General Guidelines: Introduction

The Kentucky Arts Council (KAC) wants to establish good communications with previous grantees and new applicants, to promote better planning and improve the quality of all applications. The KAC strongly encourages you to read and understand each step of the application process before submitting an application.

Kentucky Arts Council Values

http://artscouncil.ky.gov/guide/values.htm

Program Support

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

• Assistance from the KAC program directors in selecting appropriate program categories, and in answering questions about programs
  
  
• Review of “in-process” status applications prior to final submission
  
  
• Consultation regarding applicant eligibility, competitiveness for funding, budget issues, etc.
  
  
• Referrals to potential partners for programs
  
  
• Advice in locating appropriate technical assistance to evaluate and increase applicants’ accessibility and arts participation

Restrictions

Kentucky Arts Council funds may not be used for the following purposes:

• 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
• Expenses incurred before the starting date of the period covered in the grant request
• Investments of any kind
• Performances not available to the general public
• Programs that have sectarian purposes
• Indirect costs
• 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: Kentucky Heritage Council 502/564-7005 or www.kyheritage.org

No Kentucky Arts Council funds may be used to match another grant from the Kentucky Arts Council. In addition, the same matching funds may not be used for more than one Kentucky Arts Council grant. In some cases, Kentucky Arts Council grants may be used to match National Endowment for the Arts or other federal grants; call staff for clarification before committing funds for such purposes. The Kentucky Arts Council also reserves the right to make special stipulations on how specific grants funds may be spent.

Application Process

Remember - In order for an application to be considered, you must SUBMIT THE APPLICATION ONLINE and MAIL IN A COPY OF THE COMPLETED APPLICATION ALONG WITH REQUIRED WORK SAMPLES AND SUPPORTING MATERIALS.

Deadlines: Application deadlines are listed on the KAC website. A copy of the completed application along with the required work samples and support materials must be received in the KAC office within seven calendar days of the deadline date. If a copy of the completed application, work samples and/or support materials fails to arrive by the specified date your application will be eliminated from consideration.

Note: Due to postal regulations, all packages over 16 ounces must be given directly to a postal clerk at a post office, and not dropped in a postal box.

Panel Meetings

Panelists meet to evaluate and score applications in each program area. They are presented with a compiled list of scores ranked from highest to lowest and panel recommendations are made.

How Decisions are Made

A qualified panel reviews the application and work samples according to the program's Performance Expectations (see the appropriate program's specific guidelines). The panel's recommendations are forwarded to the Council Board for approval.

Council Board Meetings

All KAC board meetings are open to the public. The Council Board approves panel recommendations before notifications are made. Applicants are informed of the Council Board's decision by letter immediately following the board meeting.

Grant Agreements

Applicants that receive a favorable recommendation enter into an agreement with the State of Kentucky. Agreements cannot be altered without prior approval from the Council's appropriate program manger. Grantees are required to promptly notify the Kentucky Arts Council in writing of any changes in their grant activity. If grantees do not notify the KAC about changes before they file a final report, future funding may be jeopardized. Grants are for the period 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. Funds spent before the period starts are not eligible and must not be included in the budget.

Funds granted must be expended solely for the activities described in the approved application, unless specific approval has been received in writing. Any funds granted but not spent must be returned to the Council at the conclusion of the grant period.

Grant agreements must be signed and returned and funds dispersed by the KAC by June 30. Funds are not available after this time.

Final Reports

All KAC grantees must submit a Final Report within 30 days of completion of the grant period. Requests for extensions are reviewed on a case-by-case basis and may be granted if a written request is submitted before the due date of the Final Report. The Final Report form can be accessed at the KAC web site at http://artscouncil.ky.gov/guide/apformsx.htm.

If a grantee fails to submit the required Final Report for any grant, the Kentucky Arts Council will accept no future applications until an acceptable Final Report is received.

Appeals Policy

See specific program guidelines.

Acknowledgements of Support

Legislator Appreciation

The Kentucky Arts Council receives funds from the State of Kentucky and the National Endowment for the Arts (NEA). Grant recipients are encouraged to contact their legislators to let them know the importance of these public funds.

For Individuals

Sample Letter for Legislators (MS WORD .doc)
Sample Letter for Legislators (Adobe .PDF)

For Organizations

Sample Letter for Legislators (MS WORD .doc)
Sample Letter for Legislators (Adobe .PDF)

Please personalize this letter and mail to your State Senator and Representative as soon as possible. Copies of the letters should be mailed to the Kentucky Arts Council. We need your help in keeping members of the General Assembly informed of arts funding for their districts, so that state funding for the Kentucky Arts Council will continue, and, perhaps, grow in the future

Crediting the Kentucky Arts Council and the National Endowment for the Arts

Grant recipients are, by definition, under contract to the Kentucky Arts Council and, as such, must give credit to the Council and the NEA in all published materials and announcements (print and electronic) including web sites, advertising promotions, news releases, printed programs, catalogues, flyers, posters, literature, film/video credits, public broadcasts, and other publicity. Please click the "Logo Guidelines and Credit Publicity Responsibilities" for logo use and appropriate credit line for this grant category. It is important that the public be made aware of the use of tax dollars for arts programming. We will review support materials submitted with the Final Report for compliance with this requirement. Failure to comply with this requirement could jeopardize future funding.

Work Samples/Supporting Material

Work samples are the primary way that panelists assess artistic and professional quality. Please consider your choice of work samples carefully in relation to the program Performance Expectations. Be sure to also describe important points about the quality, scope, and depth of your work in the application narrative. All work samples should support the selected discipline or medium for the program. Do not submit student work.

Care will be taken in handling samples; however, the Kentucky Arts Council does not take responsibility for loss or damage. We suggest you keep duplicates of your work in case they are needed before the review process is complete. Do not submit original works.

• CDs and DVDs: These samples will be mailed to the KAC. Please label each DVD or CD with the name of the applicant, the KASOL application number, and the title and running time of each piece. Appropriate tracks on CDs and DVDs should be clearly indicated. Label the recordings as follows: give the name of the production(s) or performance(s), date and location where performance(s) occurred, and names of key personnel. This information, as well as total running time will be included in your application via the KASOL system.
  
  
• Digital Images: These images will be uploaded and submitted via the KASOL system. For detailed instructions on preparation, formatting and submission of digital images, see Image Preparation.
  
  
• Promotional Materials: These materials will be mailed to the KAC. Please label each item with the name of the applicant and the KASOL application number. Required promotional and marketing materials are reviewed by the panelists and are considered in the selection process. Materials are also used by the KAC and others for promotional and marketing purposes, including use in websites and printed materials. Please note the following suggestions regarding promotional packets and the requirements regarding promotional photographs.
  
  

Photographs - Photographs are very important and should always be of the highest quality possible. If performers want their photographs to be used in promotion, then the photographs must be of publishable and reproducible quality. Poor photos reflect poorly on the professionalism of the artist and will reduce scores from the panelists reviewing applications. There are many opportunities for using photographs and many opportunities for color as well as black and white photographs. It is suggested that color as well as black and white photos be available for promotional use.

Press Kits - Materials in a standard press kit do not need to be expensively produced, but they should be clean copies, neatly assembled in a folder, and easy to read.

A press kit usually contains the following elements:

• A CD or DVD demo recording, if applicable.
  
  
• A DVD containing digital images of work, if applicable.
  
  
• Photograph(s) - One or more high-quality publicity photographs of the artist or group. (See more details listed below about requirements for photographs)
  
  
• A bio, consisting of a write up of who you are, where you are from, your artistic work history, or any other information that would be relevant. This can be written for individuals or for a group collectively.
  
  
• A 150-word marketing narrative (written in third person) describing you or your organization, and your specific artistic work.
  
  
• Press clippings. Use copies of feature stories, reviews, and any other material that has been reported about you or your group. You can also include quotes from venues and/or fans.
  
  
• Contact information. (Phone #, email, mailing address, fax, website address) should be listed on all your materials.
  
  
• Business card.

• Resume: Resumes should focus on the individual's career as an artist. Include three professional references with a current email address and contact information.
  
  
• Manuscripts: These materials will be submitted via the KASOL system as a PDF or Word attachment. Number pages, and double-space the documents.
  
  
• Other Supporting Material: These materials will be mailed to the KAC. Please label each submitted item with the name of the applicant and the KASOL application number. Please refer to specific program guidelines for supporting material which may be submitted. For most programs, applicants may submit three copies of other relevant supporting material, such as reviews or written recommendations.

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Related content - see also

• KAC Values
  
  
• Image Preparation
  
  
• Click here for individual KAC Program Guidelines and Applications

 

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