FY26 FTE Application and Submission Information

1. Grant Applications Portal 

CAH utilizes the CAH Grant Application Portal to receive all FTE grant applications. Incomplete, incorrect, or late applications may be deemed ineligible for review and funding. 

2. Technical Assistance 

CAH staff are available to assist grant applicants during group or individual technical assistance sessions. Applicants may also request review of draft applications during a thirty (30) minute appointment during business hours scheduled no later than seven calendar days in advance of the grant application deadline. CAH staff cannot complete applications for applicants. To schedule a meeting, applicants may contact the CAH staff listed in Section VII below. Applicants shall prepare their full draft application in the CAH ﷟HYPERLINK "https://jlweb.co/prod1/portal/portal.jsp?c=4193775&p=6947885&g=6947905"along with any questions in advance of scheduling a meeting for technical assistance. For in-person workshops, photo identification is required to enter CAH offices. CAH also publishes answers to frequently asked questions to its website on a weekly basis. 

3. Workshops 

To improve the strength of applications, CAH strongly recommends participating in one of the virtual workshops listed below.  All workshops are virtual, free, and open to the public. More information about workshops may be found on the CAH website under Grant Writing Assistance, or by calling the CAH Point of Contact listed in Section VII. Interested artists and humanities practitioners may register for workshops on Eventbrite. 

 

Workshop	Time		Live Chats	Time
Wednesday, May 21	2:00 PM – 2:45 PM EST		Friday, May 16	2 - 3:00 PM EST
Tuesday, May 29	2:00 PM – 2:45 PM EST		Friday, May 23	2 - 3:00 PM EST
Thursday, June 5	2:00 PM – 2:45 PM EST		Friday, May 30	2 - 3:00 PM EST
			Friday, June 6	2 - 3:00 PM EST
			Friday, June 13	2 - 3:00 PM EST

 

4. Application Forms and Content 

 Each application shall, where applicable: 

• Include a comprehensive overview of the scope of program delivery to-date, if applicable and a strong programmatic plan for delivery of the proposed project. Programmatic details should include numbers of teachers and students served and their respective grades. 

• Provide evidence of authentic connections to curricular themes in both arts or humanities and non-arts or humanities content for targeted grade level(s). 

• Include sample syllabi / lesson plans for any professional development or workshops included in the scope of the application. Evidence of useful tools and strategies for classroom teachers to embed in their teaching practice should be included as part of any supporting documents or plans. 

• Include testimonies from teachers, principals, parents / caregivers and students to support the success of field trip experiences and associated programs delivered by their organizations. 

• Demonstrate evidence of student engagement in the activities offered as part of their program. 

• Demonstrate the organizational capacity to manage and deliver the scope of the proposed program.  

 

In addition to the required narrative questions within the online application, applicants shall submit additional documents with their FTE application. Documents shall be uploaded in PDF form through CAH Grant Application Portal prior to the application deadline. Templates and instructions for compliance documents are available in Resources for Grant Applicants. 

 

Mandatory Documents
1	Work Samples	CAH recommends reviewing the Work Sample Addendum (found within the Guide to Grants) to determine materials that would best support the application. Applicants shall include at least one (1) work sample no more than three (3) years old from the date of submission. Submitting older work samples may render the application ineligible for funding consideration.
2	Support Materials	Up to three (3) additional items (e.g., letters of support, awards, programs, publicity, sample syllabi, lesson plans etc.).
3	Résumés of Key Personnel	Examples include artistic/managing/executive directors; teaching artists; etc. Provide roles, areas of responsibility, and ward or state of residence.
4	Budget Form	Detailed financial analysis of how grant funds will be spent, if awarded.
5	Certificate of Clean Hands	Issued within 30 days of the application deadline. Applicants may visit the following site to obtain more information: https://mytax.dc.gov/
6	Statement of Certification	Date shall match that of the FTE application submission
7	Signed IRS Form W-9	Post office boxes are prohibited. The applicant’s address shall match the address in the grants portal, and the address on file in the District Integrated Financial System, (DIFS). The March 2024 version of the form shall be used and have the same date as the FTE application submission.
8	Certificate of Liability Insurance (general coverage)	Shall include a written waiver of subrogation.
9	Balance Sheet	From most recently completed fiscal year.
10	Current Organizational Budget	Approved by the organization’s Board of Directors.
11	IRS 501(c)(3) Letter of Determination	501 c (3) letter of determination.
12	IRS Form 990	Most recently filed.
13	List of current Board of Directors	Provide board roles (e.g., president, treasurer, etc.), responsibilities and home addresses/wards.
14	Profit and Loss Statement	From most recently completed fiscal quarter.

 

Applicants are fully responsible for the content of their application materials. An automated confirmation of an applicant’s submission does not guarantee an applicant’s eligibility (see below, “Review Process”). CAH staff cannot make corrections to applications on behalf of applicants. CAH staff review applications for completeness and contact applicants for any incomplete documents within five (5) business days of the deadline. Applicants shall update their application within five (5) business days of CAH’s notification. Failure to do so shall disqualify the application. 

5. Grant Application Process 

1. Read the Guide to Grants.  

2. Read the RFA guidelines (for the desired grant program) and determine eligibility.  

3. Go to Apply for Grants and select Grant Application Portal to register as a user.  

(Note: To reset a user password select “Forgot your password?”).  

4. Upon registration, applicants select the desired grant program(s).  

5. Complete the application questions, budget, and budget narrative data.  

6. Upload required documents, supplementary material, and work samples.  

7. Double-check the application for thoroughness, clarity, and typographical errors.  

8. Submit the application by 10:00 PM ET on the grant program’s deadline date.  

9. Ensure receipt of grant submission confirmation email, auto generated by the online portal, by the application deadline.  

6. Submission Dates and Times 

Complete FTE applications shall be submitted online via the CAH Grants Application Portal by 10:00 PM EST on Tuesday, June 24, 2025. CAH does not accept mailed, emailed or hand-delivered copies of grant applications or required attachments. Technical issues or failure to receive a confirmation email should be immediately brought to the attention of the CAH staff listed in Section VII below. Incomplete, incorrect, or late applications are deemed ineligible for review and funding. 

 

CAH accepts reasonable accommodation requests from applicants with disabilities. To request a reasonable accommodation for application submission, contact Jenna Kriegel, Access Coordinator at [email protected] and await request approval. Reasonable accommodation requests shall be made no later than seven calendar days before the FTE application deadline.  

 

7. Funding Restrictions 

As a District of Columbia agency, CAH shall ensure that all award funds are expended in a fiscally responsible manner; all awarded funds are subject to audit and Performance Monitoring.  Allowable costs are those that the District government and CAH have determined as valid expenditures. Grantees will be responsible for demonstrating expenses in Final Reports. The performance costs articulated in the Project Budget uploaded with the application should include all costs associated with student participation in the field trip experience. 

 

Examples of “Allowable Costs” Related to the Grant:

Salaries for arts and humanities professionals for nonprofit organizations directly related to the administration of the Field Trip Experiences grant. This figure may not exceed 35% of the grant request amount.

Artists/humanities practitioners, or consultants, if not included in staff salaries.

Production expenses, including: sets, costumes, props, lighting etc.

Space rental and fees directly related to project implementation.

Travel and transportation directly related to project implementation.

Materials, supplies, and equipment purchases that are no more than 25% of the award and are directly related to the work of project implementation.

Examples of “Unallowable Costs” Related to the Grant:

Food and beverages.

Tuition and scholarships.

Expenses associated with an organization assuming the role of a fiscal agent for another organization.

Costs related to fundraisers and special events.

Debt reduction.

Expenses unrelated to the execution of the scope of work.

Operational reserve.

Temporary or permanent public art projects.

Re-granting (also known as “sub-granting”).

Funding to universities, foreign governments or DC government agencies, including DCPS.

 

All organizations planning to accept an FY 2026 GOS award may apply to only one “Project Grant” and one “Capacity Grant” as defined below. 

 

The grantee will be responsible for demonstrating expenses, as applicable, in Interim and/or Final Reports. Grantees with questions regarding allowable costs may contact the FTE grant program manager. 

 

8. Other Submission Requirements 

The Agency shall not be liable for any costs incurred in the preparation of applications in response to the RFA.  Applicant agrees that all costs incurred in developing the application are the applicant’s sole responsibility. 

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