All Kentucky Arts Council grants and programs for FY2011 (for activities occurring between July 1, 2010 thru June 30, 2011) are currently under review. Guidelines and Instructions posted are for reference only and are subject to change. New "Applications" and "Guidelines and Instructions" will be posted once the review process has been completed.
PLEASE NOTE: Applications for this program are made through Kentucky Arts Services OnLine (KASOL). If your organization has not used KASOL, you will set up a new profile. Once established, your profile remains on the system year after year for future applications. You must have your IRS determination letter in order to complete your profile. If you do not have this document available on your computer, follow these steps:
After creating a profile in KASOL, you will be taken to a “Complete Profile” page. Upload your IRS determination letter at the bottom of this page. You must upload this document before clicking the "Update Profile Information" button. If the IRS letter is not uploaded, you will not be able to proceed to the application and may lose the data already entered on the “Complete Profile” page.
The Kentucky Arts Council (KAC) strongly encourages you to read and understand the Folk Arts Project guidelines and each step of the application process before accessing the application at www.culturegrants-ky.org.
The purpose of the Folk Arts Project grant program is to help local communities and organizations identify, document, conserve and present folk and traditional culture.
Your application will be reviewed using the following performance expectations:
1. Artistic Excellence/Cultural Significance (25%)
2. Interpretation and Presentation (25%)
3. Planning and Implementation (25%)
4. Gathering and Responding to Evidence (15%)
5. Cultural Diversity and Accessibility (10%)
The Kentucky Arts Council defines folk arts as artistic expression that is shared informally within folk groups. Folk groups include family, regional, ethnic, occupational and recreational groups. The Folk Arts Project Grant Program supports organizations in their efforts to identify, document, conserve and present folk and traditional culture. This is a flexible category of funding designed to respond to Kentucky's changing needs and provide opportunities to enhance arts programs of Kentucky nonprofit organizations. Grants can support a wide range of project activities including, but not limited to: surveys, festivals, concerts, tours, conferences, exhibits, school and community residencies, training programs, workshops, narrative stages, radio programs and audio or video recordings. The Kentucky Arts Council requires applicants to involve a folklorist, Community Scholar or other relevant professionals in project planning and implementation.
The mission of the Kentucky Arts Council is to create opportunities for the people of Kentucky to value, participate in and benefit from the arts. Working in partnership with organizations and individuals to deliver arts programs and services throughout the state, we ask that applicants and partners keep the following guiding values in mind when working with the Kentucky Arts Council:
The Kentucky Arts Council believes that the time and work of artists have real value, for which artists should be fairly compensated. In dealing with artists' creative services and works, consideration must be given to:
The Kentucky Arts Council believes that arts programs and services should be accessible to all people of the commonwealth. The Council recognizes that communities are not limited to geographic boundaries, and may be defined by common factors such as occupation, recreation, religion, ethnicity, belief, etc. that are shared by a group of people. The members of these groups share a common culture and a sense of aesthetics. These unique and diverse art forms bring people together and can promote positive intercultural relations among the state's various communities, including:
The Kentucky Arts Council believes that the arts and cultural resources of Kentucky are key to understanding our heritage, and that honoring the past will help build our future. Recognizing that knowledge of our history will help build our future; we support identifying, documenting, conserving and protecting the cultural resources of the state including:
The Kentucky Arts Council believes in the importance of individuals and organizations advocating for the arts as basic to life. These are some of the ways in which you can help the Arts Council achieve public policy favorable to the arts in Kentucky:
The KAC staff will offer the following support to ensure that the program standards and goals are met:
Kentucky nonprofit organizations with I.R.S. tax-exempt status may apply. Government agencies, colleges and universities are eligible if they regularly serve a community audience.
Folk Arts Project Grants fund up to half of the total project cost and require a one-to-one match. The maximum request for a Folk Art Project Grant is $3,500. The required income match amount may consist of cash or a combination of cash and in-kind contributions. However, at least 50% of non-Arts Council grant income must be cash (for example, with a $3,000 grant request a cash match of at least $1,500 is required).
In-kind amounts may consist of applicant staff salaries, donated goods, or volunteer services provided by other persons or organizations. In-kind amounts must be shown on the Project Budget as both Income and Expenses.
Folk Arts Project Grant funding may not be used for the following purposes:
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 http://heritage.ky.gov
To access and complete the Folk Art Project grant program application, please go to www.culturegrants-ky.gov.
Please respond to the Introduction and each of the Performance Expectations below using up to 15,000 characters. Include headers before each section. For example, type "1. Artistic Excellence/Cultural Significance," then your response to that section. Be sure to include complete information on each bulleted item when writing your narrative.
The purpose of this section is to give the panel an overview of your organization and your project.
1. Artistic Excellence/Cultural Significance (25%)
2. Interpretation and Presentation (25%)
3. Planning and Implementation (25%)
4. Gathering and Responding to Evidence (15%)
To assess the impact of the Folk Arts Project grant upon all participants, you will gather evidence throughout the planning, implementation, and follow-up of the project to determine progress and ways to improve project work as it happens. Effective assessment will include a combination of quantitative (measured by quantity or amount) and qualitative (measured by quality or kind) measures which may include, though not be limited to, surveys, community feedback, anecdotal observation, staff and board assessment, etc. Documentation may include printed materials, photographs, working documents, notes, media coverage, etc.
5. Cultural Diversity and Accessibility (10%)
| Application deadline | February 1, 2009 |
| Deadline for submission of paper copy of the application and attachments | Within 7 calendar days of February 1, 2009 |
| Review of applications by panel | May, 2009 |
| KAC board reviews panel recommendations | June, 2009 |
| Applicant notification | As soon as possible after board approval of panel recommendations |
| Use of grant funds may begin | July 1, 2009 |
| Use of grant funds must conclude | June 30, 2010 |
| Final Report due | 30 days after completion of project |
Completed application forms must be submitted via Kentucky Arts Services OnLine (KASOL) by the deadline. Upon online submission, applicants will receive a confirmation email with your application PDF attached. If you do not receive a confirmation, contact the KAC immediately. Print and sign the PDF and mail or deliver it to the KAC along with the required work samples in accordance with the guidelines. The PDF and materials must be received in the KAC office within seven calendar days of the deadline date. KAC offices will be open until 4:30 p.m., Monday-Friday (EST). If the application deadline date falls on a Saturday, Sunday, or a state/federal holiday, the deadline date will be the next day which is not a Saturday, Sunday, or a state/federal holiday. If the KAC does not receive these items by close of business on the seventh day, your application will be considered ineligible.
Following the deadline, each application will be reviewed by the program director who may contact the applicant if necessary. Applicants will be notified by e-mail/letter of their status in the application/panel process.
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.
You may submit supporting materials such as sample brochures, programs, flyers, reviews, feature articles, or any other relevant information that will help give panelists an understanding of your program, your community and your request. Please be sure that your organization’s name is clearly marked on each item.
If the folk artists involved in your project are not listed in the Kentucky Performing Arts Directory, you must attach work samples and artist bios with your application. (The Performing Arts Directory is available online at http://www.artistdirectory.ky.gov/performingarts.) Work samples in this category may include CD's, DVD's or digital images. The panel will rely primarily on work samples to judge the quality of the folk artist's work, so choose carefully. Applicants are encouraged to call Mark Brown at 502-564-1792, ext. 4491, or email Mark.Brown@ky.gov, for help in preparing work samples.
Letters of support, reviews, and other photocopied materials must be on standard-size (8 ½" x 11"), single-sided, white paper only. Applicants should carefully select and prioritize supporting materials. Excessive materials will not be forwarded for panel review.
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.
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:
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.
A panel of arts professionals and other individuals with relevant experience will review all applications according to the performance expectations. Please be aware that panelists include people from inside and outside Kentucky, who may be unfamiliar with the state's organizations, artists and communities.
The Kentucky Arts Council conducts an open panel review process for this program. This means that applicants and other interested citizens may, and are encouraged to, attend the panel meeting, listen to panelists' deliberations, and briefly respond to direct questions from the panel. The Kentucky Arts Council will send notification of panel date and location to applicants after the application deadline.
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.
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 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 Kentucky Arts Council board will review all appeals. Should the committee recommend a change in applicants' 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.
The Kentucky Arts Council welcomes all questions regarding this program. For more information on this program, please contact either:
| Bob Gates Kentucky Folklife Program Director Tel: 502-564-1792, ext. 4481 Fax: 502-564-2839 E-mail: Bob.Gates@ky.gov |
Mark Brown Kentucky Folklife Program Tel: 502-564-1792, ext. 4491 Fax: 502-564-2839 E-mail: Mark.Brown@ky.gov |
Kentucky Arts Council
21st Floor, Capital Plaza
Tower
500 Mero Street
Frankfort, KY 40601-1987
Phone: 502-564-3757
Toll-free: 888-833-2787
FAX: 502-564-2839
Send comments or
questions to: kyarts@ky.gov
Copyright & COPY; 2007 Commonwealth of Kentucky.
All rights reserved
URL:
http://artscouncil.ky.gov
Revised: June 17, 2009