FY2017 Teaching Art Together Grant Guidelines
Oct. 14, 2016 (for residencies Jan. – June, 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 Standard for the Arts and Humanities and/or English Language Arts, and the
Visual and Performing Arts Program Review.
- 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 better understand how your narrative will be evaluated.
- Planning and Implementation (45%)
- Student engagement in the hands-on creation of art.
- Teacher participation in the creative process.
- Residency ties to the Kentucky Academic Standards for the Arts and/or
English Language Arts.
- Residency ties to the Visual and Performing Arts Program Review.
- 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 arts instruction strategies gained during the residency into the regular classroom experience after the residency.
- Accessibility (20%)
- Instructional strategies and resources to engage diverse
- Instructional strategies and resources to engage students with disabilities.
- 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 schedule chart for each week of the residency. (See "Scheduling Chart" directions below.)
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 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 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: 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
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.
- Multiple applications for the same school: For each application, the
arts council’s electronic application system (KASOL) requires a unique account registration
with unique username, password and email address. Grant writers preparing multiple applications
for the same school should indicate the grant writers’ names and contact information on the
Project Contact Person page of the application. For assistance with preparing multiple
applications, contact Jean St. John, arts education director, at 888-833-2787, ext. 486,
- Complete the online application: See below
"Accessing the online application."
- 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. 14, 2016 deadline):
Postmark deadline for submission of paper copy of the application and supporting materials
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
Oct. 17, 2016
Dec. 7, 2016
As soon as possible after board approval of panel recommendations
Jan. 1, 2017
June 30, 2017
30 days after completion
Completed application forms must be submitted via the Kentucky Arts Council’s online application system
by 11:59 p.m. Eastern time on Oct. 14, 2016. 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 with any required documents and supporting materials, in accordance with the program guidelines. The
application must be postmarked by Oct. 17, 2016. 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.
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.
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.
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 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).
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 no later than two weeks after the residency 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
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 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)
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