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How to Prepare and Submit an Application
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. If you wish to print a copy, see "Printing Tips." You also may want
to 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.
In addition to these instructions, you should periodically check the Grants.gov blog or
the Grants.gov homepage for tips, updates, and alerts.
IMPORTANT NOTICE:
Electronic application through Grants.gov is MANDATORY.
1) The Grants.gov system must receive your validated and accepted
application no later than 11:59 p.m., Eastern Time, on October 1, 2013.
Renew/verify your registration with Grants.gov at least two weeks before the
deadline.
2) 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.
3) Submit your application no later than 10 days prior to the deadline 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.
•
•
•
The Grants.gov Contact Center is available 24 hours a day, 7 days a
week. (Phone: 1-800-518-4726.)
Submit your application outside of Grants.gov’s hours of heaviest
usage, generally 12 noon to 5:00 p.m., Eastern Time.
The Arts Endowment will not accept late applications.
On- and Off-Year SAA and RAO Applicants
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The Arts Endowment uses staggered, multi-year review for Partnership awards. The
organizations listed below (on-year applicants) are required to submit full-scale
applications including a plan and application narrative:
SAAs
American Samoa
Arizona
California
Colorado
Connecticut
Florida
Hawaii
Maine
Maryland
Massachusetts
Montana
New Hampshire
New Mexico
North Carolina
North Dakota
South Carolina
Tennessee
Virgin Islands
Virginia
RAOs
National
Services
Arts Midwest
This category will
undergo a full
review for NEA's FY
2015 funding
All other SAAs and RAOs have simplified requirements.
Nonprofit Organizations applying for state/regional strengthening of the folk &
traditional arts will follow the Grants.gov instructions below and submit material as
detailed later in these instructions.
Using Grants.gov
Renew/Verify Your Registration [Back to Top]
NOTE: Applicants are required to change their Grants.gov passwords every 60
days. See www.grants.gov for more details on requirements for Usernames and
Passwords.
Renew your registration with the System for Award Management (SAM). Also verify
your registration with Grants.gov and make sure it is current before you apply.
If you have problems with registration:
•
SAM Federal Service Desk: Call 1-866-606-8220, send a message through the
website at www.sam.gov, or see the information posted on the SAM website at SAM
User Help.
•
Grants.gov Contact Center: Call 1-800-518-4726, e-mail [email protected], or
consult the information posted on the Grants.gov website at Help. The Grants.gov
Contact Center is available 24 hours a day, 7 days a week.
Download the Application Package [Back to Top]
1. Verify your software
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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 "Download Software" to see the compatible versions of Adobe Reader
or to download and install Adobe Reader.
2. Access the application package on Grants.gov by clicking on the link below:
DOWNLOAD
[Funding Opportunity Number 2014NEA04PA]
This will bring you to the "Selected Grant Applications for Download" screen.
Download the application package and follow the instructions below. It is not
necessary to download the instructions from Grants.gov as you will merely be
directed back to the instructions in this document.
3. When you download the application package, the Grants.gov "Grant Application
Package" screen will open. Click on the "Save" button and save the application
package to a location on your computer or network where you can find it
readily. Save your application each time you work on it. You will get the message:
"The File already exists. Replace existing file?" Click "Yes" to ensure that you always
save the most recent version.
4. 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:
•
Application for Federal Domestic Assistance (SF-424 Mandatory): This form
asks for basic information about your organization and application. Complete
this form first. Data entered here will populate fields of other forms where
possible. See instructions for completing this form below.
•
Project/Performance Site Location: This form collects information about the
primary site location where the project will be performed. See instructions for
completing this form below.
•
Disclosure of Lobbying Activities (SF-LLL): See instructions for completing this
form below.
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Attachments Form: This is not a form in the conventional sense, but rather a
place to attach additional items (e.g., your application narrative and strategic
plan) that must be included for your Grants.gov application package to be
considered complete. See instructions for completing this form below.
Submit Your Electronic Application [Back to Top]
1. Check the size of your electronic application. The total size should not exceed 10
MB.
2. To begin the submission process, click the Save & Submit button. [This button will
not become active (and turn from light to dark gray) until you have saved your
application with all required fields completed. Clicking this button will prompt you to
save your application package one last time. When asked if you want to replace the
existing file, click “Yes.” You will then be reconnected to Grants.gov and the
Internet.] You will be prompted to provide your Grants.gov Username and
Password that you obtained during registration.
3. Click the "Login" button. This will bring you to the "Application Submission
Verification and Signature" screen, which provides a summary of the Funding
Opportunity for which you are applying. If everything looks accurate, click the "Sign
and Submit Application" button to complete the process. 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.
If you have difficulty submitting, go to Adobe Reader Error Messages or Applicant
Resources for several tools and documents to help you.
4. Ensure that your application was validated and accepted by the Grants.gov system.
Go to Track My Application to track the validation and progress of your application
submission through Grants.gov. After the Arts Endowment retrieves your application
from Grants.gov, log in to the Grants.gov system by using your Username and
Password to receive your Agency Tracking Number (this will be the Arts
Endowment-assigned application number).
REMINDER: After submission of your application to Grants.gov, optional work samples
for applicants requesting support to strengthen state/regional support of the folk &
traditional arts may be mailed directly to Folk & Traditional Arts Office (detailed in "Step
6: Prepare and submit material to be mailed directly to the Arts Endowment" below).
Additional Help
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For additional help on how to use Grants.gov, please see the Grants.gov website at
Help. You also can send e-mail to the Grants.gov Contact Center at
[email protected] or call them at 1-800-518-4726, 24 hours a day, 7 days a week.
For specific help on how to complete your application, please review the instructions in
these guidelines or contact the State & Regional staff: Andi Mathis at [email protected]
or 202/682-5430.
Application Instructions
For a complete application, follow Steps 1-6 below.
A complete application for SAAS, RAOs, and National Services
applicants consists of the following. (Off-year applicants do not
have to submit items that are asterisked.)
•
•
•
•
•
Application for Federal Domestic Assistance (SF-424
Mandatory)
Project/Performance Site Location Form
Disclosure of Lobbying Activities (SF-LLL)
Attachments Form to which you have attached:
o Staffing List
o Board Membership List
o Revenue Sources Information Form (for RAOs only)
o Application Narrative
o Strategic Plan *
o Changes in Conflict of Interest/Appeals
o Strengthening of State/Regional Support for Folk &
Traditional Arts Project Narrative (only for those
requesting such support)
o Strengthening of State/Regional Support for Folk &
Traditional Arts Budget (only for those requesting such
support)
o Poetry Out Loud Plan (SAAs only)
Optional Material to be mailed directly to the Arts
Endowment/Folk & Traditional Arts Office:
o Submission Confirmation from Grants.gov or other
identifier
o Work samples
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A complete application for nonprofit organizations applying for
state/regional strengthening of the folk & traditional arts consists of the
following:
•
Application for Federal Domestic Assistance (SF-424
Mandatory)
• Project/Performance Site Location Form
• Disclosure of Lobbying Activities (SF-LLL)
• Attachments Form to which you have attached:
--Project Narrative
--Project Budget Form, Pages 1 and 2
--SAA/RAO Statements
--Board Membership List
• Optional Material to be mailed directly to the Arts
Endowment/Folk & Traditional Arts Office:
--Submission Confirmation from Grants.gov or other identifier
--Work samples
NOTE FOR THE GRANTS.GOV FORMS THAT FOLLOW: All asterisked (*) items and
yellow fields on the Grants.gov forms are required and must be completed before you
will be able to submit. Do not type in all capital letters when completing the forms. Enter
information directly into the forms. Do not copy from an old application package or
another document and paste into the forms.
Step 1: Fill out the Application for Federal Domestic Assistance/SF-424
Mandatory [Back to Top]
1. Items 1a-d default to certain selections; do not change them.
2. Date Received: This will be filled automatically with the date that you submit your
application; leave blank.
3. Applicant Identifier: This is for your own use or you can leave blank.
4., 5., and 6.: Leave blank.
7. Applicant Information:
a. Legal Name: 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
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identifies the organization as a unit of state or local government. (Do not use your
organization's popular name, if different.)
b. 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.
c. 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 SAM (System for Award
Management) as part of your Grants.gov registration. Otherwise, your application
will not be validated by Grants.gov and will be rejected.
d. 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 9digit 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/.
e. Organizational Unit: Leave blank.
f. Name and contact information of person to be contacted on matters involving this
application: 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.
8a. Type of Applicant: Select the item that best characterizes your organization from
the menu in the first drop down box. An additional description is optional.
9. Name of Federal Agency: This has been pre-populated.
10. Catalog of Federal Domestic Assistance Number: This has been pre-populated.
11. Areas Affected by Funding: Leave blank.
12. Congressional District Information:
a. Applicant: 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
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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 www.house.gov and use the "Find Your
Representative" tool.
b. Project: Leave blank.
13. Funding Period: 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
Partnership Agreement. The start date should be the first day of the month, and the end
date should be the last day of the month. The Arts Endowment's period of support may
start on or after July 1, 2014. Generally, a period of support of up to one year is allowed.
14. Estimated Funding:
a. Federal: Enter "0."
b. Match: Leave blank.
15. State Executive Order 12372 Process: Applicants should contact the State Single
Point of Contact for Executive Order 12372 to determine whether this application is
subject to their state’s intergovernmental review process. The U.S. Office of
Management and Budget (OMB) maintains a list of official State Single Points of
Contact designated by the States to review and coordinate proposed federal financial
assistance and direct federal development. See www.whitehouse.gov/omb/grants_spoc.
(Nonprofit organizations applying for state/regional strengthening of the folk & traditional
arts should check box c: "Program is not covered by E.O. 12372.")
16. Is the Applicant Delinquent on Any Federal Debt?: Examples of relevant debt
include delinquent payroll or other taxes, audit disallowances, and benefit
overpayments. If your response is "yes," click on the "Yes" box and include an
explanation with your application.
17. 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 17, 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.
Stop after item 17. Do not add attachments.
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Step 2: Fill out the Project/Performance Site Location Form
This form collects information about the primary site location where the project will be
performed.
SAAs should complete the top section, “Project/Performance Site Primary Location,”
only. Enter your agency’s address. For the “Project/Performance Site Congressional
District,” SAAs should enter their state’s 2 character State Abbreviation followed by “all”; for example: “CA-all." This will indicate that the project impacts all districts in a
state.
RAOs should enter information related to their organization address. For Congressional
District information, use a 2 character State Abbreviation-3 character District Number;
for example, “CA-005” for the 5th Congressional District of California. Identifying any
additional sites is optional.
Nonprofit organizations applying for state/regional strengthening of the folk & traditional
arts should follow the instructions above for either SAAs or RAOs as appropriate to the
scope of their project.
Step 3: Fill out the Disclosure of Lobbying Activities (SF-LLL)
[Back to Top]
Items 1-3 default to certain selections; do not change them.
4. Name and Address of Reporting Entity: Provide the requested information for the
reporting entity. Include Congressional District, if known. (Nonprofit organizations
applying for state/regional strengthening of the folk & traditional arts should enter their
own name and address.)
5. If Reporting Entity in No. 4 is Subawardee: Leave blank.
6. Federal Department/Agency: Enter "National Endowment for the Arts."
7. Federal Program: This has been pre-populated.
8. Federal Action Number, if known: Leave blank.
9. Award Amount, if known: Leave blank.
10. a. Name and Address of Lobbying Registrant: Provide the requested information for
the registrant under the Lobbying Disclosure Act of 1995 engaged by the reporting
entity identified in item 4 to influence the covered federal action. If not applicable, enter
"N/A" in the fields for First Name and Last Name. (This item is not applicable for
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nonprofit organizations applying for state/regional strengthening of the folk & traditional
arts.)
b. Individual Performing Services: Enter the name of the individual performing services,
and include an address if different from 10 (a). If not applicable, enter "N/A" in the fields
for First Name and Last Name. (This item is not applicable for nonprofit organizations
applying for state/regional strengthening of the folk & traditional arts.)
11. Authorized Representative: Provide the requested information for the AOR
(Authorized Organization Representative) who will be submitting the Partnership
Agreements application to Grants.gov. The "Signature" and "Date" boxes will be
populated by Grants.gov upon submission of the application.
Step 4 for SAAs, RAOs, and National Services Applicants: Complete and Attach
Required Items to the Attachments Form [Back to Top]
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 3 (Revenue Sources Information for RAOs only) and 8 (Project Budget
Form for SAAs/RAOs applying for folk & traditional arts strengthening) are fillable
forms; you will find a link to each. These forms can be filled in, saved to your
computer, and attached without the need for special software or conversion to PDF.
Please be sure you are using Adobe Reader (version 9 or higher) when filling out
our PDF forms.
Note to Mac users: Your computer may be set to open PDF files using Preview
(you can tell which program is being used to view a PDF file by looking at the leftmost item in the menu bar). Please verify that you are using Adobe Reader and not
Preview. If you don’t have Adobe Reader installed, you can download it here:
http://get.adobe.com/reader/.
2. All other attachments are documents (e.g., narratives, lists) that you will develop in
accordance with the instructions provided. These items must be submitted as
PDF (portable document format) 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. 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.
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Please make sure to convert your documents into PDF format in line with the
guidance above. 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.
No attachment should be more than 2 MB.
3. For non-form documents, label pages clearly with the name of the item (e.g., Staffing
List) 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. Excess pages will be removed and will not
be reviewed.
4. Name your files as indicated below and attach them in the proper order. Limit
file names to 50 characters and use only the following characters when naming your
attachments: A-Z, a-z, 0-9, underscore (_), hyphen (-), space, and period. 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. Your agency
name (or acronym) must be included in each file name (e.g.
"ABCArtsCouncilStaff.pdf").
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: STAFFING LIST
For both on- and off-year SAAs and RAOs: To this button, attach a one-page Staffing
List. The file name should indicate the name of your organization or a recognizable
acronym followed by "Staff.pdf" (e.g., "ABCArtsCouncilStaff.pdf").
Label the page clearly with your organization's legal name and "Staffing List." Set your
page up with two columns with these headings: 1) Name, and 2) Position Title/Area of
Responsibility.
Provide the requested information on all professional staff. Include both salaried and
contractual personnel (including Arts Education and Folk & Traditional Arts staff, and
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Poetry Out Loud Coordinators), with the exception of artists who spend more than 50%
of their working time away from your offices.
•
Place "(504)" in parentheses by the name of the staff member who serves as
your agency's 504 coordinator.
•
Indicate by asterisk (*) personnel who are one or more of the following: American
Indian or Alaska Native, Asian, Native Hawaiian or Other Pacific Islander, Black
or African American, or Hispanic or Latino.
Example:
Name
Jane Doe *
John Smith (504)
Position Title/Area of Responsibility
Executive Director
Director for Education
ATTACHMENT 2: BOARD MEMBERSHIP LIST
For both on- and off-year SAAs and RAOs: To this button, attach a one-page Board
Membership List. The file name should indicate the name of your organization or a
recognizable acronym followed by "Board.pdf."
Label the page clearly with your organization's legal name and "Board Membership
List." Set your page up with four columns with these headings: 1) Name, 2) Occupation,
3) City, and 4) Arts Interest/Affiliation.
Provide the requested information on all board members.
•
Indicate by asterisk (*) members who are one or more of the following: American
Indian or Alaska Native, Asian, Native Hawaiian or Other Pacific Islander, Black
or African American, or Hispanic or Latino.
•
Indicate by a cross (+) members who also are office holders.
Example:
Name
Occupation
City
Mary Smith +
Lawyer
Springfield
Bill Doe *
Business Owner
Sunnyvale
ATTACHMENT 3: REVENUE SOURCES INFORMATION FORM
[DOWNLOAD FORM]
Arts Interest/
Affiliation
Board, ABC Dance
Company
Visual Arts Patron
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For both on- and off-year RAOs: To this button, attach the Revenue Sources
Information form. The file name should indicate the name of your organization or a
recognizable acronym followed by "Revenue.pdf."
ATTACHMENT 4: APPLICATION NARRATIVE
To this button, attach an Application Narrative. The file name should indicate the
name of your organization or a recognizable acronym followed by "Narrative.pdf."
Label each page clearly with your organization's legal name and "Application Narrative."
Do not include information on Poetry Out Loud as part of your Application Narrative.
This information is requested separately as Attachment 9. If you are requesting support
to strengthen state or regional support of the folk & traditional arts, details on that
activity are requested in Attachment 7 and should not be repeated here.
•
For off-year applicants, submit a narrative update of up to one page that
describes your organization’s activities for the last year and outlines any changes
in your organization, plans, or process.
•
For on-year SAAs and RAOs, submit a narrative not to exceed 10 numbered
pages including the budget chart. Follow the narrative instructions for either state
arts agencies or regional arts organizations.
Provide electronic links to support material in your narrative. (We no longer
accept hard copies of support material.)
ATTACHMENT 5: STRATEGIC PLAN
For on-year SAAs and RAOs: To this button, attach a single file that includes the two
items below. The file name should indicate the name of your organization or a
recognizable acronym followed by "Plan.pdf." Label each page clearly with your
organization's legal name and "Strategic Plan."
1) A one-page Executive Summary of your organization’s most current Strategic
Plan. This summary should highlight the major goals, focus, and direction for
your agency as outlined in the plan.
Indicate the time period covered by your current plan (e.g., 2011–2015) and
where your organization is in its planning cycle. Examples may include: at the
beginning of a new plan, mid-way through the existing plan, closing out an
existing plan and preparing for a new plan, or extending the existing plan for one
or more years.
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2) The Strategic Plan document (not to exceed 25 numbered pages). The plan
should convey your agency’s mission, vision, goals, objectives, major strategies,
and evaluation plans. More detailed work plans or program implementation plans
are not required. If your agency has just completed a new plan, and your
accomplishments relate to an earlier plan, attach the new plan here. You will
have an opportunity to link to the former plan in your narrative.
If your complete plan exceeds 25 pages, attach here the 25 pages that you want
the panel to review. Include within your narrative a link to your full plan if it
exceeds 25 pages. If you have an agency work plan or program implementation
plan developed to complement your Strategic Plan, please provide a link,
ATTACHMENT 6: CHANGES IN CONFLICT OF INTEREST/APPEALS
For both on- and off-year SAAs and RAOs: If applicable, to this button attach your
Changes in Conflict of Interest/Appeals document. Submit this item only if there has
been a change in your conflict of interest policies or appeals process since you last
applied for a Partnership Agreement. The file name should indicate the name of your
organization or a recognizable acronym followed by "Changes.pdf." Label each page
clearly with your organization's legal name and "Changes in Conflict of
Interest/Appeals."
ATTACHMENT 7: FOLK & TRADITIONAL ARTS INFORMATION
For both on- and off-year SAAs and RAOs: If you are applying for support to
strengthen state or regional support of the folk & traditional arts, to this button attach
information as detailed below. The file name should indicate the name of your
organization or a recognizable acronym followed by "Folk.pdf." Label each page clearly
with your organization's legal name and "Folk & Traditional Arts Information." Your
narrative can be a maximum of four pages, but keep in mind that reviewers prefer
succinct descriptions. Provide the following information:
•
•
•
•
•
At the beginning of your narrative, a brief one-paragraph summary of your
proposed project including the amount you are requesting.
The details of your proposed activities to strengthen the folk & traditional arts.
Note whether your proposal is for a one-time project or part of a recurring
program. If part of a recurring program, describe your experience with the
program thus far. Explain how your project will benefit all participating partners.
How the project relates to your organization's overall state or regional plan,
including how the project helps to fulfill the plan’s goals and objectives.
Efforts that your agency is making to engage in multi-year planning for future folk
& traditional arts strengthening activities.
The qualifications of the key personnel.
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•
Your plans for documenting and evaluating the program. Note how the measures
will provide evidence of results addressing state or regional priorities and the
NEA outcome of Engagement.
•
For professional folk arts positions, how the position will be supported
independently of the NEA within three years. If you are requesting second or
third year support for a position, provide a status report on the activities that have
been funded thus far and your plans for continuing the position beyond the period
of the Arts Endowment’s support.
•
On the last page, provide a description of any work sample(s) that you are
submitting. In addition to the material that you submit electronically through
Grants.gov, you have the option of providing, directly to the Arts Endowment,
one set of no more than:
--Two media work samples and/or
--One publication work sample.
Details on mailing this material to the NEA are in Step 6 below. Include the
following information on each sample: Format (e.g. CD, DVD); name of featured
artist(s); title or one-line description of work or activity; and cue information. Label
each work sample clearly with your organization’s legal name and “Folk &
Traditional Arts Work Sample.”
ATTACHMENT 8: FOLK & TRADITIONAL ARTS BUDGET INFORMATION
For both on- and off-year SAAs and RAOs: If you are applying for support to
strengthen state or regional support of the folk & traditional arts, 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 "Folk Budget.pdf."
CLICK TO DOWNLOAD [FORM] [INSTRUCTIONS]
Your budget should include the following as appropriate to your proposed activities to
strengthen the folk & traditional arts: Income such as state arts agency funds, support
from foundations or other partners (please identify), and in-kind support (please identify
the source); and Expenses such as salaries, artists’ fees, travel,
administrative/space/equipment costs, documentation, design fees, etc.
ATTACHMENT 9: POETRY OUT LOUD PLAN
For both on- and off-year SAAs involved with Poetry Out Loud: To this button, attach
your Poetry Out Loud Plan. The file name should indicate the name of your
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organization or a recognizable acronym followed by "PoetryOutLoud.pdf." Label each
page clearly with your organization's legal name and "Poetry Out Loud Plan.”
Submit no more than two pages. Describe the activities proposed for 2013-2014
including the anticipated geographic reach and timetable. List the name, position/title,
telephone and fax numbers, and e-mail address of your Poetry Out Loud coordinator. If
program coordination is contracted out, list both the contractor's information and the
name of the main SAA supervisor/contact. For more information about running a
statewide Poetry Out Loud program, please see “Poetry Out Loud State Partnership
Agreement Information.”
*
*
*
*
*
Step 4 for Nonprofit Organizations Applying for State/Regional Strengthening of
the Folk & Traditional Arts: Complete and Attach Required Items to the
Attachments Form [Back to Top]
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 file that you wish to attach.
Attachment 2 (Project Budget Form) is a fillable form; you will find a link to it. The other
attachments should be created, saved to your computer, and converted to PDF before
attaching. Follow all instructions on formatting and PDF Conversion that appear
above (under Step 4 for SAAS, RAOs, and National Services). Please attach the
proper file to the proper button as listed below.
ATTACHMENT 1: 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." Label each page clearly with your organization's legal name and
"Project Narrative." Your narrative can be a maximum of four pages, but keep in mind
that reviewers prefer succinct descriptions. Provide the following information:
•
•
•
At the beginning of your narrative, a brief one-paragraph summary of your
proposed project including the amount you are requesting.
The details of your proposed activities to strengthen your state or region's
support of the folk & traditional arts. Note whether your proposal is for a one-time
project or part of a recurring program. If part of a recurring program, describe
your experience with the program thus far. Explain how your project will benefit
all participating partners.
How the project relates to your state or region's overall plan, programming, and
strategies for strengthening support of the folk & traditional arts.
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•
•
•
•
•
•
17
Efforts that your organization and collaborating SAA(s)/RAO are making to
engage in multi-year planning for future folk & traditional arts strengthening
activities.
The qualifications of the key personnel.
Your plans for documenting and evaluating the program. Note how the measures
will provide evidence of results addressing state or regional priorities and the
NEA outcome of Engagement.
Some specific examples of previous activities that: 1) demonstrate your
organization's ability to carry out the proposed project, and 2) document your
organization's three-year history of programming prior to the application deadline.
For professional folk arts positions, how the position will be supported
independently of the NEA within three years. If you are requesting second or
third year support for a position, provide a status report on the activities that have
been funded thus far and your plans for continuing the position beyond the period
of the Arts Endowment’s support.
On the last page, provide a description of any work sample(s) that you are
submitting. In addition to the material that you submit electronically through
Grants.gov, you have the option of providing, directly to the Arts Endowment,
one set of no more than:
--Two media work samples and/or
--One publication work sample.
Details on mailing this material to the NEA are in Step 6 below. Include the
following information on each sample: Format (e.g. CD, DVD); name of featured
artist(s); title or one-line description of work or activity; and cue information. Label
each work sample clearly with your organization’s legal name and “Folk &
Traditional Arts Work Sample.”
ATTACHMENT 2: PROJECT BUDGET FORM, PAGES 1 and 2
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."
CLICK TO DOWNLOAD [FORM] [INSTRUCTIONS]
Your budget should include the following as appropriate to your proposed activities to
strengthen the folk & traditional arts: Income such as state arts agency funds, support
from foundations or other partners (please identify), and in-kind support (please identify
the source); and Expenses such as salaries, artists’ fees, travel,
administrative/space/equipment costs, documentation, design fees, etc.
ATTACHMENT 3: SAA/RAO STATEMENTS:
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To this button, attach a statement(s) from the relevant state arts agency(ies) or regional
arts organization that reflects their support for and involvement in the project as the
state or region's only application for this type of project. Statements should discuss how
the project will relate to the state or region's overall plan for support of the arts. Each
statement should include the name, phone number, and email address of the individual
who provided it.
ATTACHMENT 4: BOARD MEMBERSHIP LIST
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 "Board.pdf." Label clearly each item.
•
For all applicants: A list of current board members including professional affiliations.
•
For parent organizations applying on behalf of an eligible component: A list of
board/advisory group members for the component as well as the parent
organization. Note how long each board/advisory group has been in existence.
You do not have to fill the remaining Attachment buttons.
Step 5: Submit Items in Steps 1-4 above electronically through Grants.gov [Back to
Top]
Follow the detailed instructions under “Submit your electronic application” above.
Step 6: Prepare and submit material to be mailed directly to the Arts Endowment
[Back to Top]
We will no longer accept support material in hard copy, with one exception for Folk &
Traditional Arts material. Provide selective links to support material in your narrative.
Folk & Traditional Arts Material (OPTIONAL)
In addition to the material that you submit through Grants.gov, both on- and off-year
SAAs and RAOs, and nonprofit organizations, applying for state/regional
strengthening of the folk & traditional arts have the option of submitting to the Arts
Endowment's Folk & Traditional Arts Office one set of no more than:
•
Two media work samples and/or
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•
•
19
One publication work sample and/or
Supplementary material (12 page maximum).
Work sample(s) – if provided – should demonstrate artistic quality and/or technical
ability, as appropriate to your project. Label each item with your organization's name.
Media work samples may include submissions on DVD, CDs, and websites.
Publications may include printed books, journals, or catalogs. Please see guidance on
work sample formats.
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.
Supplementary material – if provided – should total no more than 12 pages and may
include letters of support, maps, brochures, etc. Label each item with your
organization's name.
All items submitted (including CDs, DVDs, support material, etc.) should be placed in
a single envelope or folder labeled with the applicant’s name and “Folk & Traditional
Arts material.” SAAs and RAOs should mail this envelope or folder separately from
their Partnership application and directly to the Folk & Traditional Arts Office at
the address below.
Include an identifier so that we can match your mailed Folk & Traditional Arts material
with your electronic application. This may be a copy of the Submission Confirmation or
validation e-mail from Grants.gov that includes your Grants.gov Tracking Number
(preferred) or a sheet with your organization’s legal (not popular) name as it appears in
your electronic application. Be sure that this is the first item in your mailed material.
The National Endowment for the Arts continues to experience delays and damage to
support material (e.g., CDs) in the delivery of First-Class and Priority mail through the
United States Postal Service (USPS). We recommend that you use a commercial
delivery service.
Label your package as noted below. All mailed “Folk & Traditional Arts material”
must be postmarked (or show other proof of mailing) no later than October 2,
2013. Late submissions will not be accepted. Send your “Folk & Traditional Arts
material” package to:
Folk & Traditional Arts
Room 720
National Endowment for the Arts
1100 Pennsylvania Avenue, NW
Washington, DC 20506-0001
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Provide a complete return address, including your organization’s legal (not popular)
name, on your package. If the delivery service that you use requires a telephone
number for the recipient on the label, use 202/682-5702.
Application Form Part II
Following review of applications, each SAA and RAO will be informed of the dollar
amount that is recommended for its Partnership Grant. With these dollar
recommendations, agencies will receive the Application Form Part II and instructions for
providing budget information for their Partnership Agreement.
Nonprofit organizations applying for state/regional strengthening of the folk & traditional
arts will be informed of the need for a revised budget, as necessary.
Narrative for State Arts Agencies
Panelists will apply the Review Criteria for State Arts Agencies when examining your
Application Narrative, as well as your Plan.
Provide an Application Narrative that:
•
•
•
•
Is a maximum of 10 pages, including the budget chart.
Follows the bold faced headings and letters/numbers below. This will assure that
your Narrative directly addresses the criteria that the panelists will use when
reviewing your application.
Follows all formatting instructions, including the requirements for a font size of at
least 12 points and margins of at least 1 inch.
Includes electronic links to support/supplementary material that is referenced in your
Narrative. We no longer accept support material via attachments or in hard copy
(with one exception for optional Folk & Traditional Arts material). Panelists
recommend that URL links be used in moderation. Links that direct the reader to
supplemental materials rather than to additional narrative content are most
appropriate.
At the start of your narrative provide a link to the enabling legislation, executive order, or
comparable documentation that shows that your agency is officially designated the
State Arts Agency responsible for:
1) Developing a statewide arts plan and establishing arts and cultural policy with
statewide impact; and
2) Coordinating and administering all financial support received from the NEA and
the State in conjunction with the SAA Partnership Agreement.
A. Overview
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Describe major developments or conditions in your state – e.g., economic, cultural,
demographic, educational, geographical, political – that have an impact on your
agency's planning and operations. Identify those constituencies your agency defines as
"underserved."
B. Quality of the planning process
1. Describe your agency’s most recent planning process. Describe the structure and
design of the process; efforts undertaken to invite and include the perspectives of all
constituents in the process (including artists, arts organizations, educators, state
agencies, community groups, businesses, and the regional arts organization serving
your state); the degree to which members/representatives of underserved
communities were involved in designing, developing, and participating in the
planning process; and efforts undertaken to engage constituents through a variety of
means such as public meetings, surveys, interviews, and the use of media as
relevant to the constituent body. Were your efforts to engage constituents in the
process successful? How do you measure success?
2. Summarize the recommendations and priorities for your state plan that resulted
from the public meetings* and other forums.
3. Describe your agency’s response to these recommendations*, and the way in
which the response was communicated to the public-- including but not limited to
references in the state plan.
*Information required by Section 5(g) of the Arts Endowment’s legislation.
C. Quality of the plan
Panelists will review the agency’s plan to evaluate the vision, mission, clarity of the plan,
appropriateness of the goals and strategies, adaptability of the agency, and centrality of
the arts to the agency’s work. Do not address this information in your narrative.
D. Quality of accomplishments and implementation in relation to the plan
Address the following:
1. Describe your agency’s most significant programs, activities, and
accomplishments in service to your state’s current or most recent strategic plan.
Organize the description of your programs, activities, and accomplishments in
relation to the goals and objectives of your strategic plan.
NOTE: You will be attaching your current/new plan as one of the required elements
of your application. If your accomplishments relate to a previous plan, please provide
9/1/2013
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a link to the previous plan in this section of your narrative so that panelists can see
the alignment of your accomplishments with the earlier plan.
•
Identify programs and special initiatives in which your state agency is
exercising leadership.
•
Identify the public and private partnerships that enable you to deliver these
programs and initiatives.
•
Where relevant, indicate how these programs, activities, and
accomplishments align with the NEA outcomes of Creation, Engagement,
Learning, Livability, and/or Understanding. (Identify the applicable NEA
outcomes in brackets at the end of your description of each program, activity,
or accomplishment.)
2. Arts learning programs, activities, and accomplishments often align with multiple
strategic goals and objectives. If this is the case with your strategic plan, please
concentrate your description of the programs, activities, and accomplishments your
agency has undertaken to strengthen arts learning (pre-K through 12 arts education
and lifelong learning) into this section of your narrative. (Poetry Out Loud program
information is requested separately in Attachment 9. Do not address it in your
narrative.)
•
Identify programs and special initiatives in which your state agency is
exercising leadership.
•
Identify the public and private partnerships that enable you to deliver these
programs and initiatives.
•
Indicate whether pre-K through 12 programs and activities align with
curriculum standards at the state and/or national level.
•
Identify the applicable NEA outcomes, in addition to Learning, in brackets at
the end of your description of each program, activity, or accomplishment.
3. Programs, activities, and accomplishments designed specifically to reach
underserved communities often align with multiple strategic goals and objectives.
If this is the case with your strategic plan, please concentrate your description of the
programs, activities, and accomplishments your agency has undertaken to engage
underserved communities into this section of your narrative.
9/1/2013
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•
Identify programs and special initiatives in which your state agency is
exercising leadership.
•
Identify the public and private partnerships that enable you to deliver these
programs and initiatives.
•
Identify the applicable NEA outcomes in brackets at the end of your
description of each program, activity, or accomplishment.
4. Describe the metrics your agency uses for measuring progress in relation to your
state plan. Note how these metrics will provide evidence of achieving state priorities
and, where relevant, the NEA outcomes of Creation, Engagement, Learning,
Livability, and/or Understanding.
•
Describe how those served, including underserved groups, are included in the
evaluation process.
•
Note if, and how, outside experts are involved in your evaluation activities.
•
Describe any changes that your agency plans to make based on evaluation of
your programs and services.
•
Where outcomes, goals, or objectives were not met or were only partially met,
explain why. Include here how changes in your operating environment may have
affected your ability to achieve outcomes, goals, and objectives.
E. Budget Chart
On the last page of your narrative, provide a one-line description of each of your
agency’s categories, programs, or initiatives for the first fiscal year of the proposed
agreement, with projected dollar allocations (include federal and non-federal sources).
To help panelists understand the relationship between the budget and the application
narrative, identify with a “Y” those categories for which allocations are determined by
your legislature or that relate to arts education or underserved areas. (Do NOT enter a
dollar figure for such allocations.) You may use footnotes to explain the use of funds in
support of Poetry Out Loud activity, as relevant.
Please use the budget chart format below.
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Total
$
Amount
Allocation
Expended
Legislatively
on Arts
Expended on
Determined? Education? Underserved?
Name of Category, Program or
Initiative
1‐line Description
Narrative for Regional Arts Organizations
Panelists will apply the Review Criteria for Regional Arts Organizations when
examining your Application Narrative, as well as your Plan.
Provide an Application Narrative that:
•
•
•
•
Is a maximum of 12 pages, including the budget chart.
Follows the bold faced headings and letters/numbers below. This will assure that
your Narrative directly addresses the criteria that the panelists will use when
reviewing your application.
Follows all formatting instructions, including the requirements for a font size of at
least 12 points and margins of at least 1 inch.
Includes electronic links to support/supplementary material that is referenced in your
Narrative. We no longer accept support material as attachments or in hard copy
format (with one exception for optional Folk & Traditional Arts material). Panelists
recommend that URL links be used in moderation. Links that direct the reader to
supplemental materials rather than to additional narrative content are most
appropriate.
A. Overview
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25
Describe major developments or conditions in your region – e.g., economic, cultural,
demographic, educational, geographical, political – that have an impact on your
organization's planning and operations. Identify those constituencies your organization
defines as "underserved."
B. Quality of the planning process
Describe the structure and design of your organization’s planning process including:
•
Efforts undertaken to involve member state arts agencies as primary partners in
planning and your organization’s responsiveness to the priorities that they identify.
•
Efforts undertaken to involve touring artists, presenters, and other artists,
supporters, and constituents including those in underserved groups.
•
Were your efforts to engage constituents in the process successful? How do you
measure success?
C. Quality of the plan
Panelists will review the organization’s plan to evaluate the vision, mission, clarity of the
plan, appropriateness of the goals and strategies, adaptability of the organization, and
centrality of the arts to the organization’s work. Do not address this information in your
narrative.
D. Quality of accomplishments and implementation in relation to the plan
Address the following:
1. Describe your organization’s most significant programs, activities, and
accomplishments in service to your region’s current or most recent strategic plan.
Organize the description of your programs, activities, and accomplishments in
relation to the goals and objectives of your strategic plan.
NOTE: You will be attaching your current/new plan as one of the required elements
of your application. If your accomplishments relate to a previous plan, please provide
a link to the previous plan in this section of your narrative so that panelists can see
the alignment of your accomplishments with the earlier plan.
•
Identify programs and special initiatives in which your regional arts
organization is exercising leadership.
9/1/2013
26
•
Identify the public and private partnerships that enable you to deliver these
programs and initiatives.
•
Identify those programs, activities, and accomplishments supported under the
NEA Regional Touring Program, including educational activities and
community partnerships. Describe the process by which NEA Regional
Touring funds are distributed including the criteria and expertise involved, and
provisions for ensuring that an appropriate proportion of activity takes place in
underserved communities.
•
National Services applicants should address efforts to provide leadership,
training, planning, coordination, and information services that increase
accountability and transparency.
•
Where relevant, indicate how these programs, activities, and
accomplishments align with the NEA outcomes of Creation, Engagement,
Learning, Livability, and/or Understanding. (Identify the applicable NEA
outcomes in brackets at the end of your description of each program, activity,
or accomplishment.)
2. Programs, activities, and accomplishments designed specifically to reach
underserved communities often align with multiple strategic goals and objectives.
If this is the case with your strategic plan, please concentrate your description of the
programs, activities, and accomplishments your organization has undertaken to
engage underserved communities into this section of your narrative.
•
•
•
Identify programs and special initiatives in which your state agency is
exercising leadership.
Identify the public and private partnerships that enable you to deliver these
programs and initiatives.
Identify the applicable NEA outcomes in brackets at the end of your
description of each program, activity, or accomplishment.
3. Describe the metrics your organization uses for measuring progress in relation to
your regional plan. Note how these metrics will provide evidence of achieving
regional priorities and, where relevant, the NEA outcomes of Creation, Engagement,
Learning, Livability, and/or Understanding.
•
Describe how those served, including underserved groups, are included in the
evaluation process.
9/1/2013
27
•
Note if, and how, outside experts are involved in your evaluation activities.
•
Describe any changes that your organization plans to make based on evaluation
of your programs and services.
•
Where outcomes, goals, or objectives were not met or were only partially met,
explain why. Include here how changes in your operating environment may have
affected your ability to achieve outcomes, goals, and objectives.
E. Resource Development and Management
1. Outline the steps that your organization has taken and is taking to maximize the cost
effectiveness of its operations.
2. Discuss the rationale behind, and the strengths and weaknesses of, your
organization's revenue mix over the past three years. What are your plans and
rationale relating to your revenue mix for the next three years?
F. Budget Chart
On the last page of your narrative, provide a one-line description of each of your
organization’s categories, programs, or initiatives for the first fiscal year of the proposed
agreement, with the projected Partnership Agreement and non-Partnership Agreement
dollar allocations. Identify with a "Y" those categories for which NEA Regional Touring
Program funds would be used. (Do not provide dollar amounts for these Regional
Touring funds.)
Please use the budget chart format below.
Category, Program, or
Initiative
Description
Include sub-categories and subtotals as necessary to
demonstrate the connection
between budget allocations and
your application narrative.
Projected Partnership Projected Non-Partnership
Agreement Funds
Agreement Funds
Uses NEA
Regional Touring
Total Funds Funds
Use a "Y" to
indicate yes;
otherwise leave
blank. Do not enter
dollar amounts.
9/1/2013
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Reporting Burden
The public reporting burden for this collection of information is estimated at an average
of 32 hours per response including the time for reviewing instructions, searching
existing data sources, gathering and maintaining the data needed, and completing and
reviewing the collection of information. The Arts Endowment welcomes any suggestions
that you might have on improving the guidelines and making them as easy to use as
possible. Send comments regarding this burden estimate or any other aspect of this
collection of information, including suggestions for reducing this burden, to: Office of
Guidelines & Panel Operations, Room 620, National Endowment for the Arts, 1100
Pennsylvania Avenue, NW, Washington, DC 20506-0001. Note: Applicants are not
required to respond to the collection of information unless it displays a currently valid
U.S. Office of Management and Budget (OMB) control number.
| File Type | application/pdf |
| File Modified | 2013-08-28 |
| File Created | 2013-08-28 |