Purpose

• To support teachers in bringing professional teaching artists into Kentucky classrooms for one- to 10-day (four- to 40-class sessions) teaching 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 Standards for Visual and Performing Arts or Kentucky Academic Standards for Reading and Writing (literary arts).
• To provide teachers with tools that will enable them to incorporate the arts into their classrooms after the residency is completed.

Residencies may be focused on a specific artistic discipline or explore cross-curricular pairings such as dance integrated into a math lesson/curriculum, new media integrated into a science lesson/curriculum, etc.

One- to Ten-Day Residency Criteria

Teaching artists are paid $320 per day and each day consists of four class sessions totaling no more than four hours in length. Assemblies may be substituted for up to three class sessions per day, but each day must include at least one in-class session for a core group of students.

Core group

A core group is a class of students that meets with the teaching artist for five class sessions and receives a deeper learning experience as the teaching artist and teacher scaffold instruction for this group throughout the residency. If a teaching artist visits a school multiple days, the artist must meet with a minimum of one and a maximum of four core group(s) each day. Core group sessions can include assemblies as well as classroom instruction. In a 10-day residency, you might have up to eight core groups, each meeting with the artist five times.

Non-core group

Non-core groups allow for flexibility in scheduling and can increase the number of classes participating in the artist residency. Non-core groups may spend one to three class sessions with the artist as well as attending assemblies presented by the artist.

Professional development (PD)

PD may be provided at a maximum of three hours per every 20 hours (five days) of the residency in lieu of an equivalent amount of class time. This time can include planning between the artist and the teacher as job-embedded professional training.

Any teacher at a Kentucky public or private school that supports preschool through grade 12.

Any representative of a nonprofit organization with full-time staff providing pre K-12 instruction to minors, such as juvenile detention centers or residential group homes. If you are unsure of your eligibility, contact the program director.

$80 for every class session of a one- to 10-day teaching artist residency (maximum four sessions per day).

The grant amount ONLY covers the artist’s fee. The artist’s fee is $80 per session ($320 per day) of the residency. The applicant’s school or organization is responsible for costs associated with any supplies or materials required to implement the residency, per diem, as well as any culminating events, such as performances or exhibitions that take place after school. These expenses should not be included in the application but should be discussed with the artist before applying.

Grant funds will only be released to the artist after the final report is completed by the applicant (see instructions below). This should be done as soon as possible after the residency concludes so the artist’s payment can be processed. The report must be submitted within 15 days after the conclusion of the residency.

• All artists must be selected from the Kentucky Arts Council’s Teaching Artists Directory.
• No more than two Teaching Art Together applications will be accepted from one school or organization per fiscal year.
• No more than forty days of residencies may be awarded to one teaching artist per fiscal year.
• Classes may not be combined to exceed more than 29 elementary students and 31 high school students with the artist during any one class session.
• Teachers may not leave artists alone with students for any reason.
• Residency hours may not be used for before or after-school programming (except for PD – up to three hours per every 20 hours of the residency). If a school would like to include a culminating assembly after school or other evening program, the school must negotiate the rate of pay with the artist outside of this grant. However, a culminating assembly scheduled during school hours may be included in the residency.

Applications will be reviewed using scoring criteria that correspond to the following performance expectations. Refer to the Panelist Assessment Sheet for more details. Applications should address each of these criteria and show that the proposed artist residency will meet them. A good exercise is to turn the criteria into a question, e.g., “how will students be engaged in the creative process?” The criteria are divided into three categories and assigned values of 10 points each, totaling 100 points.

1. Planning and Implementation (50 points)
   • Preparation for the residency
   • Student engagement in the creative process
   • Teacher engagement during the residency
   • Parent and community engagement
   • Residency ties to the Kentucky Academic Standards for the Visual and Performing Arts or to the Kentucky Academic Standards for Reading and Writing (Literary Arts)
2. Measuring Impact (30 points)
   • Clear and measurable student learning outcomes
     • Ie: What do you want students to be able to do after the residency?
   • Assessment of student learning outcomes
   • Strategies for continued learning after the residency
3. Accessibility and Cultural Equity (20 points)
   • Culturally equitable residency programming (what’s this?). A culturally equitable residency provides students with opportunities to have an arts experience that might otherwise be inaccessible to them due to socioeconomic challenges, geography, etc., and fosters an equitable learning environment where all students and adults feel respected, valued, and affirmed in their interests, skills, social identities, cultural values, and backgrounds.
   • Instructional strategies and resources to engage students with disabilities

1. 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.
2. Select and contact an artist: All artists must be selected from the arts council’s Teaching Artists Directory.
3. Develop a residency plan: Teachers and artists work in partnership to develop and finalize the residency plan, including the class schedule. Enter the final schedule into the scheduling chart accessible within the application.
4. Complete the application: Applications for this program are made through the GO Smart online grant system. Before beginning the application, carefully read all instructions included in this document. Detailed application instructions are provided below. The application must be submitted online by 5 p.m. Eastern on the deadline date. Following the deadline, each application will be reviewed by the program director, who may contact the applicant if clarification is needed.

Accessing and Completing the Application

Creating a GO Smart Profile

Before beginning the application, you will need to create a profile, including a username and password at kyarts.gosmart.org. For this program you will need to create an “organization” profile. Do not select “individual” profile. 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.
• The Kentucky Arts Council does not maintain username and password information. If you forget or lose your username or password, open the application, click “Login” and use the prompt to reset your login information.

Applicant Information

• Enter the full legal name of the school or organization.
• Please contact your financial officer for the 501(c)(3) date of incorporation. The financial officer can also provide you with the FEIN, DUNS, UEI numbers, which you will need to complete the application.
• Select the applicant discipline that most accurately describes the proposed artist residency.
• Select the racial and distinct group categories that represent the people who will benefit from this artist residency.
• 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 redirected to the arts council’s grant management system. To begin your application, select “Current Programs & Applications.”

For every day of a residency, there must be four class sessions of contact time with the artist. The schedule may include core and non-core groups as well as professional development for teachers (for 20+ sessions and not to exceed three hours total).

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 application as the panelists will view it.

Demographics

• For type of activity, choose “school residency.”
• Select the applicant/project discipline as the artist’s discipline, if several artists are going to participate in the residency (exclusive to 20+ residency sessions) choose “multidisciplinary.”
• For % of arts education choose 01, “50% or more of funded activities are arts education.”

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 (e.g., for a four-hour day residency the amount would be $320. For a 20-hour residency the amount would be $1,600).

Introduction

Use these responses to explain the context of your school or organization and how the proposed residency will fulfill some need. Many panelists are recruited from out of state, so do not assume that all will be familiar with local issues and culture.

Performance Expectations

This section will determine your application’s score, so explain how the proposed residency meets each of the performance expectations in as much detail as possible.

Signature Page

This is an electronic form through a service called DocuSign. Please request that your district technology department safelist this domain so that these important emails arrive in your inbox and not in your spam folder. 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, Contact Person, and Artist. 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.”

Panel Meeting

A panel of educators, arts professionals and other individuals with relevant experience will review and score all applications according to the program performance expectations. Applicants may 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 Agreement

If your application is approved, the arts council will send a notification of approval via the email provided in the application. A Grant Agreement Form (GAF) for the total amount funded will be sent directly to the teaching artist named in the application. The GAF must be signed by the teaching artist and the teacher must submit the final report within 15 days after the residency concludes.

Once the arts council receives the signed GAF from the artist and the completed final report from the applicant, a Kentucky State Treasury check payable to the teaching artist will be mailed directly to the teaching artist.

Grant agreements cannot be altered without prior approval from the program director. If residency dates must be rescheduled or canceled for any reason, notify the program director immediately. Failure to do so may jeopardize future funding. 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.

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.

Legislative Letters

Applicants approved for Teaching Art Together Grant(s) are required to send a letter to each of their state legislators and forward copies to the arts council.

Final Reports

The applicant must submit a final report within 15 days of completion of the residency. The artist’s payment will not be processed until this final report is received. 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.

The artist must complete their regular annual report as a member of the Teaching Artists Directory.

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

• Assistance in developing a residency plan.
• Consultation regarding applicant eligibility.
• Technical assistance with submitting the application or final report.
• Assistance locating or implementing accessibility resources.