Calgary Arts Development is committed to open, fair, and transparent processes. If you have any questions, want feedback on your application or if it’s your first time applying, please don’t hesitate to contact us for support. This policy is available at any point through the application process, for anyone who is thinking about applying for our programs.

While we may not be able to meet in person at this time, our team will be available to provide support over the phone, through email, or through the use of audio and video platforms.

Please see Investment Program FAQ for answers to common questions, and contact the program specialist as early as you can to ensure they can provide the best support possible. Staff can provide feedback on your application up to one week before application deadlines.

We will work one-on-one with potential applicants who experience barriers to develop accommodations that suit their abilities and situations. Some examples of accommodations are:

• Translation of written materials into other languages.
• Transcription of verbal meetings or audio and video recordings into a written document.
• Verbal video or audio applications. If you would prefer to answer the application questions verbally you can submit an audio or video recording of yourself or our staff can help record your responses using an online platform, such as Zoom.
• Language interpretation for phone or video meetings (Note: this will depend on the availability of external service agencies).
• Grant writing assistance if you need help.

You may be eligible for application assistance to pay someone to help you prepare and submit an application if you need it or for any of the reasons listed below:

• An artist who is Deaf, hard of hearing, has a disability or is living with a mental illness.
• An artist facing language, geographic or cultural barriers.

Contact grants@calgaryartsdevelopment.com or 403.476.2031 for more information on application assistance or to request support.

Download the Accommodation & Accessibility Policy as a PDF

We recognize that our granting programs and processes may contain barriers to access for many artists or organizations who are interested in applying. Our programs are written in English, shared online, and require applicants to submit online applications and reports in English. This creates technological, linguistic, communication, and cultural barriers, to name a few.

In recognition of these barriers, eligible applicants can request assistance to help alleviate some of the costs associated with preparing and submitting an application, final report or receiving and accepting an investment.

Who can Request Assistance?

Individuals (or the primary contact for a collective) who self-identify as:

• An artist who is Deaf, hard of hearing, has a disability or is living with a mental illness.
• An artist facing language, geographic or cultural barriers.

Before requesting assistance, please ensure that you are eligible to apply to that particular program.

What Type of Assistance can I Request?

Eligible applicants can request assistance at any stage of the application process for the following activities:

• Reviewing program guidelines and deciding to apply.
• Preparing and submitting a grant application.
• Receiving and accepting a grant investment (i.e., interpreting notifications, completing, and returning an investment agreement, completing direct deposit, etc.).
• Preparing and submitting a final report.

When do I Submit my Request?

• Application: Two to four weeks before you plan to submit but the sooner the better.
• Grant Acceptance: As soon as you know your results.
• Updates/Reports: Four weeks prior to your report due date.

How do I Request Assistance?

To request assistance please contact the community investment team at grants@calgaryartsdevelopment.com or 403.476.2031.

You will need to provide:

• The name and contact information of someone who can help you.
  • This could be a trusted friend or family member, or a professional service provider.
  • We may be able to make recommendations, depending on the service being requested.
• The amount you are requesting, including the service provider’s hourly rate.

Please see the maximum contribution amounts below for each program.

Maximum Contribution Amounts

Depending on the type of service or assistance you are requesting, Calgary Arts Development has outlined the maximum amounts that we are currently able to provide towards our 2022 grant investment programs.

General transcription or editing services and organizing of support materials

Applicants who identify barriers within the writing process directly due to a physical or learning disability or due to living with mental illness.

Program & Type of Assistance	Maximum Contribution
Microgrants – Application	$100
Original Peoples Investment Program – Application	$200
Project Grants – Application	$200
Operating/Unrestricted Programs – Application	$350
All Programs – Grant acceptance and final reports	$100

Language translation

Applicants writing an application in another language who require translation into English, including American Sign Language.

Program & Type of Assistance	Maximum Contribution
Microgrant – Application	$300
Original Peoples Investment Program – Application	$600
Project Grants – Application	$600
Operating/Unrestricted Programs – Application	$750
All Programs – Grant acceptance and final reports	$300

Application development

Applicants who identify having a cognitive or developmental disability and require support to frame their ideas and concepts.

Program & Type of Assistance	Maximum Contribution
Microgrants – Application	$300
Original Peoples Investment Program – Application	$600
Project Grants – Application	$600
Operating/Unrestricted Programs – Application	$750
All Programs – Grant acceptance and final reports	$300

How will Requests for Assistance be Evaluated?

After receiving the required information, program staff will review requests and determine eligibility.

If approved, the program specialist will confirm the amount Calgary Arts Development is able to contribute. Your service provider must then send an invoice for the approved amount. Staff will process the invoice and pay the service provider directly through electronic fund transfer.

If you are not eligible or do not wish to request application assistance, below are some other ways you can get help with your application:

• Consult the Investment Program FAQ.
• Call 403.264.5330 or email grants@calgaryartsdevelopment.com with general inquiries.
• Contact the program specialist listed in the program guidelines for assistance.
• Ask someone you trust, like a family member, friend or colleague to help you.

Download the Application Assistance Policy as a PDF

Calgary Arts Development requires individuals engaged as assessors to maintain their own anonymity and the anonymity of other assessors in order to prevent the possibility of pressure being applied from grant applicants and the community that could affect assessments. This expectation of anonymity continues beyond the granting cycle to ensure individuals who serve as assessors are not subject to retribution or negative impact based on grant results, and to maintain the confidentiality of applicant information and data shared during the granting cycle into perpetuity.

All deliberations of assessors, all corporate records, and material submitted by applicants as part of their applications that are not generally available to the public shall be considered confidential. All assessors are required to safeguard such records and information from improper access and to sign and adhere to a confidentiality agreement prior to accessing any confidential information. Further information about privacy and disclosure of grant information can be found in the Privacy Policy and Disclosure of Grant Information Policy.

Calgary Arts Development will release assessor names as part of its annual Accountability Report published the subsequent year. Assessor names will be listed alphabetically, and will not be attributed to any particular program. In the case where assessors are engaged in programs that contain a verbal presentation from applicants, assessors will be introduced to applicants at the time of the presentation, before the program cycle is complete, and additional confidentiality and anonymity policies may be put in place for both applicants and assessors.

If individuals are found to have broken their commitment to this confidentiality policy, Calgary Arts Development reserves the right to remove them from the assessment process or bar them from participation in future committees.

Download the Confidentiality Policy as a PDF

The intention of this Conflict of Interest Policy is to ensure that all applications to Calgary Arts Development’s investment program are assessed fairly and responsibly according to the program criteria and guidelines.

This Conflict of Interest Policy ensures that community members serving as peer assessors do not materially benefit from their own involvement in funding decisions, or unfairly influence the deliberations based on their relationships with applicants.

Committee members who have the potential or perceived potential to materially benefit from an application submitted to the program or program stream they are assessing for will be removed from the assessment process for said applicant. The committee member will leave the room during discussion, and will not vote or use personal influence in the decision-making process.

This Conflict of Interest Policy is accompanied by assessor Terms of Reference, Group Agreements, and a confidentiality agreement for each program which govern the assessment process and expected conduct of assessment committees.

All assessors are required to sign a statement agreeing to fully disclose any direct or perceived conflict with any applicant to the program.

Calgary Arts Development engages community assessors for the experience, knowledge, and relationships they have within the arts community. Prior knowledge or relationship with an applicant does not constitute a conflict of interest on its own.

Calgary Arts Development expects a conflict of interest to be declared under any of the conditions outlined below. Potential conflicts of interest may be considered on a case-by-case basis for reasons not included in this list. If an assessor is unsure of a potential conflict of interest, they should reach out to the program specialist to discuss.

Calgary Arts Development reserves the right to remove assessors from the assessment process for specific applications or entirely if a conflict of interest has not been properly declared, or if a conflict of interest arises through the assessment process.

• The assessor has applied to the program, either as a primary applicant, as an active participant in the application, or has an ongoing professional affiliation with the applicant as:
  • An artist.
  • A staff member.
  • A board member.
  • A contractor.
  • Or is involved in direct leadership, planning, or implementation activities for the application in any other capacity.
• The assessor has a direct personal relationship with the applicant such as:
  • Family members.
  • Spousal or immediate personal partnerships.
• The assessor will otherwise financially benefit from the success of the application.
• The assessor feels they will be unable to fairly and productively manage personal bias in the assessment process based upon prior knowledge, privileged information, or relationship with the applicant.

Download the Conflict of Interest Policy as a PDF

For organizations, individuals, and collectives who intend to submit applications or reports but will miss the deadline, a written request for extension must be received by Calgary Arts Development before 9:00am MT on the day of the deadline.

If a written request is not received in time, the organization, individual, or collective will be ineligible for that granting period. The request must state the reason(s) the application deadline cannot be met, and the date the application could be submitted.

Please Note: In order to respect peer assessors’ ability to responsibly review applications, we are unable to grant extensions beyond two weeks after the stated program deadline.

Acceptable reasons may include:

• Personal health or family crisis.
• Birth or death of a family member.
• Unforeseen personal priority.
• The deadline overlaps with cultural or religious dates.

Calgary Arts Development publishes the program deadlines at the beginning of each calendar year and endeavours to share program information and deadlines broadly. Staff members are available throughout application processes to provide support, answer questions, and offer feedback. We encourage applicants to reach out at any point to request accommodations (through the Accommodation & Accessibility Policy) or support at any point prior to the deadline.

Unacceptable reasons may include:

• Lack of awareness of the program deadline.
• Poor planning or time management.
• Overlap with grant deadlines for other funders.

Calgary Arts Development staff will review the request for extension. If the reason for the extension is acceptable, a deadline extension will be granted in writing. Extensions will only be granted if it does not affect the planned assessment process and schedule.

We also understand that circumstances cannot always be governed by policy. Requests made after 9:00am MT on the day of the deadline, or which do not fall under the acceptable reasons may be granted on a case-by-case basis.

Please reach out to grants@calgaryartsdevelopment.com or your program specialist at any point with questions or to request support.

Download the Deadline Extension Policy as a PDF

Personal information is received by Calgary Arts Development from people and organizations who apply for grants, members of committees assessing applications, and many others in the course of its activities. Calgary Arts Development will never reveal personal information to any third party without your prior knowledge and consent, unless required to do so by law.

Information provided in both successful and unsuccessful grant applications may be used to plan, evaluate, and review programs. The information is also used for generating statistics for statistical reporting, studies, issue, and trend analysis. Information shared when reporting in these ways will be anonymized and only shared in aggregate.

No personal information provided in grant applications will be shared publicly without prior applicant consent.

The Disclosure of Grant Information Policy is currently being updated for 2022. Contact grants@calgaryartsdevelopment.com or 403.476.2031 for more information.

Calgary Arts Development makes grant investments to support and benefit artists, and is committed to reducing barriers where possible.

We recognize that while income taxes are reported on the calendar year, artistic projects may occur over multiple years. Depending on when the grant cycle and fund disbursement falls in the year, expenses may occur in the next tax year, which may mean that artists cannot deduct all of their project expenses when they file their income taxes. While it is possible for artists to file an adjustment for these deductions in the following year, we recognize that this may create tax implications and financial challenges in the short-term. Calgary Arts Development has created a grant payment instalment policy to help alleviate this challenge in some circumstances.

Eligibility

• This policy is intended for individual artists and artists accepting funds on behalf of artist collectives. Arts organizations are not eligible for this policy.
• This policy is only valid if the published timeline for the grant program states that grant payments will be made between September and December.

Grantees can choose to have their grant paid in instalments if they meet the following criteria:

• The majority of the project is taking place in the upcoming calendar year according to the information submitted with the application.
• The majority of the project expenses will be incurred in the upcoming calendar year according to the information submitted with the application.

If eligible, grantees can choose to have their grant paid through two options:

• 50% of the grant amount paid in the current year, 50% of the grant amount paid in January of the upcoming year.
• 100% of the grant amount paid in January of the upcoming year.

If your grant application is successful and you are eligible for the instalment policy outlined above, please inform us of your preferred payment option within seven days of receiving the successful grant notification at grants@calgaryartsdevelopment.com.

Successful individual artists and collective grantees will be issued a T4A tax slip for the entire amount of their grant in each calendar year. We recommend that any artist submitting a grant application to Calgary Arts Development review the CRA guidelines for artist grants and consider the potential tax impact as part of their project planning. Calgary Arts Development does not provide tax advice. We recommend that artists seek the qualified advice of a tax planner or accountant.

More information about artist grants and taxes can be found in our Investment Program FAQs.

Download the Individual Artist Grant Payment Instalment Policy as a PDF

This policy ensures that organizations that receive annual operational funding from Calgary Arts Development have the opportunity to address risks related to the investment they receive. These processes are intended to encourage those organizations to be transparent and work with Calgary Arts Development to create strategies and remedy high-risk conditions without being subject to major fluctuations in their grants in a single year.

For 2022, the risk assessment will be completed by Calgary Arts Development staff through the Operating Grant’s interim report process.

In addition to this process, Calgary Arts Development reserves the right to flag, reduce, delay, suspend or withdraw an organization’s grant based on critical or high-risk concerns at any time.

• Calgary Arts Development may raise a flag based on any of the conditions outlined throughout this policy.
• Flags which result in a reduction, suspension, or withdrawal of a grant must be recommended by a peer committee. In non-assessment years (2021 and 2022), a special resiliency committee will be convened to make recommendations.
• Calgary Arts Development’s suspension or withdrawal of an organization’s grant requires majority approval by Calgary Arts Development’s board of directors.
• Organizations that are removed or choose not to re-apply or submit their reporting in any grant year will be considered a new applicant in subsequent years. They will only be eligible to receive operational funding if the program is open to new applicants.
• Should Calgary Arts Development’s funding from The City of Calgary be reduced, grant reductions may occur outside of this policy.

Operating Grant Flagging Process

Organizations who received a Fair Notice policy flag in 2021 must provide an update on this flag as part of the interim report process. They will be contacted by Calgary Arts Development staff directly to determine whether a meeting or written update is most valuable.

Calgary Arts Development staff review organizations’ interim reports, and may apply a financial flag for any of the below.

• Deficits over 10% for the last two consecutive fiscal years.
• More liabilities than assets on the balance sheet for the last completed fiscal year.
• There is reliable evidence obtained by Calgary Arts Development staff that indicates an organization presents a risk to default on the obligations stated in its Investment Agreement. In Calgary Arts Development’s sole discretion, a third-party audit of the organization may be required to determine if the organization is an acceptable investment risk. The cost of the audit will be deducted from that organization’s subsequent grant (if any).

Calgary Arts Development reserves the right to apply any of the below flags for critical, high-risk concerns based on the information provided in the report, or as we become aware of organizational circumstances or events that may constitute a risk.

• A significant and unexplained reduction to artistic or community impact compared to previous years, including serious issues that may arise related to equity, diversity and inclusion.
• A demonstrated lack of capacity to complete core programming, or achieve key organizational goals.
• A demonstrated lack of capacity in resource management or organizational governance.
• The need for future planning to address the current level of risk or to mitigate previous resiliency flags.
• A significant lack of transparency and information in the application such that the assessors are unable to determine whether the organization merits their investment.

Organizations who receive a flag will be asked to meet with Calgary Arts Development or submit a written update outlining a plan to address their flag conditions before their funding is released. If the flag conditions indicate that the organization presents a risk to default on the obligations stated in its investment agreement, a special assessment committee may be convened to make recommendations as outlined below.

• First Year of Flagging:
  • Reduction of grant up to 10%
• Second Year of Consecutive Flagging:
  • Reduction of grant up to 25%
• Three or More Years of Consecutive Flagging:
  • Reduction of grant up to 50%
  • Removal of organization from Operating Grant Program.

If the special assessment committee recommends a reduction to an organization’s grant over 25%, organizations may submit an appeal according to the Appeals Policy. If the special assessment committee recommends the removal of an organization from the Operating Grant Program, this will launch a secondary peer assessment process governed by the Appeals Policy and requires majority approval by Calgary Arts Development’s board of directors.

Appeals Policy

The Appeals Policy outlines the process for organizations to appeal changes to their Operating Grant funding levels.

Calgary Arts Development will hear a case for appeal and follow the appeals process only in the below circumstances:

Eligible Appeal Cases

• Organizations who received an assessor flag through the Fair Notice Policy resulting in a reduction over 25% to their total grant (please see the reduction of grant process below).
• Organizations who were recommended to be removed from the Operating Grant Program through the Fair Notice Policy (please see the removal of grant process below).

Ineligible Appeal Cases

• Changes made to Operating Grant amounts resulting from a decrease in Calgary Arts Development’s total budget from The City of Calgary.

Reduction of Grant – Appeals Process

Eligible Reasons for Appeal

Appeals will be heard in cases only where it can be demonstrated that:

• The reduction to the grant amount was over 25%.
• The special assessment committee materially and fundamentally misunderstood the flag conditions and information provided by the organization such that recommendations were made in error.
• Due process as outlined by the Fair Notice Policy was not followed.

Ineligible Reasons for Appeal

The following matters will not be considered grounds for appeal:

• The reduction to the grant amount was under 25%.
• The appeal must be limited to the content of the original information supplied to the special assessment committee, not facts or circumstances occurring after the date of submission. These include but are not limited to:
  • External circumstances or variables that have affected the organization’s ability to achieve their mandate.
  • Changes in the information since it was provided.
  • Information not originally included.

Appeal Procedures

• Applicants will have 10 working days from the date that special assessment notification letters are emailed to notify Calgary Arts Development in writing of their intent to appeal the assessment committee’s decision.
• The organization will be given the opportunity to respond to the recommendation and comments in writing, stating the basis of their appeal.
• Staff will review the written case for appeal, and determine if the organization has made an eligible case.
• If the case is eligible, staff will convene a secondary peer assessment panel comprising members of the previous assessment committee and new members, who will review in full the interim report, response from the organization, and case for appeal and make a final recommendation:
  • Uphold the decision to reduce the grant amount.
  • Recommend an alternate reduction to the grant amount.
  • Restore the grant amount in full.

Removal of Grant – Secondary Peer Assessment

If the special assessment committee recommends complete removal of a grant amount after three years or more of consecutive flagging, the following process will automatically be applied. Organizations do not need to request an appeal.

• The organization will receive a written notice of the recommendation in addition to the compiled feedback and comments from the assessment committee.
• The organization will be given the opportunity to respond to the recommendation and comments in writing, outlining the conditions contributing to the flag and plans to mitigate those conditions.
• If appropriate, the organization may provide evidence demonstrating that the assessment committee fundamentally and materially misunderstood the content of the application such that the recommendation to remove funding was made in error.
• Staff will convene a secondary peer assessment panel comprising members of the previous assessment committee and new members, who will review in full the interim report, application, and response from the organization and make a final recommendation:
  • Uphold the decision to remove funding entirely.
  • Suspend the grant for one year.
  • Recommend a reduction of the grant
  • Restore the organization to their funding level in full.
• Calgary Arts Development’s suspension or withdrawal of an organization’s grant requires majority approval by Calgary Arts Development’s board of directors.
• Decisions made through the secondary peer assessment process and approved by Calgary Arts Development’s board of directors cannot be appealed.

Download the Fair Notice Policy as a PDF

Calgary Arts Development’s Privacy Policy is intended to ensure we make every reasonable effort to ensure personal information is handled with respect and consideration.

Developed using the Freedom of Information and Protection of Privacy (FOIP) Act as a guideline, Calgary Arts Development is responsible for all personal information in its custody and under its control including employee and investment information.

To review FOIP legislation in detail, please reference the Government of Alberta Privacy website at servicealberta.ca.

The Operations Manager is designated to ensure Calgary Arts Development remains in compliance with this policy, and all members of staff are required to abide by its guidelines.

Personal Information

Personal information will be obtained only for reasonable purposes and only as much as is reasonable for those purposes.

Personal information will be disclosed or used only for reasonable purposes and those purposes will be shared with the individual prior to disclosure or use. Calgary Arts Development will never reveal personal information to any third party without prior knowledge and consent, unless required to do so by law.

Calgary Arts Development obtains consent for all its mailing lists. Requests for removal can be made at any time.

Individuals or organizations may request to see what information about themselves Calgary Arts Development has gathered. If reasonable, Calgary Arts Development will provide information about the existence, use or disclosure of the information and provide access to that information.

Calgary Arts Development makes every reasonable effort to maintain accurate information and will, on request, correct information that is inaccurate.

Calgary Arts Development makes every reasonable effort to ensure personal information is secure and keeps the information only as long as is reasonable.

If you would like more information regarding our Privacy Policy, please contact info@calgaryartsdevelopment.com.

Download the Privacy Policy as a PDF