Auspicing Policy

Accessible Arts will auspice grants given to not-for-profit organisations and/or individuals who are not legal entities.

Principles

Accessible Arts will consider auspicing a project provided the following principles are met:

People with disabilities should not be homogenised as they and their disabilities are as diverse as those of any group.
The project leader consults with the disability community when developing the project.
The project includes opportunities for people with disabilities to represent themselves.
Systemic change is an integral part of the project.
The project reflects current arts management practices.
The project reflects the values of Accessible Arts.
The intent of the program must be to produce a quality outcome that is both original in process and fulfils an identified gap.
You must contact Accessible Arts 15 business days prior to your project submission deadline to begin the auspicing process.

Objectives

The role of Accessible Arts in auspicing a grant is:

to take responsibility for grant monies.
to provide project management assistance.
to support the grant recipient and keep financial records on the grant activity.

This arrangement is to ensure proper management of the grant money. This will also assist the agency which gave the grant in meeting audit requirements and provides a safeguard for grant recipients.

In all auspiced grants the grant giver’s primary relationship is with the auspicing organisation (auspicor) (Accessible Arts).

Accessible Arts Grants & Legal Status Of Recipients

An unincorporated association has no legal status nor does a group of artists that is specifically formed to work on a project. When a grant applicant has no legal status, they are required to nominate an auspicing body to be responsible for the management of any grant that they may receive.

Commitments

As the auspicing body, Accessible Arts has the primary responsibility of monitoring how the grant monies are spent and providing a financial report to the auspicee (grant recipient) at the completion of the project. Accessible Arts is not responsible for the artistic direction or the artistic quality of the project for which funding has been granted.

The functions of Accessible Arts include:

accepting the grant monies on behalf of the auspicee.
paying grant monies to the auspicee in accordance with the grant conditions.
monitoring the use of the grant funds to ensure compliance with the purpose for which the grant was provided.
providing the auspicee with an itemised financial statement at the end of the project, which clearly identifies the grant funds and how they were spent.
ensuring that the financial statements for the acquittal of grants are certified by a qualified accountant in public practice.
ensuring the required acquittal information is provided to Accessible Arts.

The acquittal report consists of an artistic and financial report. Both of these reports must be submitted at the completion of the project. Statistical information may also be required to be submitted by the grant giver.

If the acquittal report is not received within 26 weeks of the completion of the project, both the auspicee and the auspicor is given an ‘unsatisfactorily acquitted’ status by the grant giver. This means that both parties are not eligible to apply for further funding until such time as this matter is satisfactorily resolved.

Procedures

If a program’s guidelines require a grant applicant to nominate an auspicing organisation, they are expected to choose and negotiate with that organisation before lodging their application. The details of Accessible Arts will be required on the application form.

The following elements of the proposed relationship will need to be discussed and negotiated between the grant applicant and Accessible Arts prior to any agreement being made:

the breadth of involvement of the auspicor in the activity for which the grant has been given.
the roles and responsibilities of the people involved in the project.
fee arrangement and any other financial requirements.
what services will be provided by Accessible Arts.
any other relevant factors.

The fee should be shown in the budget of the auspicee’s application as an expense.

Service Fee

A service fee for auspicing a grant is to be negotiated at the outset of the project. The fee will depend on the services that Accessible Arts will be providing to the auspicee and will be set by the CEO.

Basic Support: where auspicee requires simple support, such as paying the accounts and keeping a record of the income and expenditure of the project, Accessible Arts will retain a service fee of 10% of the total grant money. Accessible Arts will also provide information as outlined under the commitments section of this document.
Advanced Support: where auspicee requires a more complicated support, such as paying accounts, providing office space and equipment, providing financial and budget advice and providing creative or disability awareness advice, Accessible Arts will retain a service fee of 20% – 30% of the total grant money. Accessible Arts will provide the information as outlined under the commitments section of this document.

Accessible Arts will retain any bank interest earned from the grant in lieu of the auspicee not having to establish a bank account or pay bank fees.

Conduct & Ethical Practices

If the application for funding is approved, a written agreement listing the services that Accessible Arts will be drawn up and signed by the auspicee and Accessible Arts before the project starts. This helps to avoid misunderstandings and disagreements developing during the project.

Any agreement between Accessible Arts and the auspicee will include clear steps to address disputes or disagreements, including the involvement of an independent mediator.

Depending upon the number of parties involved and the nature of the activity for which funding has been approved, it may also be appropriate to outline the role of the officials and the Board of Accessible Arts in managing disputes or disagreements.

At all times, the officials of Accessible Arts must act ethically and meet all community expectations of probity and proper conduct.

It is most important that conflicts of interest and perceived conflicts of interest for Accessible Arts are avoided. Care must be taken to ensure the board of Accessible Arts is fully aware of any issue that may give rise to a question of conflict of interest (perceived or real). Accessible Arts is expected to maintain transparency in their dealings with auspicees.

Review

A review is to be conducted with representatives of the auspiced body at the end of the project. Any issues relating to the management of the grant are to be addressed and the policy adjusted if required.

Disputes

If Accessible Arts or the auspicee find they cannot resolve grant related issues after following all appropriate and agreed processes (e.g. dispute resolution procedures), the relevant manager within the grant giving agency may be consulted for advice.

Associated Documents

Guide to support for Auspicees
Memorandum of Understanding template
Auspiced Grant Check Sheet

ENDS