RACC Arts3C Grant Administration Guide

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Congratulations on receiving an Arts3C Grant from RACC!

This page provides all the information you will need to administer your grant, including appropriate acknowledgement of the grant support.

Please email grants@racc.org at any time with questions or if you need assistance!

 

 

RACC “How To…” Administration Videos

RACC has created a series of short videos to walk grant recipients through each step of the grant administration process.

how toYou can check out RACC YouTube “How To” Series for videos to support your work in the RACC Opportunity Portal and general grant administration, including How To…:

  • Complete your RACC Grant Agreement
  • Fill out your W-9 Form
  • Help RACC share your work on Social Media
  • and more!

 

Step 1: Complete Your Grant Agreement

The first step is to submit your Grant Agreement Form online. To access the form, go to the RACC Opportunity Portal and log into your account. Once you log in, you will see the funded grant listed on your dashboard and in the “My Applications” section:

Find your grant that has been “Awarded” and has the status of “Grant Agreement”. Click the green button which will say “Start” or “Continue” depending on whether you’ve already uploaded any W-9 or ACH materials.

Once you open the grant page, you will need to complete the following Tasks:

  1. Complete the Grant Agreement Form. If any of the contact information on the form is incorrect, be sure to update your applicant profile! If your legal name and/or address is different than the information you provided on your application, be sure to add that information.
  2. Upload your signed W-9 form or verify that the one on file is correct.
  3. [Optional] Upload a signed copy of RACC’s ACH Direct Deposit form. Please make sure to provide the RACC form and not a cancelled check or other form from your bank. This is optional but recommended– you need to complete this form to have the funds directly deposited into your bank account. If you don’t provide this form, we will mail you a paper check.

Once you have competed these tasks, be sure to click the green button in the column on the left hand side of the screen labeled “Submit”:

You will receive a confirmation email when your Grant Agreement has been successfully submitted. A member of the RACC grants team will check your paperwork and be in touch if we have any questions.

Your full grant payment will be sent via check or direct deposit within 20 business days. If you have questions about the timing of your grant payment, please let us know!

 

Step 2: Acknowledge RACC funding support

When promoting and presenting your event or sharing your artistic activities, it is important to acknowledge RACC’s support. This allows us to share your projects on our platforms and helps our communities see the impact of public funding for the arts.

Logo Usage

On printed and web materials, we ask that grantees include the RACC logo. Please defer to using the primary and secondary logos whenever possible. The alternate logo that includes our acronym is only to be used in situations where the primary and secondary RACC logos have become illegible due to small size. This logo is to be accompanied by the organization’s full name (Regional Arts & Culture Council) in a caption or in close proximity where it makes most sense.

Learn more about usage and download the RACC logo in a variety of formats at racc.org/logos.

If in situations where no sponsor logos are included, RACC support should be acknowledged verbally or written as follows: “[Name of project or activity] is funded in part by the Regional Arts & Culture Council.” When speaking with press, grantees are encouraged to acknowledge RACC support.

Social Media

RACC’s Communications team is eager to support and uplift our grantees via our social media channels. We prioritize stories from underrepresented communities including Asian, Black, Latinx, Native American, Pacific Islander, LGBTQ, and artists from communities with barriers to traditional support systems. To ensure we can find your content, we offer the following suggestions:

Instagram | @regionalarts

In a post on your Instagram feed, mention us in the description and tag us in the photo @regionalarts. On your Instagram story, tag us @regionalarts so we can re-share it on our own story.

Facebook | @Regional Arts & Culture Council

Tag @Regional Arts and Culture Council in your post. Please do not request for RACC to cohost your event on Facebook.

Twitter | @R_A_C_C

Mention @R_A_C_C on your post, so we can retweet.

We strive to connect with and follow the accounts of our artistic community on social media. If you are not present on social media, but would still like us to share information about a RACC supported project, please reach out to our team (comms@racc.org) about this or any other social media questions or suggestions you might have.

RACC Sponsored Events Calendar

Located in the lower right-hand corner on the main page of racc.org is the “RACC Sponsored Events Calendar”, powered by Travel Portland. If you would like your event to appear on the calendar, please visit calendar.travelportland.com to “Submit an Event”. Be sure to mark your event as “RACC Funded.” Once your event is verified, it will automatically appear on RACC’s calendar on the main page.

 

Step 3: Complete Your Funded Activity!

Track your expenses and document your activity:

You will need this information later for your Final Report! More information about reporting requirements is provided in Step #4.

Consider the ADA accessibility needs for your project:

Projects that receive public support must be fully ADA accessible and inclusive to every individual. The assurance of equal opportunity for all people to participate in the arts is fundamental. Check out these resources and others to build Access into your programming

Notify Grants team so we can see your work!

You are encouraged to keep the RACC Grants team apprised of your project dates and invite us to attend your event! You can reach us at grants@racc.org.

Thank your Elected Officials for their Public Support:

RACC grants are made possible by funds from the City of Portland, Multnomah County, Washington County, Clackamas County, and Metro. Please consider thanking your Elected Officials for their public support, and letting them know about your work.

 

Step 4 – Submit Your Final Report

Once your funded activity is complete, log back into the RACC Opportunity Portal to fill out your Final Report. You will access the Final Report tasks by clicking the green “Start” button for the awarded grant with the Status of “Final Report”.

The Final Report requires the following components:

  1. Final Report Form. This form includes narrative questions about the activity, a budget section, and questions about the number of people involved/impacted.
  2. Materials that show use of the RACC logo or other acknowledgement of RACC’s support. This could be web links, brochures, programs, press releases, new clippings, screen shots, etc.
  3. Evidence of completed activity. This could be photos, web links, receipts, or other evidence that your RACC funded opportunity was completed successfully.

Please keep in mind that compliance with final reporting requirements in previous grant cycles will be considered when the applicant’s future grant applications are in review.

Once you have completed all of these components, be sure to click the green button labeled “Submit”. You will receive a confirmation email when your Final Report has been successfully submitted.

A member of the RACC grants team will review your Final Report and be in touch if we have any questions or need additional documentation. When your final report is approved, you will receive a confirmation email.

You are now eligible to apply for your next RACC grant!

Questions?

If you have questions after reviewing this guide, or if you need assistance with grant administration, please contact us. We are here to help!

You can reach the Grants team at grants@racc.org.