Individual Artist Support Final Report Materials

How To Complete the IAS Final Report 

 
Final Reports for the Individual Artist Support Initiative – Professional Development and Artist Project Grants will be filed electronically using the eGRANT system.  To learn how to access and use the eGRANT system, refer to the Using eGrant document. 

The Final Report will report on your project or professional development activity that took place during the grant period as specified on the grant agreement.

You will be required to provide financial, statistical and narrative information on the project/activity that took place during the grant period.  In addition you will be required to submit documentation materials related to the project/activity.

Deadline

Final Reports must be submitted electronically through the eGRANT system no later 30 days after the end date of the grant (the end date can be found on the Grant Agreement).

eGrant Information:

The electronic portion of the final report is divided into three sections:

  • Grantee  Information – in this section you will provide your name, grant number and  contact information
  • Project – in this section you will provide details regarding the project or activity for which you received support.  This includes statistical information and bottom line budget figures.
  • Additional Information – This section includes a link to the Signature and Certification page which must be printed out, signed and submitted to the IAC. This section is also where you will upload the Narrative, Budget Detail (template provided), and materials (brochure/flyer/news release/article) documenting the project or activity and acknowledgement of the IAC.   If you are unable to provide materials that acknowledge the IAC, please provide an explanation in the narrative. 

Non-electronic Components

In addition to the information requested in the eGrant form, all recipients are required to submit a signed Signature and Certification page (printed out from the Additional Information tab) and applicable work samples /documentation of the project/activity.  See the Work Sample Section below for specific requirements and formats.

Required Fields:

In each eGrant section, fields marked with an asterisk (*) are required fields.  These fields are applicable to all grantees and the  eGRANT system will not allow you to submit your Final Report without responding to these required fields.  In addition, based on the type of project or activity supported and the  grant you received, there may be other fields that you are required to complete to ensure the final report requirements are met.  For specific instructions see the Work Samples / Documentation of Project or Activity Section.

Attachment A: NARRATIVE:

  1. Attach a two page narrative, which responds to each of the following questions. Please be sure to restate each question preceding your response.
    Describe the project/activity as completed during the grant period.
  2. Were there major changes to your project/activity?  If so, please describe.
  3. Summarize the impact this grant had on your career and professional life?

Save the narrative document as a PDF or Word document (All word documents must be saved as .doc or .rtf files) and label as follows Last Name_First Name_final_A.pdf/doc/rtf.

Attachment B: Budget Detail (Template provided)

Complete the Budget Detail showing the actual cash income and expenses for the funded project/activity.  Save the document as a PDF or excel file and label as follows Last Name_First Name_final_B.pdf/xls

Attachments C, D, E Documentation/Promotional Material

Upload up to three examples of published materials (brochures, flyers, news releases, reviews/articles) related to your project/activity  and your compliance with the IAC funding acknowledgement requirement (“This program partially supported by a grant from the Illinois Arts Council, a state agency”). If you are unable to provide materials that acknowledge the IAC, please provide an explanation why in the narrative. Acceptable formats for uploaded files are PDF, JPEG, or WORD (All word documents must be saved as .doc or .rtf files). If you are unable to provide this documentation electronically, you may submit paper copies along with the required Signature and Certification page.

Signature and Certification Page

This form must be printed out, signed and submitted to the IAC.  The signed Signature and Certification page must be postmarked the day after the electronic due date to avoid penalization. Final Reports will be considered incomplete until this page is received. To view and print out a copy of the required Signature and Certification page, go to the “Additional Information” tab and click the link in the “Signature and Certification” section of that screen.


Work Samples/Documentation Of Project or Activity


Outlined below is the specific documentation and work samples to be submitted based on the type of activity/project.

 
Professional Development Recipients (Grants of $500 or $750):

  • Artist workshop, conference, or residency program attendance: Submit brochures/programs/agendas from program you attended or participated in.  These examples may be uploaded as Attachments C, D, and  E or hard copies may be submitted together with the signed Signature and Certification Page. 

In addition, when possible, submit up to three (3) samples of work created and/or developed as a result of your participation in the artist workshop or residency. See work sample guidelines for appropriate format.

  • Promotional or marketing activities:  Submit materials created as a result of this grant.   These examples may be uploaded as Attachments C, D, and/or E, or hard copies may be submitted together with the signed Signature and Certification Page.  For website development/marketing see Work Sample guidelines for specific requirements.
  • Other Professional Development activities:  Contact the appropriate Program Director to discuss submission.
  • If documentation/work samples are not available, applicants must contact the appropriate Program Director to discuss alternatives.


Artist Project Recipients (Grants of $1,500 or $2,500):

  • All Artist Project recipients must submit at least two (2) examples of published materials (brochures, flyers, news releases, reviews/articles) related to your project and your compliance with the IAC funding acknowledgement requirement (“This program partially supported by a grant from the Illinois Arts Council, a state agency”). If you are unable to provide materials that acknowledge the IAC, please provide an explanation why in the narrative.  These examples may be uploaded as Attachments C, D, and E or hard copies may be submitted together with the signed Signature and Certification Page. 
  • In addition, recipients should submit documentation/work samples of funded project.  See work sample guidelines section for appropriate format. 
  • If documentation/work sample are not available, applicants must contact the appropriate Program Director to discuss alternatives.


Work Sample Guidelines:

Work samples must be submitted together with the signed Signature and Certification form.  All work samples should be labeled with the recipient’s name and grant number.

  • Performance-based Projects:  When possible, submit one copy of DVD or CD documentation of the performance.
  • Exhibition-based Projects:  When possible, submit one copy of a CD or DVD with a minimum of 4 digital images of work from the exhibition, include installation shots of the exhibition.
  • Media Screening Projects:  Submit one copy of the film/video on a DVD.
    Projects or activities resulting in a recording (CD, DVD, demo reel):  Submit one copy of the CD, DVD or demo reel produced as a result of this grant
  • Projects or activities resulting in a publication (literary book, artist book, exhibition catalogue):  Submit one copy of the publication produced as a result of this grant. 
  • Web-based projects or activities:  Submit screenshots of website or project and provide the URL of the site or project in the narrative section of the final report.  Screenshots may be uploaded as Attachments C, D, and/or E or hard copies may be submitted together with the signed Signature and Certification Page.

Final Report Definitions

 

  • Individuals Benefiting from Project (IND) should reflect all people who saw or took part in the project. This DOES NOT refer to how many people benefited financially. (This field cannot be zero.)
  • Youth Benefiting from Project (YTH) should reflect the number of youth included in the IND field who were 18 years old or younger. (If zero, enter 0.)
  • Artists Involved in Project (ART) refers to how many living artists had their work represented in a project or how many artists took part in the project or performance. (include self)
  • Total Volunteers Participating in Project (VOL) refers to the number of volunteers who worked on the project.  (If zero, enter 0)


Budget

The numbers preceding the definitions correspond to the numbers on the accompanying Final Report. Refer to these definitions when completing this report. Note: Project/Activity is defined as the activity for which grant funds were used.

Actual Project Income

  1. IAC Grant Amount: Be sure to provide the correct grant amount awarded.  Check your original grant agreement, award letter or Final Report due notice for the amount.
  2. Cash Match/Other Income: Amount the grantee raised/contributed to match the IAC grant amount (IA-Project grantees must show a cash match of at least 25%)
  3. IAC Grant Amount Spent: Amount spent of the grant specific to this application. If this grant was not completely spent, the difference in unexpended grant funds must be returned.
  4. Actual Total Cash Project Income: sum of numbers 2e + 3.  This amount should equal at minimum the IAC grant amount plus the required cash match (if applicable). If this is not the case, you are required to explain the discrepancy and, may be required to return a portion of your grant proportionate to the discrepancy.


  5. Actual Project Expenses

    There are two columns under Actual Project Expenses

    * Cash - use this column to record actual cash expenses
    * In-Kind - use this column to record contributions of useable goods or services you received that you otherwise would have spent money to obtain.  Include volunteer/donated time.

  6. Marketing: actual cost of  marketing, publicity, and promotion of your project/activity (ads, flyers, brochures, postcards etc. (CASH AND/OR IN-KIND)
  7. Rentals: actual costs of space and/or equipment rentals associated with your project/activity. (CASH AND/OR IN-KIND)
  8. Personnel:  actual cost of artistic, technical or other labor employed for your project/activity.  May not include costs for your own time. (CASH AND/OR IN-KIND)
  9. Materials/Supplies: actual costs of materials or supplies used for your project/activity. (CASH AND/OR IN-KIND)
  10. Other Expenses (specify): Any other project expense not entered above. (CASH AND/OR IN-KIND)
  11. Actual Total Cash Project Expenses: Sum of lines 5 – 9d  - cash column (B)
  12. Net Cash Project gain/loss: (subtract line 10  from line 4)
  13. Actual Total In-Kind Contributions: Sum of line 6 – 9d – in-kind column (C)

If you have questions regarding the filing of the final report, please contact Pius Zacharias, Accountant Supervisor at 312/814-3300 or pius.zacharias@illinois.gov

 

A Special addendum concerning FY12 Final Reports



How to complete a Final Report when IAC funds have not yet been received


Many of our constituents have asked ‘How should we complete our Final Report when we have not received the grant from the Illinois Arts Council’.  The answer is to treat the IAC grant as ‘Accrued Revenue’.

What Does Accrued Revenue Mean?  Money that has been earned but not received as of the end of the reporting period.  The FY12 IAC grant that you were awarded but have not received yet would be considered accrued revenue. 

Unfortunately, payments from the Comptroller are running several months behind, and Final Reports are still mandated to be completed by our grantees. If you have completed your project as detailed in your grant application, with the expectation of receiving IAC grant funds, we ask that you use the Accrued Expense method of accounting for the FY12 Final Reports.

In addition to answering the questions outlined on the eGrant form, the narrative section should:

  • make note that grant funds have not been received,
  • include a detailed explanation on any changes made from the original grant proposal due to funds not received, and 
  • include a detailed explanation of the impact the delay in receiving funds has had.

If you have additional questions concerning how to complete your Final Report, please contact Pius Zacharias, Accountant Supervisor at 312/814-3300 or pius.zacharias@illinois.gov

illinois.gov