Creative Industry

 

Kentucky Arts Partnership Grant


 

FY2020 Grant Guidelines and Instructions
Application Deadline: Feb. 15, 2019

The Kentucky Arts Council strongly encourages you to read and understand the Kentucky Arts Partnership guidelines before accessing the online application.

Like all programs of the arts council, the Kentucky Arts Partnership program is guided by the arts council’s core values. Successful applications will embody these core values, and all applicants are strongly encouraged to read and reflect upon them before submitting an application.

Core Values of the Kentucky Arts Council

Program Purpose

The purpose of the Kentucky Arts Partnership Grant Program is to ensure year-round participation in the arts is available to the people of Kentucky by providing unrestricted operating support to arts organizations.

Goals

Who May Apply

Notes:

Affirmative Duty to Report Major Organizational Change

If funded, all grantees must promptly notify the arts council in writing of any significant changes in the organization’s structure, leadership or financial circumstances or to the organization’s physical or mailing address, phone numbers or email addresses that could affect services provided under the grant contract resulting from this application.

Program Description

The Kentucky Arts Partnership Grant Program provides support for the operating costs of arts and cultural organizations whose primary mission is to provide year-round arts programming.

Performance Expectations

Applications will be assessed using the following performance expectations.

  1. Delivery (40 points)
  1. Networking/Collaborations (30 points)
  1. Diversity (15 points)
  1. Value/Role of the Arts (15 points)

Grant Amounts

The Kentucky Arts Partnership Grant Program funding formula will be based on the following:

 

Operating revenues for arts programs

$5,000,000 and more

$2,500,000 - $4,999,999

$1,000,000 - $2,499,999

$500,000 - $999,999

$100,000 - $499,999

 less than $100,000

Funding caps

1.5%

2.5%

3.5%

4.5%

5.5%

6.5%

The definition of operating revenues used to compute the funding formula includes the following:

Restrictions

Internal programs of academic institutions and state or other agencies supported primarily with state or federal funds are ineligible.

Kentucky Arts Partnership grant funds may not be used for the following purposes:

No arts council funds may be used to match another grant from the arts council. In addition, the same matching funds may not be used for more than one arts council grant. In some cases, arts council grants may be used to match National Endowment for the Arts or other federal grants; call staff for clarification before committing funds for such purposes. The arts council also reserves the right to make special stipulations on how specific grant funds may be spent.

Organizations that receive line-item funding through the Governor’s Executive Budget are ineligible for Kentucky Arts Council operational support, up to the amount designated through line-item funding, in the same fiscal year for which the funding is to be received.

Program Timeline

Application deadline

Review of applications by panel

Arts council board reviews panel recommendations

Applicant notification


Use of grant funds may begin

Use of grant funds must conclude

Public Value Report due

Feb. 15, 2019

April - May 2019

June 2019

As soon as possible after board approval of panel recommendations

July 1, 2019

June 30, 2020

July 30, 2020

Program Support

The arts council staff is available to offer the following support, with prior notice and no later than three weeks before the deadline, in order to ensure program standards and goals are met:

Application Deadline

The application must be submitted online no later than 11:59 p.m. Eastern time Feb. 15, 2019. Submissions received after that time will be ineligible for consideration. Note: The application can take several minutes to upload. As a result, the arts council strongly advises that applicants do not wait until 11:59 p.m. to submit.

Following the deadline, each application will be reviewed by the program director, who may contact the applicant if clarification is needed.

Accessing the Application

Applications for this program are made through the Kentucky Arts Council online grant system located at https://kyarts.gosmart.org. You will need to create a profile, including a username and password, before beginning the application. Store your username and password in an accessible place to ensure that you can access your account later.

Before beginning the application, carefully read all instructions included in this document.

Data Universal Numbering System (DUNS) Number

The arts council requires all applicants to have a DUNS number. Dun & Bradstreet keeps track of more than 70 million businesses worldwide through its Data Universal Numbering System. In recent years, the DUNS number has become increasingly important as an arts advocacy tool for both federal and local governments (e.g., the National Endowment for the Arts and the Kentucky Arts Council) and national arts organizations (e.g., Americans for the Arts). Organizations use data from DUNS number applications to demonstrate the power of the arts to stimulate economic activity and create jobs. To learn more about the DUNS number, click below to visit the Americans for the Arts website:

https://www.americansforthearts.org/by-program/reports-and-data/research-studies-publications/creative-industries/ sign-up-and-be-counted/registering-for-a-d-u-n-s-number.

To apply for your free DUNS number, click below to access the
Dun & Bradstreet website: www.dnb.com

Supporting Materials

Applicants may submit up to 17 additional pieces of relevant supporting materials, such as letters of support, reviews, programs, event photographs, organizational brochures, subscription or membership brochures, videos, digital recordings to demonstrate quality of performing or visual arts, exhibition catalogs, etc. Supporting material more than two years old will not be accepted. Note: Each document, unless otherwise noted, is counted as one piece of supporting material.

Letters of support, reviews and other photocopied materials must be on standard-size (8.5 inches x 11 inches), white paper only. Carefully prioritize, select and number appropriate supporting materials. All supporting material must be uploaded to the application as a PDF or Word document. Work sample videos must be entered as a web link (URL). Video may be edited together, but may not exceed five minutes total, and must be of FY2018 activities and presentations.

Panel Meeting

A panel of arts professionals and other individuals with relevant experience will review all applications according to the performance expectations. Please be aware that panels are comprised of individuals from both inside and outside Kentucky who may be unfamiliar with the state's organizations, artists and/or communities.

The arts council conducts an open panel review process for this program. This means that applicants and other interested people may, and are encouraged to, monitor the panel meeting and listen to the panelists' deliberations via conference call. The arts council will send notification of panel dates and conference call arrangements to applicants prior to panel meetings.

Arts Council Board Meeting

The panel's recommendations are forwarded to the arts council’s governing board for approval.

Grant Agreements

Applicants that receive a favorable recommendation enter into an agreement with the Commonwealth of Kentucky. Agreements cannot be altered without prior approval from the arts council's appropriate program manager. Grantees are required to promptly notify the arts council in writing of any changes in their grant activity. If grantees do not notify the arts council about changes before they file a final report, future funding will be jeopardized. Grants are for the period specified in the approved application. Funds must be spent or committed for activities taking place within the period stated unless an extension has been approved in writing. Funds spent before the period starts are not eligible and must not be included in the budget.

Funds granted must be expended solely for the activities described in the approved application, unless specific approval has been received in writing. Any funds granted but not spent must be returned to the arts council at the conclusion of the grant period.

Grant agreements must be signed and returned within 30 days, and grant funds must be dispersed by the arts council by June 30, 2020. Funds are not available after this time.

Final Reports

All arts council grantees must submit a final report within 30 days of completion of the grant period. The public value report form may be accessed through the online grant system. If a grantee fails to submit the required final report for any grant, the arts council will accept no future applications from the grantee organization until an acceptable final report is received. In addition, any grant money payable to the organization will be held until the required final report is submitted.

Information from final reports will be used to meet the arts council’s reporting requirements to the National Endowment for the Arts and to create both a state-wide public value report and a public value report specific to each KAP grantee.

Appeals

Applicants may appeal adverse grant decisions if they can demonstrate any of the following:

Applicants must initiate a formal appeal within 30 calendar days of the date of the award-notification letter of the arts council decision. Upon receipt of this award-notification letter, applicants should first consult with the program director to review the considerations that went into the arts council’s decision. If, after such consultation, applicants wish to pursue an appeal, they must do so in writing to the arts council’s executive director. If applicants are unable to consult with the program director within the time limitation, the applicants must still submit a written appeal, postmarked within the 30-day period.

In the executive director's response to a formal appeal, a deadline date for submission of all material supporting the appeal will be established. No such deadline date will be set earlier than seven days or later than 21 days from the date of the executive director's letter. Failure by applicants to meet any deadline date in the appeals process will result in the loss of the right to appeal.

An ad hoc committee of members of the arts council board will review all appeals. Should the committee recommend a change in the applicant's funding, the arts council board at its next regular or special meeting shall act upon the committee's recommendations. The ruling of the arts council board shall be the last administrative remedy, and there shall be no further right of appeal.

 


INSTRUCTIONS

Note: There are some issues with Internet Explorer and the online application. The arts council recommends using Google Chrome, Firefox, Safari or other browsers to complete your application.

To begin the Kentucky Arts Partnership grant application, go to https://kyarts.gosmart.org. You must create a profile, which you will use for future applications and final reports.

Profile Instructions

Note: Many instructions are included in the application system. Below are a few additional instructions to help you navigate the new application system and gather documents you will need to upload.

On the application website, scroll to Account Information. Select Click Here to create a new profile. You will use this profile from year to year, and can update it as needed.

You must accept the Go Smart End User Terms and Conditions in order to continue building your profile. On the New Profile page, a field marked with an asterisk (*) requires a response. You will not be able to access the application if any required field is left uncompleted.

Primary Contact Information

Enter the First and Last Name of the person responsible for the application. This may be the director, development staff, a volunteer or other responsible person. This will also be the person the arts council contacts with any questions about the application.

Enter the primary contact’s title, phone number and email address.

Create a username and a password. You will use the same username and password each time you login to the Go Smart application.

Note:
the Kentucky Arts Council does not maintain username and password information. If you forget or lose your username or password, open the application, click on Login and use the prompt to reset your login information.

Applicant Information

Enter the legal name of the applicant organization.
Note:
There will be a field for organization d.b.a. later in the application.

Enter the 501(c)(3) incorporation date using the drop down menus.

Enter the applicant organization’s physical address, including street address, city, county, state and postal code.

Enter the applicant organization’s phone number.

Select the correct organization type, applicant status and applicant discipline from the drop down menus.

Select the best descriptor for the applicant organization’s race (including staff, volunteers and audience). Enter the applicant organization’s congressional, state house and state senate district numbers. To determine the applicant organization’s district numbers, contact your county clerk’s office. You can also find your congressional district by going to https://www.house.gov and entering your zip code and, when prompted, the organization’s street address. Find your state legislative districts by going to http://www.lrc.ky.gov.

Enter the applicant organization’s web address.

Click on Submit. Once the profile page has been submitted, you will be re-directed to the arts council’s grant management system. Use the navigation bar under the arts council logo to edit your profile, proceed to Current Programs & Applications and find program director contact information or logout. To begin your application, select Current Programs & Applications.

Application Instructions

The FY2020 Kentucky Arts Partnership application requires the same information as in previous years though the new application interface causes some irregularities in appearance. The following instructions will help you work through the new application system.

Complete the application following the instructions or fields in the online document. Some fields are set in the document and the arts council is unable to change them. In other cases, you will need to provide information separately. Note the following:

The following required documents must be uploaded as either PDF or Microsoft Word files in the Uploads section of the application.

The following support documents may be uploaded as PDF or Microsoft Word files in the Uploads section of the application, but are not required. Like items must be scanned and uploaded together (e.g., up to five letters of support must be scanned together and uploaded as one document). Do not include multiple copies of promotional materials as one (e.g., three performance programs are three separate items, not one example of performance programs). Instead, include (for example) one program copy, one flyer, one brochure, etc., but not more than five total documents, scanned into one document.

General Application Instructions

Scoring Criteria

Though the application appears to include a wide range of categories, there are actually only the four used as scoring criteria. The criteria are separated in the application as indicated below:

For More Information

The arts council welcomes all questions regarding this program and application. For more information, please contact:

Tamara Coffey
Organization Support and Individual Artist Director
502-892-3121
502-833-2787 (toll free)
Tamara.Coffey@ky.gov

Page last updated: May 9, 2019
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