May 10, 2021 Project Grant Program – Organizations This document has been updated as of May 10, 2021. Download the Terms of Reference as a PDF The purpose of this document is to outline the roles and responsibilities of assessors, and to outline the criteria and processes of the 2021 Project Grant Program for Individuals and Collectives. Committee members must review, understand, and commit to adhere to these terms as well as the program guidelines and policies. As regulations for gatherings and physical distancing remain in flux, assessments will likely occur remotely using online meeting tools. This may affect the assessment process, timeline, and make up of the committees outlined below. Applicants and assessors will be notified if significant changes occur.Related DocumentsProject Grant Program – Organizations Guidelines Group AgreementsProgram OverviewThe Project Grant Program seeks to support projects that contribute to the vibrancy and vitality of Calgary’s arts sector. The program is intended to provide one-time project funding to registered non-profit arts organizations and current operating grant clients in Calgary (known as Moh’kinsstis in Blackfoot). Organizations must demonstrate that the arts are at the core of their mandate. Registered for-profit organizations and artistic projects by non-arts organizations will not be eligible for this funding. Applicants may apply for up to $25,000 to support one-time projects which contribute to the vibrancy and vitality of Calgary’s arts sector, and strengthen the organization’s ability to connect with their community.Accommodation & AccessibilityOur team is available to answer questions and to offer support at any time during the assessment process. Please 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 assessors who experience barriers to access to develop accommodations that suit their abilities. Some examples of accommodations are: Translation of written materials. Interpretation for meetings. Braille transcription. Please contact email@example.com with any questions.Description of RoleAssessors will be asked to read and review applications online, and score applicants on the criteria of artistic impact, community connection, and planning. Committees will read applications in the online granting interface, and rate each criteria statement according to the matrix outlined in the program criteria and matrix sections of the guidelines. Calgary Arts Development staff will download each assessor’s evaluations into a scoresheet and assign numerical scores to the ratings. Each criteria statement will be weighted equally. The score assigned to each rating will be consistent across all criteria statements (e.g.: Exceptional will always equal the same number of points). The committee will convene to discuss each application and make final funding decisions in a meeting facilitated by the specialist for organizations. ResponsibilitiesAssessors are responsible for: Participating in assessor training and orientation sessions hosted by Calgary Arts Development. Reading and reviewing each application assigned to them in full. Scoring each application according to the program criteria. Participating in full day meetings to discuss each application. Meetings may occur in-person or remotely. Attending arts events in Calgary for the artist projects or public works. Advocating for the arts in Calgary. Encouraging their respective communities to participate in Calgary’s arts sector. Program Criteria & MatrixProjects will be funded based on the criteria of community connection, artistic impact, and planning. The Create & Develop and Program & Present streams are each defined by a unique set of criteria statements. Assessors will evaluate applications by rating each criteria statement as exceptional, good, or weak according to the below matrix, based on the information provided in the application: Exceptional Exceptional applications demonstrate a deep understanding of the organization’s mandate and goals, their role and relationship to communities and what is required to undertake the proposed project. Exceptional applications have clear, detailed, thoughtful responses that directly address the criteria of the program. Exceptional applications include all the relevant information and support required to create overwhelming trust and confidence that the project will be completed as described and that the applicant will reach their goals. There is a clear sense of readiness and critical awareness within the application. Good Good applications demonstrate a general understanding of the organization’s mandate and goals, their relationship to communities and what is required to undertake the proposed project. Good applications have sufficient responses that address the criteria of the program, but may be lacking detail or rationale. Good applications include most of the relevant information required to create trust that the project will be completed as described and that the applicant will reach their goals. There may be some information, support or evidence missing that would have created more confidence. Weak Weak applications do not demonstrate a clear understanding of the organization’s mandate and goals, their relationship to communities or what is required to undertake the proposed project. Weak applications have limited or insufficient responses that do not sufficiently address the criteria of the program. Weak applications do not provide enough information, support or evidence to create trust and confidence that the project will be completed as described and that the applicant will reach their goals. There is a lack of readiness or critical awareness present in the application and the applicant would benefit from feedback. Create & Develop Criteria Statements Artistic Impact The applicant has demonstrated a deep understanding of the organization’s mandate and the role they play in their artistic communities or disciplines. The proposed project and organization’s goals are clearly described and align with the organization’s mandate. The applicant has demonstrated clear reasons why this project is compelling and relevant and how it will allow them to advance the organization’s goals, mandate, and vision. Community Connection The applicant has clearly demonstrated who their organization connects with through their mandate. This could include artists, volunteers, members, audiences, students, and partners. If the project will result in work that may eventually be shared with the public, the applicant has identified who the community will be for that work. The applicant has clearly demonstrated how this project is important to their ability to connect with their communities. If the project will not result in something that will directly impact their community, or will not be shared with the public at this time, the applicant has demonstrated how this will enable the organization to connect with their community moving forward and how they are considering them at this phase of the work. Planning The applicant has a clear understanding of what is required to complete the project. This is demonstrated by a clear, well-researched and achievable timeline, plan and budget that outlines who they will work with, what it will cost, how much time it will take, and what tasks and activities are required. The applicant has created overwhelming trust and confidence that the project will be completed as described and that the applicant will reach their goals. Program & Present Criteria Statements Artistic Impact The applicant has demonstrated a deep understanding of the organization’s mandate and the role they play in their artistic communities or disciplines. The proposed project and applicant’s goals are clearly described and align with the organization’s mandate. The applicant has demonstrated clear reasons why this project is compelling and relevant to the organization, and how it will allow them to advance their goals, mandate, and vision. Community Connection The applicant has clearly demonstrated who the organization will connect with through this project. This could include artists, collaborators, partners, members, volunteers, participants, or audiences that are part of their overall artistic mandate, or who will experience this work. The applicant has clearly demonstrated how this project is important to their ability to connect with their communities they’ve identified through this project, or how the project will allow them to connect with their communities in the future. The applicant has clearly demonstrated why this project is important to the communities they’ve identified and how they are considering them. Planning The applicant has a clear understanding of what is required to complete the project. This is demonstrated by a clear, well-researched and achievable timeline, plan and budget that outlines who they will work with, what it will cost, how much time it will take, and what tasks and activities are required. The applicant has created overwhelming trust and confidence that the project will be completed as described and that the applicant will reach their goals. Commitment to EquityWe acknowledge that we are on the traditional territory of the Blackfoot Nations—Siksika, the Piikani, and the Kainai; and also acknowledge the Beaver people of the Tsuut’ina and the Bearspaw, Chiniki and Wesley bands of the Stoney Nakoda First Nations, the Métis People of Region 3, and Indigenous people who make the Treaty 7 region their home. As part of our responsibility to Calgarians to ensure equitable access to public funding, Calgary Arts Development is dedicated to addressing and working to eliminate institutional inequity in our programs, policies, and practices. We also acknowledge that our actions—both conscious and unconscious, past and present—have benefited some communities while limiting opportunities and outcomes for others. To participate as an assessor in this program means you share a vision of a community where all artists have the freedom, agency, and platform to share and amplify their stories, art, cultures and experiences. We ask that all assessors are mindful of this as we share the responsibility of recommending funding and support. To that end, Calgary Arts Development’s community investment team is accountable to ensuring that lines of communication are welcoming, clear, and open, and that the scoring process is fair and deeply considerate. Do not hesitate to reach out to us to support your questions, both philosophical and technical, especially where personal tastes and biases intersect with or complicate your ability to evaluate this program. Group Agreements All members of the assessment committee will be expected to honour the following group agreements when discussing applications: We commit to creating a safe space for everyone by: Respecting each person regardless of how they identify, including their gender, sexuality, age, class, religion, beliefs, nation, physical, neurological, cognitive and Mad identities, etc. Sharing language that respects everyone. In the spirit of collaboration, we will listen if someone has alternative language to share, and offer alternatives to ableist, ageist, audist, classist, homophobic, transphobic, racist, and sexist language. Speaking from our own perspective, and avoiding making generalized claims or assumptions about others’ identities. Not interrupting others. Being mindful of how much time and space we each take up in discussions. Making time and space for others to speak. Using “I” statements (“I feel,” “I think,” “I wonder,” etc.). Replacing criticism with questions and encouragement. Respecting those who wish to listen silently. Recognizing that vulnerable interactions can occur, and creating space to acknowledge and discuss hurt or offense if it does. We will respect all art forms, traditional, contemporary or other. We will consider what the criteria mean for each applicant based on: How they define their own practice. What is appropriate within their artistic discipline. Their stage of career, practice, experience, and expertise in their form. A respect for the unique traditions and rights of different First Nations, Métis, and Inuit nations and communities. We will try to focus every conversation around what we appreciate about every project or activity. We will remember that this is not a panel of experts: We will honour the knowledge and experience others share. We will not impose arbitrary standards or ideas on an applicant or their project or activity that are not appropriate to the specific context. We will acknowledge the experiences and values that may make each of us biased. We will allow others to help us check in with our biases in a respectful and productive way. We acknowledge that we are all learning and may be at different places on our journeys. We will be patient with ourselves and others as we remain open to continued learning. We will respect the confidentiality of applicants and assessment committees. What applicants and assessors choose to share about their identities, ideas, and experiences will remain confidential, but we will take what we learn into our work and communities. MembershipThe membership of the peer assessment committees will be chosen through public nominations and staff expertise. Membership of each committee is designed to reflect the broad diversity of Calgary and its artistic communities, including but not limited to: artistic discipline, gender, sexuality, age, religion, beliefs, nation, physical and neurological identities, etc. Seven-Member Committees: Each stream will be split into sub-committees dependent on the volume of applications. Artist Peers: These will be from a variety of artistic disciplines and practices and can also include arts workers with experience and knowledge in the arts community for example, staff, volunteers, board members, etc. Arts Champions and Artistic Community Members: These are people who actively participate in, experience, and advocate for the work of the arts community. They may also have perspectives and skill-sets transferable to the arts sector. Conflicts of Interest: Calgary Arts Development thinks of conflicts of interest as close family members, people who are involved in the activity being applied for or where there is a real or perceived financial benefit. If in doubt, assessors are encouraged to talk with Calgary Arts Development staff. If a committee member has applied to the program or declared a conflict of interest they will not assess those specific applications or be present for any discussions of those applications. Qualifications & Required Skills Peers: Artists and arts professionals active in Calgary’s artistic communities with professional experience, skills, and knowledge directly relevant to the arts sector. Community Members: Individuals with an appreciation for the arts (any discipline) who actively attend arts performances and presentations. Community members should possess skills that are transferable to the non-profit arts sector, including, but not limited to: Non-profit board governance Organizational management Business planning and project management Marketing and communications Event production Investment and resource development Community and government relations Design or creation within the broader creative industries Additional Skills Relevant skills, experience, and knowledge that will accommodate the range of applicants to be juried. A generous spirit, exceptional listening skills and a willingness and ability to embrace change, complexity and different viewpoints. An openness to productively and respectfully check in with bias. An understanding and awareness of Calgary and region, and an insight into our social and cultural climate. The respect of peers in the community. The ability to function well within a committee structure. TermAssessors will meet for training and orientation sessions and will attend the arts activities of the applicants they will be assessing, if possible. Assessors will be asked to participate for a term of approximately one year. Assessors’ time commitment for this program is: June 2021: One online training and orientation session in preparation for the review process (approx. two hours). July – August 2021: Online review process. August 2021: Up to four full-day review meetings to discuss each application and make recommendations for funding. September 2021 – December 2022: Experience any arts activities of the applicants being assessed.Lines of Accountability & CommunicationAssessors will report to Calgary Arts Development staff. All deliberations of the assessment committee as well as all records, material, and information obtained by a member and not generally available to the public shall be considered confidential. Adhering to the Terms of Reference, assessors shall maintain the confidentiality of their deliberations and shall safeguard such records and information from improper access. Conflict of Interest Assessors will follow Calgary Arts Development’s Policy on Conflict of Interest and Code of Conduct (excerpt from Calgary Arts Development’s Governance Manual below). All assessors are required to sign a statement agreeing to fully disclose any actual or perceived conflict with any applicant whose submission they have been appointed to review. Assessors with an actual or perceived conflict with an applicant will be removed from the assessment process for said applicant. “Upon consideration of any proposed activity with the potential to benefit an organization or initiative with which the director or volunteer committee member shall participate in the decision-making process where there is a potential or actual conflict of interest. The individual so affiliated shall leave the room during discussion and shall not vote or use personal influence in the decision-making process.” Confidentiality Protecting the Anonymity of Assessors During the Granting Cycle Calgary Arts Development requests that individuals engaged as assessors 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. Disclosure of Assessor Names by Calgary Arts Development Calgary Arts Development will release assessor names as part of its annual Accountability Report published the subsequent year. 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. Protecting the Confidentiality of Applicants and Applicant Information 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.HonorariumCalgary Arts Development will provide an honorarium to assessors as a gift to recognize their time. The honorarium will be provided to assessors after the reviewing process is completed. Assessors may be reimbursed for additional expenses related to the assessment process—please contact us to discuss. Honorarium rates for this program are as follows: $15 per application read $30 for training session (approx. two hours) $90 per day for assessment meetings Contact InformationPlease contact Marta Ligocki, Specialist for Arts Organizations, with any questions about the assessment process and program at firstname.lastname@example.org or 403.264.5330 ext.205.