This guide provides information about the Ontario Arts Council’s (OAC) process for evaluating applications and making grant decisions, including the roles and responsibilities of assessors in this process. Be sure to review it prior to each application or assessment process, as information and policies are updated regularly and subject to change.
The OAC uses a peer assessment process to make grant decisions in most programs and operates at arm’s length from the Government of Ontario. Every year, OAC invites hundreds of artists and arts professionals in Ontario to serve as assessors, directly involving the arts community in evaluating grant applications and making recommendations on grants. The composition of assessment panels reflects the diversity of the applicants applying for grants, as well as OAC’s priority groups.
The guide includes the following:
While peer assessment is the basis for the majority of OAC’s funding decisions, OAC uses an internal evaluation process for a few micro-grant programs. The programs that use an internal review process are: Compass (Professional Development micro-grant component only), and Market Development Travel Assistance.
OAC’s project programs are assessed on artistic merit, or on artistic merit/merit, impact and viability. Assessments are based on answers to the questions in the application, artistic examples, support documents and a project budget (if applicable).
For programs that include artistic examples, the examples are an important part in the assessment of artistic merit. For programs that include budgets, the budget is an important part in the assessment of the viability of the project.
Applications are assessed using a five-point rating system:
Applications must be evaluated at a rating of “good” or higher to be considered for a grant.
Assessors are provided an evaluation rubric to guide them in rating applications. See the program web page for a link to the applicable rubric. Here is a sample of an evaluation rubric.
See the Assessment and decision-making process section in the Guide to Operating Programs.
Assessors are professional artists and other arts professionals who:
Before the assessment meeting assessors must:
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Assessors are chosen after considerable thought and research by program officers. The program officers gather information about potential assessors through ongoing, regular contact with their fields. Arts professionals from all cultural communities and regions of the province are encouraged to submit their names as potential assessors. Recommendations from applicants, assessors and other professionals in the field are added to this list on an ongoing basis. Recommended assessors need not be former grant applicants or recipients.
The program officers compose assessment panels that reflect the range of applications, including professional artists and arts professionals representing a diversity of perspectives and expertise. Proposed assessors are approved by the Director of Granting, and the Director & CEO.
Prior to the assessment meeting, the program officer:
At the assessment meeting, the program officer:
The OAC has exacting standards in managing conflict of interest for all its stakeholders – staff, board and assessors. We pay attention to this issue to ensure that we are transparent and that our assessment process is understood by our applicants and they feel their application was considered fairly, even if it was not successful. To maintain public confidence in our assessment process we must be fair and impartial.
In considering conflict of interest, we identify direct, indirect and perceived conflicts, and manage them differently.
A direct conflict of interest occurs when an assessor or an immediate family member (spouse or partner, parent, child, sibling, or member of the immediate household) will benefit financially from the success of an application.
For organizational applications, this would include:
A participant in an application, or a major partner necessary to the activity and its staff and board members, also has a direct conflict of interest.
Individuals who are in direct conflict of interest with any of the applications being assessed cannot serve as assessors. If a direct conflict of interest becomes apparent at any time before or during the assessment process, the assessor will be immediately released from their duties.
Indirect and perceived conflicts of interest occur when some factor may make it difficult for an assessor to evaluate an application objectively, or when it might appear that an assessor could not evaluate an application objectively.
Indirect conflicts can occur in cases where an assessor is in one of the following, or similar, circumstances, although they are not in direct conflict:
After two years, former staff and board members have no conflict of interest with an organization unless there is an ongoing relationship. For example, a member of an advisory council that is not a decision-making role would have an indirect conflict of interest.
The following are not considered conflicts of interest, unless the assessor feels that they are unable to be objective:
An assessor is dismissed from their responsibilities if they:
When an assessor is dismissed from an assessment panel for any reason, they will be paid for their work up to and including the day of dismissal.
All discussions and decisions in which assessors are involved, and any information, application materials or audiovisual, digital or other documentation that assessors receive or to which they have access in their role as an assessor are confidential. Assessors have no rights whatsoever with respect to this information; all intellectual property rights in the materials provided by the applicant for the purposes of assessment are held by the applicant.
Assessors agree to maintain the confidentiality of OAC Confidential Information and:
Upon completion of their role as an assessor and the assessment panel, assessors agree to:
Assessors have an obligation to maintain the confidentiality of OAC Confidential Information. This obligation continues to survive the expiration of their role as an assessor and participation in assessment.
Assessors’ names and locations (i.e. city/town/First Nation) will be posted on OAC’s website and in OAC’s Annual Report Grants Listing, and may be published in other OAC communications as well as part of the Government of Ontario Open Data initiative. Assessors agree that their name and location may be made public in these or similar circumstances.
The OAC observes and upholds the Ontario Human Rights Code. All staff, board members, assessors, consultants and volunteers, when working on behalf of OAC, are expected to respect and follow the letter and spirit of the Ontario Human Rights Code.
The Code requires equitable treatment in areas such as employment, contracts, goods, services and facilities.
These are the prohibited grounds of discrimination under the Code: race, ancestry, place of origin, ethnic origin, citizenship, sexual orientation, sex, gender identity, gender expression, disability, colour, creed, age, marital status, family status and receipt of public assistance.
The OAC supports and protects the dignity and worth of everyone and the rights of all. We provide equitable access to opportunities for all employees, applicants and volunteers. Policies, programs and processes are reviewed to ensure OAC addresses, prevents and eliminates discrimination in all aspects of our employment and services.
We do not tolerate harassment or unwelcome comments and actions. We take prompt action if such problems occur.
In 2010, Canada formally endorsed the United Nations Declaration on the Rights of Indigenous Peoples. The Declaration affirms that Indigenous cultural knowledge is the intellectual property of Indigenous peoples, and its use is controlled by Indigenous peoples. The following excerpts are especially helpful to guide the assessment process:
Indigenous peoples have the right to practise and revitalize their cultural traditions and customs. This includes the right to maintain, protect and develop the past, present and future manifestations of their cultures, such as… artefacts, designs, ceremonies, technologies and visual and performing arts and literature.
Indigenous peoples have the right to revitalize, use, develop and transmit to future generations their histories, languages, oral traditions, philosophies, writing systems and literatures.
Indigenous peoples have the right to maintain, control, protect and develop their cultural heritage, traditional knowledge and traditional cultural expressions, as well as the manifestations of their… cultures, including… oral traditions, literatures, designs, sports and traditional games and visual and performing arts. They also have the right to maintain, control, protect and develop their intellectual property over such cultural heritage, traditional knowledge, and traditional cultural expressions.
In fulfilling its mandate, OAC serves one of the most diverse cultural, racial, linguistic and Indigenous populations in Canada. Through its programs and services, OAC supports artists, organizations and communities across Ontario, and welcomes all forms of artistic expression and practice.
The Ontario Arts Council has deepened its commitment to serving the diversity of Ontario artists, organizations and communities by developing an equity vision and plan. The following vision guides OAC in its equity work:
OAC’s equity plan
OAC has further identified groups historically underserved and excluded from arts funding and developed specific inclusive strategies for these groups. Some of these priority groups have a unique history, identity and status in Canada, some have faced historical and/or systemic barriers, others reflect OAC’s province-wide mandate and all are essential to the future of the arts sector.
We ask applicants and assessors to consider who is telling whose story and who has the right to develop and share cultural expressions and knowledge from any community, particularly marginalized groups or individuals.
In the assessment process, assessors may consider the applicant’s social, economic and physical barriers, whether historic or continuing, in accessing opportunities to producing and participating in the arts.
An assessor who is Deaf or a person with a disability may request accommodation in any stage of the assessment process by contacting the program officer as soon as possible to discuss options.
OAC provides written information in alternative formats when requested. Most assessment meetings are held in person at OAC’s Toronto office, which is accessible by stairs and elevator. OAC’s hallways, doorways and rooms accommodate most mobility devices. Accessible gender-neutral washroom facilities are available in addition to women’s and men’s washrooms. OAC also provides a wellness room with a cot for use by assessors.
For more information, see OAC’s Alternative services and processes for Deaf persons and persons with disabilities and the Accessibility Plan.
The OAC is committed to providing services in French according to the requirements of the French Language Services Act.
In programs outside the Francophone Arts section, assessment panels are held in English. If there are French-language applications in those competitions, at least one assessor is Francophone. The OAC provides translation services for all French-language applications submitted to non-Francophone programs. If a competition receives enough French-language applications, a separate meeting with francophone assessors is convened.