TRANSLATION PROJECTS: How to Prepare and Submit an Application

Application Deadline: December 5, 2018

Submit your application no later than November 21, 2018 to give yourself ample time to resolve any problems that you might encounter. You take a significant risk by waiting until the day of the deadline to submit.

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 should keep these instructions open in a window in your computer as they contain helpful links to information that you will need as you complete your application.

Verify that you have a version of Adobe Reader that is supported by Grants.gov installed on your computer before you download your new application package from Grants.gov.

The Grants.gov Contact Center is available 24 hours a day, 7 days a week. (Phone: 1-800-518-4726.)

The Grants.gov system must receive your validated and accepted application no later than 11:59 p.m., Eastern Time, on December 5, 2018. The NEA will not accept late applications.

Electronic application through Grants.gov is MANDATORY.

If you are unable to submit your application electronically, you may request a waiver. A waiver will be granted for the following reasons only:

  • Internet access is not available within a 30-mile radius of your address.
  • Disability prevents you from submitting your application electronically.

Your waiver request must be in writing and must be received (not postmarked) at the National Endowment for the Arts at least three weeks before the application deadline. Click here for more information on waivers.

To Apply

Step 1. Register with Grants.gov

Before submitting an application to the NEA, you must register or renew your registration with Grants.gov. It is your responsibility to create and maintain this registration. Registration is a one-time process, which can take a day or more to complete. DO NOT WAIT UNTIL THE DAY OF THE APPLICATION DEADLINE TO REGISTER to allow time to resolve any issues that may arise. Failure to comply with this requirement may result in your inability to submit your application.

To register, click: Register and click the red button that says “Get Registered Now” at the bottom of the screen. Next, fill out the contact information, choose a Username and Password, and then click “Continue” at the bottom of the screen. Grants.gov will email you a temporary code to verify your email address. Enter this code where instructed on the Registration page and then select “Add Individual Applicant Profile” to apply for funding opportunities on your own behalf.

If you have problems with registration contact Grants.gov at 1-800-518-4726, e-mail support@grants.gov, or consult the information posted on the Grants.gov website at Support. The Grants.gov Contact Center is available 24 hours a day, 7 days a week.

Maintain documentation (with dates) of your efforts to register before the deadline.

You do not need to complete the registration process to download the application package (Step 2) and begin to prepare your material (Step 3). However, you will need your Grants.gov Username and Password that you obtain during the registration process to submit your application (Step 4).

Step 2: Download the Application Package

  1. First, verify your software. You must have a version of Adobe Reader that is supported by Grants.gov installed on your computer before you download your application package from Grants.gov. Non-compatible versions of Adobe Reader or other Adobe products will lead to errors and prevent you from submitting your application. If more than one computer will be involved in the preparation of the application package, ensure that the same version of Adobe Reader is used.

    Please go to "Adobe Software Compatibility" to see the compatible versions of Adobe Reader or to download and install Adobe Reader. Please see important information about versions of Adobe Reader DC here.

  2. Access the application package on Grants.gov by clicking on the link below.

    DOWNLOAD

    Funding Opportunity Number: 2019NEA03LFTP

    When you download the application package, the Grants.gov “View Grant Opportunity” screen will open. Choose “Apply” and follow the screens from there. You will be prompted to apply using a Grants.gov Workspace. If you want to learn more about using Grants.gov’s Workspace, see here.

    You must be logged on to Grants.gov in order to create a Workspace. Look for the “Application Filing Name” field above the “Create Workspace” button.  Enter your name here and then click the “Create Workspace” button.

  3. After downloading the application package, you can access each Mandatory form by clicking on it OR you can scroll down your screen and you will come to each form in succession. The forms are The forms are:

  4. Complete the application based on the Application Instructions (Step 3).

Step 3: Follow the Application Instructions

A complete application consists of:

Applications that are determined to be incomplete will be rejected without panel review.

1. Fill out the Application for Federal Assistance SF 424 - Individual

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:

a. Name and Contact Information:
Applicants using pen names must list their legal name here. All transactions with the National Endowment for the Arts must be made using the legal name. Be sure to enter your e-mail address (you will be notified about the status of your application via e-mail). Contact information must be valid through November 2019. You must notify us of any changes.

Due to restrictions from the Department of Homeland Security we are not able to send emails to alias addresses that forward to another email account. Please do not enter this type of email address.

b. Address:
Enter information for your permanent address. Information must be valid through November 2019. (If you live outside the U.S., please submit your international 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 part of your address. Do not use Street 2 to provide a second address.

In the Zip/Postal Code box, enter the full 9-digit zip code (00000-0000) that was assigned by the U.S. Postal Service. If you do not know your full zip code, you may look it up at http://www.usps.com/zip4/.

c. Citizenship Status:
If you are a permanent resident of the United States, provide your Alien Registration Number.

d. Congressional District of Applicant: Enter the Congressional District that corresponds to your permanent address. Use the following format: 2 character State Abbreviation-3 character District Number. For example, if you live in the 5th Congressional District of California, enter "CA-005." If your state has a single At-Large Representative or your territory has a single Delegate, enter your 2 character state/territory abbreviation and "-000." If you need help determining your district, please visit the House of Representatives website at http://www.house.gov/ and use the "Find Your Representative" tool.

6. Project Information:

a. Project Title: Indicate the title, author, and language of the work that you propose to translate.

b. Project Description: In two or three sentences, briefly describe your specific project. Include the genre, author, language, country of origin, whether retranslation (if applicable), and the approximate number of total pages to be translated. Indicate the number of years you have applied with this specific project.

c. Proposed Project Start Date/End Date: Enter your preferred beginning and ending dates. The beginning date must fall between November 1, 2019, and November 1, 2020, and the period of performance may extend up to two years. Your period of performance must begin on the first day of the month and end on the last day of the month.

7. Signature Block:

By clicking the "I Agree" box, you are certifying that your application is true and correct to the best of your knowledge and that you are in compliance with relevant federal requirements that can be found in the Assurance of Compliance section of these guidelines. The "Signature" and "Date Signed" boxes will be populated by Grants.gov upon submission of the application.

2: Complete and Attach Required Items to the Attachments Form

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.

  1. Attachments 1, 2, and 4 are non-form documents (e.g., application narrative, summary of publications/productions) that you will develop in accordance with the instructions provided. These items must be submitted as PDF files.

    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.

    Attachment 3 also is a non-form document unless you are submitting the NEA Acknowledgement of Translation form (see “Attachment 3” below for more information).

    With the exception of items 7 or 8 of Attachment 1 and Attachment 3, 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.

    If you submit items 7 or 8 of Attachment 1 and Attachment 3 as scanned documents, please observe the following guidelines:

    • Scan images at a resolution of 300 dpi. Resolutions over 300 dpi will result in unnecessarily large files.

    • Save the images as black-and-white JPEGs. Please be sure you are not saving them in color, as this significantly increases the file size.

    • Experiment with the JPEG quality settings. Saving the document as a "medium quality" or "low quality" JPEG will reduce the file size, and is not likely to reduce readability.

    • When you have scanned the images, combine them into a single PDF file. Submit a single file; do not submit a separate file for each scanned page.

    • When you have created the document you are going to submit, print out a few pages to make sure it is easily readable.

    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.

    No attachment should be more than 2 MB.

  2. For non-form documents, label each page clearly with the name of the item (e.g., Justification for New Translation) and your 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. Excess pages will be removed and not be reviewed.

  3. Name your files as indicated below and attach them in the proper order. Limit file names to 50 or fewer characters and use only the following characters when naming your attachments: A-Z, a-z, 0-9, underscore (_), hyphen (-), space, and period. If you do not follow this rule, your application may be rejected. Please note that you cannot change the name of a file on the Attachments Form. Therefore make certain that each file is named correctly before you attach it.

When you open the Grants.gov Attachments Form, you will find 15 attachment buttons. 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.

The Attachments

ATTACHMENT 1: APPLICATION NARRATIVE

To this button attach a single file that includes the items below. The file name should be your last name followed by “Narrative.” Label each item “1., 2., 3., etc.” Do not submit more than the maximum page limit allowed per item. Make sure your document is easily readable; unreadable documents will not be reviewed.

  1. Your full or partial CV or resume (limit: three pages, single-spaced) and/or a narrative account of your education and experience (limit: one page, single-spaced). A narrative account may describe time that you spent in the country of origin and any previous cooperation (or commitment for future cooperation) with the author(s) of the original work. Indicate whether you have received any previous fellowships (poetry, prose, or translation) from the National Endowment for the Arts. For collaborations, include a CV or resume (limit: three pages) or narrative account of the credentials of your collaborator(s) (limit: one page, single-spaced).

  2. If your project is a collaboration, a statement of agreement that specifies the role of the collaborator(s) and the recognition that he/she/they will receive for the project (limit: one page, single-spaced). Type “N/A” if this does not apply to your project.

    Please read FAQ #1 for additional information on applying with a project in collaboration.

  3. Full or partial resume and/or biographical information for the author(s) of the work that you wish to translate (limit: one page, single-spaced).

  4. A description of the work that you wish to translate (limit: three pages, single-spaced). Describe the work's scope, importance, and place in the author’s oeuvre. Explain why you selected this author and this work, as well as your translation philosophy as it applies to the project. If you are proposing an anthology of an author’s selected poems or stories, or a multi-genre reader from an author’s work, etc., provide the editorial rationale for why certain works are included and others are excluded. List any existing English translations of the author’s work and indicate whether the author has been translated into any languages other than English. Whenever possible, cite reviews of the original work.

  5. If the proposed project is a retranslation, a statement justifying the need for a new translation including specific examples from the proposed project (limit: one page, single-spaced). Type “N/A” if this does not apply to your project.

  6. If your translation sample is an excerpt from a novel, play, or other long work, a précis that places the manuscript sample in context (limit: one page, single-spaced). Type “N/A” if this does not apply to your project.

  7. A sample of your translation (limit: 10 to 15 pages, single-spaced for drama or poetry, double-spaced for prose).

    When preparing your manuscript sample:

    • Draw from the same body of work that you propose to translate during the grant period.
    • Do not crowd pages.

    For collaborative projects, your manuscript sample must be prepared by the collaborative team. All other application material must be the independent work of the applicant.

  8. A sample of the original work that your sample translation renders. Label the sample with the English translation of the foreign language title and author. Do not submit the entire original work -- only submit those pages that your translation sample renders. (Pages should correspond to the 10 to 15-page translation sample.)

  9. If your project is for a retranslation, one sample of an existing published translation of the approximate sample submitted. Label the sample with the English translation of the foreign language title and author. Do not submit the entire existing translation -- only submit those pages that correspond with your translation sample. (Pages should correspond to the 10 to15-page translation sample.) Type “N/A” if this does not apply to your project.

ATTACHMENT 2: SUMMARY OF APPLICANT PUBLICATIONS/PRODUCTIONS (three-page, single-spaced maximum)

To this button, attach a Summary of Applicant Publications/Productions to establish your eligibility. The file name should be your last name followed by "SummaryPubsProds."

List the specific published translations into English that establish your eligibility (see Eligibility for details). For each publication note:

  • Title, author.
  • Language, genre.
  • Publisher (including name of magazine or press with physical address, web address, and phone number).
  • Publication date (month and year, or volume/issue).
  • ISBN or ISSN number, if a print publication.
  • Number of pages that you translated.
  • Page numbers (if a journal or anthology). If online, list the exact URL of the translation.

If your eligibility is based on the presentation or production of your translation of at least one full-length play, note the title, author, producing company, location, and dates of each performance.

Your Summary of Applicant Publications/Productions should be formatted exactly like the example below:

Title/Author:  A Walk in the City/John Doe

Language/Genre:  Spanish/poem

Publisher: University Press, 1234 Main St., Springfield, IL, www.up.edu, 123-456-7891
Publication Date/ Volume-Issue:  12/2011/ Vol. 5 Issue 2

ISBN or ISSN: 0000000000

# of pages: 7

Page # or URL: 131-137

Title/Author:  “Hidden Moon”/ Flores Paz

Language/Genre:  Spanish/short story

Publisher:  Violet Journal, 44 Spring St., Mesa, AZ, www.violetjournal.org, 333-456-7891
Publication Date/ Volume-Issue: 10/2011/ Vol. 32 Issue 4 (Fall)

ISBN or ISSN: n/a

# of pages: 5

Page # or URL:  www.violetjournal.org/32-4/paz

Upon request, you must provide proof of eligibility to the National Endowment for the Arts in the form of one or more of the following ways:

  1. The title page or cover with your name and the title of the work.

  2. The copyright page with the publisher's information; publication date (month and year); ISBN or ISSN number, if a print publication; or URL, if publication is online only.

  3. If you are using the production of a play to establish your eligibility, proof that your translation of the play was presented or produced by a professional theater company [e.g., playbill with date(s), promotional material].

ATTACHMENT 3: INFORMATION ON RIGHT TO TRANSLATE

To this button, attach information on the right to translate the work specified in your application. The file name should be your last name followed by "Rights."

This must be either:

  • Written permission (in the form of an official email or letter) from the copyright holder, or a legal designee (such as an agent or publisher), that grants you the right to translate the work specified in your application. The written permission must explicitly identify the copyright holder, date of consent, and the specific work.
  • Written proof that the copyright holder is not willing to provide the right to translate the work specified in the application but does not object to the translation AND a copy of the NEA “Acknowledgement of Translation” form signed by the copyright holder or their authorized representative. The form must be filled out in its entirety and may not be annotated or modified.

Or

  • A statement that you have verified that the material to be translated is in the public domain.

You must have secured any rights necessary by the time of application. If written permission from the copyright holder is in a foreign language, you must provide an English translation. The NEA may contact you for further documentation of rights clearance at any time.

Please see FAQ #4 for additional information on copyright requirements.

ATTACHMENT 4 (OPTIONAL): LETTER OF RECOMMENDATION FROM A PROFESSOR (one-page maximum, single-spaced)

Graduate students may attach to this button a letter of recommendation from a current or former professor. The file name should be your last name followed by "Letter."

If you are not a graduate student, do not attach a letter of recommendation. If you do, it will be removed by staff and not sent to the panel.

NOTE: When you check the Certification box on the SF 424-Individual form, you are certifying that all parts of your application, including your summary of the publications/productions that establish your eligibility, are true and correct to the best of your knowledge.

Leave all remaining Attachment buttons blank.

Step 4: Submit Your Electronic Application

Electronically submit the Application for Federal Assistance SF 424 – Individual and required attachments through Grants.gov.

  1. Check the size of your electronic application. The total size should not exceed 10 MB.

  2. To begin the submission process, log on to Grants.gov and go to the Forms tab on the Manage My Workspace page. Click the “Sign and Submit” button under the Forms tab. You will be prompted to enter your Grants.gov Password and to click the “Sign and Submit” button again.

    Be certain that you are satisfied with your application before you click this button. No revisions to your application are possible through Grants.gov once it is submitted.

  3. Once you complete and submit your application, you will see a confirmation screen explaining that your submission is being processed. Retain the Grants.gov Tracking Number that you receive in the application submission confirmation screen.

  4. Verify that your application was validated and accepted by the Grants.gov system. Go to Track My Application to confirm the validation and track the progress of your application submission through Grants.gov. Do not wait until the day of the deadline to verify your submission in case you encounter any difficulties.

    Note: Acceptance and validation by Grants.gov does not imply that the applicant has uploaded the proper attachments. Before submitting your application, please double check that you have attached everything correctly.

For additional help on how to use Grants.gov, please see the Grants.gov website at Support. You also can send e-mail to the Grants.gov Contact Center at support@grants.gov or call them at 1-800-518-4726, 24 hours a day, and 7 days a week.