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LEARNING IN THE ARTS FOR CHILDREN and YOUTH |
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These application guidelines provide all of the information that you need to submit an application. We urge you to read these instructions in their entirety before you begin the application process.You may also wish to print a copy (see "Printing Tips"). Organizations are required to submit their applications electronically through Grants.gov, the federal government's online application system. Applications in paper format will not be accepted. The application deadline for the Learning in the Arts category is June 9, 2008.
The Grants.gov system must receive your application no later than 11:59 p.m., Eastern Time, on the deadline date. The Arts Endowment will not accept late applications. We encourage you to apply well in advance of the deadline. In addition, you may have a better experience if you submit your application outside of Grants.gov's hours of heaviest usage, generally 12 noon to 5:00 p.m., Eastern Time. Please be aware that the Grants.gov Customer Service hours are 7:00 a.m. to 9:00 p.m., Eastern Time, Monday to Friday. Should you encounter any difficulty submitting your application right before the deadline, the Arts Endowment will not accept your inability to contact Grants.gov after hours as a valid excuse for a late application. If you are unable to submit your application electronically, you may request a waiver from this requirement. A waiver will be granted for the following reasons only:
Your waiver request must be in writing and must be received (not postmarked) at the Arts Endowment at least three weeks before the application deadline. Click here for more information on waivers. 
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A complete application consists of:
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NOTE: All asterisked (*) items and yellow fields on this form are required and must be completed before you will be able to submit the form. Do not type in all capital letters when completing the form. Enter information directly into the form. Do not copy from an old application package or another document and paste into the form.
1. Name of Federal Agency: Pre-populated.
2. Catalog of Federal Domestic Assistance Number: Pre-populated.
3. Date Received: This will be filled automatically with the date that you submit your application; leave blank.
4. Funding Opportunity Number: Pre-populated.
5. Applicant Information:
Check the "Applicant Eligibility" section of the guidelines for eligibility information for this category.
a. Legal Name: Enter the legal name of your organization. The name provided here must be the applicant's legal name as it appears in the current IRS 501(c)(3) status letter or in the official document that identifies the organization as a unit of state or local government, or as a federally recognized tribal community or tribe. (Do not use your organization's popular name, if different.)
If you are a parent organization that is applying on behalf of an eligible component, do not list the name of the component here. You will be asked for that information later.
b. Address:
Use Street 1 for your street address or post office box number, whichever is used for your U.S. Postal Service mailing address. Street 2 is not a required field and should be used only when a Suite or Room Number or other similar information is a necessary part of your address. Do not use Street 2 to give a second address for your organization.
In the Zip/Postal Code box, organizations in the United States should enter the full 9-digit zip code that was assigned by the U.S. Postal Service. If you do not know your full zip code, you may look it up at www.usps.com/zip4/.
d. Type of Applicant: Select the item that best characterizes your organization from the menu in the first drop down box. Additional choices are optional.
e. Employer/Taxpayer Identification Number (EIN/TIN): Enter the 9-digit number that was assigned by the Internal Revenue Service; do not use a Social Security Number.
f. Organizational DUNS: All organizational applicants for federal funds must have a DUNS number, which is recognized as the universal standard for identifying organizations worldwide. The number that you enter here must agree with the number (either 9 or 13 digits) that you used with the CCR (Central Contractor Registry) as part of the Grants.gov registration. Otherwise, your application will not be validated by Grants.gov and will be rejected.
g. Congressional District: Enter the number of the Congressional District where the applicant organization is located. Use the following format: 2 character State Abbreviation-3 character District Number. For example, if your organization is located in the 5th Congressional District of California, enter "CA-005." For the 12th district of North Carolina, enter "NC-012." If you do not have a Congressional District (e.g., you are located in a U.S. territory that doesn't have districts), enter 00-000. If you need help determining your district, please visit the House of Representatives Web site at www.house.gov and use the "Find Your Representative" tool.
6. Project Information:
a. Project Title: Provide a brief descriptive title for your proposed project.
b. Project Description: In two or three sentences, briefly describe your specific project, not your organization. Use clear language that can be understood readily by readers who may not be familiar with your discipline or subject area. Indicate the target population to which this project is directed and the potential impact of this project on that population.
c. Proposed Project Start Date/End Date: Enter the beginning and ending dates for your requested period of support, i.e., the span of time necessary to plan, execute, and close out your proposed project. The Arts Endowment's support of a project may start on June 1, 2009, or any time thereafter. Generally, a period of support of up to two years is allowed.
7. Project Director:
Provide the requested information for the Project Director. Please leave the Social Security Number box blank. Select a Prefix (e.g., Ms., Mr.) even though this is not a required field.
Provide contact information, including an e-mail address, that will be valid through the announcement date for your category. To make sure this individual receives e-mail from the Arts Endowment, please have AppProcessing@arts.endow.gov added to his or her approved list of senders. Also ask your organization's e-mail administrator to ensure that messages from arts.endow.gov are accepted for delivery.
8. Primary Contact/Grant Administrator:
Provide the requested information for the individual who should be contacted on all matters involving this application and the administration of any grant that may be awarded. For colleges and universities, this person is often a Sponsored Research, Sponsored Programs, or Contracts and Grants Officer. Please leave the Social Security Number box blank. Select a Prefix even though this is not a required field.
Provide contact information, including an e-mail address, that will be valid through the announcement date for your category. To make sure this individual receives e-mail from the Arts Endowment, please have AppProcessing@arts.endow.gov added to his or her approved list of senders. Also ask your organization's e-mail administrator to ensure that messages from arts.endow.gov are accepted for delivery.
In some organizations, particularly smaller ones, this individual may be the same as the Project Director. If this is the case, you may check the "Same as Project Director" box and not repeat information that you have already provided in Item 7. (If the Primary Contact/Grant Administrator is the same as the Authorizing Official, please complete all items under both 8 and 9 even though there will be some repetition.)
9. Authorized Representative:
Enter the requested information for the AOR (Authorized Organization Representative) who will be submitting this application to Grants.gov. The AOR must have the legal authority to obligate your organization. By clicking the "I Agree" box at the top of Item 9, this individual will be certifying compliance with relevant federal requirements on your organization's behalf. (These requirements can be found in the "Assurance of Compliance" section of these guidelines.) The "Signature of Authorized Representative" and "Date Signed" boxes will be populated by Grants.gov upon submission of the application.
Provide contact information, including an e-mail address, that will be valid through the announcement date for your category. To make sure this individual receives e-mail from the Arts Endowment, please have AppProcessing@arts.endow.gov added to his or her approved list of senders. Also ask your organization's e-mail administrator to ensure that messages from arts.endow.gov are accepted for delivery. If appropriate, you may want to provide an e-mail address that can be accessed by the organization, rather than a personal e-mail address.
NOTE: All asterisked (*) items and yellow fields on this form are required and must be completed before you will be able to submit the form. Do not type in all capital letters when completing the form. Enter information directly into the form. Do not copy from an old application package or another document and paste into the form.
This form has a new OMB expiration date of 11/30/2010.
1. Applicant
Legal Name: This item has been pre-populated with information that you provided on the Application for Federal Domestic Assistance/Short Organizational Form (SF-424).
Popular Name: If you use a popular name that is different from your legal name, note that in the space below the IRS name.
For this application, the applicant is serving as: If applicable, choose one of the items below from the drop down box. Otherwise, choose "Not Applicable." Refer to the "Application Limits" for definitions.
Lead member of a consortium. Choose the "Lead Member of a Consortium" box and list your one primary consortium partner in the space provided. Do not list more than one partner here; other organizations may participate in the project without being listed. Use the official IRS name of the primary consortium partner. If your primary partner is a component of a parent organization (e.g., an art museum located on a university campus), note the official IRS name and place the component's name in parentheses, e.g., State University (ABC Museum).
Total organizational operating expenses for the most recently completed fiscal year: Unaudited figures are acceptable. If you are the lead applicant for a consortium, provide this information for your own organization. If you are a parent organization, provide this information for the component on whose behalf you are applying.
2. Application Information
Project Field/Discipline: Choose the one discipline that is most relevant to your project. This selection will aid the Arts Endowment's application review. If you have questions, contact the Learning in the Arts staff.
Choose your field/discipline carefully. In limited cases, Arts Endowment staff may transfer an application to a field/discipline other than the one that was selected by the applicant to ensure appropriate panel review.
Category: From the drop-down box, select one of these three options as appropriate to your project:
Intended Outcome: The Arts Endowment has identified two outcomes that it intends to achieve through the Learning in the Arts for Children and Youth category. Select the one outcome from the second column on the form (i.e., those beginning with a B) that is most relevant to your project. Do NOT select an outcome from the first column (i.e., those beginning with an A).
3. Project Budget Summary
NOTE: In all budget fields, round all figures to the nearest dollar.
Amount Requested: This figure must agree with "Amount requested from the Arts Endowment" in Item 1 of your Project Budget form.
Total Match for this Project: This must agree with Item 2 under Income of your Project Budget form.
Total Project Costs: This figure will autocalculate. Please double check to make certain that it agrees with Item 6 under Expenses of your Project Budget form.
In order to see definitions of individual items, place your cursor over the relevant radio button. This form is four pages long. To move back and forth among the pages use the Previous and Next buttons at the top of the screen.
This form has a new OMB expiration date of 11/30/2010.
The "Attachments Form" is not a form in the conventional sense. Rather, it is a place to attach documents that you have completed and saved elsewhere on your computer. Three of these documents are themselves fillable Arts Endowment forms. The others are narratives or lists that you develop in accordance with the instructions below and then convert to PDF (portable document format) files.
Several important points:
When submitting through Grants.gov, attach only one copy of each item.
Attachments 4, 6 and 7 are fillable forms; you will find links to them. These forms can be filled in, saved to your computer, and attached without the need for special software or conversion to PDF.
These non-form documents can be created using any word processing software. When you have completed the document, save it to your computer and convert it to PDF before attaching. If you don't already have software to convert files to PDF, there are many low-cost and free software packages that can do this. To learn more, go to PDF Conversion Programs.
Please make sure to convert your documents into PDF format in line with the guidance above. With the exception of Attachment 9, do not create PDFs of your electronic documents by scanning. In the past, some applicants have printed their electronic documents and then scanned them, saving the scan in PDF format. PDFs created this way are much larger, and of lower quality, than PDFs created by the methods we recommend. Do not embed non-printable media files (video and/or sound) in your PDF documents. Static images (e.g., pictures) are acceptable. Please do not enable any document security settings or password protect any PDF file you submit to us.
NOTE: Next year, applications with attachments that are not in PDF format may not be accepted.
For non-form documents, label pages clearly with the name of the item (e.g., Organizational Background) and your organization's legal name. Leave a margin of at least one inch at the top, bottom, and sides of all pages. Do not reduce type below 12 point font size. Do not type in all capital letters. Number pages sequentially; place numbers on the bottom right hand corner of each page.
When you open the Grants.gov Attachments Form, you will find 15 attachment buttons, labeled "Attachment 1" through "Attachment 15." By clicking on a button, you will be able to choose the PDF file from your computer that you wish to attach. Please attach the proper file to the proper button as listed below.
ATTACHMENT 1: ORGANIZATIONAL BACKGROUND STATEMENT
To this button, attach a one-page Organizational Background statement. The file name should indicate the name of your organization or a recognizable acronym followed by "OrgBackground.pdf" (e.g., "ABCDanceCoOrgBackground.pdf" or "StateUnivPerfArtsCenterOrgBackground.pdf").
This statement should cover the points below; use the following headings and letters to organize your response. If you are a parent organization that is applying on behalf of a component, this information should refer to the component on whose behalf you are applying.
Date organization was incorporated. If not applicable, omit.
Mission/purpose of your organization: Briefly summarize the mission and purpose of your organization. For organizations whose work extends beyond the cultural sphere (e.g., universities, human service agencies), summarize your mission as it pertains to your public cultural programs or services.
Organization overview: Address the following:
An overview of your organization's activities.
Some specific examples of previous activities that demonstrate your organization's ability to carry out the project for which you are requesting support.
The size and general demographics (e.g., ethnicity, income, age) of the community/region/audience that you serve. If you are a membership organization, indicate the number of individuals or organizations that you serve.
A description of any special efforts that your organization is making to reach a broad segment of the community.
ATTACHMENT 2: DETAILS OF THE PROJECT NARRATIVE
To this button, attach your Details of the Project narrative. The file name should indicate the name of your organization or a recognizable acronym followed by "DetailsofProject.pdf."
This narrative should provide details of your project as outlined below. Your narrative can be a maximum of four pages, but keep in mind that the Arts Endowment and its panelists prefer succinct descriptions. Organize your response a), b), c), etc., and use the boldfaced language below as headings for each item. For example, "a) Goals. The ABC Performing Arts Center's goals are to ..."
The information that you provide will be reviewed in accordance with the "Review Criteria" for the Learning in the Arts category. Your narrative should address each of these "Review Criteria" and include information on the following, as relevant to your project.
Your goals in undertaking the project and what you hope to achieve. Address the Arts Endowment outcome that you have identified as most relevant. Identify any additional outcomes of your own that you have established for the project.
Major project activities. Be as specific as possible about the activities that will take place during the project period. Include information on the location(s) of the proposed activity and any special resources that will be used.
Discuss how the project incorporates the following components: 1) the opportunity for students and their teachers to experience exemplary works of art, in live form wherever possible; 2) study of the art experienced including the acquisition of skills for practicing the art form where appropriate; 3) the performance/making of art within the discipline(s) studied; and 4) assessment of student learning according to national or state arts education standards. For more information on arts education standards, please see Learning in the Arts: State and National Standards for Arts Education.
Also convey:
Details about classes, workshops, or other sessions (number, frequency, length, ratio of artists/teachers to children/youth, etc.). Indicate the knowledge or skills acquisition that is anticipated for the participants.
How the participants will engage in or otherwise experience the arts and artists.
If the project is to develop, test, evaluate, or disseminate a program or practice, what phase will be implemented, and how?
Schedule of key project dates.
Key individuals, organizations, and works of art that will be involved in the project. (Bios of key project personnel are requested as a separate item.) Indicate whether the artists, other individuals, and organizations that are cited are committed to or merely proposed for the project. Where relevant, describe their involvement in the development of the project to date. Describe the process and criteria for the selection of artists, organizations, and, where relevant, artworks. Where key individuals or organizations remain to be selected, describe the procedures that you plan to follow and the qualifications that you seek. Focus on the individual(s) who will be responsible for the arts learning aspects of the project. Such individuals may be teachers, administrators, parents, and artists, as appropriate. Describe their experience as it relates to the project.
The target population (i.e., the intended audience and/or other beneficiaries to whom the project is directed). If actual figures or reasonable estimates can be secured, indicate the number of people the project will serve. Have you worked with this target population before? Has the target population been involved in the planning for and implementation of the project? In the case of children and youth, describe the age range and any special needs that exist. Describe any underserved groups or areas that will benefit.
Plans for promoting, publicizing, and/or disseminating the project, as relevant.
Plans for monitoring the project and assessing assessing the degree to which you achieve your arts learning goals. Include your plans for documentation, evaluation, and dissemination, as appropriate. Describe how you will measure your success in achieving the outcomes identified in a) above. If this is an ongoing project, state the results to date and the rationale for continuing the project. Also describe how you plan to implement, as applicable:
Be sure to indicate the costs committed to assessment on the Project Budget form. Separately identify these costs if they are part of staff salary and/or time.
Plans for making the project accessible to individuals with disabilities. This includes access accommodations for both facilities and programs, such as audio description, sign-language interpretation, closed or open captioning, large-print brochures/labeling, etc. See the Nondiscrimination Statutes in "Assurance of Compliance" for more information. (For technical assistance on how to make your project fully accessible, contact the Arts Endowment's AccessAbility Office at 202/682-5532 or 202/682-5496 Voice/T.T.Y. or the Civil Rights Office at 202/682-5454 or 202/682-5695 Voice/T.T.Y.)
Budget. If this project is being undertaken over and above your normal operations, what resources will be applied to cover these costs? What would you do if you receive less than 50 percent of your requested amount?
ATTACHMENT
3: BIOGRAPHIES
OF KEY PROJECT PERSONNEL
To this button, attach a single file that includes all of the items below that are relevant to your application. The file name should indicate the name of your organization or a recognizable acronym followed by "Bios.pdf." Label clearly each item.
For all applicants: Brief, current biographies of the key project personnel[e.g., the proposed primary artist(s), project director, teachers]. Send no more than two pages of bios; group several on each page. Do not substitute resumes for the required biographies.
For projects that involve highly technical professionals (e.g., individuals who work with new technology, art conservators): Resumes (not bios) for those individuals.
For parent organizations applying on behalf of an eligible component: A list of key staff of the component unit. Describe any overlaps in staffing with the parent organization. This documentation is required to demonstrate your eligibility.
ATTACHMENT
4 : PROJECT BUDGET FORM, PAGES 1 and 2
[DOWNLOAD FORM] [INSTRUCTIONS]
To this button, attach the Project Budget form, Pages 1 and 2. The file name should indicate the name of your organization or a recognizable acronym followed by "ProjectBudget.pdf."
ATTACHMENT
5 : OPTIONAL PROJECT BUDGET
If you wish to submit a more detailed project budget, attach it to this button. This project budget may not be submitted in lieu of the required Project Budget form in Attachment 4. The file name should indicate the name of your organization or a recognizable acronym followed by "SepBudget.pdf."
ATTACHMENT
6: FINANCIAL
INFORMATION FORM
[DOWNLOAD FORM] [INSTRUCTIONS]
To this button, attach the Financial Information form. The file name should indicate the name of your organization or a recognizable acronym followed by "FinancialInfo.pdf." You may not submit other documentation in lieu of the required form.
ATTACHMENT 7: CONSORTIUM PARTNER INFORMATION FORM
[DOWNLOAD FORM] [INSTRUCTIONS]
If you are applying for an official Consortium Application, to this button attach the Consortium Partner Information form. This form must include the name of the Authorizing Official for your consortium partner, but no signature is necessary. The file name of your attachment should indicate the name of your organization (not your partner) or a recognizable acronym followed by "ConsortiumPartner.pdf."
ATTACHMENT
8 : ORGANIZATIONAL ACTIVITIES LIST
To this button, attach a representative list of your Organizational Activities for the past three seasons. The file name should indicate the name of your organization or a recognizable acronym followed by "OrgActivities.pdf."
Submit up to three pages of a selective representative list, in chronological order, of your organization's programming or activities for the following years: June 2005-June 2006, June 2006-June 2007, and June 2007-June 2008.
This list should demonstrate eligibility (i.e., your organization's three-year history of programming) and the artistic excellence and merit of your organization. Where available, include arts or cultural programming that has a relationship to the project for which you are requesting support (e.g., examples of your previous work with children or youth). Use the bullets below as a guide to possible column headings for your list; adjust them as appropriate for your organization.
Example:
An after-school visual arts learning program might fill out its selective
representative list as follows:
Year |
Program/ |
Project Head |
Participating Artist(s) |
Dates/# |
Attendance |
Fees |
June 2005-June 2006 |
After |
Jan Smith |
Lois Jones |
Sept. 05- |
125 3rd & 4th grade students |
$$ |
June 2006-June 2007 |
The Arts at ABC Jr. High |
Bill Miller |
Susan Johnson |
Oct. 06- April 07; two days every week |
60 students |
$$ |
June 2007-June 2008 |
Teen Studio/ Austin Fine Arts |
Bob Doe |
Ray Ward |
2 hours weekly/year-round |
80 students |
$$ |
ATTACHMENT
9:
STATEMENTS OF SUPPORT
To this button, attach a single file that contains no more than five one-page statements of support for the project. The file name should indicate the name of your organization or a recognizable acronym followed by "Statements.pdf."
Statements of support are used by panelists to assess the level of commitment of project partners and the impact of project activities. Each statement should include the name, phone number, and e-mail address of the individual who provided it. Statements should be addressed to your organization, not the NEA.
We strongly encourage you to submit statements of support electronically through Grants.gov. If you submit this item as a scanned document, scan images at a resolution between 150 dpi and 300 dpi and save them as black-and-white JPEGs (note that a "medium quality" or "low quality" JPEG will reduce the file size, and is not likely to reduce readability).
However, if you cannot submit this item electronically, you may submit a hard copy with the items detailed under "Prepare and submit material to be mailed directly to the Arts Endowment."
ATTACHMENT
10: WORK SAMPLE INDEX
To this button, attach your Work Sample Index. This item documents the relevance of the work samples to the project. Group several work sample descriptions on each page and do not exceed a total of three pages. Provide this as a text document; do not insert images. The file name should indicate the name of your organization or a recognizable acronym followed by "WorkSampleIndex.pdf."
For each work sample that you are including with your application (see "Prepare and submit material to be mailed directly to the Arts Endowment"), provide the information below as relevant to your particular project:
A letter designation. Start with "A." List your samples in the order in which you want them reviewed (e.g., A, B, C). Make sure that the letter on the Work Sample Index corresponds to the letter on the sample work itself. Each different tape, CD, etc., should be considered one work sample. For digital images on a CD, each set (not each image) should be considered one sample.
Format (e.g., VHS, DVD-R, DVD-ROM, CD, audio cassette, printed material, Web site).
If the work sample is a set of images on CD, provide details for each image on your Work Sample Index. (Follow the instructions under "Mailed Materials/Work Sample Formats/Digital Images on CD" below.)
For other types of work samples, provide the following for each selection on that sample. If a work sample includes more than one selection, list your selections in the priority order in which you would like them reviewed.
Example of one page:
Work Sample A |
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Format: |
CD |
Description of the work or activity: |
Final student musical performances |
Date: |
June 2006 |
Relationship: |
Similar to culminating student performance described in project narrative |
Instructions for reviewing the selection: Play the first two minutes of track #5 |
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Work Sample B |
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Format: |
Web site |
Description of the work or activity: |
Example of assessment tool |
Date: |
March 2007 |
Relationship: |
Tool will be updated and used for new project |
Instructions for reviewing the selection: Go to www.artsafterschool.org/assess.html. Click on tabs at top to switch between components. |
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ATTACHMENT
11:
AUTHORITY TO OPERATE AS THE LOCAL EDUCATION AGENCY
If you are a single school that is applying as the local education agency (school district), to this button attach documentation that assigns your organization the authority to operate as the local education agency. The file name should indicate the name of your organization or a recognizable acronym followed by "SchoolDistrict.pdf."
NOTE: The Arts Endowment does not make awards directly to individual elementary or secondary schools -- charter, private, or public. Local education agencies (school districts) are eligible. If a single school also is the local education agency, as is the case with some charter schools, the school may apply with documentation that supports its status as the local education agency.
Leave all remaining Attachment buttons blank.
If you try to view an attachment by clicking the "View Attachment" button on the Attachments Form but are unsuccessful, check the bottom of the screen for the message: "Pop-ups were blocked on this page." If you see this message, press "Ctrl" and "View Attachment" to see the attachment.
REMINDER: Be sure to submit all attachments as PDF files. If you work in Word initially, convert each item to PDF before submission.
Once you have completed all of the forms in your Grants.gov application package, you are ready to submit the electronic portion of your application. Make certain that:
You submit the most up-to-date version of your application package. (As long as you always open and work on your application from the same location and save your changes each time you close your application, this should be easy.)
All items required to be attached to the Attachments Form are in fact attached (Step 4 above). Again, be sure that you have attached your final version of each item (not some earlier draft) and that all of your non-form documents (e.g., narratives, lists) are in PDF format.
Follow the detailed instructions under “Submit your electronic application” above.
After you submit your application to Grants.gov, you will receive two notifications: 1) Confirmation of receipt, and 2) Notification that your application has been validated. Notification of validation may take as long as 24-48 hours, a good reason to submit your application several days in advance of the deadline. If Grants.gov fails to validate your application (e.g., because of a discrepancy in your organization's DUNS number between registration and application), you can correct the problem and resubmit if the deadline has not yet passed. If the deadline has passed, you will not have this opportunity.
In addition to the material that you submit through Grants.gov, you must mail the following items to the Arts Endowment. Work samples are a required part of all applications and are considered carefully during application review.
A copy of the Submission Confirmation or validation e-mail from Grants.gov that includes your Grants.gov Tracking Number. (Upon submission of your electronic application material to Grants.gov, this confirmation will display on your screen.) Be sure that this is the first item in your mailed material.
Two copies of work samples that can demonstrate artistic excellence and merit, and enhance the panel's understanding of your application and your organization's ability to carry out the project.
Samples should show activities from the past three years, provide evidence of arts learning, and be as relevant to the project as possible. Prepare a concise presentation that communicates the exemplary quality of your proposal. Keep in mind that panelists generally spend no more than three to five minutes on the work sample(s) for each application in a panel meeting.
Work samples are required for all Learning in the Arts applications.
All Learning in the Arts applicants: As relevant to the project, submit samples of:
Children/youth work. Wherever possible, work samples should show student work and convey the actions or reactions of the children and youth to the arts learning engagement. It is important to demonstrate the process of learning as well as the finished product. On your Work Sample Index, identify the age or grade of the children and youth; whether they are beginning, intermediate, or advanced students, or a combination thereof; and the context for the work including the chronological point in the project that is represented (e.g., start-of-year class, mid-session workshop, year-end program).
Artist/teacher work. Wherever possible, work samples should demonstrate the experience and skills of the proposed artists/teachers who will be working with the children and youth in the proposed project. Submit work samples that demonstrate the quality of the instruction.
Curriculum units or lesson plans. Include an explanation of their relevance to the project and to the other work samples submitted.
Assessment/evaluation documentation. Include any assessment tools you may use in the project, e.g., rubrics, surveys, evaluation forms, student journal samples, final evaluation reports, or other relevant documentation.
Other work that is relevant to the project.
For an existing project, submit work samples that show the same project in the past. If the project is new, work samples should demonstrate past experience with related activities. If work samples are not available, submit a brief explanation.
Work Sample Formats
Use the format(s) below that are best suited to your project. Do not send original material. Submit two copies of each sample.
Video and Multimedia presentations on DVD or CD
DVD is the preferred format. Video and multimedia presentations are limited
to three minutes in length and must be in one of the following formats:
QuickTime (.mov), Real Player (.rm), Windows Media Player (.wmv), or
.mpeg. CDs must be in MS Windows readable format. Format each selection
as a different chapter. Provide a title menu for ease in navigation during
application review.
Audio Cassette
Cue to the selection(s) that you want reviewed, in priority order.
Audio samples on CD
Place each selection on a separate track. Indicate the track number(s)
that you want reviewed, in priority order. At this time, digital music
files (e.g., .mp3, .wav, or .aac) are not accepted. However, applicants
should begin to prepare for when the Arts Endowment may accept such samples
electronically.
VHS tape cassette
Cue to the selection(s) that you want reviewed, in priority order.
Digital images on CD
CD (in MS Windows readable format) may contain up to 12 electronic images
in JPEG. Do not submit TIFFs, PDFs, Word or Access files, or any other
non-JPEG formats. Image format should be consistent; suggested resolution
is 800 pixels x 600 pixels. Each image file should not exceed 2 MB.
Number each image and provide the following details for each image on your Work Sample Index:
PowerPoint or PDF on CD
Up to 12 images may be presented in a PowerPoint or PDF file on a CD in
MS Windows readable format. Limit text to titles, captions, and brief
descriptions.
Web Sites
List the URLs for the pages to be shown. Include any necessary information
on required plug-ins or the navigation path. Indicate what should be
viewed on each page and explain its relevance to the project. Links must
be active through March 2009.
When preparing your work samples, keep these things in mind:
Preview your samples before submitting them to ensure that there are no technical problems that might interfere with the panel's review of your work.
Clearly label each sample (and where relevant its container) with the name of your organization and the corresponding letter from your Work Sample Index. Please be aware that the entire sample (not just the selected segment) is considered a part of the application package and may be reviewed. The Arts Endowment may copy or digitally convert work samples to facilitate panel review. By submitting a work sample, you are giving the Arts Endowment permission for reproduction and dissemination for this purpose.
If you are submitting a DVD or CD, use a jewel case or appropriate envelope. Indicate the appropriate chapters or tracks on that case or envelope and the disc, as well as on your Work Sample Index.
Work samples generally are not returned to the applicant, though the Arts Endowment will try to accommodate applicants that specifically request that we do so. Please do not submit a return envelope with your work samples. The Arts Endowment cannot be responsible for any loss or damage.
Label your package as noted below. All mailed material must be postmarked (or show other proof of mailing) no later than June 10, 2008. Send your package to:
LEARNING IN THE ARTS
_______________________ (Discipline/Field of your project that you selected
on your application form)
Room 703
National Endowment for the Arts
1100 Pennsylvania Avenue, NW
Washington, DC 20506-0001
Be sure to include a complete return address on your package that includes your organization's legal name. If the delivery service that you use requires a telephone number for the recipient on the label, use 202/682-5760.
The National Endowment for the Arts continues to experience lengthy delays in the delivery of First-Class mail. In addition, some or all of the First-Class and Priority mail we receive may be put through an irradiation process. Support material (e.g., CDs, videos) put through this process has been severely damaged. Until normal mail service resumes, please consider using a commercial delivery service, particularly if you are sending time-sensitive material.
If new information that significantly affects your application (including changes in artists or confirmed funding commitments) becomes available after your application is submitted, please send that information immediately to the specialist for the field/discipline of your project. Include your organization's name and application number on any such submission. No changes in or revisions to your application can be made through Grants.gov.
National Endowment for the Arts · an independent federal
agency
1100 Pennsylvania Avenue NW
Washington, DC 20506
Register with Grants.gov
