MANAGING YOUR GRANT

Congratulations on your grant from Alabama State Council on the Arts! 

The Council on the Arts approves grants in June, September, and December. After the Council votes on which applications receive funding, notifications are emailed to every applicant. This letter will tell you the amount of funding for your grant. 


Registering for STAARS
As soon as you receive word that you have been awarded a grant, please confirm your enrollment in the STAARS (State of Alabama Accounting and Resource System). Every person or entity receiving grant funding is considered a vendor of the state.

The website vendors.alabama.gov provides detailed steps for the registration process. In short, these steps need to be taken: 

  • From vendors.alabama.gov, click the link for the Vendor Self Service (VSS) site. 
  • Click on "Register" to the left of the page. 
  • Have access to your organization's information, including address and Tax ID number. 
  • Search the system to ensure that your organization is not already registered. 
  • Create a password and username and verify your email address. 
  • You will receive an email with your vendor number. This email will also include a link to retrieve a state-issued W-9. Your process is not complete until this specific generated W-9 is returned. 
  • With a voided check or letter from your bank, add Electronic Funds Transfer information. 
  • Wait a few days for the Comptroller to confirm your registration. 

Questions regarding this aspect of the Council on the Arts grant process are best directed to STAARS support services, either through online help at the VSS website or by calling 334-353-9000. Click here to access FAQs. 


The Grant Award 
A few days after receiving the email notification about your award, you will be prompted to log into the online grants portal and complete the necessary paperwork. When viewing your dashboard upon logging in, your application will have two attached forms to complete. These forms are your legally binding agreement to use grant funds appropriately. Please read them very carefully. 

The Grant Agreement: The first form to complete is a grant agreement. Your signed grant agreement is due 30 days after the award is made. (Please note: If the documents are not returned within this time frame, the agreement becomes void, and the grant can be canceled.) This agreement is countersigned by Council staff, and the final copy will be available in the system for download. 

Public Events Form: Due at least 30 days before the start of your project, this form provides more details about the public-facing events and programs that are part of your project. Information you include here will be used to share Council-funded events with Council members and the public.


Your Project
Implement your project knowing that everyone at the Council on the Arts is cheering you on! Staff members enjoy hearing updates and knowing that grants are successfully fulfilling our mission. Please reserve tickets for any programs so that Council staff may attend. As you complete your project, document the process through photos or videos. Save notes of appreciation from participants, evaluations, feedback, and any statistics or data you might collect. 

As a condition of your grant from the Alabama State Council on the Arts, you are required to credit the funding support you receive both on your website and all funding-associated promotional materials.

Acknowledging your public funding is more than just a requirement of your grant agreement; it's an opportunity to encourage audiences and public officials to continue support of cultural experiences through state funds. Include one of the following credit lines in your acknowledgment: 

If you receive State funds:

Made possible in part by a grant from Alabama State Council on the Arts.

OR

This project has been made possible by grants from Alabama State Council on the Arts.

OR

This activity is supported by Alabama State Council on the Arts.

 
If you receive Federal funds:

Made possible in part by grants from Alabama State Council on the Arts and the National Endowment for the Arts.

OR

This project has been made possible by grants from Alabama State Council on the Arts and the National Endowment for the Arts.

OR

This activity is supported by Alabama State Council on the Arts and the National Endowment for the Arts.


If you are unsure of the funding source for your project, please refer to the 'Award Amount and Source of Funds' section in your Grant Agreement, accessible via the online portal. Do not credit the National Endowment for the Arts if there are no federally provided funds supporting the activities of your grant.


We've also created this helpful Grantee Media Toolkit to help you promote your programs and activities. 

Note: Grantees should remove the credit line and any logos from their publicity materials after the grant period.


Final Reporting 
Within 30 days of completing your grant-funded project, grantees are required to submit a final report of the project. Any organization with a delinquent final report from a previous grant award is ineligible to receive another grant until the report is submitted. The balance of the grant award may be forfeited if the report is not submitted by the deadline. 

Using the online application system, grantees will see a link to submit their final report. 

It is the responsibility of your organization to remember when final reports are due and to submit them on time. Delinquent final reports may result in grant cancellation and forfeiture of any grant balance.

If you have problems submitting your final report, plans change with your project so that it is different from what was proposed in your application, or anticipate that your organization will not complete the project or request the total amount of the grant award, you must communicate with the appropriate program manager immediately.

 


TOOLKIT FOR ORGANIZATIONS

As a recipient of Alabama State Council on the Arts grants, we rely on you, the grantee, to help publicize the work these grants make possible. Utilizing publicity and media coverage is a tool that will assist in ensuring the success of the funded project, your organization, and the Council on the Arts.

We have put together this toolkit to help guide your communications efforts surrounding your recent grant award. 


Grantee Media Toolkit
Download our media toolkit here (Dropbox) or here (Google Drive) – the toolkit includes logos, social media graphics, and other resources to help promote your award(s).

The toolkit, along with the following materials, is intended for the use of our grantees and will help you get the recognition your project and organization deserve. Here are a few ways to publicize your grant award(s):


Recognition & Acknowledgement 
When you acknowledge Alabama State Council on the Arts in your publicity materials, you communicate the importance of public support for the arts. Citizens and elected officials learn why these funds are essential to all Alabamians. Share the news of your recent award with your constituents, your board of directors, and your community.


Recognition
As part of your grant agreement, you are required to give Alabama State Council on the Arts appropriate credit in your promotional and educational materials (both online and in print). 

Credit Language
Include one of the following credit lines in your acknowledgment:


If you receive State funds:

Made possible in part by a grant from Alabama State Council on the Arts.

OR

This project has been made possible by grants from Alabama State Council on the Arts.

OR

This activity is supported by Alabama State Council on the Arts.


If you receive Federal funds:

Made possible in part by grants from Alabama State Council on the Arts and the National Endowment for the Arts.

OR

This project has been made possible by grants from Alabama State Council on the Arts and the National Endowment for the Arts.

OR

This activity is supported by Alabama State Council on the Arts and the National Endowment for the Arts.

 

  • Do not credit the National Endowment for the Arts if there are no federally provided funds supporting the activities of your grant.
  • Please give verbal credit to the Council on the Arts before each event when no printed or digital materials are used.


Our Name and Organizational Description
Please use Alabama State Council on the Arts when referring to the agency, not ASCA or other acronyms or abbreviations.

When explaining what the Alabama State Council on the Arts is to the public, please use the following description/boilerplate:

Alabama State Council on the Arts is the official state agency for the support and development of the arts in Alabama. The Council works to expand and preserve the state's cultural resources by supporting nonprofit arts organizations, schools, colleges, units of local government, and individual artists. Arts programs, assisted by Council grants, have a track record of enhancing community development, education, cultural tourism, and overall quality of life in all regions of the state. Alabama State Council on the Arts grants are made possible by an annual appropriation from the Alabama Legislature and additional funds from the National Endowment for the Arts, a federal agency. To learn more, visit arts.alabama.gov.


Donor Recognition
If your organization lists donor participation in printed materials or on your website (Benefactors $25,000 – $49,000, Sponsors $10,000 – $24,999, Partners $5,000 – $9,999, etc.), you must include Alabama State Council on the Arts in the appropriate category. Do not use the acronym ASCA.


Written Communication
In written communication, Alabama State Council on the Arts should always be written out on first reference. Do not use ASCA or other acronyms or abbreviations on materials for the public. 

 

Logos
Need a high-resolution Alabama State Council on the Arts logo for use on your website, marketing material, or other digital or print platform?

There are several versions of our logo available. Use whichever best fits your needs. 

Access our logos here (arts.alabama.gov/Grants/logos.aspx) or download our Grantee Media Toolkit.

Acceptable use of the logo includes, but is not limited to, websites, social media, flyers, postcards/rack cards, posters, banners, billboards, newsletters (digital and print), and playbills/programs. 


Guidelines for logo usage:

  • Do not use effects (like drop shadows or filters) on logos
  • Do not place the logos on conflicting backgrounds (i.e., those with similar colors)
  • Do not rotate the logo
  • Do not stretch or skew the logos 
  • Do not recreate the logos with unapproved typefaces
  • Do not reproduce the logo from faxed or photocopied images

 

National Endowment for the Arts logos can be downloaded at arts.gov/grants/manage-your-award/nea-logo. If the source of funds on your grant says "federal funds," you MUST display the NEA logo. Grantees should recognize the NEA on their materials in addition to the Council on the Arts logo.

Note: Grantees should remove the credit line and logos from their publicity materials after the grant period.

If you have questions or if you need the logo in another format, contact communications@arts.alabama.gov. 

 


Press Releases
Your project is important to us and worthy of media attention! Press releases are a great way to share the news with your community. You might consider emailing a press release announcing your grant award and upcoming work to local media contacts. 

Click the link below to download a press release template that you can use to announce your grant.

Sample Press Release for Organizations


Other Opportunities 

Become an Alabama Tourism Partner
We encourage you to promote your organization online and in Alabama Tourism content. As an Alabama Tourism partner, you can list and manage locations and events for your organization to be included on the Sweet Home Alabama website and other Alabama Tourism media content - at no charge to you. 

Visit partners.alabama.travel to sign up.
 

Social Media 
Follow us on social media! And be sure to mention and/or tag us in grant-related posts and photos.

Facebook
Twitter
LinkedIn
Instagram


Share Your Story
The Council on the Arts is always interested in capturing the stories of our grantees.

If you'd like to share your impact story from a grant given by the Council on the Arts, please send a narrative or video to us.


Photographs
Take advantage of opportunities to capture and share images of your project in action! The Council on the Arts features grant recipients in our printed and digital publications,  website, and social media channels. Be sure to send your photos to your program manager or to the Council's communications team.


Program/Playbill Ads 
Is your organization interested in promoting the Council on the Arts in an upcoming program or playbill? Send your ad specs, including size, preference for black-and-white or a color ad, and file type to communications@arts.alabama.gov. Please include your deadline and allow two weeks for turnaround.


Arts Advocacy
To help elected officials understand why the arts matter in Alabama and what the investment of public funds for arts activities accomplishes, we strongly encourage you to contact your state senator and representative(s) and U.S. senator and members of Congress and invite them to your public program(s). 

We also encourage you to write a letter thanking them and making them aware of the programs made possible by their support. Letters from community organizations help legislators understand the importance of investing public funds in the arts & creative sector. Be sure to send copies of invitations and letters to our office, as well.

Get in touch with your elected officials: 

Alabama House of Representatives

Alabama Senate 

U.S. House of Representatives 

U.S. Senate