Support materials FAQ

Here are some general questions and answers about support material specifications, and advice for troubleshooting when you are submitting your application.

You must be sure to follow the specific support material requirements for the grant category you are applying for, and make sure to check with the artform program staff if you have any further queries.

Dance applications have different requirements for support material sizes and duration. You may find useful general advice here, but must ensure to follow support material specifications outlined in Dance grant and initiative guidelines.

FAQ


How is my application support material assessed?

The Australia Council grant system is now online, so the boards, committee members or peers assessing the funding round will receive all applications and support materials as electronic files. This means that you must prepare support material to best demonstrate your work in a file format which is both small size and satisfactory quality, which we will copy and distribute for assessment.

You must follow the support material guidelines otherwise your application will not be eligible for assessment.

How do I submit my video material?

Your video support file must be submitted in a standard format so that it can be easily duplicated and played on different computers. Please note there may be specific requirements for artforms (eg. for Dance applications) or initiatives, so make sure to follow the support material guidelines for your grant category.

Please check to ensure your video is:

  • only the required duration (additional material is not eligible to be assessed)
  • QuickTime (.MOV) or .MP4 file
  • small file size:
          - under 70MB per file if you upload it with your application (recommended). Note the total combined size of all the files you attach cannot exceed 75MB.
          - under 70MB per file if you post your support material (see directions below for DVD materials, and Dance applicants check specific support material guidelines)
          - 720 x 576 pixels (recommended)
          - satisfactory quality to view on a laptop screen
  • 25 frames per second (Australian standard)
  • PAL format (Australian standard)
  • H264 (a standard PC/Mac compatible codec)
  • SD (standard definition) footage - if you work with HD (high definition) this should be compressed so that is a small file size and in SD-compatible codec
  • a good resolution so that images/text view well and with suitable audio quality
  • playable on Quicktime and VLC media players, on PC and MAC computers.

Can I submit my video file on a disc?

Yes, you can send your support material on a DVD but you must make sure it is a small video file (no more than 70mb, and Dance applicants check specific support material guidelines) saved on a storage disc. This means:

  • the disc must not be created for DVD players or to automatically play on a computer
  • do not use authoring application like Apple iDVD or Windows MyDVD
  • if you use a burning application be careful that settings are off for loop and autoplay (with programs like Toast)
  • the video file should simply appear as a single .MOV or .MP4 data file on the disc (without separate video/audio folders)
  • check the video plays only when you open the file (that it does not automatically play when you insert it), on both PC and Mac computers
  • send the disc postmarked by the application deadline.
Note: Dance applications have different requirements for support material sizes and duration. You must follow support material specifications outlined in Dance grant and initiative guidelines.

How do I submit my audio material?

Audio material must be submitted as an mp3 file at 192 kbps (kilobytes per second). This is because the mp3 audio files are collated and sent to the board and peer assessors on an iPod or USB.

You can convert CD tracks to mp3 using iTunes (PC and Mac versions are available for free download from the internet).

  • Check that the settings in ‘Edit/ Preferences/ General’ for importing CDs are:
          - in ‘Import Settings’ choose ‘mp3 Encoder’
          - in ‘Setting’ choose ‘Higher Quality 192 kbps’
  • then import your CD tracks.

Why am I having problems uploading support material to the online system?

The reason may be:

  • You are attempting to upload a large file. There is a file size limit of 70mb and files approaching this size may take some time to upload, even using a fast connection. Note the total combined size of all the files you attach cannot exceed 75MB.
  • You may have a slow internet connection or upload speed. Dial-up or WIFI connections, smartphones or tablet devices, or slow broadband connections will make a big difference in terms of how long it takes to upload the file. There are many factors that can affect broadband speeds, so ensure to start the upload process well before the application deadline.
  • You may be trying to upload a file with a file name that is too long. The character limit for a file is 86 characters. Files with more than 86 characters in the name (including the 3-letter file extension) cannot be uploaded. We recommend you name your files clearly with minimum characters and no punctuation.
  • You may be attempting to upload the file during a high-traffic period. If a big closing date is approaching a large number of applicants will all be attempting to upload their files around the same time.
  • If you are using a work computer, your organisation’s proxy server may time you out after a certain period. If this happens you should speak with your organisation’s IT staff.

What to do:

  • upload support material well in advance of the closing date
  • try again and wait. Uploading files often takes much longer than anticipated and your computer may appear to be idle when it is in fact still uploading
  • try an alternative computer or internet connection if you are able to access one
  • upload a small test file and see if that works. You can easily delete this document from your application afterwards
  • rename your file if it has more than 86 characters in the file name.

Who can I contact for help?

If you continue to experience difficulties you should click on the ‘Help’ icon in the top right-hand corner of the online application page. Technical assistance is available here or phone 1800 226 912 only during business hours. For this reason we strongly recommend applying well in advance to avoid technical or other difficulties that may occur.

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