Frequently asked questions

These frequently asked questions are designed to help you apply to the NSW Arts Funding Program.

The answers to these questions and most other questions you might have can also be found in the current NSW Arts Funding Program Guide .

General Funding

What are the chances of getting funding?

• Arts NSW receives many more applications than it can fund. Applications are assessed against the published assessment criteria and the success rate varies from category to category.

Is there a minimum contribution required?

• Arts NSW will not support 100% of a program or project. Applicants are expected to secure other sources of income to strengthen the viability of the program/project. For detail on the specific requirements for each category please see the current NSW Arts Funding Program Guide.

Can I get help from Arts NSW with my application?

• Yes. Arts NSW staff can answer any queries you have regarding eligibility and can clarify the guidelines and funding categories. They can also help with questions about the application forms.

We are on a Multi-year or Negotiated funding agreement that expires in 2013. Can we re-apply for Multi-year funding in 2014?

• Organisations due to reapply for Multi-year or Negotiated funding from 2014 will be provided with an additional year’s funding at the 2013 level. This will ensure operational stability while the Review of the Arts Funding Program is in progress.
• All outcomes of the Review will take effect from 2015. Until the outcomes of the Review are known, it would not be possible to provide Multi-year commitments to organisations.

We are mid-way through a Multi-year or Negotiated funding agreement. Will this funding be affected by the Review?

• Multi-year funding agreements will remain in place. The reason for this is that organisations may have planned activities reliant on this agreed funding and Arts NSW will honour its commitment to these activities.

Can we apply for increased Annual Program Funding?

• Increases will only be considered under exceptional circumstances which must be clearly outlined in your application.
• Applications will be peer assessed against published criteria and recommendations will need to be managed within a tight fiscal environment. Should an organisation demonstrate a strong argument for increased funding the panel may support this, budget permitting.

Eligibility and Application Limits

We are applying for/or in receipt of Program funding. Are we able to apply for New Project funding?

• Organisations in receipt of Annual or Multi-year Program Funding are not eligible to apply for New Project funding, but can auspice applications for unincorporated groups, partnerships or individuals. You may, however, be eligible to apply for funding under other project categories. Refer to the NSW Arts Funding Program Guide for clarification.

How many applications can we submit?

• If you are based in Sydney or Western Sydney you can submit up to three applications.
• If you are based in regional NSW you can submit up to four applications.
• Refer to the NSW Arts Funding Program Guide Part Three: Information for Applicants for more details.
• Please Note: Applications to Artist Support, Fellowships, Awards and devolved funding programs will be accepted in addition to the above limits.

Can I apply for funding again if I missed out last time?

• If you/your organisation are eligible, you can apply to the same funding category you have applied to in previous years.

Auspicing

What is auspicing?

• Auspicing is the process whereby an incorporated organisation applies for funding on behalf of an individual, partnership, group or other unincorporated organisation and takes responsibility for funding approved for the project. The auspicor is the organisation that applies for funding, and the auspicee is the individual or group that receives the benefit from the funding. For more information see the Auspicing page of the current Arts Funding Program Guide.

We are applying for/are in receipt of, Program funding. Can I apply for a grant on behalf of another organisation or individual? Will this affect the number of applications my organisation can make?

• Organisations in receipt of program funding can auspice applications for projects on behalf of another (organisation, group or individual). There is no limit to the number of applications submitted as an auspicor.
• Organisations cannot auspice an application for a staff member if that project is being delivered by the organisation.

Assessment Process

Can I get feedback on my application?

• Once you have been notified of the outcome of your application you may contact Arts NSW to request feedback on how your application was considered against the assessment criteria.

Can I appeal if my application is unsuccessful?

• Decisions can only be appealed on the basis of probity. Appeals will be considered by a panel chaired by an executive of the NSW Government not involved in the original process and consisting of independent members.
• You should contact Arts NSW first to request feedback on your application. Then, if you wish to appeal the decision, write to the Executive Director outlining your concerns.

I have registered for the peer register, but haven’t been notified if I am on a panel. When will I be contacted?

• Arts NSW received many strong applications for the peer register and has contacted those people who were shortlisted for the 2014 Arts Funding Program assessment panels.
• The membership of the assessment panels will be finalised shortly and a list of members will be available on our website.
• The register remains open and applicants may be selected for other panels outside of the main funding round.

How to apply

I don’t have access to the internet (or only have intermittent internet access), how do I submit an application?

• All applications must be submitted via the online application system. There are various support services within the community such as your local library that can help you access the internet. Please contact us if you are having problems with the online application system.

Can I hand write or post my application?

• All applications must be typed into an online application form. Please contact us if you are having problems with the online application system.

I have a disability and require assistance submitting an application.

• If you require assistance completing and/or submitting your application please contact us on Free call: 1800 358 594 (within NSW) or to make a National Relay Service call:
• • Type and read, type and listen, or speak and read
• 133 677 or 1800 555 677 to call a toll-free 1800 number
• • Speak and listen (speech to speech relay)
• 1300 555 727 or 1800 555 727 to call a toll-free 1800 number

How do I complete the delivery plan?

• Arts NSW has prepared some sample delivery plans (as mentioned in the Funding Guide and application forms) to assist you in completing this section of your application. These are available to download from the sample delivery plans page .

Can I meet with someone from Arts NSW to discuss my application or my project?

• Yes. Please call or email Arts NSW staff to discuss whether a meeting is suitable and if so, arrange a time to meet.

Are there any external parties who can help me with my application?

• Service organisations in NSW, such as Accessible Arts, NAVA, Ausdance and MusicNSW might be able to help you. Their details are located on the Advisory sources and resources page of the Arts Funding Program Guide .
• There is also the network of Regional Arts Boards which services over 100 local government areas covering more than 662,000 square kilometres of NSW. Contact details for the Regional Arts Boards are available at: http://regionalartsnsw.com.au/networks/

How do I know if my application has been received?

• You will receive an automated email acknowledgement if your application has been successfully submitted through the online application system. If you do not receive an email acknowledgement, please contact Funding Administration immediately.

Frequently Asked Online application System Questions

These frequently asked questions are designed to help you use the Arts NSW Online Application System for the Arts Funding Program.

Do I need to use a specific internet browser?

• The online application system is compatible with most standard web browers including, Firefox, Internet Explorer (version 7 or later), Safari and Google Chrome.

How do I start an application?

• You will be required to create an account on our secure website before you are able to proceed with an application for funding.
• You will receive an email with a link to verify your account and then you can start making an application (for yourself or your organisation) by selecting the application form for the program or project category you wish to apply for.

Do I need to create a new account each time I want to apply for funding?

• No, there should only be one account for each individual, organisation, partnership or group. This way you can keep track of all your applications on the one account.

I have forgotten my log on and/or password. What can I do?

• If you forget your account details, use the forgotten password link on the site or contact us for assistance.

A previous staff member submitted the organisation’s applications last year and I don’t have copies. Can I be provided with access to these?

• Yes. You will need to create your own account and send us an email confirming that the staff member is no longer working with your organisation. We can merge the two accounts and you will be able to see last year’s applications.

I created an account and I didn’t get a verification email. What do I do?

• This may have occurred because you entered the incorrect email address when you created your account or the email may have been delivered to your junk mail folder. If you can’t locate the email after searching through your junk mail folder, please contact us.

I am completing an auspiced application and need the auspicee/auspicor to have access to the form as well.

• If the application you are completing is auspiced, the auspicee and the auspicor are able to share the application, so that each party can complete the sections relevant to them.
• Please see the instructions in the online application system for completing auspiced applications.

Can I see what the whole form looks like before I start?

• Yes. You will need to answer a couple of eligibility questions first then you will be able to download a preview copy of the form as a PDF (top middle section of the page). This allows you to see the questions in the application. Make sure you use the ‘Save and Resume’ feature so that you can go back to the application at any time. You can also use this feature to preview your work in progress.

I want to see the next question, but the system won’t let me progress to the next page.

• The system won’t let you progress to a new stage until you’ve answered all the mandatory questions in the current section. The unanswered questions will be highlighted in red and appear with an asterisk to indicate they require an answer. To preview the next section, we suggest you use the preview feature mentioned above

Can I save my application part-way through and return to it later?

• Yes. To save your application click on the ‘Save and Resume ’ button located at the bottom, centre of the screen. This will save your application automatically, so you can return to it later.

How long can I be inactive on a page without saving before it times out?

• You have up to six hours of inactivity on any given page of the online application system before your application will timeout (i.e. the website will display an error timeout message when you click on the next or previous buttons).
• However, we recommend you save your application form regularly using the ‘save and resume later’ button so you do not lose your work.

Help! I got an error message saying my application has timed out.

• Don’t worry, in the majority of cases we can retrieve your data for you. Please contact us and we will do our best to locate your application and email it back to you.

Can I send support material by post or email after I’ve submitted my online application?

• No. Please do not send additional support material by post or email. All support material must be received with your application through the online application system.

I’m having trouble uploading my support material/submitting my application, what should I do?

• Check the naming of your support material carefully. Read the response below on uploading support material. If you are still having problems please contact us between 9am and 5pm Monday to Friday (AEST).
• Please be aware that while applications submitted via the online application system close at midnight, we do not recommend leaving your application until the last minute, as technical assistance will not be available to you after 5pm and late applications will not be accepted.

Can I review my application before I submit it?

• Yes, once you’ve reached the end of your application you can use the menu on the right-hand side of your screen or the ‘next’ and ‘previous’ buttons to review your application and make changes if required
• You can also view it as a sample PDF

Can I make changes to my application after I have submitted it?

• No, you will not be able to make changes to your application after it has been submitted. For this reason, we recommend you allow plenty of time to review your application before submission and contact us before 5pm on the closing date if you have any technical issues.
• In extraordinary cases crucial support material or budget updates may be accepted after submission (as long as this material does not exceed support material limits and budget changes result from the confirmation of significant additional funding sources). The additional documents will be placed on your file and the relevant panel will be notified; however, these documents may not be considered by the panel as part of the assessment process.

Support material

How do I upload support material?

• There are instructions on the online system for uploading support material as well as a list of required files for each funding category.
• Click on the upload files link on the support material page (toward the end of the form) and upload your files.
• To successfully upload, you need to select the category of file you are uploading from the drop down menu (i.e. CVs, written confirmation, still images) and ensure your document file name corresponds with the category.
• Please note: some funding categories have required support material, so the online system won’t let you continue with your application until you have uploaded these files.

Why are there limits to the amount of support material I can submit with my application?

• We limit the number of, size of and type of files you can upload so that assessment panels can easily download and view your support material.

The system won’t let me upload my support material file, why is this happening?

• This may happen for a number of reasons:
• • Your file may be larger than the file size limit. This limit is listed in the file upload box. If you try to upload a larger file the system will refuse it.
• • You may be trying to upload a document type we don’t accept. Check the file upload box to see what file types are acceptable.
• • You may be trying to upload too many files. The system limits the number of files you can submit to five to assist us with the processing of applications. To maximise the number of documents you can send you can scan files and save as a single PDF document (e.g. If you have four letters of confirmation you can combine them into one PDF).
• • You may have named your file incorrectly. The system only accepts files that have been named according to the category of support material. (e.g. your CV must be named CV for the system to accept it).

Can I provide links to streaming websites such YouTube and Vimeo?

• Yes.

Can I upload zip files?

• No.

Can I send links to download my support material from a file download website such as YouSendIt?

• No.

My support material video is longer than the five minute limit and I don’t know how to reduce it.

• The assessment panels have many applications to assess in a short timeframe. It is important to adhere to the five minute limit due to the time constraint,
• If you have a video file or DVD and don’t know how to edit it, try:
• • Adobe Premiere and Windows Movie Maker allow you to edit digital video files. Windows Movie Maker is free to download if you are using a Windows operating system.
• • Use an editing company to cut down your video file for you, however, this service usually attracts a fee.
• • In future, when you get your video/DVD made, ask them to provide you with a five minute version too.
• Please note: the assessment panels are not required to view video files/DVDs that are longer than the five minute time limit and/or don’t meet the file size limit.