3135-0112 SAA Final Descriptive Report Forms & Instructions (for F

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PARTNERSHIP AGREEMENTS - STATE ARTS AGENCIES

FINAL DESCRIPTIVE REPORT
Grants Numbers 14-6100-2xxx

Introduction:
Attached are the instructions and required format for the Final Descriptive Report (FDR) for State Arts Agencies'
(SAA) Partnership Agreements. The format is designed to facilitate accountability, analysis of information about
arts agencies, and cooperation among state arts agencies, regional groups, and the Endowment through
information exchange. You are required to use this format in reporting on all Partnership Agreement activities.
The FDR consists of the DETAIL section, TOTALS page, Data Sequencing Form, and if applicable, Narrative
Requirement for Folk Arts Partnership funds.


DETAIL – a list of all grants, awards, and activities carried out under the Partnership Agreement.



TOTALS – a chart of actual project cost including administrative expenses and source of funds.



Data Sequencing Form (Part 1) – cover sheet for the DETAIL section.



Folk Arts Partnership Narrative Requirement (Part 2) – a brief summary of folk arts activities (only
applicable if Folk Arts Partnership funds are included on the grant letter).

A list of definitions for the FDR Data Fields is incorporated into the instructions.
The Partnership Agreement must be matched one to one (dollar for dollar) unless otherwise noted on your award
letter or through an amendment. The TOTALS page and the Federal Financial Report (FFR) is used to verify that the
required match has been met. Federal funds, direct or indirect, cannot be used to match the Partnership
Agreement.
Report only on allowable activities/costs funded through your Partnership Agreement – including awards and
programmatic activities.
If you have questions or would like assistance completing this report, please call the State and Regional staff at
(202) 682-5430.

DETAIL SECTION INSTRUCTIONS & DEFINITIONS
You are reporting on Partnership Agreement activity and costs. This includes subawards and any other allowable
expenses included in the approved project budget. These are expenses covered by NEA funds and matching funds.
To complete the DETAIL section, create an electronic data file that includes all fields that constitute an award
record per the FDR Data Fields List in "Attachment 1."
Instructions and definitions for each field are given below. The definitions, for the most part, come from the
National Standard for Arts Information Exchange.
The structure of the data file should be explained in the Data Sequencing Form to allow NEA to certify your data
file.

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1. For each grant, award, and/or activity that you are reporting, complete a record that includes all of the data
fields from the FDR Data Fields List.
a. For each blank that requires a number, fill in only one number.
b. If data is not available enter "-1" or leave blank. Do not use zero for this purpose. Zero should only
be used numerically.
2. List the records for each grant, award, and/or activity on which you are reporting as described below:
a. activity for which there is an application and award process, regardless of the funding source.
Information on non-funded applications is not a part of NEA reporting requirements.
b. other program activities of your agency (for example, publication of a newsletter, sponsorship of a
statewide meeting, technical assistance, etc.).
Records may be listed in any order. You may find it convenient to list applications and awards by arts
discipline, grant program, or alphabetically. However, the individual data fields must be in the prescribed
sequence.
Reminder: the DETAIL section is submitted in electronic format.
Additional instructions are available at,
www.nasaa-arts.org/Research/Planning-and-Accountability/National-Standard-Reference-Center/.

DEFINITIONS:
Organizational / Individual Information
1. Applicant Name (National Standard Grants Management System (GMS) field #1)
Name of the organization or individual that applied for funds from your "Arts Agency." If your "Arts Agency" itself
used funds to carry out a non-administrative program activity, enter name of your "Arts Agency."
2. Applicant Address
Street address or Rural Route Number of applicant. Provide mailing address only if street address is not currently
being collected. Applicants based at an individual’s personal address skip to question #3.
3. Applicant City (National Standard GMS field #1)
City where "Applicant Name" is located.
4. Applicant State (National Standard GMS field #1)
Two-character state abbreviation of state or jurisdiction in which "Applicant City" is located. Enter “FO” if grant is
awarded outside the United States.
5. Applicant ZIP Code (National Standard GMS field #1)
ZIP Code for address of "Applicant Name". Leave this field blank if grant is awarded outside the United States.
6. Applicant Status (National Standard GMS field #1.A)
Legal status of "Applicant Name." Choose the one item which best describes the applicant.
01 Individual
02 Organization - Nonprofit
Grants Numbers 14-6100-2xxx

06 Government - Regional
07 Government - County
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03 Organization - Profit
04 Government - Federal
05 Government - State

08 Government - Municipal
09 Government - Tribal
99 None of the Above

7. Applicant Data Universal Numbering System (DUNS) number.
DUNS number of “Applicant Name”. In compliance with the Federal Funding Accountability and Compliance Act,
effective with awards beginning with the number 11- 6100-xxxx , SAAs and RAOs may not make awards to an entity
(non-profit, government, or business) that does not have a DUNS number. Grantees who are individuals are
exempted from this requirement. Enter “IND” if the grant was awarded to a grantee with a legal status of
“Individual” (see question #7).
8. Applicant Institution (National Standard GMS field #1.B)
Choose the one item which best describes the applicant.
01 Individual – Artist
02 Individual - Non-artist
03 Performing Group
04 Performing Group - College/University
05 Performing Group - Community
06 Performing Group – Youth
07 Performance Facility
08 Art Museum
09 Other Museum
10 Gallery/Exhibition Space
11 Cinema
12 Independent Press
13 Literary Magazine
14 Fair/Festival
15 Arts Center
16 Arts Council/Agency
17 Arts Service Organization
18 Union/Professional Association
19 School District
20 Parent-Teacher Organization
21 Elementary School
22 Middle School
23 Secondary School
24 Vocational/Technical School
25 Other School
26 College/University

27 Library
28 Historical Society
29 Humanities Council
30 Foundation
31 Corporation
32 Community Service Organization
33 Correctional Institution
34 Health Care Facility
35 Religious Organization
36 Seniors’ Center
37 Parks and Recreation
38 Government - Executive
39 Government - Judicial
40 Government - Legislative (House)
41 Government - Legislative (Senate)
42 Media - Periodical
43 Media - Daily Newspaper
44 Media - Weekly Newspaper
45 Media - Radio
46 Media - Television
47 Cultural Series Organization
48 School of the Arts
49 Arts Camp/Institute
50 Social Service Organization
51 Child Care Provider
99 None of the Above

9. Applicant Discipline* (National Standard GMS field #1.C)
Choose the one item which best describes the applicant‘s primary area of work in the arts.
01 Dance - include ballet, ethnic/jazz-folk-inspired, and modern; do not include mime--see "Theatre" 04 for
mime
02 Music - include band, chamber, choral, new, ethnic-folk inspired, jazz, popular, solo/recital, and orchestral
03 Opera/Music Theatre - include opera and musical theater
04 Theatre - include theatre general, mime, puppet, and theatre for young audiences
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05 Visual Arts - include experimental, graphics, painting, and sculpture
06 Design Arts - include architecture, fashion, graphic, industrial, interior, landscape architecture, and
urban/metropolitan
07 Crafts - include clay, fiber, glass, leather, metal, paper, plastic, wood, and mixed media
08 Photography - include holography
09 Media Arts - include film, audio, video, and work created using technology or experimental digital media
10 Literature - include fiction, non-fiction, playwriting, and poetry.
11 Interdisciplinary - pertaining to art forms/art works that integrate more than one arts discipline to form a
single work (e.g., collaboration between/among the performing and/or visual arts). Include performance art.
Do not include Multidisciplinary work, described below in code 14.
12 Folklife/Traditional Arts - pertaining to oral, customary, material, and performance traditions informally
learned and transmitted in contexts characteristic of ethnic, religious, linguistic, occupational, and/or
regional groups. Do not include folk-inspired forms. (For example, interpretations of ethnic/folk dance or
music by artists outside the particular ethnic/folk tradition should be coded 01 or 02, respectively.)
13 Humanities - pertaining but not limited to the following fields: history, philosophy, languages, literature,
linguistics, archaeology, jurisprudence, history and criticism of the arts, ethics, comparative religion, and
those aspects of the social sciences employing historical or philosophical approaches. This last category
includes cultural anthropology, sociology, political theory, international relations, and other subjects
concerned with questions of value and not with quantitative matters.
14 Multidisciplinary - pertains to grants (including general operating support) that include activities in more
than one of the above disciplines; use this code to describe only those grants in which the majority of
activities cannot be attributed to one discipline. If the majority of supported activities are clearly within one
discipline, that discipline should be used instead of Multidisciplinary. Do not include "interdisciplinary"
activities or events - see Interdisciplinary, code 11.
15 Non-arts/Non-humanities - none of the above.

Project Overview
10. NEA Primary Strategic Outcome: choose one item that best describes the PRIMARY strategic outcome associated
with the award:
A: Creation: The Portfolio of American Art is Expanded
B: Engagement: Americans Throughout the Nation Experience Art
C: Learning: Americans of All Ages Acquire Knowledge or Skills in the Arts
D: Livability: American Communities are Strengthened Through the Arts
E. Understanding: Public knowledge and understanding about the contributions of the arts are enhanced.
11. Discipline of Project (National Standard GMS field #38)
Of the 15 items listed under #9, Applicant Discipline, choose the one item that best describes the discipline with
which funded activities are involved. If funded activities are of a technical assistance or service nature, use the arts
discipline that will benefit from the award.

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12. Type of Activity (National Standard GMS field #39)
Choose the one item which best describes the funded activities.
01 acquisition - expenses for additions to a collection
02 audience services - e.g., ticket subsidies, busing senior citizens to an arts event
03 fellowship - i.e., to individuals
04 creation of a work of art - include commissions
05 concert/performance/reading - include production development
06 exhibition - include visual arts, film, and video; exhibition development
07 facility construction, maintenance, renovation
08 fair/festival
09 identification/documentation - e.g., for archival & educational purposes
10 institution/organization establishment - for creation or development of a new institution/organization
11 institution/organization support - general operational support
12 arts instruction - include lessons, classes and other means used to teach knowledge of and/or skills in the
arts
13 marketing - all costs for marketing/publicity/promotion specifically identified with the project
14 professional support, administrative - payments for administrative salaries, wages, and benefits specifically
identified with the project
15 professional support, artistic - payments for artistic salaries, wages, and benefits specifically identified with
the project
16 recording/filming/taping - do not include creating art works or identification/documentation for archival or
educational purposes
17 publication - e.g., manuals, books, newsletters
18 repair/restoration/conservation
19 research/planning - include program evaluation, strategic planning, and establishing
partnerships/collaborations between agencies
20 school residency - artist activities in educational setting wherein one or more core student groups receive
repeated artist contact over time
21 other residency - artist activity in a non-school setting wherein one or more core student groups receive
repeated artist contact over time

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22 seminar/conference
23 equipment acquisition
24 distribution of art - e.g., films, books, prints
25 apprenticeship
26 regranting
27 translation
28 writing about art (criticism)
29 professional development/training - activities enhancing career advancement
30 student assessment - measurement of student progress toward learning objectives. Not to be used for
program evaluation.
31 curriculum development/implementation - include design, implementation, distribution of instructional
materials, methods, evaluation criteria, goals, objectives
32 stabilization/endowment/challenge - grant funds used to reduce debt, contribute to endowments, build
cash reserves, enhance funding leverage or stabilization
33 building public awareness - activities designed to increase public understanding of the arts or to build public
support for the arts
34 technical assistance - with technical/administrative functions
35 website/internet development - included the creation or expansion of existing web sites (or sections of web
sites) as well as the development of digital art collections, databases, discussion areas or other interactive
technology services delivered via the Internet
36 broadcasting - include broadcasts via television, cable, radio, the Web or other digital networks
99 none of the above
13. Project Descriptors (National Standard GMS field #39E)
Mark which, if any, of the descriptors below comprise a significant portion (50 percent or more) of the grant’s
resources/activities. Mark all that apply. If none apply, or if the below descriptors apply to a small or indeterminate
portion of your funding/activities, leave this field blank.
A

Accessibility: Grants or services related to ADA/504 compliance or other activities designed to increase
access to the arts for persons with disabilities.

I

International: Programs or activities supporting any of the following: grantees visiting other countries,
foreign artists visiting the USA, any cultural exchange program, linkages with artists or institutions in other
countries, or establishing/administering international programs in your own agency.

P

Presenting/Touring: Grants or services resulting in the movement of artists and artworks for performances,
readings, screenings, exhibits, etc., in different geographic areas. Use this code to indicate funds awarded

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for either the hosting/presentation of works originating outside of the grantee community or for the fees
paid to artists or arts organizations that will, themselves, be touring in different areas.
T

Technology: Grants or services using technology for the creation or dissemination of artworks or the use of
technology for organizational management purposes.

Y

Youth at Risk: Grants or services designed primarily to serve at-risk youth. Include arts-related intervention
programs (for violence, drug/alcohol abuse and crime) as well as other creative programming specifically I
nvolving at-risk youth as primary project participants or beneficiaries.

14. Arts Education (National Standard GMS Field #39C)
An organized and systematic educational effort with the primary goal of increasing an identified learner’s knowledge
of and/or skills in the arts with measurable outcomes. Choose the one item which best describes the funded
activities.
01

50% or more of the funded activities are arts education directed to:
A K through 12 students
B higher education students
C pre-kindergarten children
D adult learners (including teachers and artists)

02

Less than 50% of the funded activities are arts education directed to:
A K through 12 students
B higher education students
C pre-kindergarten children
D adult learners (including teachers and artists)

99 None of this project involves arts education
15. Project Race (National Standard GMS field #10B)
If the majority of the grant activities are intended to involve or act as a clear expression or representation of the
cultural traditions of one particular group, or deliver services to a designated population listed below, choose that
group’s code from the list. If the grant or activity is not designated to represent or reach any one particular group,
choose code “99.”
Code
A:
B:
H:
N:
P:
W:
99:

Characteristics for Project
Asian individuals
Black/African American individuals
Hispanic/Latino individuals
American Indian/Alaska Native individuals
Native Hawaiian/Pacific Islander individuals
White individuals
No single group

16. Actual Individuals Benefiting (National Standard GMS field #126)
The total number of individuals who were directly involved in the funded activity throughout the grant period.
Include project participants such as artists as well as non-artist project participants and audience members. Figures
should encompass only those individuals directly affected by or involved in the funded activity, and should include
the totals from the Artists Participating and Youth Benefiting fields. Include actual audience numbers based on
paid/free admissions or seats filled. Avoid inflated numbers, and do not double-count repeat attendees. If actual
figures or reliable estimates cannot be secured, leave this field blank or enter a “-1” to indicate that data are not
available.
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17. Actual Artists Participating (National Standard GMS field #128)
Actual number of artists directly involved in providing artistic services specifically identified with the award. Include
living artists whose work is represented in an exhibition regardless of whether the work was provided by the artist
or by an institution. If no artists participated enter 0.
18. Youth Benefiting (National Standard GMS field #83A)
The total number of children and youth (including people under 18 years old, students, participants, and audience
members) benefiting directly from the award. This figure should reflect a portion of the total number reported in the
Individuals Benefiting field, #16.

Financial Information
19. Grant Amount Requested (National Standard GMS field #81)
Amount requested by "Applicant Name" in support of this grant. If formal grant award process did not take place,
include the amount allocated by "Arts Agency".
20. Grant Award (National Standard GMS field #24)
Dollar amount of grant awarded. If formal grant award process did not take place, enter amount allocated by "Arts
Agency". If the application or activity was not funded, enter 0.
21. Grant Amount Spent (National Standard GMS field #124)
Actual grant amount spent by "Applicant Name".
22. Actual Total Cash Expenses (National Standard GMS field #100)
Actual total of all cash payments made by "Applicant Name" specifically identified with the grant. This should equal
the total of National Standard GMS fields #89-99.
23. Actual Total Cash Income (National Standard GMS field #125)
Actual total of all cash income specifically identified with the grant including "Grant Amount Spent." This should
equal the total of National Standard GMS fields #113-122 and #124.
24. Actual Total In-Kind Contributions (National Standard GMS field #112)
The actual total value of expenses specifically identified with the grant that is provided to "Applicant" by volunteers
or outside parties at no cash cost to "Applicants." This should equal the total of National Standard GMS fields
#101-111. If there were no in-kind contributions enter 0.
25. NEA Share (formerly BSP or BSG Share)
Amount of Partnership Agreement grant funds included in "Grant Amount Spent." If no Partnership Agreement
grant funds were included enter 0. NOTE: This field name was changed to be consistent with the streamlining of the
Partnership Agreement awards. State and regional agencies may take the time necessary to update this field name
in their own computer systems and on reports to the NEA.
26. SAA Share
State funds included in "Grant Amount Spent."
27. Other Share
Other funds, such as private contributions, included in “Grant Amount Spent.” Applicant match should not be
entered under “Other Share.” If no “Other” funds were included enter 0.
28. SAA Unique Identifier
Agency’s in-house application/grant identifier for each record.
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ATTACHMENT 1 – FDR Data Fields List

Field Name

Corresponds to
National Standard
GMS Field

Field Name

Corresponds to
National Standard
GMS Field

1

Applicant Name

GMS #1

22 Actual Total Cash Expenses for Project

GMS #100

2

Applicant Address 1

GMS #1

23 Actual Total Cash Income for Project

GMS #125

3

Applicant City

GMS #1

24 Actual Total In-Kind Contributions for Project

GMS #112

4

Applicant State

GMS #1

25 NEA Share of Grant Award

n/a

5

Applicant ZIP Code

GMS #1

26 SAA Share of Grant Award

n/a

6

Applicant Status

GMS #1A

27 Other Share of Grant Award

n/a

7

Applicant DUNS

n/a

28 SAA Unique Identifier*

n/a

8

Applicant Institution

GMS #1B

9

Applicant Discipline*

GMS #1C

10 NEA Primary Strategic Outcome

n/a

11 Project Discipline

GMS #38

12 Type of Activity

GMS #39

13 Project Descriptors

GMS #39E

14 Arts Education

GMS #39C

15 Project Race

GMS #10B

16 Actual Individuals Benefiting

GMS #126

17 Actual Artists Participating

GMS #128

18 Total Children/Youth Benefiting

GMS #83A

19 Grant Amount Requested

GMS #81

20 Grant Award

GMS #24

21 Grant Amount Spent

GMS #124

* Fields marked with an asterisk are not part of NEA reporting requirements

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TOTALS PAGE INSTRUCTIONS
SAA Header Information:
1. Fill in the field at the top of the form with your state's 2 letter abbreviation (e.g., AL for Alabama, OH for
Ohio, or WY for Wyoming, etc.) or your SAA's name.
2. Enter the 10-digit grant number. It is on the grant award letter and also the approved project budget.
3. Enter the start date and end date of the award. If the period of support was amended in any way, enter the
revised dates approved by the NEA.
Program & Administrative Totals Table:
1. Complete the table to show how your agency used the NEA funds, SAA funds, and other funds to support
awards and other programmatic and administrative activities in your Partnership Agreement.
2. Fill in the appropriate boxes in the table with your actual allowable expenditures.
Note:
 expenses paid with NEA funds are reported in the NEA Share column,
 expenses paid with SAA funds are reported in the SAA Share column, and
 expenses paid with other funds are reported in the Other Share column.
3. Enter sub-totals and totals in each column and row.
Certification Blocks:
1. Enter the data for the authorizing official submitting the form as well as the contact person.

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FINAL DESCRIPTIVE REPORT FORM – TOTALS PAGE.

Point and click or tab to each space and enter data.

STATE ARTS AGENCY (SAA) Partnership Agreement Grant.
SAA:

NEA Grant #:

– 6100 - 2

Start Date:

/

/

End Date:

/

/

Program & Administrative Totals
GRANT & PROGRAM EXPENSES.
Should include actual amount applied to grant and program
operations as specified in your detail report.
Grant Awards
Program Expenses: Personnel
Program Expenses: Other

ADMINISTRATIVE EXPENSES.
Should include all remaining funds not captured above.
Administrative Expenses: Personnel
Administrative Expenses: Other

TOTALS

NEA Share
$
$
$
Sub-Total

SAA Share

$
$
$
$0 Sub-Total
NEA Share

$
$

Other Share

$
$
$
$0 Sub-Total
SAA Share

$
$

Sub-Total
Sub-Total
Sub-Total
$0 Sub-Total
Other Share

$
$

$0
$0
$0
$0

Totals
Sub-Total
Sub-Total

$0
$0

Sub-Total

$0 Sub-Total

$0 Sub-Total

$0 Sub-Total

$0

TOTAL

$0 TOTAL

$0 TOTAL

$0 TOTAL

$0

Authorizing Official:

Person to contact, if different:

Name:

Name:

Title:

Title:

Phone:

Phone:

E-mail:

E-mail:

Grants Numbers 14-6100-2xxx

Totals

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FINAL DESCRIPTIVE REPORT PART 1: DATA SEQUENCING FORM
Point and click or tab to each space and enter data.
SAA:
NEA Grant #:

- 6100 -

✔

Final or

Interim? Final to be sent (date)

.

Total # of grants/records in file:
Name of File:
Software used to produce the file:

Export Format of File--select one
ASCII text delimited (preferred)
ASCII tab delimited
Access
Excel
Other:

List of fields IN THE EXACT ORDER in which they appear in the data dump:

FieldName
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23

Type* MaxLength

FieldName

Type* MaxLength

24
25
26
27
28

*Text/character, numeric, or logical

Contact information for questions about the content or format of the data file:
Name:
Title:
Phone: (
)
E-mail:

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PART 2: FOLK ARTS PARTNERSHIP NARRATIVE REQUIREMENT
If your grant award letter includes Folk Arts Partnership funds, provide the following information in two pages or
less:
 A brief summary of activities funded. This is one summary for all funded activities, do not submit a separate
narrative for each project funded.


A brief explanation of the impact the activities had on the community(ies) and how the impact was
measured.



Anecdotes that illustrate the benefits of the support.

HOW TO SUBMIT THE FDR
1. To the NEA:
E-mail the FDR to [email protected]. Identify your grant number and organization name in the subject
line; e.g., FDR 12-6100-2xxx ABC Organization or FFR 12-6100-2xxx ABC Organization.
Note - the NEA no longer requires a CD/USB drive of the DETAILs section if you are able to e-mail the file to
the Grants & Contract Office.
The e-mail should include,
 DETAILS Section – electronic format.
 TOTALS page,
 Data Sequencing Form,
 Folk Arts Partnership Narrative (if applicable), and
 FFR
2. To the National Assembly of State Arts Agencies (NASAA):
Submit the following to NASAA.
 DETAILS Section,
 TOTALS page, and
 Data Sequencing Form.
For instructions on how to submit the FDR to NASAA see www.nasaa-arts.org/Research/Planning-andAccountability/National-Standard-Reference-Center/.
IMPORTANT: NASAA does not need the Folk Arts Partnership narrative or the FFR.
3. Retain a copy of the entire FDR for your records. See the General Terms & Conditions for records
retention requirements.

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