Because RISCA is a state agency granting taxpayer funds, RISCA staff members do not make any funding decisions, grant panels do!
A typical review panel is made up of five people reviewing no more than 30 applications. This means in most cycles we have from 2 to 3 different panels making grant award decisions for CEPG. The panel is made up of five people:
- A minimum of two panel members will be BIPOC individuals (see definition in glossary).
- A minimum of one panel member will be a practicing artist (see definition in glossary).
- Two panelists will be people that are not directly engaged in the arts ecosystem – what the National Endowment for the Arts calls laypeople.
- All panelists either live or work in Rhode Island.
RISCA is committed to a peer review process that provides fresh and diverse input from an ever-changing field. In addition, RISCA will consider age, gender, disability, sexual orientation, geography, discipline of arts experience, relationship to arts and culture (e.g., being an artist, arts administrator, or arts enthusiast), and other factors when curating its application review panels. A panelist can serve on a review panel three times over the course of a three years – which encompasses 6 grant cycles. Panelists cannot serve on a panel in the same grant program during the three-year period. This ensures a changing and diverse array of individuals evaluating our grant applications and guarantees that panels are different every grant cycle.
Serving as a grant panelist is a fantastic way to learn about RISCA’s grantmaking process, as well as how to write grants in general. If you are interested in serving on a grant panel, please fill out this form. We can’t guarantee that we can accommodate your request because of our commitment to panel diversity, but we are always looking for new panelists. Panelists receive a small stipend of $350 for their time and expertise.
Decision Making Process
- STEP 1: panelists are recruited, and panels are assembled starting prior to the grant deadline. While this starts prior to the grant deadline, it often continues after the grant deadline once it is clear how many applications have been received, how many are eligible, and how many panels are needed.
- STEP 2: You submit your application by the grant deadline. Once the application deadlines pass, no alterations or additions may be made to your application. Applications are reviewed by the grant panel based on the contents of your application only.
- STEP 3: Applications are screened. RISCA staff review each application for completeness and compliance with eligibility and submission requirements. If any issues are detected, the applicant may be contacted or asked to fix their application within a certain number of days.
- STEP 4: RISCA staff provides orientation and training to panelists. Panelists don’t receive the applications they are to review until they complete a two-part panel training: the first part focuses on implicit bias; the second part focuses on the logistics of being a panelist, including a review of the applications and rubrics.
- STEP 5: Eligible applications are sent to the panel(s). If more than one panel is needed, applications are randomly assigned to panels using a group randomizer program.
- STEP 6: The panel(s) review and score their assigned applications. Using the evaluation rubric for the program, panelists have typically from 4 to 6 weeks to review applications and score each application prior to their in-person panel meeting. We estimate that the panelists spend approximately 30 minutes reading and scoring each application.
- STEP 7: Panel(s) meet for an all-day Panel Review and make funding recommendations. The panel then meets in person at RISCA offices or via Zoom to discuss each application. Panels typically spend from 10 to 15 minutes discussing each application. After each discussion, panelists have the option of privately updating their scores. RISCA staff facilitate the discussion, but do not participate in or influence the discussions. RISCA staff take notes during the panel to share with applicants later. At the end of the day, the panel is shown a spreadsheet that displays the applicants and their total panel scores (meaning the combined total of each panelist’s scores on a given application) in descending order. Using their rankings as a guide, panelists make funding recommendations.
- STEP 8: Panel comments. Based on the panel’s discussion, RISCA staff collate and synthesize panelist feedback into panel comments. These panel comments are provided to every applicant, regardless of whether they are funded.
- STEP 9: RISCA’s Governing Council reviews and approves panel recommendations.
- STEP 10: Applicants are notified as to whether or not they have received a grant award! For applicants applying at the April 1deadline, they will be notified about their grant award status approximately one week after the state budget is signed by the Governor. This is a moving target – in an ideal year, the state budget will pass the legislature and be signed by the Governor in late June, with notifications happening around the first week of July.
- STEP 11: Awardees will thoroughly read and sign their grant award agreements, and register with Ocean State Procures (if necessary). We cannot process your grant payment until you are an approved vendor of the State of Rhode Island (by registering with Ocean State Procures) with an approved W-9 form and you have signed your grant agreement form. Once those things are completed, applicants can assume it will take anywhere from 4 to 8 weeks to receive their grant payment. In many cases, grant funds may not be received prior to the start of a project. Applicants should be aware of this possibility and plan their cash flow accordingly.
Accepting the Grant and Processing the Award Payment
Congratulations! First things first, you will want to sign the grant agreement form and register with Ocean State Procures as soon as possible so we can start processing your grant payment. Once completed, your grant payment may take 6-10 weeks to receive. Read your Grant Award Email thoroughly, as it will have instructions on how to register with Oceans State Procures and how to upload your W-9 to the state payment system.
Other things you will need to do
- You must acknowledge RISCA support in a prominent manner in all materials and announcements, both audio and visual, related to the grant program. Grant recipients must also display, in a prominent manner, the RISCA logo in association with that acknowledgment. Further detail regarding acknowledgment can be found at Acknowledging RISCA | RISCA.
- You must submit a brief final grant report to RISCA via the online grant system. All grantees are required to submit a brief final report no later than one month following the grant funding period. For grants awarded at the April 1 deadline, this will be January 31; for grants awarded at the October 1 deadline, this will be July 31. You will not be able to apply for another RISCA grant if you have an overdue final report.
- You must keep records of receipts and expenditures related to the funding. You should be prepared to make your records available to RISCA if requested by RISCA. All grantees are subject to periodic audit or review by RISCA or the State of Rhode Island and must retain fiscal records for a period of seven (7) years following the grant period.
- You must notify RISCA of any significant changes in your project. Any changes must be reported to RISCA within two (2) months of the change.
- The grant must be used exclusively for the purposes specified in the Grant Agreement. Any alternative use of funds needs to be cleared by RISCA staff in advance in writing (by email), or the grant funds must be returned.
- RISCA reserves the right to use any submitted materials for promotional purposes. This includes any text, photographs, audio, or video submitted as part of funded grant applications for limited non-commercial educational or promotional use in publications or other media produced, used or contracted by RISCA including, but not limited to brochures, invitations, newsletters, postcards, websites, etc.
Ocean State Procures
All Rhode Island State Council on the Arts (RISCA) grant award recipients need to have an approved vendor profile in the Rhode Island Ocean State Procures (OSP) system. The new online registration system is used by the State of Rhode Island for any state vendor, not just those working with or receiving grant awards from RISCA. Use the Vendor Self-Registration Quick Start Guide for complete details on how to register and create a login to access your secure Vendor Portal at the Division of Purchases. Please note this is a two-step process:
- Create Vendor Profile - After completing Quick Start Guide step 6 “submit registration”, your login credentials and the login link will be emailed to you (with the subject line: “Welcome to WebProcure!”).
- Upload W-9 - Once you have registered (including uploading a new W-9) and been approved by OSP, RISCA can process your award payment.
Declining a Grant Award
Before deciding to decline your grant award due to changing circumstances or any other reason, we recommend you reach out to RISCA staff to see if you can accomplish your project with some modifications. If you do decide to decline your award, this is totally fine to do so. It will have no bearing on future grant applications you might submit to RISCA. You will send an email to Mollie Flanagan, RISCA’s Individual Artists Program Director, indicating your desire to decline your award, and she will assist you.