Q: Are the Fellows and Host Organizations selected to complement each other? If we are selected as the Host Organization for the region, would the Fellow who was placed with us be someone with an expressed interest in our organization?

A: Fellow and Host Org applications are separate processes, so a Fellow may or may not have an expressed interest in your organizations’ work. There is a pairing process after candidates are chosen that would consider a variety of factors when matching Fellows and Host Orgs. I understand there are limits in this approach, but we are hopeful that the candidates will be strong and committed to uplifting an inclusive workforce together.

Q: Can Fellows and Host Organizations decide pairing?

A: Fellow and Host Org applications are separate processes, so neither Fellows, nor Host Organizations are asked about pairing in the application process. However, in the event that a particular region has two Fellows and two Host Organizations selected, recipients can voice a preference. This is because there are 9 regions and we are seeking 10 candidates from each region, so one region will have two pairs. If the preference is mutual we will do our best to honor preferences, while it is not guaranteed.

Q: How do you define an ‘arts organization’? Does our organization meet that definition?

A: A qualifying arts organization should be an art not-for-profit corporation, association, or foundation, with the primary and/or explicit purpose of developing, promoting, or serving communities of color within the creative sector in a specific media or medians, including, but not restricted to, visual arts, performing arts, film, dance, multimedia, poetry. Arts organizations must be verifiable through a number of functions which may include mission statements, values, and/or programs. Qualifying screenings maintain the right to consider the ‘spirit of the law’ when assessing candidates.

Q: How do you define ‘cultural organization’? Does our organization meet that definition?

A: A qualifying cultural organization should be a not-for-profit corporation, association, or foundation, with the primary and/or explicit purpose of preserving, promoting, or serving a culture/s, subculture/s, pertaining to people of color. Cultural organizations must be verifiable through a number of functions which may include mission statements, values, and/or programs. Qualifying screenings maintain the right to consider the ‘spirit of the law’ when assessing candidates.

Q: What is required of the Host Organization? Is there a set curriculum that the CAC is laying out with regards to the training/development of the Fellow, or would we be able to train them directly in the delivery and administration of our particular services?

A: Yes! The day to day will be driven by the Host Org (SOAC will serve as an added layer of support). We will also be sharing a set of guidelines/expectations and a more generalized curriculum and resources but that will be to ensure quality experiences and generalized standards, more than it is the day to day work.

Q: What are the demands on the Host Organization, in terms of how many hours/week need to be dedicated to training and development for the Fellow?

A: This will be one the shared guidelines/expectations that will be public shortly. There will be a range of hours expected of Fellows and a set of expectations for Host Orgs.

Q: What are the eligibility criteria as a Fellow?

A: Fellows must identify as ‘Arts Administrators of Color’ and have to be residents of and currently living in one of the noted California regions (and listed as one of the counties).

Q: What are the eligibility criteria as a Host Organization?

A: Host Organizations must be an arts and/or cultural organization as defined in the working definitions and must be located and operating in one of the noted California regions (and listed as one of the counties).

Q: Can The Irvine Foundation, NACF grantees apply?

A: Yes, NACF grantees are eligible to apply (while meeting candidate eligibility criteria).

Q: Can for-profit entities apply (i.e. single-member LLC) as a Host Organization?

A: Organizations must either be a qualifying arts and/or cultural corporation, association, or foundation, or must have a qualifying fiscal sponsor in order to be considered.

Q: Is there an age requirement (or minimum) for Fellows?

A: While there is no age expectation, Fellows must be in compliance with state and federal laws, in which there is a minimum age of 14 to work set by the Federal child labor law subject to all requirements as a minor, which may include a work permit.

Q: If I do not currently live in California, but plan to relocate, can I still apply?

A: No, unfortunately. CAC ACF requires that Fellows are currently living in and residents of the particular California region they are applying from. Host Organizations must be located and operating in the particular California region they are applying from.

Q: Is there an education requirement for Fellows?

A: There is no education expectation, or requirement to apply as a Fellow.

Q: Do you have to have previous administrative experience? Do you have to have to have an interest in arts administration?

A: No and Yes. While we do not require previous administrative experience (to allow for a range of formal and informal experiences), the program itself is intended for arts administrators of color. Our goal is to uplift an inclusive workforce, and we understand that arts administration as a field is a microcosm of the lack of diversity in the creative sector overall.

Q: How many hours should I expect to work as a Fellow (per week)?

A: The specific amount of hours worked for Fellows will vary organization by organization. Our guidelines suggest a range of 25-35 hours per week (Monday-Friday) according to Host Organization capacity, structure, and needs. Because of the expected commitment and number of hours, full-time employees will not be eligible to apply.

Q: How many hours should I expect to invest in hosting a Fellow (per week)?

A: The specific amount of hours committed to host a Fellow will vary organization by organization and Fellow to Fellow. Our guidelines suggest that Fellows work a range of 25-35 hours per week (Monday-Friday) according to organization capacity, structure, and needs.

Q: What are permitted expenditures as a Host Org? Can those expenditures be staff time dedicated to training, mentoring and working with the Fellow?

A: Permitted expenditures are considered costs associated with hosting a Fellow. California Arts Council Funds may not be used to support the following:

Former grantee organizations not in compliance with CAC grant requirements (as stipulated in grant agreement); Hospital or food costs; Non-arts organizations not involved in arts activities (as applicants); For-profit organizations (as applicants); Fundraising activities or services such as annual campaigns, fundraising events, or grant writing; Programs of other state or federal agencies; Programs or services intended for private use, or for use by restricted membership; Projects with religious purposes; Operational, administrative or indirect costs of schools, colleges, or universities, or any activities that are part of the curricular base of these institutions; Trusts, endowment funds or investments; Capital outlay, including construction; purchase of land, buildings, or equipment other than consumable production materials; or for the elimination of accumulated deficit; Out-of-state travel activities; Expenses incurred before the start or after the ending date of the grant.

Q: Will the Fellow Stipend be paid-out in installments, or as one large sum? What are the tax repercussions?

A: If a Fellow receives funds directly from the School of Arts and Culture, fellowship stipends will be paid out in two installments. These Fellows who receive the funds directly will be responsible for all appropriate state and federal taxes. Fellows will be considered independent contractors if they receive the funds from the School of Arts and Culture. It is possible that Fellows will join Host Organizations as employees. If this is the case, the Host Organization will be responsible for the employer’s portion of payroll taxes and each Fellow will be responsible for the employee portion of payroll taxes. These are deducted from gross earnings.

Q: Will Host Organizations add Fellows to their payroll in order to receive employee benefits?

A: Neither the CAC or the School of Arts and Culture is in the position to dictate the staffing structure to any Host Organization. If a Host Organization chooses to make the Fellow an employee, the Fellow may be eligible for employee benefits. In the end, Host Organizations must decide how best to structure the Fellow position during the Fellowship.

Q: We have a non-profit, but in the past we have also partnered with a fiscal sponsor for larger projects. Which should I apply as?

A: That depends and will vary according to individual circumstances. Technically, question 5 (pertaining to tax status) necessitates that Host Organization’s must either be a 501(c)(3), or have a 501(c)(3) fiscal sponsor. Outside of that requirement, you might consider the option that most accurately reflects the tax status, budget, structure, and impact of your organization, while also considering the intent and implementation of the Fellowship as a Host Organization.

Q: Our organization is small and/or volunteer run and has had a hard time competing with larger organizations (that have larger budgets) for grants. How can we be considered in a more equitable way?

A: We know that organizations will vary dramatically, and understand that the size of an organization does not decide it’s impact. There are different steps we took to mitigate barriers to entry or and to have a more equitable application process. You’ll notice that only question 5 and 6 speak to tax status and organization budget. For question 5, organizations that do not have a 501(c)(3) can partner with a fiscal sponsor who does. For question 6, organization’s are asked to submit their budget for the last completed fiscal year. The application and review process by design does not favor larger organizations, or smaller organizations.

Q: My non-profits budget is sizable, but it does not accurately reflect our program’s budget. Which should I share?

A: That depends and will vary according to individual circumstances. If your program or organization is housed under a non-profit, such as an art museum within a university or school, but is not it’s own independent entity, it might make sense to select the budget that is specific and/or accurate to your program/organization. Please note that the application and review process by design does not favor larger organizations, or smaller organizations.

Q: Fellows will be making more money than our veteran staff. How are we addressing equity regarding time and pay among our teams?

A: We are leaning on our Host Organizations and their teams to lead this effort, in part, because they are positioned to know what the best approach and methods would be. We also offer the support and institutional knowledge of School of Arts and Culture at MHP (Administering Organization) as a partner in all things, including accountability measures and added support systems.

Q: I don’t know where to begin the conversation for staff.

A: Don’t know where to begin? You might start with acknowledging that CAC ACF is operating within an imperfect system, and while our goal is to uplift an inclusive workforce, we realize this isn’t a perfect science. There will be mistakes. The process will not be perfect. Yet, will innovate and learn within this space, while remaining committed to diversity, equity, access and inclusivity as individual Fellows and Host Organizations and as a greater statewide network and community.

Q: Will you be prioritizing Host Organizations run by communities of color?

A: While Host Organizations are expected to serve communities of color, we also acknowledge that organizations will be at different places with where they are in regard to diversity, equity, accessibility, and inclusivity, which may or may not include diverse leadership. The application is designed in a way for organizations to show their commitment to DEAI values, while still allowing space for relative progress.

Q: Are their examples of past projects we can look over to give us more an idea of what the expectations are as a new Fellow?

A: The day to day work will be driven by Host Orgs and since this is a new program, there aren't previous examples per se. However, you may consider exploring our partner websites and School of Arts and Culture at MHP’s program, Multicultural Arts Leadership Institute (MALI), to get an idea of the kind of work that the network has done and may engage in. Bear in mind that we will be sharing a document that would highlight more specific guidelines/expectations.

Q: Should the Host Organization state, for example, whether a Fellow would work in communications, development, office management--or is the intention that the Fellow works in all areas?

The work that Fellows will do is varied and will look different organization to organization. As a Host Organization dedicated to community engagement and an inclusive workforce we trust that there will be an intentional onboarding and purposeful integration. We understand that Fellows may very well be doing a variety of tasks, but generally expect Fellow’s work at large to be reflective of the organization’s DEAI values and to have meaningful work.