Kentucky Arts Partnership Grant
Application Deadline: Jan. 17, 2017
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.
The purpose of the Kentucky Arts Partnership Grant Program is to ensure that year-round participation in the arts is available to the people of Kentucky by providing unrestricted operating support to arts organizations.
- To develop and maintain strong arts organizations.
- To increase arts participation statewide.
- To promote diverse arts and culture.
- To help build an efficient arts delivery system across the state.
Who May Apply
- Kentucky nonprofit organizations whose primary purpose is to provide year-round arts services and
programs directly for the benefit of the public.
- Organizations that have had IRS tax-exempt status for at least one year prior to the application deadline date.
- Organizations whose prior year expenses were $250,000 or more must provide
an audited financial statement to apply.
- Organizations whose prior year expenses were $100,000 to $249,999 must provide a financial review performed by an independent certified public accountant to apply.
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.
Applications will be assessed using the following performance expectations.
- Delivery (40%)
- Process and persons utilized for administration and program planning.
- Methods used to determine and ensure artistic and/or programming quality.
- Policies and procedures for ensuring fiscal control and responsibility.
- Fundraising strategies.
- Data collection and maintenance.
- Methods and persons utilized for program assessment.
- Networking and Collaborations (30%)
- Relations with local arts and non-arts organizations.
- Arts education programs or services and their benefit to students and educators.
- Relations with artists, particularly local or Kentucky artists.
- Relations with statewide, regional, national and international organizations.
- Diversity (15%)
- Efforts to build diversity in the organization's leadership and participants.
- Promotion of diverse arts and culture.
- Programs or services that will take the organization's artistic product to new or broader audiences.
- Programming inclusion of, and outreach to, underserved populations and people with disabilities.
- Value/Role of the Arts (15%)
- Organization's response to the community's need for the arts.
- Provision of public value.
- Distribution of program information, including marketing and audience development strategies.
- Arts advocacy strategies.
You may wish to refer to the Panelist Assessment Sheet to better understand how your application will be evaluated.
The Kentucky Arts Partnership Grant Program funding formula will be based on the following:
- The available funds for the program.
- Applicants' scores by the review panel based on the performance expectations.
- Organizations' operating revenues with funding caps for the following tiers:
$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
The definition of operating revenues used to compute the funding formula includes the following:
- Earned revenue.
- Unrestricted contributions.
- Sponsorships and underwriting revenue utilized in the applicable fiscal year.
- Dividends and interest on investments not from endowments.
- Endowment withdrawals in the applicable fiscal year.
- Grants from government, corporate and foundation sources.
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:
- Purchase of equipment, property, library holdings or acquisitions.
- Capital improvements, facility construction, structural renovations and restorations.
- Publications or recordings for commercial purposes.
- Scholarships or other activities related to academic credit or degrees.
- Activities intended primarily for fundraising.
- Food, beverages or other refreshments.
- Requests designed to reduce or eliminate existing deficits.
- Interest on loans, fines, penalties and/or litigation costs.
- Expenses incurred before the starting date of the period covered in the grant request.
- Investments of any kind.
- Performances not available to the general public.
- Programs that have sectarian purposes.
- Indirect costs unless 1) per a current federally-negotiated indirect cost rate agreement
(official documentation required), or 2) "de minimus" indirect costs not to exceed 10 percent of total
modified direct costs.
- The application of new artistic work to historic buildings or structures unless approved by the state historic preservation office as being in compliance with the Secretary of the Interior's Standards for the Treatment of Historic Properties (contact the Kentucky Heritage Council at 502-564-7005 or http://heritage.ky.gov).
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 grants 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.
Postmark deadline for submission of the application signature page and attachments
Review of applications by panel
Arts council board reviews panel recommendations
Use of grant funds may begin
Use of grant funds must conclude
Public Value Report due
Jan. 19, 2017
April - May 2017
As soon as possible after board approval of panel recommendations
July 1, 2017
June 30, 2018
July 30, 2018
The arts council staff will offer the following support to ensure that the program standards and goals are met:
- Assistance from arts council program directors in selecting appropriate program categories, and in
answering questions about programs.
- Consultation regarding applicant eligibility, competitiveness for funding, budget issues, etc.
- Referrals to potential partners for programs.
- Advice in locating appropriate technical assistance to evaluate and increase applicants' accessibility and arts participation.
Completed application forms must be submitted via Kentucky Arts Council's online application system by
11:59 p.m. Eastern time Jan. 17, 2017. Upon online submission, the PDF version of the
application will be available on your Member Page. Print and sign the application signature page in
red ink and mail or deliver it to the arts council by
Jan. 19, 2017, with any required documents and supporting materials, in accordance
with the program guidelines. The application signature page and materials must be: 1) officially postmarked
by the U.S. Postal Service, or 2) delivered by a shipping service (e.g., UPS, Federal Express, etc.) with a
paid receipt on or before the deadline date, or 3) hand delivered to the arts council office no later than
4:30 p.m. on the deadline date. If the arts council does not receive the printed and signed application
signature page with attachments by the due date via one of the three delivery options above, your
application will be considered ineligible. Packages dated with internal postage meters and
applications sent by FAX or email will not be accepted. Please be aware that your post office may not
automatically use a dated postmark. It is highly recommended that you request hand cancellation with
the date included. Please note that, due to postal regulations, all packages weighing more
than 13 ounces must be given directly to a postal clerk at a post office, not dropped in a postal box.
NOTE: An application will not be considered eligible until both the electronically submitted
KASOL application and the signed application signature page with all supporting materials have been
received by the Kentucky Arts Council according to the deadlines listed above.
Following the deadline, each application will be reviewed by the program director, who may contact the applicant if clarification is needed. Applicants will be notified by email/letter of their status in the application/panel process.
Accessing the online application
Applications for this program are made through Kentucky Arts Services OnLine (KASOL) located at
www.kyarts.org. Be sure
to file your username and password in an accessible place to ensure that you can access your account later.
Please note: You must have your IRS determination letter in order to complete your application. If you do not have this document available on your computer, follow these steps:
- Scan the IRS determination letter.
- Save as a .PDF or .DOC file.
You will upload your IRS determination letter at the bottom of the first page of your application. You must upload this document before clicking the "Save" button.
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:
To apply for your free DUNS number, click below to access the
Dun & Bradstreet website: http://www.dnb.com
Applicants may submit relevant supporting materials, such as letters of support, favorable reviews, sample
programs, organizational brochures, subscription or membership brochures, videos, digital recordings to
demonstrate quality of performing or visual arts, exhibition catalogs, etc.
It is recommended that supporting materials be limited to 15 pages/pieces of any combination of the above. Letters of support, reviews and other photocopied materials must be on standard-size (8 ½ x 11 inches), single-sided, white paper only. Applicants should carefully prioritize and select supporting materials. Excessive supporting materials will not be forwarded for panel review.
All supporting materials submitted should be clearly labeled with the applicant's name and explanation of the material's significance.
Supporting materials will not be returned.
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
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 after the application deadline.
Arts Council Board Meeting
The panel's recommendations are forwarded to the arts council's governing board for approval.
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 public
value 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, 2018. Funds are not available after this time.
Public Value Reports
All arts council grantees must submit a public value report within 30 days of completion of the grant
period. The public value report form must be accessed through the Kentucky Arts Council's online application system.
If a grantee fails to submit the required public value report for any grant, the arts council will accept no future applications from the grantee organization until an acceptable public value report is received.
Applicants may appeal adverse grant decisions if they can demonstrate any of the following:
- The review of the application was based on criteria other than those appearing in the arts council
- The final decision was unduly influenced by a panelist with undisclosed conflicts of interest.
- Required application information submitted by the appropriate deadline was withheld from the review panel or the arts council.
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
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.
For More Information
The arts council welcomes all questions regarding this program and application. For more information,
Daniel J. Strauss
Senior Program Analyst
Page last updated: August 26, 2016
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