How to Apply

Application Deadlines
There are two application deadlines:

January 31st – Mini Grants
August 31st – Annual Grants

Applications with required supporting materials must be received in VICA’s St. Thomas/St. Croix office by 4:00 p.m. on deadline date(s).

Please read all instructions carefully.
Contact VICA offices for technical assistance with grant and budget preparation well in advance of grant submission deadline. Be Aware That:

  • First time applicants must submit a W-9 Form in application package
  • All awarded grantees are required to come into VICA’s office to sign Payment voucher for processing of grant check.
  • Failure to come into VICA’s office will result in delay of processing documents and grantee receipt of check.
  • Project must take place between November 1st and July 30th of the following year.
  • Applications must be typed in font no smaller than 12 pt.
  • Applications are available on our web site.
  • Grant applications cannot be faxed or e-mailed to VICA
  • Application narrative should clearly outline how VICA funds will be used and must correspond with budget.

Grant Application Package

The grant application must include:

  1. One copy of pages 1 through 7 of the grant application with original signature.
  2. One copy of support materials such as resumes, tax exempt letters, school Principal’s endorsement and/or other pertinent information relative to your project.
  3. One copy of list of activities with dates and locations.
  4. Demo of CD with written lyrics, trailer of video or DVD.

Newly Established and Emerging Art Organizations

New and emerging art organizations which have met the general eligibility criteria on page 2 and are first time applicants, must submit items 1 and 2 above, along with:

  1. One copy of financial statement and/or annual report.
  2. One copy of organization’s short range (1-2) year and long range (3-5) year plans.
  3. One copy of members of Board of Directors and staff.
  4. One copy of Articles of Incorporation and By-laws.
  5. One copy of IRS Letter of Tax-Exemption
  6. One copy of letter of endorsement from school principal (required for in-school projects)

Final Reports

At the conclusion of project, grantees are required to submit a final report which must include One Copy of the following:

  1. Completed, typed, Final Report Form
  2. Cancelled checks and/or receipts.
  3. Photo documentation of project
  4. Playbills, programs, posters, advertisements, newspaper clippings and any other proof that project took place.

Be aware that:

  1. The Final Report form is available on our web site
  2. Failure to submit Final Report will jeopardize future funding
  3. Grantee's Final Reports are used to compile data and are critical to VICA's continued receipt of federal grants.

Legal Requirements

Programs or activities receiving financial assistance must comply with the following Federal Acts:

CIVIL RIGHTS
Title VI of the Civil Rights Act of 1964 and amendments and Title IX of the Education Amendments of 1972 provides that no person in the United States shall, on the grounds of race, sex, religion, color or national origin, be denied the benefits of, or be subject to discrimination under any program or activity receiving federal financial assistance (Section 601).

FAIR LABOR STANDARDS
All professional performances and related or supporting professional personnel employed on projects or productions which are financed in whole or in part under the grant, will be paid, without subsequent deduction or rebate on any account not less than the minimum wage.  No part of any project or production which is financed in whole or in part under the grant will be performed or engaged in, under working conditions which are unsanitary, hazardous or dangerous to the health and safety of employees in such project or production.

Compliance with safety and sanitary laws of the U.S. Virgin Islands in which the performance or project is to take place shall be prima facie evidence of compliance.

ACCESSIBILITY
Section 504 of the Rehabilitation Act of 1973 provides that "No otherwise qualified handicapped individual in the United States, as defined in Section 7 (6), shall solely by reason of his handicap, be excluded from the participation in, be denied benefits of, or be subjected to discrimination under any program receiving Federal assistance."  For purposes of Section 504, the term "individual with a disability" means any person who (a) has a physical or mental impairment which substantially limits one or more such person’s major life activities, (b) has record of such impairment, or (c) is regarded as having such an impairment.

RETENTION OF RECORDS
Federal Law required that financial records pertaining to grants received must be retained for a minimum of three (3) years.


Important Information for All Applicants

  • Applicants are advised that their request may not be funded in its entirety.
  • Grants range from $500 up to a maximum of, and will not exceed, $10,000 per fiscal year.
  • All projects require a dollar for dollar match.
  • VICA’s Board of Directors decides whether applicant’s project will be funded in full or partially. The Board also decides which items of applicant’s budget will or will not be funded and the amount of funding.
  • Grant requests in excess of maximum amounts for each program category will not be considered.
  • Grantees can receive only one grant award per fiscal year.
  • The Board makes final determinations on Project Category of application.
  • Failure to submit attachments and supporting materials with grant application will make it ineligible for consideration.