Notice to MusicNL Members Re: Changes to Application and Evaluation Processes for MusicNL Funding Programs

Several weeks ago, MusicNL distributed to its members a copy of the new 3-Year Strategic Plan. Since that time, MusicNL staff and Board have been working to address some of the key issues identified in the membership survey. One key point was the need for increased accountability and transparency in how the Professional Development and Market Access Programs were assessed and administered.

We take your feedback seriously, and have met with our Funding Committee to develop a new framework for these two Programs. While we believe that these new processes will increase our level of accountability and transparency, in addition to streamlining the administrative process of handling these applications, some flexibility will invariably be lost. The introduction of new application deadlines will mean that applicants will need to be more proactive and forward-looking in scheduling their timelines for applications. However, the implementation of monthly face-to-face meetings of the Funding Committee to evaluate and approve applications will result in more in-depth discussions of the applications, closer monitoring of program spending, and improved feedback for declined applicants.

While the criteria for eligibility for Market Access and Professional Development grants will remain the same, the introduction of the new processes of assessment will require the attention of all applicants to ensure that no one misses out on a potential career opportunity. You are strongly encouraged to review the outline below to gain an understanding of the new processes:

Changes to Deadlines

  • Applications must be received at the MusicNL office by noon of the last business day of each month. No exceptions.
  • The first deadline under the new process will be 12:00 PM Monday, August 31, 2009.
  • Applications received after July 31, 2009 will fall under the new process.

Changes to Application Evaluations

  • The Funding Committee will meet to review all applications received by the deadline normally on the second Tuesday of each month. This means that applications received between August 1, 2009 and noon on August 31, 2009 will be evaluated on Tuesday, September 8, 2009.
  • Applicants will be notified of the Committee’s decision on the 12th of each month. Should the 12th fall on a non-business day, the applicants will be notified the next business day. In the case of the August 31 deadline, the applicants will be notified on Monday, September 14, as the 12th falls on a Saturday.
  • The meeting of the Funding Committee will be minuted and documented using an evaluation template similar to that used by Provincial funding agencies, and will ensure consistent assessment of all applications.
  • Committee members will be required to sign off on all applications as they are assessed.

Important Points of Consideration for Applicants

  • Applicants will be required to plan further ahead under the new program structure. No longer will two weeks before the project start date be acceptable.
  • Members are strongly encouraged to apply as far in advance as possible. It is not necessary to wait until the month before the project to apply for funding. The only limitation here is that the application must be received in the same fiscal year as the project. (Note: the MusicNL fiscal year runs from April 1 – March 31) A 30-day grace period will be extended for projects taking place in the month of April, meaning that applications received in March for a project in April will be accepted
  • Applications that are deemed incomplete (e.g.: missing full budget of expenses and revenues, lacking project description, etc.) will be returned to the applicant for completion. Only when the complete application is received by the office will it be considered by the Funding Committee. If the complete application is received later than the last business day of the month, it will be held for consideration for the next monthly deadline, and the applicant may run the risk of missing the opportunity.
  • All applicants will be notified by the MusicNL office by email or by phone. Please help ease the workload, and allow our staff to contact you first.
  • The MusicNL funding programs operate with a finite amount of funds available. As we near the end of the funds, the membership will be notified by email. Once the funds are exhausted, the funding programs will be suspended until the next fiscal year (pending government approval). This is yet another reason to get applications in as early as possible.

The MusicNL Board of Directors, Staff and Funding Committee members would like to express our gratitude to those who took the time to complete the Member Survey, and appreciate the feedback you have provided us though individual interviews. We sincerely hope that these changes to our funding programs will not only increase the level of accountability for our members, but will also increase the level of professionalism of our association and how we manage the funds provided by our Provincial Government.

Sincerely,
Janeatt Hogan
President, MusicNL
for MusicNL Board of Directors, Staff and Funding Committee

Posted by Kurt Moyst

Designed and Maintained by Kurt Moyst @ netPhoenix.ca