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The Key to a Successful PCA Grant Application

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Matthew Serio

on 8 December 2016

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Transcript of The Key to a Successful PCA Grant Application

The Key to a Successful
Pennsylvania Council on the Arts
Grant Application

What is

General Information
What Hasn't Changed
What's New
Hints & Tips
Outline of Presentation
History and Mission of the PCA
Responsive Funding
The Council
Citizens for the Arts in Pennsylvania
Arts & Culture Caucus
General Information
for Program Stream / Entry Track / Arts Organizations & Arts Programs?
History and Mission
The PCA is a state agency in the Office of the Governor, created by legislative act of the Pennsylvania General Assembly in 1966.
"to foster the excellence, diversity, and vitality of the arts in Pennsylvania and to broaden the availability and appreciation of those arts throughout the state."

The PCA accomplishes its mission through a combination of:
Grants to the arts;
Partnerships and initiatives;
Technical assistance to partners and applicants; and
Serving as a resource for arts-related information.

Responsive Funding Programs
Arts Projects & Ongoing Support
contacts PCA for funding opportunities
(Good ongoing programs)
Increase or decrease in fiscal size > or < $200,000
PPA - Program Stream
Ongoing programs
Fiscal Size < $200,000
Max 25% of Budget
Fiscal Size
AOAP Track
Ongoing programs
Fiscal Size > $200,000
Max 25% of Budget
PPA - Project Stream
Apply Annually
Max request of $2500
Entry Track
Ongoing programs
Apply Annually
Fiscal Size > $200,000
E. Jeanne Gleason, Chair, Johnstown
Jeffrey W. Gabel, Vice Chair, Gettysburg
Pennsylvania Council on the Arts
Tom Wolf, Governor
Susan H. Goldberg, Philadelphia
Gayle Isa, Philadelphia
Justin Laing, Pittsburgh
William Lehr, Jr., Palmyra
Sen. Charles T. McIlhinney, Jr., Doylestown
Jeffrey Parks, Bethlehem
Rep. Tina Pickett, Towanda
Robert W. Pullo, York
Rep. Brian Sims, Philadelphia
Lee Steadman, Erie
Sen. Christine M. Tartaglione, Philadelphia
Paula A. Vitz, Red Lion
James A. West, Jr., Pittsburgh
Jen Holman Zaborney, New Cumberland
Jenny Hershour - Managing Director
Save the Arts in PA Rally
July 2009
Pennsylvania Legislative Arts & Culture Caucus
Chairs: Sen. Jay Costa (D, Allegheny County)
Sen. Patrick Browne (R, Northampton/Lehigh Counties)
Rep. Stan Saylor (R, York County)
Rep. Tim Briggs (D, Montgomery County)
What Hasn't Changed
Review Criteria
Scoring of Applications
Application Process
Panel Process
Three Criteria
Quality and Quantity of Artistic
Product, Process or Service (0 to 35 points)

Access to the Arts (0 to 35 points)

Management (0 to 30 points)
Criteria Scale
Application & Panel Review Process
Select Panelists
Create Panel Books
Hold Panel
Funding Formula
Council Approves
Award Agreements
Final Reports
Panelists' Role
Provide an objective evaluation.
Reach consensus about the criteria recommendations.
Identify innovation and achievement.
Program Director's Role
Facilitates meeting but does not make comments on the applications.
Provides factual information.
Presents work samples.
Helps panelists reach consensus.
Assists the panel in applying all the criteria.
Helps the panel deal with questions.
Keeps the panel focused on the information in the application.
Records panelists’ comments.
First Round
SUPPORT MATERIAL: PCA staff will pass around and present any required support materials included with the application packet.
LEAD EVALUATOR: Presents the application to the panel for discussion. The discussion includes identifying strengths and weaknesses of the application and then provides scores.
SECOND EVALUATOR: Presents any additional observations, highlights any differences from the Lead Evaluator's review, and then provides scores. Is ready to present those applications in case Lead Evaluator is unable to present.
ENTIRE PANEL: Discusses the application and reaches a consensus for each criterion.
Second Round
REVIEW OF EACH CRITERION: Opportunity to review scores in rank order for each criterion.
CONSISTENCY: Look for consistency throughout the process.
SCORE ADJUSTMENTS: Changes may be made to individual scores if adjustments are necessary.
What's New
Narrative Questions
Financial & Statistical Report
PA Cultural Data Project
Hints & Tips
Narrative Questions
We don’t expect these questions to apply to all applicants. We have tried to create questions that will assist you in capturing the data to tell your story in a complete and compelling way. We want to know about your success and challenges, your opportunities, and obstacles and how you addressed these. Surviving a crisis is as much an indicator of organizational strength as starting a new program.

Responses in this application must reflect things that happened in the
past two most recently completed fiscal years.

Each narrative box has a 5000 character limit.
Narrative Questions
Quality of Artistic
Narrative Questions
Quality of Artistic
Quality and Quantity of Artistic Product, Process or Service
Panelist Criteria
The degree to which the activities of the applicant advance the mission of the applicant.
Demonstrated artistic success as evidenced by the quality of artists, activities, programs, services and artistic leadership and staff, as well as the quality of the work sample and supplemental materials.
Effectiveness/results are supported in the narrative by data from the F&S Report, specifically Section 2, “Earned Income;” Section 3, “Program Expenses;” Section 4, “Program Activity;” and other information provided by the applicant.
Narrative Questions
Access to the Arts
Narrative Questions
Access to the Arts
Narrative Questions
Narrative Questions
Access to the Arts
Panelist Criteria
Demonstrated effectiveness/results in serving audience/customers/clients and the general community.
Degree of success in reaching new and non-traditional audience/customers/clients.
Effectiveness/results in marketing and promoting activities.
Demonstrated results in reaching underserved community(s) as the applicant defines underserved and evidence of provision of services or accommodations for persons with disabilities.
Evidence of effectiveness/results of educational activities, (including pre-K through 12th grade, if the applicant provides services to pre-K through 12th grade students).
Effectiveness/results are supported by data from the F&S Report, specifically Section 2, “Earned Income/Contributed Income/Individuals;” Section 3, “Expenses/ Program/Advertising, Marketing and Outreach;” Section 4, “Attendance/Program Activity/Admission Prices;” and other information provided by the applicant.
Panelist Criteria
Effectiveness/results of the applicant’s organizational structure in supporting activities that address the applicant’s mission.
Demonstrated success in the ability to plan and implement the plan.
Demonstrated ability to evaluate and effectively address opportunities and challenges.
Effective financial management as evidenced by data from the F&S Report, specifically Section 2, “Revenue/Earned,” “Revenue/Contributed,” with a healthy mix of revenue from all sources and not heavily dependent on one source of Unearned Income; Section 3, “Expenses,” with a balance between “Program,” “Fundraising,” and “General and Administrative;” Section 4, “Non-Financial” / “Number of Contributors,” “Attendance,” “Program Activity,” “Staff,” “Volunteers;” and other information provided by the applicant. Explain any year to year changes of 20% or more.
CDP 2.0
Different Requirements for Different Programs
Check the PCA Website for Requirements at www.arts.pa.gov
Call your Program Director or Partner for assistance
Hints and Tips
You provide the information the panel will use to evaluate your application for funding.
Read: The new PCA guidelines. All of it. Before you start.
Review: Your past two years. What happened? What were the milestones?
Reflect: What worked? What didn’t? Why? What did you learn?
Report to the panel on the above in a way that is clear, complete and compelling. Tell your story. Use the questions and directions to help you tell your story.

Questions vs. Criteria
Be sure to address all of the bullet points under the review criteria and do not worry about answering all of the questions.
Thank You
For more information or assistance, please contact:
your PCA program director,
your PPA partner,
or visit our website at
and follow the PCA on Facebook at
Teacher and Artist Partnership &
Long-Term Residency
Guidelines and Application
Now Available!
Jamie Dunlap, PCA Arts in Education Director
Full transcript