Showcasing the Arts Grant Program


FY2019 Guidelines
Application Deadline: April 16, 2018

(for performances/presentations July 1 – Dec. 31, 2018)

The Kentucky Arts Council strongly encourages you to read and understand the Showcasing the Arts Grant guidelines and instructions before accessing the application.

Like all programs of the Kentucky Arts Council, the Showcasing the Arts 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 Showcasing the Arts Grant Program is to provide opportunities for students and teachers to experience representative and exemplary works of dance, music, theatre, visual, media and literary arts through in-school performances and after-school co-curricular presentations.


Who May Apply

Any teacher or group of teachers presently teaching in a public or private school that supports grades from preschool to 12.

Program Description

The Showcasing the Arts Grant Program enables Kentucky teachers and schools to offer students high quality in-school or after-school co-curricular experiences, enhanced by artists’ performances/presentations regarding their creative process in dance, music, theatre, visual, media and literary arts. In 45/50-minute sessions, artists will perform or present their work and engage students in the reflective process. Programs will demonstrate creating, performing/producing/presenting, responding and connecting as specified in the Kentucky Academic Standards for the Arts and/or English Language Arts. Sessions will include a demonstration of the artists’ work, an explanation of the training process required, including the time it takes to learn the skill set, and time for students to ask questions. Grants will provide artists’ fees. Schools are required to provide space, technical arrangements and artists’ travel reimbursement. Artists must be selected from the Kentucky Arts Council’s adjudicated directory for the Showcasing the Arts Grant Program.

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. Planning (50%)
  1. Student Experience (50%)

Grant Amounts

The following grants are available:

Solo artist: $150 for a single 45/50-minute session
$250 for two 45/50-minute sessions

Duos: $250 for a single 45/50-minute session
$450 for two 45/50-minute sessions

Trios: $350 for a single 45/50-minute session
$650 for two 45/50-minute sessions

Artists must be paid at the rate listed above. Applicants may only choose one of the above sessions for a solo artist, a duo or a trio per application.

Applicants are responsible for paying the artist round-trip mileage at $.42 a mile. All such negotiations and arrangements must be made and agreed upon in writing by the school and the artist(s) prior to the activity as noted on the artist agreement. The arts council does not require, nor is it responsible for these arrangements.

The grant amount ONLY covers the artist fee.

NOTE: In the event of school cancellation on a day that the artist is scheduled to work, every attempt should be made to reschedule. If the makeup dates must be scheduled beyond the original end date of the residency, please see that your artist is paid immediately for the work he/she has already completed.

Artists should be paid in full within 10 to 15 business days after the activity.


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. Select and contact an artist: All artists must be selected from the arts council’s Showcasing the Arts Directory.

  3. Complete the application: See below “Accessing the application.”

  4. 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 (April 16, 2018 deadline)

Postmark deadline for submission of application April 16, 2018
Review of applications by panel June 6, 2018
Arts council board reviews panel recommendations June 2018
Applicant notification As soon as possible after board approval of panel recommendations
Use of grant funds may begin July 1, 2018
Use of grant funds must conclude Dec. 31, 2018
Final report due 30 days after completion of performance/presentation

Application Deadline

Completed application forms must be postmarked by April 16, 2018 or hand-delivered to the Kentucky Arts Council no later than 4:30 p.m. Eastern time on that date. Print and sign the application in red ink and mail or deliver it to the arts council, with any required documents and supporting materials, in accordance with the program guidelines. The application must be: 1) officially postmarked by U.S. Postal Service, or 2) delivered by a shipping service (e.g., UPS, FedEx, 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 over 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

Click to download the Application Form. If you have Internet access and the latest version of Adobe Acrobat Reader®, you can open the application through the arts council's website, fill it out and print the form using your computer. (Reader can be updated or downloaded free by visiting the Adobe website at

General Format Requirements

Please note: Format requirements enhance the readability of your application for the panelists. Failing to follow these requirements may result in your application being ineligible.

Required Materials

Panel Meeting

A panel of educators, 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 inside and outside Kentucky. Address all issues with specificity and clarity. Do not assume that all panelists will be cognizant of local issues.

The arts council conducts an open panel review process for this program. This means that applicants and other interested parties 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.

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 artist 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 artist will receive his or her check no later than two weeks after the performance/presentation 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 performance/presentation.

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 program contact until a complete final report is received.


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’s decision. Upon receipt of this award-notification letter, applicants should first consult with the appropriate program staff 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 executive director of the arts council. If applicants are unable to consult with appropriate program staff within the time limitation, the applicants must still submit a written appeal postmarked within the 30-day time 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 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 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, please contact:

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


Page last updated: January 5, 2018
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