Creativity/Innovation

FY2023 Arts Education Relief and Disaster Recovery Grant

Guidelines

Applications approved on a rolling basis

For activities November 21, 2022 – May 15, 2023

Final application deadline: January 9, 2023

Program Purpose

To support Kentucky schools affected by the western Kentucky tornadoes in December 2021 or the eastern Kentucky floods in July 2022 by providing funding for arts education activities.

Who May Apply

Any teacher at a Kentucky public or private school that supports preschool through grade 12 in the following federally designated counties:

Western Kentucky counties (Disaster 4630): Barren, Caldwell, Christian, Fulton, Graves, Hart, Hickman, Hopkins, Logan, Lyon, Marion, Marshall, Muhlenberg, Ohio, Taylor, Todd and Warren

Eastern Kentucky counties (Disaster 4663): Breathitt, Clay, Floyd, Knott, Lee, Leslie, Letcher, Magoffin, Martin, Owsley, Perry, Pike and Whitley

Program Description

The Arts Education Relief and Disaster Recovery Grant (AERDR) provides Kentucky schools impacted by recent disasters expedited access to funding for arts education activities. Applicants may use funds for costs associated with any kind of arts education programming, including but not limited to: materials for creative projects, teaching artist residencies, performance assemblies, field trips to arts organizations or venues, etc. This grant is noncompetitive, though will be reviewed for completeness prior to being approved. Funds will be awarded on a first-come-first-served basis until they are exhausted. Due to limited funds available for this grant program, you are encouraged to request only the funds you will need. Applicants will receive grants up to $1,000. Only one application per school will be accepted. Grants may be requested in increments of $100. No matching funds are required for this grant.

Restrictions

Grant funds may not be used for the following purposes:

  • Expenses incurred before the starting date of the period covered in the grant request
  • Purchase of equipment, property, library holdings or acquisitions
  • Capital improvements, facility construction, structural renovations and restorations
  • Publications or recordings for commercial purposes
  • Scholarships or other activities related to academic credit or degrees
  • Activities intended primarily for fundraising
  • Food, beverages or other refreshments
  • Requests designed to reduce or eliminate existing deficits
  • Interest on loans, fines, penalties and/or litigation costs
  • Investments of any kind
  • Performances not available to the general public
  • Programs that have sectarian purposes
  • Indirect costs unless 1) per a current federally-negotiated indirect cost rate agreement (official documentation required), or 2) "de minimus" indirect costs not to exceed 10 percent of total modified direct cost
  • The application of new artistic work to historic buildings or structures unless approved by the state historic preservation office as being in compliance with the Secretary of the Interior's Standards for the Treatment of Historic Properties (contact the Kentucky Heritage Council at 502-564-7005 or visit Kentucky Heritage Council).

Program Timeline

Deadline for submission of the application and supporting materials

Applications accepted on a rolling basis until Jan. 9, 2023

Applicant notification

As soon as possible after approval

Use of grant funds may begin

Nov. 21, 2022

Use of grant funds must conclude

May 15, 2023

Final report due

30 days after completion of activity

Performance Expectations

Applications will be reviewed using the following performance expectations:

  1. Planning
    • Describe your planned arts education activities
  2. Impact
    • Describe the student learning outcomes of the planned activities

How to Apply

  1. Develop a plan: Determine how you would use the grant funds and finalize a plan for the funded activities.
  2. Obtain approval: Arrange for your administrators (e.g., district superintendent and principal) to approve the proposal and sign your application by the required deadline date.
  3. Complete the application: Applications for this program are made through our online grant system. Before beginning the application, carefully read all instructions included in this document. Detailed application instructions are provided below. Following the deadline, each application will be reviewed by the program director, who may contact the applicant if clarification is needed.

Accessing the Application

Creating a GO Smart Profile

Before beginning the application, you will need to create a profile, including a username and password at https://kyarts.gosmart.org/. Store your username and password in a safe place to ensure that you can access your account later. You can use this profile to apply for this program year after year and update it as needed. When entering contact information, please consider the following:

  • Primary Contact Information:
    • Enter the information of the person responsible for the application (usually yourself). This will also be the person the arts council contacts with any questions about the application.
  • Applicant Information:
    • Enter the full legal name of the school or organization.
    • Please contact your financial officer for your UEI numbers.
    • Select the applicant discipline that most accurately describes the proposed artist residency.
    • Select the racial and distinct group categories that represents the people who will benefit from this program.
    • You can look up your federal congressional district here, and your state legislative districts here.

Once the profile page has been submitted, you will be re-directed to the arts council’s grant management system. Select “Current Programs & Applications,” then scroll down to access the application.

Application Instructions

  • Navigating GO Smart

    • As you work through the application, save every page before moving to the next. Failure to save each page will result in the loss of information.
    • Use the page links on the left side of each application page to navigate between pages, or use the “Previous” or “Next” buttons at the bottom of each page.
    • Use the PDF button at the bottom of most pages to view the formatted application.
  • Demographics

    • For “type of activity” and “discipline” choose the options that most accurately describes your proposed funded activities.
    • For “% of arts education” choose 01, “50% or more of funded activities are arts education.”
    • For “NEA primary strategic outcome” select “learning.”
    • For “project descriptors” choose “none of the above.”
  • Other Required Information

    • Some fields are set in the application document and cannot be changed.
    • Amount Requested: Enter the amount the arts council will grant, not including any extra funds provided by your organization. The maximum grant amount is $1,000.
  • Narrative

    • Use this section to explain how your school and community have been affected by recent disasters.
  • Performance Expectations

    • Answer each of the prompts in as much detail as possible. In the “Planning” section, include a budget for your proposed activities.
  • Supporting Documents

    • IRS determination letters must be uploaded as PDF files.
    • Signature page: This is an electronic form through a service called DocuSign. You can click to sign the document directly in your web browser and do not need to download or print anything. You will be prompted to enter the email addresses of your Superintendent (or equivalent administrator), principal, and contact person. After you sign and click “Finish,” the form will automatically send itself to the next signatory. Submitting the signature page does not automatically submit your application - you must return to the application and click “Submit.”

Application Review Process

Step 1: Application Review

Arts council staff will review all applications according to the program performance expectations. Applicants will be notified of their approval status as soon as possible or contacted if more information is needed.

Step 2: Grant Agreement

The arts council will send a notification of approval via the email addresses provided in the application. The Grant Agreement Form (GAF) will be emailed to the district superintendent or equivalent administrator. This form must be signed and returned within 30 days. Once the arts council receives the signed GAF, payment will be initiated via a Kentucky State Treasury check or Electronic Funds Transfer.

Grant agreements cannot be altered without prior approval from the program director. 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. Unspent funds for this grant must be returned to the arts council.

Grantee Expectations

Legislative Letters

Grantees are required to send letters to each of their state and federal legislators informing them of their participation in this program and forward copies to the arts council. Template letters and contact information for your legislators will be provided.

Final Reports

Grantees must submit a final report within 30 days of completion of the funded activities. The final report form will be accessible in the application portal using the same login credentials created when first applying. Failure to complete the final report will jeopardize any future funding opportunities.

Program Support

Arts council staff can offer the following support to ensure that program standards and goals are met:

  • Assistance in developing plans for funded activities.
  • Consultation regarding applicant eligibility.
  • Technical assistance with submitting the application or final report.
  • Assistance locating or implementing accessibility resources.

For More Information

Samuel Lockridge
Arts Education Director
samuel.lockridge@ky.gov
502-892-3124