Grant Application Guidelines

The Cultural Affairs/Distinguished Lecture Series Fund

The Cultural Affairs Fund description states that it “shall be used to make available to members of the campus community cultural experiences which supplement the regular academic programs of the University of Maine” and that “all events sponsored by these funds should be open to the general University community.”

To be considered for funding, applicants must submit an application and budget via the Grant Application Form (accessed at the link above) before the application deadline. Grant application deadlines fall on the last Monday of September, November, January, and March.

FY18 CA/DLS Grant Cycles

Grant Deadline                                For projects starting on this date or later

September 25, 2017                         October 23, 2017
November 27, 2017                          December 22, 2017
January 29, 2018                               February 26, 2018
March 26, 2018                                 April 23, 2018

Funding Guidelines:

  • It is the Committee’s goal to provide funding for new programs.  The Committee encourages continuing programs to seek other sources of support.
  • Proposals with broad public appeal are given priority by the Committee. When a proposed program combines instructional and public presentations, Committee funding will focus on the public aspect.
  • Only individuals or organizations affiliated with the University of Maine can be funded. Funding must be distributed through the University accounting system.
  • The Committee will not award more than 50% of the total expenses for any event.
  • Requests may include funding for equipment with a cost of less than $500. Equipment costing more than $500 is not eligible for CADLS funding.
  • Funding will not be provided for receptions or other social functions.
  • Funds may not be used to send individuals or groups on tours or to support events that are primarily components of academic courses.
  • Grants will not fund UMaine employee wages.
  • Proposals for events that have already occurred will not be eligible for funding.  Applicants should plan accordingly so that requests are submitted in a timely manner.
  • In addition, please refer to the updated Use of University Funds Administrative Practice Letter for guidance with expenditure allowances. This APL applies to all sources of University funding not just CADLS funds.

Selection Process:

  • The Committee will meet no later than two weeks after the grant proposal deadline to discuss and award funding for the grant proposals.
  • Applicants are welcome to attend the Committee’s meetings to discuss their proposal.
  • Due to limited resources, the number of grant proposals received, and the total amount of funding requested, awards may be granted at a lower level than was requested.

Notice of Award:

  • Applicants will receive notification from the Committee Chair no later than a week following the meeting the grant proposals were reviewed.
  • All promotional materials for funded events must acknowledge support from the Cultural Affairs / Distinguished Lecture Series Fund, i.e. This event is supported in part by a grant from the Cultural Affairs / Distinguished Lecture Series Fund.
  • It is the responsibility of the requesting department/group to fund, via a university account, all expenses associated with the event, as those expenses arise, and to maintain a record of receipts and invoices.  Approved expenses will be reimbursed up to the awarded amount, but no more than 50% of the total expenses (see process below).

Funding Process:

  • Within 60 days of the conclusion of a funded event, grantees are required to submit to the Committee a concise (one page or less) summary report about the event and its attendance.  Failure to submit reports will impact consideration for future funding requests. The Grant Report Form may be found at the link above.
  • The grantee is also required to submit within 60 days a Proposed-versus-Actuals Budget Form showing the actual revenues and expenses versus the expected revenues and expenditures (also accessed via the Grant Report Form link).
  • Additionally, copies of promotional material and publicity, including reviews, must also be submitted within 60 days by uploading them on the Grant Report Form, or sending them via email to cadls@maine.edu or by campus mail to CA/DLS, c/o President’s Office, 200 Alumni Hall.
  • After all expenses for the event have been incurred, an Adjusting Entry form must be submitted via email to cadls@maine.edu or by campus mail to CA/DLS, c/o President’s Office, 200 Alumni Hall so that the cost(s) associated with the event may be transferred from departmental account(s) to the CA/DLS account.  The Adjusting Entry form must be accompanied by both the corresponding GL printouts showing the expenses and the related receipts/invoices.
    • Please Note: Adjusting Entry forms, GL printouts and receipts are due within 60 days of the event. Unless a special exception is made, CA/DLS funds will not be provided for an awarded event 60 days after it occurs.

Please call 581.1512 or email cadls@maine.edu, if you have any questions.