If you are submitting more than one funding request, you must start a new application for each request and obtain an application number for each request.
If you have previously registered for a NYSCA-CFA, you may login with your existing email address and token to start a new application(s). If you have more than one project, it is important to use the proper token number, so you don’t start or revise the wrong application.
To start a new application with existing credentials, select MY APPLICATIONS under the APPLICATION link located towards the top left corner of the screen, then select START NEW APPLICATION at the bottom of the screen. You will need to submit a project name for each application.
Click the button on the right side of your screen to Proceed to Program List. Do not use the Program Wizard.
Scroll down to select the NYSCA Program to which you will apply. All FY2020 opportunities in NYSCA’s core 15 Programs will begin with “Council on the Arts — FY2021 — [Program Name] ” and will have the deadline March 12, 2020. Click “ADD” to begin. If you see an error message, simply continue to scroll down to add a program — do not click Restart Program Selection.
Click “Answer Threshold Questions,” which are required to continue with the application.
You must answer two Threshold Questions in the CFA to confirm that your organization is aware that it must be Prequalified in the Grants Gateway at the Application Deadline and has reviewed the relevant program guidelines and application materials.
When you are finished, click Save & Proceed With Application.
You will be returned to the screen showing Your Application’s Programs.
You have the ability to navigate forward and backward through the application using the navigator at the top of every screen. To go to a specific section of the application, hover over the corresponding menu tab. The topics associated with the section will appear. By selecting the blue box that corresponds to the topic of interest, you will be redirected to that section of the application. As you progress through the application, completed sections are indicated by a green check mark.
A “Scoring Tips” button may appear under certain questions. Selecting “Scoring Tips” will prompt detailed information to appear providing explanation or instructions relating to the question.
You must answer whether you are a not-for-profit organization. Nonprofit organizations, units of municipal government and Native American tribes are all eligible for NYSCA funding.
If you are a not-for-profit organization, you must submit a Vault Identifier from the Grants Gateway. When NYSCA reviews the applications after the deadline, NYSCA will use the Vault Identifier to check with Grants Gateway that you are Prequalified as of the Application Deadline and therefore your application is eligible for review by NYSCA.
Select the region on the map where your project is located. If your project is located within multiple locations, on the map, please select the region in which the majority of the project will take place. Answer the other basic location questions.
Click Save & Proceed with Application.
Most programs will have category specific documents to upload. If applicable, select the category to which you are applying and a list of required and optional documents will appear. You must select the same category here and in the Questionnaire Tab.
Click Choose File to select a document in the format and size specified in the instructions. Then, click Upload File to add the file to your application.
Click Save & Proceed with Application.
Note: Uploaded files must be in PDF, JPG or ZIP format and cannot be larger than 10 MB (megabytes) in size. You may combine multiple PDF files into a single .ZIP file if necessary. Avoid using special characters like *, %, #, ;, : in your document name as this will cause errors in the upload.
If an attachment question requires more than one document, you must create a single PDF or JPG file that contains all the required documents or a ZIP file that contains the required documents in PDF or JPG format.
Answer all required questions designated by a red circle. A grey circle will appear next to optional questions. The application will save your answers each time you tab or click out of a question box. The time the answer is saved is listed to the right of the answer box.
You will not be able to submit your application until you have completed all required questions.
The Questionnaire questions are generally included at the end of each of the Program Guidelines to allow you to review them before you being your application in the NYSCA-CFA.
Most programs will have category specific questions. If applicable, select the category to which you are applying and a list of required and optional questions will appear. You must select the same category here and in the Questionnaire Tab.
Three basic financial tables will appear.
Review the Project Budget Worksheet showing the required financial information and the Scoring Tips that will appear. Use this worksheet to prepare your data offline. Do not upload this Worksheet in the NYSCA-CFA. Program Guidelines also state ineligible expenses and other instructions.
Enter the information about the budget for your request.
Boxes will appear that require you to enter the requested funding amount and total project budget for your application. These items must be consistent with the project budget completed under the Questionnaire Tab.
Boxes and questions will appear that require you to complete basic information about your organization including contact information, basic activity descriptions and tables for financial information. If you previously applied for NYSCA funding, please note that you no longer need to register and complete the org information on the NYSCA website. Complete all organization information under this Tab.
The financial information table asks you to insert dollar amounts of major income and expense items, as well as total liabilities and total assets, for your entire organization for the prior completed year, the most recently completed year and the current budget year.
Review the Organization Budget Worksheet showing each of the required budget items and the Scoring Tips that will appear. Use this worksheet to prepare your data offline. Do not upload this Worksheet in the NYSCA-CFA. Program Guidelines also state ineligible expenses and other instructions.
The historical information should be based on IRS 990 Annual Reports, if completed or, if not completed due to timing or exemption, Board-approved financial reports. Scoring Tips provides information on where to find the expense items in your IRS Form 990 Annual Report.
You must explain in the notes any period in which your total expenses exceeds total income (i.e., you had a deficit) and total liabilities exceed totaled total assets (i.e., you had negative net assets).
Verify your information by entering your name in the box.
When you have completed all application questions, select the Save and Proceed button at the bottom of the screen. If you did not answer required questions, a red circle will display next to the questions section. You must go back and complete the required questions before you can finalize and submit your application.
To finalize and submit your application, click the blue button labeled “By Clicking here….” at the bottom of the screen.
After you finalize and submit your application, it cannot be modified or amended by you automatically.
If you would like to un-finalize you application to edit it, you must email [email protected] prior to the closing date Once your application is un-finalized, it will be marked as in progress as opposed to finalized.
In order to be considered for FY2021, your application must be re-finalized by 4PM on March 12, 2020. If the application is not re-finalized by 4PM on March 12, 2020, it will not be reviewed or considered for funding.
After you submit your application, you will receive a thank you message as well as an email message that acknowledges receipt of your application. You will still be able to login using your registered e-mail address and token to review your finalized application, print, or start a new application for a new project.