FY2020 Teaching Art Together Grant Guidelines

Application Deadline:
Oct. 1, 2019 (for residencies Jan. 1 – June 30, 2020)

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

Like all programs of the Kentucky Arts Council, the Teaching Art Together Grant 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 Teaching Art Together Grant is to support teachers in bringing professional artists into Kentucky schools for residencies of one to four weeks.


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.

Program Description

The Teaching Art Together Grant enables teachers to implement artist residencies in their schools. The emphasis should always be on involving teachers and students directly in the creative process in any artistic discipline. Teachers and artists work in partnership to design and implement the residencies. Residencies may be focused on a specific artistic 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 requires a funds match from the school (see below).

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 total). Each type of group is defined below. The schedule may include a combination of the following:

Grant Amounts and Matching Requirements

The following grants are available:

 $2,400 for 20-day (80-hour) residencies

 $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 $1,600

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, such as performances in the evening, need to be paid for by the school and should not be included in the grant application. The residency must be completed between Jan. 1 and June 30, 2020.

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’s fee.

If the applicant is interested in working with an artist based outside of the school’s geographic area, the artist may request mileage reimbursement or housing to defray their 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 they have already completed.

Artists should be paid in full within 10 to 15 business days after the completion of the residency.


Program Timeline (Oct. 1, 2019 deadline):

Deadline for submission of the application and supporting materials

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

Final report due
Oct. 1, 2019

Nov. 13, 2019

Nov. 22, 2019

As soon as possible after board approval of panel recommendations

Jan. 1, 2020

June 30, 2020

30 days after completion of residency

Performance Expectations

Your application will be reviewed using scoring criteria that correspond to the following performance expectations. You may refer to the Panelist Assessment Sheet to better understand how your narrative will be evaluated. Your grant narrative should address each of these criteria and show that your proposed artist residency will meet them. A good exercise when writing your narrative is to turn the criteria into a question, e.g., “how will students be engaged in the creative process?” The criteria are divided into three categories and assigned point values totaling 100.

  1. Planning and Implementation (40 points)
  1. Gathering and Responding to Evidence (35 points)
  1. Accessibility and Inclusivity (25 points)

Program Support

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

How to Apply

  1. Obtain approval: Arrange 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 Teaching Artists Directory.

  3. Develop a residency plan: Applicant and artist(s) work in partnership to develop and finalize the residency plan, including the scheduling chart.

  4. Complete the application: Applications for this program are made through the Kentucky Arts Council online grant system located at Before beginning the application, carefully read all instructions included in this document. Detailed application instructions are provided below.

Application Deadline

The application must be submitted online no later than 11:59 p.m. Eastern Time on Oct. 1, 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 and Completing the Application

Creating a GoSmart Profile
Before beginning the application you will need to create a profile, including a username and password at Store your username and password in an accessible place to ensure that you can access your account later. You will use these credentials each time you login to the GoSmart application portal. For this program you will need to create an “individual” profile. Do not select “organization” profile. You can use this profile to apply for programs year after year and update it as needed. When entering contact information, please consider the following:

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, or logout. To begin your application, select Current Programs & Applications.

Required Materials

Application Instructions

Application Review Process

Step 1: Panel Meeting

A panel of educators, arts professionals and other individuals with relevant experience will review and score all applications according to specific pre-determined criteria, outlined below. 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.

Step 2: Arts Council Board Meeting

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

Step 3: Grant Agreement

Applicants who receive a favorable recommendation from the review panel and final approval from the arts council board of directors 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 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 by the arts council in writing. Applications for funds spent before the period starts are not eligible.


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.

Grantee Expectations

Legislative Letters
Applicants approved for Teaching Art Together Grant(s) are required to send a letter to each of their state legislators (Sample) and forward copies to the arts council.

Final Reports

The artist will send in the schedule chart and copies of their invoices at the end of the residency. All arts council grantees must submit a final report within 30 days of completion of the residency. The final report form will be accessible at the Teaching Art Together GoSmart application portal.

For More Information

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

Samuel Lockridge
Arts Education Director
888-833-2787 (toll free)


Page last updated: August 16, 2019
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