FY2019 Teaching Art Together Grant Guidelines

Application Deadline:
Oct. 1, 2018 (for residencies Jan. 1 – June 30, 2019)

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 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 Teaching Art Together Grant Program 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 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:

Performance Expectations

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.

  1. Planning and Implementation (45%)
  1. Gathering and Responding to Evidence (35%)
  1. Accessibility (20%)

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 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 – June 30, 2019.

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.


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; and

  4. Complete the application.

Program Timeline (Oct. 1, 2018 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

Applicant notification

Use of grant funds may begin

Use of grant funds must conclude

Final report due

Oct. 1, 2018

Nov. 28, 2018

Dec. 7, 2018

As soon as possible after board approval of panel recommendations

Jan. 1, 2019

June 30, 2019

30 days after completion of residency

Application Deadline

Completed applications forms must be submitted by Oct. 1, 2018. 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. 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 date included. Please note that, 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:

Required Materials

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. 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. The artists will send in the schedule and a copy of their invoices at the end of the residency.

Support Letters

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.

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 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.

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 Report Forms

All arts council grantees must submit a final report within 30 days of completion of the residency. The final report form may be accessed on the Kentucky Arts Council website.

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:

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: August 16, 2018
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