FY2018 Teaching Art Together Grant Guidelines
May 3, 2017 (for residencies July 1 – Dec. 31, 2017)
The Kentucky Arts Council strongly encourages you to read and understand the Teaching Art
Together Grant guidelines and instructions before accessing the online application.
Like all programs of the Kentucky Arts Council, the Teaching Art Together 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.
The purpose of the Teaching Art Together Grant is to support teachers in bringing professional artists into Kentucky schools for residencies of one to four weeks.
- To enable teachers to collaborate with practicing, professional artists on the design
and implementation of innovative projects using short-term artist residencies.
- To involve students and teachers directly in the creative process during an artist's
residency, and to integrate the arts into daily instruction through links to the Kentucky
Academic Standards for the Arts and/or English Language Arts.
- To provide teachers with tools that will enable them to incorporate the arts into their classrooms after the residency is completed.
Who May Apply
Any teacher or group of teachers presently teaching in a public or private school that supports any grades from preschool to 12.
The Teaching Art Together Grant Program enables teachers to implement artist residencies
in their schools. The emphasis should always be on involving teachers and students directly
in the creative artistic process in any arts discipline. Teachers and artists work in partnership
to design and implement the residencies. Residencies may be focused on a specific arts discipline
or the arts through cross-curricular pairings such as dance integrated into a math
curriculum, new media integrated into a science curriculum, etc.
This grant program requires a match from the school.
Every five days of a residency requires 20 hours of contact time with the artist through working with four to six class sessions a day. The schedule may include a combination of the following:
- Core group: A core group meets five times per five-day (20-hour) residency in order to
ensure opportunities for a greater depth of knowledge. Artists must meet with a minimum of one
core group. A school can have a maximum of four core groups per five days of residency. Longer
residencies can have different core groups per five-day section.
- Non-core group: Non-core groups must meet a minimum of two, and a maximum of three, times
per five-day (20-hour) residency. Non-core groups allow for flexibility in scheduling and can
increase the number of classes participating in the residency.
- Professional development (PD): PD may be provided at a maximum of three hours per five days (20 hours) of the residency in lieu of an equivalent amount of class time. Professional development certificates can be requested from the Kentucky Arts Council.
Your application will be reviewed using the following performance expectations. You may wish to refer to the Panelist Assessment Sheet to understand better how your narrative will be evaluated.
- Planning and Implementation (45%)
- Student engagement in the creative process.
- Teacher engagement in preparing students for the residency.
- Teacher engagement during the residency.
- Residency ties to the Kentucky Academic Standards for the Arts and/or English Language Arts.
- Parent and community awareness of the residency.
- Gathering and Responding to Evidence (35%)
- Measurement of the impact of the residency on all participants.
- Incorporation of reflection and strategies for arts connections gained during the residency for future lessons of study.
- Accessibility (20%)
- Instructional strategies and resources to engage diverse student populations.
- Instructional strategies and resources to engage students with disabilities.
Grant Amounts and Matching Requirements
The following grants are available:
• $1,800 for 15-day (60-hour) residencies
• $1,200 for 10-day (40-hour) residencies
• $600 for 5-day (20-hour) residencies
Applicant match $1,200
Applicant match $800
Applicant match $400
The artist's fee is $1,000 per five-day (20-hour) residency, which includes planning
and preparation time. Artists may not receive a fee greater than $1,000 per five days of
residency. Culminating events in the evening need to be paid for by the school and should
not be included in the grant application.
In addition to the match, applicants are responsible for providing any supplies, materials and other incidental expenses required to implement the residency. These expenses should be discussed and negotiated before the residency begins. The grant amount ONLY covers the artist fee.
If the applicant is interested in utilizing an artist based outside of the school’s geographic area, the artist may request mileage reimbursement or housing to defray his/her travel expenses. All such negotiations and arrangements must be made and agreed upon in writing by the school and the artist(s) prior to the residency. The arts council does not require, nor is it responsible for, these arrangements.
Applicants normally arrange for matching funds from the school's budget, the board of education's budget, Parent Teacher Association funds, Parent Teacher Organization funds or local business sponsorships.
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 make-up 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 completion of the residency.
- All artists must be selected from the arts council's Teaching Artists Directory.
- No more than two Teaching Art Together applications per school will be accepted for the
same application deadline.
- Classes may not be combined to exceed more than 29 elementary students and 31 high school
students with the artist during any one session.
- Teachers may not leave artists alone with students for any reason.
- With the exception of professional development, residency hours may not be used for
before- or after-school programming or culminating events. If a school would like to include
a culminating assembly afterschool or evening program, the school must negotiate the rate
of pay with the artist outside of this grant. This also applies to finishing work associated
with some visual arts pieces.
- Programs that have sectarian purposes.
- The application of new artistic work to historic buildings or structures unless approved by the state historic preservation as being in compliance with the Secretary of the Interior’s Standards for the Treatment of Historic Properties. Contact: Kentucky Heritage Council 502-564-7005 http://heritage.ky.gov.
How to Apply
- Obtain approval: 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.
- Select and contact an artist: All artists must be selected from the arts council’s
Teaching Artists Directory.
- Develop a residency plan: Applicant and artist(s) work in partnership to develop and
finalize the residency plan, including the scheduling chart.
- Complete the application.
Program Timeline (May 3, 2017 deadline):
Review of applications by panel
Arts council board reviews panel recommendations
Use of grant funds may begin
Use of grant funds must conclude
Final report due
June 7, 2017
June 9, 2017
As soon as possible after board approval of panel recommendations
July 1, 2017
Dec. 31, 2017
30 days after completion of residency
Completed applications forms must be postmarked May 3, 2017. The application 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 your printed and signed application, 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
Note: For packages over 13 ounces, please use a pre-paid Flat Rate Box.
The arts council staff will offer the following support to ensure that program standards and goals are met:
- Assistance from arts council program director in developing a residency plan.
- Assistance in filling out the scheduling chart.
- Consultation regarding applicant eligibility, etc.
- Advice in locating appropriate technical assistance to evaluate and increase applicants’ accessibility and arts participation.
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 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. The school administrative assistant will have access to the numbers. In Kentucky, the FEIN number usually begins with “61-.”
For every five days of a residency there must be 20 hours of contact time with the artist. Artists should be scheduled for four to six class sessions daily. The schedule may include core and non-core groups as well as professional development for teachers (not to exceed three hours in length). Each type of group is defined above; see " Program Description."
Please fill out one scheduling chart per each week of the residency and include as an attachment(s) with your application. The scheduling chart is pre-populated with formulas to assist you in tracking contact hours with the artist. Four lines each for core and non-core groups have been provided for your convenience, as well as three lines for PD sessions. However, you may choose any combination of groups as long as the guidelines on page two are followed. Click to access the Scheduling Chart, MS Excel file (.xls).
One to four letters of support from teachers, board of education members, parents, students, et al., to help demonstrate the need and support for your residency.
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.
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 15 days prior to the residency start date. 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 within 10 to 15 business days after the completion of the residency.
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 residency.
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 residency contact until a complete final 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's guidelines.
- 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’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
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)
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