Operating Grant Program
Calgary Arts Development intends its granting process to be open, fair, and transparent. Calgary Arts Development has a responsibility to the citizens of Calgary to ensure the security and value of their investments.
These policies have been updated as of January 1, 2020.
Fair Notice Policy
Calgary Arts Development stewards public dollars for the public good on behalf of the citizens of Calgary (known as Mohkinstsis in Blackfoot). We have a responsibility to ensure the security and value of the investments we make on their behalf.
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.
In 2020, risk assessment will be completed by Calgary Arts Development staff through the interim report process, and by peer assessment committees through the Operating Grant increase application process. In 2021 and 2022, risk assessment will be completed by Calgary Arts Development staff through the interim report process.
In addition to these processes, 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 an assessor flag in 2018 or a financial flag in 2019 will not be required to submit an update as part of their 2020 interim report. Organizations will be contacted by Calgary Arts Development staff directly to discuss their current state.
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).
Assessment committees review organizations’ applications, and may apply a flag through a majority vote for any of the below. Flags may be applied for critical, high-risk concerns based on the information provided in the application.
- 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.
If a flag has been applied, the assessment committee may recommend any of the below actions. If an organization’s grant amount has been reduced as the result of a flag action, organizations may follow the Appeals Policy.
- First Year of Flagging:
- Reduction of grant increase (if score above 65) up to 10%.
- Eg.: Base Grant $100,000 + Increase $10,000 = Total Grant $109,000
- Second Year of Consecutive Flagging:
- Reduction of grant increase (if score above 65) up to 25%.
- Eg.: Base Grant $100,000 + Increase $10,000 = Total Grant $107,500
- Three or More Years of Consecutive Flagging:
- Reduction of grant increase (if score above 65) up to 50%.
- Eg.: Base Grant $100,000 + Increase $10,000 = Total Grant $105,000
- No increase (if score is above 65).
- Removal of organization from Operating Grant Program.
This action will launch the secondary peer assessment process outlined at the bottom of this policy and requires majority approval by Calgary Arts Development’s board of directors.
Organizations who receive either a staff resiliency flag or an assessor resiliency flag will be asked to meet with Calgary Arts Development to discuss a plan to address their flag conditions before their funding is released. In 2021 and 2022, the organization will submit an update to their flag conditions as part of their interim report.
| Q1 – Q2 | Q2 | Q3 – Q4 | Q1 2021 & 2022 |
| Interim report is reviewed by staff. If a financial flag is applied, the organization must meet with staff to discuss a plan to address the risk before their base grant is released.
Information about this plan may be shared with the assessment committee. |
Application is reviewed by assessors.
If a flag is applied, assessors will recommend appropriate action. |
Organization is notified. The organization must meet with staff to discuss a plan to address the risk. If applicable, the recommended action is taken and funding increase is released.
Secondary peer assessment and appeals process. |
Organization submits an update to their flag conditions as part of interim reporting.
Calgary Arts Development may flag an organization at any time. A special resiliency committee will be convened to make recommendations on flag conditions. |
Removal of Grant – Secondary Peer Assessment
If the assessment committee recommends complete removal of a grant amount after three years or more of consecutive flagging, the following process will be applied:
- 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 comprised of 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.
- Restore the organization to their base grant.
- Recommend an increase within the percent range outlined through the Operating Grant increase guidelines.
- 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
Deadline Extension Policy
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 MST 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. Acceptable reasons may include:
- Personal health or family crisis.
- Birth or death of a family member.
- Unforeseen personal priority.
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 and 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 MST 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
Accessibility and Accommodation Policy
Our team is available to answer questions and to offer support at any time during the application process. Staff can provide feedback up to one week before application deadlines. Please contact your program specialist as early as you can to ensure they can provide the best support possible.
See the Grant Investment FAQs for answers to common questions, and contact the program specialist as early as you can to ensure they can provide the best support possible.
Calgary Arts Development is committed to open, fair and transparent processes. We will work one-on-one with applicants who experience barriers to access to develop accommodations that suit their abilities. Some examples of accommodations are:
- Translation of written materials.
- Interpretation for meetings.
- Grant writing assistance.
- Braille transcription.
- Physical access to meeting spaces.
- Video or audio applications.
Contact grants@calgaryartsdevelopment.com or 403.476.2031 for more information.
Please reach out to or your program specialist at any point with questions or to request support.
Download the Accessibility and Accommodation Policy as a PDF
Appeals Policy
In 2020, the potential increases to grant amounts in this program far outstrip the amount of money available in the pool. Grant allocations will be proportionally distributed within the total pool available. All organizations who receive any increase within their category percent range are considered to have demonstrated strength, impact, and merit and be successful in the program, and will not be eligible to appeal their grant amount.
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 assessment score of less than 65% and did not receive an increase to their base grant.
- Organizations who received an assessor flag through the Fair Notice Policy resulting in a reduction to their total grant.
Ineligible Appeal Cases
- Organizations who received any increase within their category percent range.
- Organizations who were not eligible for an increase.
- Organizations who did not submit an application for an increase.
- Organizations who were recommended to be removed from the Operating Grant Program (this process is governed separately by the Fair Notice Policy).
Eligible Reasons for Appeal
Appeals will be heard in cases only where it can be demonstrated that:
- The assessment committee materially and fundamentally misunderstood the content of the application as submitted such that their scores or recommendations were made in error.
- Due process as outlined in the program guidelines and terms of reference was not followed.
Ineligible Reasons for Appeal
The following matters will not be considered grounds for appeal:
- The appeal must be limited to the content of the original application, 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 application since the application deadline date.
- Information not included in the original application.
- An appeal regarding program eligibility (e.g. late submission, incomplete application, etc.).
- An appeal related to base grant amounts.
Appeal Procedures
- Applicants will have 10 working days from the date that investment notification letters are emailed to notify Calgary Arts Development of their intent to appeal the assessment committee’s decision (see How to Make an Appeal). In addition to stating their intent to appeal, applicants will be required to state the basis of their appeal.
- An appeals committee will be convened, consisting of two assessors from the original peer committee and three new assessors.
- The committee will review the original application and the organization’s basis of appeal.
- The committee will score the organization using the program criteria and scoring matrix.
- The final score will constitute their final recommendation
- If the organization scores above 65%, they will be allocated a grant increase based on the formula applied to all successful organizations.
How to Make an Appeal
Request Feedback: Upon receiving a letter of notification of the investment assessment, applicants should contact Calgary Arts Development’s community investment team for feedback from the assessment meeting.
Meet with Calgary Arts Development Staff: An applicant must state their intention to appeal the investment decision by informing the Calgary Arts Development no later than 10 business days from the date that investment notification letters were emailed.
Intention to appeal notices must be sent to grants@calgaryartsdevelopment.com. A meeting will be set up with Calgary Arts Development’s community investment team.
The purpose of the meeting will be to provide the applicant with information about the step-by-step procedures that were followed for the assessment. The meeting will also provide verbal and written comments from the assessment.
Provide Written Appeal Statement (max. two pages): If applicants wish to continue submitting an appeal following the meeting, a written statement must be submitted by email outlining the grounds upon which the appeal is based, within the parameters of the original application.
If applicants make a clear and compelling case that the assessment committee was in error in its understanding of the application or where due process was not followed, the application will be re-activated for appeal.
Presentation to Appeals Committee: Applicants with active appeals will be offered a time-specific opportunity to verbally present their case directly to the appeals committee (via conference call, to allow assessors to remain anonymous). Appeal decisions will be based on the original application, comments from the first investment assessment, the appeal statement, and the appeal presentation.
Notification of Decision: Notification of appeal decisions will be sent by email to applicants.
All appeal decisions are final.
Download the Appeals Policy as a PDF
Disclosure of Grant Information Policy
Collection, Use & Disclosure of Grant Information
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.
Download the Disclosure of Grant Information Policy as a PDF
