRUARY 11, 2013



FINAL REVIEW

Scroll down this page to review every field of the Appli-cation prior to submission. You can click on the section

names within the Index to jump to different sections of the online form.

Be sure to review all the informationcarefully.

In addition to the index and scrolling option, two toolsare available to review your Application information:

PRINT PREVIEW opens a printer-friendly version

of all application information, and will indicate anymissing fields in red. To save a copy of your Appli-cation’s print version, you must save the print pre-view as an HTML document or print to a PDF.

BUDGET OVERVIEW offers a comprehensive look

at all budget figures entered on the Application,both the organizational Operating Budget and pro-posed Project Budget(s).

Keep in mind if you are a Social/Multi-Service, Reli-gious or Educational Organization, the OperatingBudget portion must only reflect your cultural budget.

SEMINAR NOTES

You must review the online portion of the Application for accuracy and completeness before submitting. In-formation cannot be changed or updated once you click “Submit.”

This section displays answers entered from allApplication sections. To edit or change a field, use

the sidebar on the left side of the screen to jump toa particular section.

Once you click “Submit Application,” nochanges or updates are possible.

WHAT YOU WILL SEE




FINAL REVIEW & SUBMIT PAGE 30 OF 31

YOUR APPLICATION MUST BE COMPLETEIN ORDER TO CLICK SUBMIT



CERTIFICATION AND RELEASE

This is the final step before submission. An authorizedsignatory must certify, on behalf of the organization,that the completed online Application is the organiza-

tion’s FY14 submission.

By clicking the box “Yes” and submitting the Applica-tion, you affirm your intent to electronically sign thisdocument and understand that this is the legal equiva-lent of a handwritten signature.

Review each answer carefully. Your responses form thebasis for the panel’s review of your Application. Nochanges or updates can be made once the SubmitApplication button is pressed.

CONFIRMATION EMAIL

A confirmation that the online portion of the Applicationhas been submitted will be emailed to the addressesprovided in your Account Profile. The confirmation willinclude:

Applicant ID - Keep this for your records whenreferencing your Application throughout thefiscal year.

Application Checklist - Be sure every item onthis list is included in your submission of Sup-plemental Materials to DCA. Use the ApplicationChecklist as a cover page for these materials,and remember that your Application will not beconsidered complete unless both the onlineform and Supplementary Materials meet theFebruary 11th deadline.

SEMINAR NOTES

This final field is the electronic substitute for your signature.

WHAT YOU WILL SEE

You will not be able to submit your Applicationunless this box is checked.

Once you click “Submit Application,” nochanges or updates are possible.



FINAL REVIEW & SUBMIT - CONT’D PAGE 31 OF 31


REVIEW YOUR ANSWERS CAREFULLYBEFORE CLICKING SUBMIT

Documents

cdf instructions