Arts First Aid Guidelines


FY2019 Application Deadline: Oct. 1, 2018

The Kentucky Arts Council strongly encourages you to read and understand the Arts First Aid Grant Program guidelines and instructions before completing the application.

Like all programs of the Kentucky Arts Council, the Arts First Aid Grant 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 Arts First Aid Grant Program is to provide school administrators, teachers and students with high quality, intensive arts education experiences.


Program Description

The Arts First Aid Grant Program provides school administrators, teachers and students with a quality, intensive arts education experience that aligns curriculum with the Kentucky Academic Standards for the Arts.

Each school will receive the following assistance:

Performance Expectations

Your application will be reviewed using the following performance expectations. You may wish to refer to the Panelist Assessment Sheet to better understand how your narrative will be evaluated.

  1. Need (50%)
  1. Assets (50%)

Required Materials


How to Apply

  1. Obtain approval: Make arrangements for the district superintendent and principal to approve the proposal and sign your application by the required date. Contact the finance officer at central office to become familiar with any steps required by your district to ensure the timely processing of any grant funds received as well as the artist’s payment.

  2. Complete the application: See below “Accessing the Application.”

  3. Submit a hard copy: You must submit a printed copy of your application and all supporting materials in accordance with the timeline below.

Program Timeline (Oct. 1, 2018 deadline):

Application deadline

Applicant notification

Use of grant funds may begin

Use of grant funds must conclude

Final report due
Oct. 1, 2018

As soon as possible after panel recommendations

Jan. 1, 2019

June 30, 2019

30 days after completion of program

Application Deadline

Completed application forms must be submitted by Oct. 1, 2018. The application 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. Eastern time on the deadline date. If the arts council does not receive the printed and signed application with attachments by the deadline 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.

Note: 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.

Program Support

The arts council staff will offer the following support to ensure that program standards and goals are met;

Accessing the Application

You must have an IRS tax-exempt determination letter from your school district in order to complete your application. The letter can be obtained from your district finance contact or your principal. It simply states that your school is an educational institution and nonprofit. You must include with your application one copy of the school’s 501(c)(3) tax-exempt document or a letter signed by the school district board of education indicating the tax-exempt status. A sample letter is available from the arts council staff upon request.

In addition, you must have the federal identification number (FEIN) and Data Universal Numbering System (DUNS) number for your school or district. In Kentucky, the FEIN number usually begins with “61-.”

Grant Agreements

Applicants who receive a favorable recommendation enter into an agreement with the Commonwealth of Kentucky. If your application is approved, the arts council will send a Grant Agreement Form (GAF) for the total amount funded to your board of education. Grant Agreement Forms must be signed and returned within 30 days.

Once the arts council receives the signed GAF, a Kentucky State Treasury check payable to the board of education will be mailed. Please work with your artists and consultants and your superintendent or central office staff to ensure all payments are made in a timely manner. If issuance of checks must be approved at board meetings, plan ahead so that your artists and consultants will receive their checks no later than 30 days after the program is completed.

Agreements cannot be altered without prior approval from the arts council’s appropriate program director. 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 and activities 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. Applications for funds spent before the period starts are not eligible.

Final Report Forms

All arts council grantees must submit a final report within 30 days of completion of the program.

If a grantee fails to submit the required final report for any grant, the arts council will not accept future applications from the school or primary contact until a complete final report is received.

For More Information

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

Jean St. John
Arts Education Director
888-833-2787 (toll free)


Page last updated: August 20, 2018
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