- We are facing cancellations of events and programs funded through FY2020 or FY 2021 project grants – how will NYSCA help?
- How do we make a COVID-19 activities change request to use these flexible project grant options?
- Do we need to keep updating our COVID-19 field notes?
- Do we need to make a COVID-19 activities change request on a general operating support (GOS) grant?
- Do we need to make a COVID-19 activities change request on a project that doesn’t have an event or program element?
- Can I make a COVID-19 project grant activity change request on an REDC FY2020 grant?
- What is the status of the REDC Opportunities?
- Will NYSCA be permitting time extensions generally for FY 2020 and FY 2021 grants?
- Is there a deadline for submitting a COVID-19 activity change request or a time extension request?
- Will NYSCA be offering any options on final reporting requirements for FY 2020 and FY2021 grants?
- Where do I find other information on managing my current grant?
- I am a current NYSCA grantee and planning to apply for a new grant opportunity in FY2022, what steps do I need to take to ensure I’m still Prequalified?
- I need to submit a change request for my Restart NY: Rapid Live Performance Grant, what should I do?
- Will COVID-19 Extensions be offered for FY2022 Grants?
- I received a notice that the Grants Management and Prequalification Portal will be changing from Grants Gateway to the Statewide Financial System (SFS). What do I need to do?
1. We are facing cancellations of events and programs funded through FY2020 or FY 2021 project grants – how will NYSCA help?
NYSCA is providing immediate support to grantees facing cancellations of their events or programs funded by FY2020 or FY2021 project grants through the following options:
A. You can request approval for a “COVID-19 activities change request” in order to apply NYSCA funds to expenses of:
- The originally funded events or programs which have been cancelled because of a COVID-19 Executive Order;
- Rescheduled events or programs;
- Substituted similar events or programs; and/or
- Remote/online versions of the event or program (or the similar substitute event or program).
B. You can request an extension of time of up to one year to spend funds, complete activities and deliver a final report.
C. Your expenses can be substituted in the COVID-19 activities change request -- as long as you stay within same cost categories anticipated in the grant.
Here’s a simple example:
A museum has a NYSCA FY2020 or FY2021 project grant for an exhibition, but the museum is now closed to the public. The grant is $15,000, with $10,000 allocated to fund salary of a curator’s work on the show and $5,000 towards other expenses such as installation materials and shipping. Here are some sample options:
- NYSCA can fund expenses with respect to the cancelled exhibition under option (a). For example, NYSCA could fund $10,000 of the salary of the curator organizing the show and $5,000 for other expenses, such as installation materials and shipping fees for returning the art for the cancelled show.
- If the museum schedules the show later or decides to mount a similar substitute exhibition, NYSCA could fund expenses of such show under option (b) or (c). For example, $10,000 allocated for the salary of the curator of the new show and $5,000 for other expenses such as installation materials and shipping.
- If the museum can mount an online version of the original exhibition or a similar substitute show, NYSCA could fund expenses of the online version under option (d).
- Another simple example: Same museum as above but instead of materials and shipping, $5,000 is allocated to teaching artists contracted to lead school programs related to the show. NYSCA could fund the teaching artists expenses for the cancelled work, for rescheduled work or remote work.
2. How do we make a COVID-19 activities change request to use these flexible project grant options?
Simply contact your program staff at any time by email to request such a change and your program staff will send you a confirmation email following review and acceptance.
A. Include your FY2020 or 21 contract number, program category and grant title in the email subject line.
B. Tell us how the delay or closure was caused by the COVID-19 Executive Order (or other NY government directive) and let us know which options from the above list you would like your grant funded expenses applied or if you would like an extension. (If you have already given us recent general impact information in a COVID-19 field note, you can just reference it and do not need to repeat it.)
C. Note the cost categories that the NYSCA grant is designated to fund and the amounts for each, and give us a very brief description for each cost category to which the alternative expense use will be allocated. Cost categories appear on Attachment B-1 on your Grants Gateway contract. But please note that if your grant is under $10K in total across all funding years, you will not have a Grants Gateway contract, so just describe your proposed alternative expense use in a few words. Click here for instructions on how to find your contract and the cost categories in Attachment B-1 in Grants Gateway. For example if your grant has your funds allocated to the “Contractual” cost category to fund artistic fees, you could request to use NYSCA funds instead for “Contractual” artistic fees related to: (1) the cancelled show, (2) a substitute similar show; or (3) for work on any remote/online options. Please note that it is less likely that you will be able to apply the entire grant to something like rent since that would falls under a different cost category (Space/Property and Utilities).
NYSCA expects to be able to quickly respond to any project grant requests that meet the criteria above. We reserve the right to refrain from accepting any request for compliance or other reasons, in our sole discretion. No Grants Gateway actions are generally required by NYSCA at this time for the above.
3. Do we need to keep updating our COVID-19 field notes?
No. The COVID-19 grantee notes page on the grantee portal on NYSCA.org continues to be a resource for sharing your experiences confronting the COVID-19 crisis on an optional basis. We welcome you to share any updates. NYSCA staff has been inspired and humbled by your dedication and creativity and our review of these notes has helped us to design timely responses to support you. Thank you for sharing.
4. Do we need to make a COVID-19 activities change request on a general operating support (GOS) grant?
No. You do not need to submit a COVID-19 activity change request regarding a cancelled or substitute activity in your overall operational activities program funded by a NYSCA GOS grant. NYSCA GOS grantees already have the flexibility to use funds for awarded core operational costs.
5. Do we need to make a COVID-19 activities change request on a project that doesn’t have an event or program element?
No. Do not submit an activities change request if there is no event or program element in your specific grant project. Examples include our facilities grants, our REDC workforce grants and many of our commissioned artistic grants. You can request a time extension for up to a year as noted below. You may also share any COVID-19 related updates on these grants on the NYSCA field memo page (if you have not already done so), e.g., how commissioned artists are faring in working remotely or how a facilities project is progressing. If you have a question on whether your grant has an event or program element, or have any other requests, your program staff will be happy to help at any time by email.
6. Can I make a COVID-19 project grant activity change request on an REDC FY2020 grant?
Please reach out to REDC program staff regarding any REDC grants in light of COVID-19.
7. What is the status of the REDC Opportunities?
NYSCA anticipates announcing FY2022 opportunities in late spring 2021. There will be no REDC/NYSCA program this year. However, please note that the funding that has typically been allocated to our REDC program will be allocated to other NYSCA grant programs this year.
8. Will NYSCA be permitting time extensions generally for FY 2020 and FY 2021 grants?
Yes. All FY2020 grantees can obtain time extensions, if needed, as a result of the COVID-19 EO. Extensions are generally less than six months, and requests of up to one year will be considered. This extension enables an organization to expend funds and complete activities during the extended period and to submit a final report two months after the end of that extended period. Simply email your program staff to request an extension. Please include your contract number, program and category in the email subject line and explain the COVID-19 EO related reasons for the request. Your program staff will send you a confirmation email back following review and acceptance. No Grants Gateway actions are generally required by NYSCA at this time for the above.
9. Is there a deadline for submitting a COVID-19 activity change request or a time extension request?
We will process changes as they are received. We realize that you may need time to map out your strategy moving forward. If we do not hear from you, we will assume you will fulfill the use of your grant as originally proposed. That said, if you need to submit a change for your 2020 grant, please do so as soon as possible. We are still accepting requests even for those grants whose 12-month grant activity has ended (e.g., for contracts staring January 2020, by December 31, 2020).
10. Will NYSCA be offering any options on final reporting requirements for FY 2020 and FY2021 grants?
Yes. We are providing flexibility on FY2020 and FY2021 final reports. You submit your final report 60 days after the end of your grant (including any extension) must complete your report on the NYSCA website for FY2020. Changes this year: 1) The full project income and expense table is optional. 2) There is a new required table to require expense reporting on the use of the NYSCA grant amount. 3) There are required questions on the impact of COVID-19. 4) You can optionally share links and uploads relating to project activity and significant organizational news. (We updated our form for these changes on January 28, 2021. If you had a draft in process or submitted before then, you will be submitting on the old form. If you use the old form, the full project budget table is still optional as long as you tell us in the narrative how you actually used our grant dollars.) Questions? Email us at [email protected].
11. Where do I find other information on managing my current grant?
See Manage Your Grant page for additional detailed information on Reports, Signing Your Contracts, Audit Letters, Crediting NYSCA and Vendor Responsibility.
12. I am a current NYSCA grantee and planning to apply for a new grant opportunity in FY2022, what steps do I need to take to ensure I’m still Prequalified?
You must be “Prequalified” in the New York State Grants Gateway online portal at the relevant FY2022 application deadline to be eligible for funding.
RETURNING applicants: Confirm you are Prequalified. Generally, you need to log onto Grants Gateway once a year to recertify your statements and submit your latest filings. Log onto Grants Gateway at https://grantsgateway.ny.gov/IntelliGrants_NYSGG/login2.aspx and to check on your Vault expiration date and if you are expired, submit the expired items. A NYSCA Prequalification Specialist will review your Vault and either “Prequalify” you or suggest modifications. Your Vault status, key expiration dates, and notes posted for your review and action can be viewed in the State Prequalification Application Status Report located in the Management Screen section near the bottom of your Document Vault main page.
Document Vaults in modification, review or open status are not considered Prequalified.
You must be logged into Grants Gateway as the Delegated Administrator to upload and save documents and submit your Vault for review. Be sure the Delegated Administrator is available to submit; NYSCA cannot submit Vault materials on your behalf.
NYSCA and Grants Gateway are not likely to resolve any issues by the application deadline in any Vault submitted less than 7 days before an application deadline.
Contacts:
Email the NYSCA Prequalification Team at [email protected]
The Grants Gateway Team provides live help desk support weekdays 8:00 am to 4:00 pm at (518) 474-5595 or [email protected]
An after-hours support desk is available weekdays 4:00 pm to 8:00 am for account lockouts at (800) 820-1890 or [email protected]
This information is an excerpt from section 8 of the FY2022 Application Manual.
You can read our blog on Prequalification here: https://arts.ny.gov/PrequalificationTips
You can watch our webinar on prequalification here: https://arts.ny.gov/FY2022Webinars
13. I need to submit a change request for my Restart NY: Rapid Live Performance Grant, what should I do?
We recognize that the planned activities proposed in your Restart NY application may change.
If you are planning on undertaking the same activities as your application, but at a different date (but still before December 31, 2021) or a different location (but still in New York State).
- You do not need to apply for a modification
- You do need to update your Restart NY: Rapid Live Performance Grantee Form.
If you are planning on undertaking the same activities as your application, but it has a different title
- You do not need to apply for a modification
- You do need to update your Restart NY: Rapid Live Performance Grantee Form.
If you are planning on undertaking the same activities as your application, but planning to use the award for different expenses (but are still planning to spend 60% on artists/creative professionals)
- You do need to apply for a modification. Submit an email with proposed changes to [email protected]
If you cannot undertake the same activities as your application, but you are planning other live, in person performance programming that meets Restart NY Eligibility requirements (60% of award paid to artists/creative professionals, activities still before December 31, 2021, etc.)
- You do need to apply for a modification. Submit an email with proposed changes to [email protected]
If you are planning on undertaking the same activities as your application, but you would like a different grant title
If you are planning on undertaking the same activities as your application, but at after December 31, 2021
- You do need to apply for a modification. Submit an email with proposed changes to [email protected]
If you cannot undertake the same activities as your application, but you are planning other live, in person performance programming after December 31, 2021
- You do need to apply for a modification. Submit an email with proposed changes to [email protected]
14. Will COVID-19 Extensions be offered for FY2022 Grants?
Yes. The same process as offered for FY20 and FY21 grants will apply. See FAQs 1-10 above.
15. I received a notice that the Grants Management and Prequalification Portal will be changing from Grants Gateway to the Statewide Financial System (SFS). What do I need to do?
The New York State Grants Management team has announced that in the coming year, New York is planning to transition grantmaking activities from the Grants Gateway to the Statewide Financial System (SFS). Following the transition, the Grants Gateway will be retired and SFS will become the State’s new enterprise grants management system. You received notification because you are listed as either the SFS Primary Contact and/or the Grants Gateway Delegated Administrator and following the transition, your Grants Gateway business will need to be managed in SFS.
At the time your organization registered in the Grants Gateway, it received an SFS enrollment email with login credentials and instructions on how to access the SFS Supplier/Vendor Portal. To help ensure a smooth transition, the NYS Grants Management team asks that you log into SFS immediately and verify your organizational profile. Logging in will help ensure timely access to renew your prequalification status, submit claims for payment and bid on future grant opportunities. As a best practice, you should continuously monitor and update your organizational profile in SFS.
If you do not have access to the Vendor Self-Service Portal in SFS or need a password reset, please contact the SFS Helpdesk at 855-233-8363 or [email protected].
Additional details and helpful resources related to the transition from Grants Gateway to SFS can be found on the Grants Management Website.
NYSCA will be updating all our grantees about this process as more information becomes available.