Blanket Justification for NEA Funding Application Guidelines and Reporting Requirements for Nonprofit Organizations

Art Works: Literature FY18 Grant Application Form Instructions

1

How to Use This Document
These instructions are for the Literature discipline. For more information, see here (LINK TO
DISCIPLINE LANDING PAGE). If you are applying in a different Art Works discipline, please refer
to their instructions, as instructions vary by discipline.
NOTE: You will only be able to complete this part of the application process if you have
submitted an SF-424 form through Grants.gov by the appropriate deadline. Please see
https://www.arts.gov/grants-organizations/art-works/literature/step-1-submit-sf-424-togrants-gov for more information.
This document will guide you through completing Step 2 of the Art Works application process;
it contains detailed instructions for completing the Grant Application Form in NEA-GrantsOnline
(NEA-GO). Please review all sections of this document to see the required fields needed to
complete the application, along with detailed instructions on what you should include in each
section. This document will also include any specifications about your material (e.g., character
limits for narrative responses, acceptable work sample formats). For your application to be
considered complete, every item that is required MUST be included in your application.
You will not have access to enter information into the online Grant Application Form until
NEA-GO is available. However, you should prepare your responses and material well in
advance of the Step 2 deadline and have them fully ready to upload once NEA-GO opens.
First Art Works Deadline (Literary Publishing Projects):
Step 1 - Submit SF-424 to Grants.gov
Step 2 - Submit Materials to NEA-GO

February 16, 2017
February 23, 2017 to 11:59 p.m., Eastern
Time on March 2, 2017

Second Art Works Deadline (Audience Development Projects):
Step 1 - Submit SF-424 to Grants.gov
Step 2 - Submit Materials to NEA-GO

July 13, 2017
July 20, 2017 to 11:59 p.m., Eastern Time on
July 27, 2017

Art Works: Literature FY18 Grant Application Form Instructions

2

View Application Data
This section is the first screen you will see when you open the GAF. It cannot be edited; it is
autopopulated with information you entered on the SF-424 form that was submitted to
Grants.gov. If you find any incorrect information on this page, please contact the staff.

Part 1: Organizational Information
You will be asked to provide the following information in this section:
Legal Name (should match SF-424)
Popular Name (if different)
For this application, are you serving as the Parent of an Independent Component (before
choosing, see the definition of official Independent Component status: Y/N
Mission of Your Organization (500 Character Limit, including spaces)
Summary of the background/history of your organization (2,000 Character Limit, including
spaces)
Organization Budget
Budget Form: Complete this section using figures for the most recently completed fiscal year,
the previous fiscal year, and the fiscal year prior to that.
Sample View of Organizational Budget Form:

Art Works: Literature FY18 Grant Application Form Instructions

3

In addition to the line items above, Cumulative Surplus/Deficit also will appear. PLACE HOLDER
FOR DEFINITION OF CUMULATIVE SURPLUS/DEFICIT.
When completing this form you’ll use the line items below for each fiscal year. Unaudited
figures are acceptable. And figures that amount to $0 are acceptable in cases where
organizations do not have a budget line for that particular figure.
Income
•
•

Earned: Revenues that are received through the sale of goods, services performed, or
from investments. Examples: ticket sales, subscription revenue, contractual fees,
interest income.
Contributed: Gifts that are received which are available to support operations.
Examples: annual fund donations, grants for general operating or project support, inkind contributions.

Expenses
•

Artistic Salaries: Costs that are directly related to the creation, production, and
presentation of art work. Examples: fees for dancers, choreographers, actors, curators,
artistic directors, contributors to literary publications. Include arts personnel that are on
your staff as well as those that are paid on a contract or fee basis.

Art Works: Literature FY18 Grant Application Form Instructions
•

•

4

Production/exhibition/service expenses: All program or service delivery costs,
excluding artistic salaries and fees that are listed above. Examples: research
expenditures; presentation costs; costs of sets, costumes, and lighting; publication costs
of catalogues or literary magazines.
Administrative expenses: All other costs that are incurred during the normal course of
business. Examples: outside professional non-artistic services, space rental, travel,
marketing, administrative salaries, utilities, insurance, postage.

NOTE: The figures are subject to verification by the National Endowment for the Arts.
If you are a parent organization, provide this information for the independent component on
whose behalf you are applying (e.g., for a university project, provide the information for the
independent component, not the entire university). Academic departments within universities
and colleges are not considered independent components. For independent components, you
may use the space to discuss the fiscal health of your organization to explain the relationship
that the independent component has with the larger entity (e.g., "museum guards and utilities
paid for by university"). If your organization is a smaller entity that exists within a larger
organization (such as literary organization housed at a college or university), submit
information for the smaller entity and follow the instructions for parent organizations and
independent components.
This is intended to show your organization's fiscal activity as it relates to operations. Do not
include activity related to a capital campaign (such as raising money for a new facility, an
endowment fund, or a cash reserve fund). You will be given an opportunity to explain and
discuss the fiscal health of your organization, including identifying the source of the activities,
as needed. We may request additional information to clarify an organization's financial
position.
Fiscal Health: Discuss the fiscal health of your organization. In addition, you must explain: 1)
any changes of 15% or more in either your income or expenses from one year to the next, and
2) plans for reducing any deficit (include the factors that contributed to the deficit and its
amount). (1,000 Character Limit, including spaces)
Programmatic Activity: Submit a representative list of your programmatic activities for the past
three years/seasons.
This list should demonstrate eligibility (i.e., your organization's three-year history of
programming) and the artistic excellence and merit of your organization. For the purpose of
defining eligibility, "three-year history" refers to when an organization began its programming
and not when it incorporated or received nonprofit, tax-exempt status. Where available,
include arts or cultural programming that has a relationship to the project for which you are
requesting support (e.g., show examples of previous festival programming if your project is for
a festival; provide a list of relevant publications and/or associated events if your project is
primarily publishing focused). List key artist(s)/personnel and provide attendance figures. If

Art Works: Literature FY18 Grant Application Form Instructions
listing publications, no attendance figures are required; you may instead provide other
evidence of your publications’ reach (e.g., units sold or net sales). For projects that involve
touring, list your organization’s touring activities for the past three years/seasons.
You’ll enter your information this way:
•

Year 1

•

Representative examples:

(3,500 Character Limit, including spaces)

•

Year 2

•

Representative examples:

(3,500 Character Limit, including spaces)

5

Art Works: Literature FY18 Grant Application Form Instructions

•

Year 3

•

Representative examples:

(3,500 Character Limit, including spaces)

Programmatic Activity notes: Provide any notes about your programmatic activity. Include
additional context or information that may be needed to understand the attendance figures
you’ve provided (e.g., if your attendance numbers are small, you may wish to include
information on percent capacity). (1,000 Character Limit, including spaces)

6

Art Works: Literature FY18 Grant Application Form Instructions

7

Part 2: Project Information
NEA Discipline for Proposed Project: This refers to the artistic discipline associated with your
project, not necessarily your organization as a whole. Choose the artistic discipline carefully
because your selection will determine which panel of experts will review your proposal. In
limited cases, staff may transfer an application to a discipline other than the one that was
selected by the applicant to ensure appropriate panel review. However, we cannot guarantee
that an application will be transferred in all cases where this might be desirable. Contact us if
you have any questions about which discipline is most appropriate for your project. Each
discipline has different instructions. Be sure to download the instructions according to the
discipline that best suits your project.
Choose: Literature
Project Activities
Project Title: If your project title has changed since you submitted your SF-424 through
Grants.gov, provide a new project title in the text field below. Text cannot be formatted (e.g.,
bold, italics). If you have no changes, leave the text as is. Do not type "N/A" as this will replace
the previously submitted title.
Project Description: If your project description has changed since you submitted your SF-424
through Grants.gov, provide a new description in the text field below. Text cannot be formatted
(e.g., bold, italics). If you have no changes, leave the text as is. Do not type "N/A" as this will
replace the previously submitted project description.
Major Project Activities: This will serve as the project narrative. Describe the proposed project.
Be as thorough and specific as possible about the activities that will take place during the
allowable project period. Where relevant, include information on any additional public
components such as educational or outreach activities of the project. Do not describe unrelated
organizational programming. If applicable, identify any works of art that will be central to the
project and the reason for their selection. (4,000 Character Limit, including spaces)
Selection of Key Organizational Partners: If your project involves organizational partners,
describe the process and criteria for the selection of key organizations. Where relevant,
describe their involvement in the development of the project to date. Where they remain to be
selected, describe the selection procedures that you plan to follow and the qualifications that
you seek. An organizational partner is an outside entity that will provide resources (other than
money) to support the project. Because all NEA projects require matching resources from nonfederal sources, organizations that only provide money are not considered partners. Funders
are not excluded from being partners, but they must also supply human resources or
information capital, or actively participate in another way. (1,000 Character Limit, including
spaces)

Art Works: Literature FY18 Grant Application Form Instructions

8

Description of Key Organizational Partners: Include brief, current descriptions of the key
organizational partners and their proposed role in the project. You may include up to 10.
•
•

Organization Name
Proposed or committed? Select answer from drop-down.

Description of the Organization (500 Character Limit, including spaces)
Selection of Key Individuals: Briefly describe the process and criteria for the selection of key
individuals that will be involved in this project (e.g. primary artist(s), project director, artistic
director, executive director, teaching artist, curator, editor, folklorist, conductor). Where
relevant, name the key individuals and describe their involvement in the development of the
project to date. Where they remain to be selected, describe the procedures that you plan to
follow and the qualifications that you seek. (1,000 Character Limit, including spaces)
Bios of Key Individuals: Include brief, current biographies of the key individuals. You may include
up to 5.
•
•
•
•

First Name
Last Name (Use this field for artistic group names or single names)
Proposed or committed? Select answer from drop-down.
Bio. including the proposed role in the project (1,000 Character Limit, including spaces)

Schedule of Key Project Dates: Describe the significant dates in the project. If you include
activities that occur before the earliest allowable start date (January 1, 2018, if you apply at the
February 16, 2017, deadline or June 1, 2018, if you apply at the July 13, 2017, deadline),
indicate by adding an asterisk (*) and make sure that those activities and costs are not included
on the Project Budget form. (1,500 Character Limit, including spaces)
Promotion & Publicity: Briefly describe your plans for promoting and/or publicizing the project.
(1,000 Character Limit, including spaces)
Performance Measurement: How will you measure the success of your project? Describe any
plans you have for program evaluation, for working collaboratively with researchers, strategic
consultants, program evaluators, and/or any other plans for performance measurement related
to the project. (1,000 Character Limit, including spaces)
Please see "Program Evaluation Resources" for additional information.
Intended Audience/Participants/Community: Who will benefit from the project and how?
(2,000 Character Limit, including spaces)

Art Works: Literature FY18 Grant Application Form Instructions

9

Discipline-Specific Items
Submit any items specified for your discipline that are relevant to your particular project. If
necessary, combine items in a single field and label the items clearly. (3 text fields at 6,000
Character Limit each, including spaces)
For all projects:
•
•

Provide links for up to three relevant project/organization web pages (do not provide
more than three).
Provide up to five additional bios of key individuals (as needed). Include: first name;
last name; whether the individual is proposed or committed to the project; and a
current biography, including the proposed role in the project.

For projects that have a publishing component:
•

•
•

Magazines: Briefly outline your payment to writers policy; print runs; and circulation
figures, detailing paid and unpaid subscriptions, single-copy sales, and sell-through
figures.
Presses: For each proposed work, list author payments, print runs, and expected sales
(units sold).
Presses: If your project involves publishing an anthology, provide a sample table of
contents.

For Audience and Professional Development projects submitted under the July deadline:
•

Briefly outline your payment to writers policy (e.g., what compensation do you offer
writers/artists who contribute to your programs?)

Art Works: Literature FY18 Grant Application Form Instructions

10

Part 3: Project Budget
NOTE: Organizations cannot receive more than one National Endowment for the Arts grant for
the same expenses. This budget cannot include project costs that are supported by any other
federal funds or their match, including costs that may be included in applications submitted, or
grants received, by partner organizations or presenters.
Your Project Budget should reflect only those activities and associated costs that will be
incurred during the "Period of Performance" that you have indicated for your project. Any costs
incurred before or after those dates will be removed. REMINDER: The earliest allowable project
start date is January 1, 2018, if you apply at the February 16 deadline, or June 1, 2018, if you
apply at the July 13 deadline.
All items in your budget, whether supported by NEA funds or your cost share/matching funds,
must be reasonable, necessary to accomplish project objectives, allowable in terms of the NEA
General Terms and Conditions, and adequately documented.
Applicants whose projects are recommended for grants will be asked to update the project
budget.
The Project Budget on the Grant Application Form allows unlimited characters in the line
items descriptions. However, if you exceed the character maximums outlined in bold below,
your text will be automatically cut off and not be seen by NEA staff or reviewers.
EXPENSES
DIRECT COSTS are those that are identified specifically with the project during the period of
performance, and are allowable. Be as specific as possible.
1. DIRECT COSTS: Salaries and wages cover compensation for personnel, administrative
and artistic, who are paid on a salary basis. (Funds for contractual personnel and
compensation for artists who are paid on a fee basis should be included in "3. Other
expenses" on the Project Budget form, and not here.) Indicate the title and/or type of
personnel (40 characters maximum), the number of personnel (30 characters
maximum), the annual or average salary range (40 characters maximum), and the
percentage of time that will be devoted to the project annually (30 characters
maximum). List key staff positions, and combine similar functions. Where appropriate,
use ranges. If the costs for evaluation and assessment are part of staff salary and/or
time, separately identify those costs.
Salaries and wages for performers and related or supporting personnel must be
estimated at rates no less than the prevailing minimum compensation as required by
the Department of Labor Regulations. (See "Legal Requirements" for details.) NEW:
Awards that the NEA makes after December 26, 2014, now allow the following:

Art Works: Literature FY18 Grant Application Form Instructions

11

Salaries/wages/fringe benefits incurred in connection with fundraising specifically for
the project. These costs must be incurred during the NEA project period of
performance, and be approved as allowable project expenses by the agency.
Fringe benefits are those costs other than wages or salary that are attributable to an
employee, as in the form of pension, insurance, vacation and sick leave, etc. They may
be included here only if they are not included as indirect costs.
Sample View of Salaries and Wages Form:
Costs

2. DIRECT COSTS: Travel must be estimated according to the applicant's established travel
practice, providing that the travel cost is reasonable and does not exceed the cost of air
coach accommodations. Limit your descriptions to these character maximums: # of
Travelers = 20 characters; From = 50 characters; To = 50 characters. Include subsistence
costs (e.g., hotels, meals) as part of the "Amount" listed for each trip, as appropriate.
Foreign travel, if any is intended, must be specified by country of origin or destination
and relate to activity outlined in your narrative. Foreign travel also must conform with
government regulations, including those of the U.S. Treasury Department Office of
Foreign Asset Control LINK. If National Endowment for the Arts funds are used for
foreign travel, such travel must be booked on a U.S. air-carrier when this service is
available. List all trips -- both domestic and foreign -- individually.

Art Works: Literature FY18 Grant Application Form Instructions

12

Sample View of Travel Form:

3. DIRECT COSTS: Other expenses include consultant and artist fees, contractual services,
promotion, acquisition fees, rights, evaluation and assessment fees, access
accommodations (e.g., audio description, sign-language interpretation, closed or open
captioning, large-print brochures/labeling), telephone, photocopying, postage, supplies
and materials, publication, distribution, translation, transportation of items other than
personnel, rental of space or equipment, and other project-specific costs. List artist
compensation here if artists are paid on a fee basis. For procurement requirements
related to contracts and consultants, please review 2 CFR Part 200.317-.326 LINK. Limit
your descriptions to 100 characters maximum.
Television broadcast projects and educational/interpretive videos must be closed or
open captioned. Applicants should check with captioning organizations for an estimate.
Clearly identify the rental of equipment versus the purchase of equipment. If you intend
to purchase any equipment that costs $5,000 or more per item and that has an
estimated useful life of more than one year, you must identify that item here. Provide a
justification for this expenditure either in this section of the Project Budget form or in
your narrative. Digital computers, mobile devices, or other new technologies are
considered supplies if less than $5,000 per item regardless of the length of useful life.
If you engage in contracts of more than $15,000, identify the item or service and its
relation to the project.
Group similar items together on a single line, with only one total cost. List consultant
and artist fees or contracts for professional services on consecutive lines; do not scatter

Art Works: Literature FY18 Grant Application Form Instructions

13

them throughout the list. Specify the number of persons, the service being provided,
and the applicable fee, rate, or amount of each. For other types of line items, provide
details of what is included in each item.
Sample View of Other Expenses Form:

4. TOTAL DIRECT COSTS is the total of all direct cost items listed in "1. Salaries and wages,"
"2. Travel," and "3. Other expenses."

Art Works: Literature FY18 Grant Application Form Instructions

14

5. INDIRECT COSTS are overhead or administrative expenses that are not readily
identifiable with a specific project. (The costs of operating and maintaining facilities and
equipment, depreciation or use allowances, and administrative salaries and supplies are
typical examples of indirect costs.) Indirect costs are prorated or charged to a project
through a rate negotiated with the National Endowment for the Arts or another federal
agency (limit your description of Federal Agency to 50 characters). You are not required
to have an indirect cost/facilities and administration rate to apply for or receive a grant.
You may claim administrative costs or overhead as direct costs under "3. Other
expenses." Alternatively, a non-federal entity that has never received a negotiated
indirect cost rate may elect to charge a de minimis rate of 10% of modified total direct
costs (MTDC). For more information see 2 CFR Part 200.414.f LINK. However, you cannot
claim both Indirect Costs and Administrative/overhead costs; you must choose one
method or the other. If you have a negotiated rate and would like to include indirect
costs, complete the information requested in this section. If you do not have or intend
to negotiate an indirect cost rate, or do not plan to charge a de minimis 10% rate leave
this section blank. Applicants may only apply a Research ICR for applications to the
Research: Artworks program. For additional information, see "Indirect Cost Guide for
NEA Grantees."
Sample View of Indirect Costs Form:

6. TOTAL PROJECT COSTS is the total of "4. Total direct costs," and, if applicable, "5.
Indirect costs." NOTE: "3. Total project income" must equal the "Total project costs."
Your project budget should not equal your organization's entire operating budget.
INCOME
1. AMOUNT REQUESTED FROM THE National Endowment for the Arts: For Art Works,
grants will generally range from $10,000 to $100,000. Do not request an amount below
$10,000. Any requests below $10,000 will be deemed ineligible and will not be
reviewed. Be realistic in your request.

Art Works: Literature FY18 Grant Application Form Instructions

15

2. TOTAL COST SHARE/MATCH FOR THIS PROJECT: Because the National Endowment for
the Arts cannot support more than 50% of a project’s costs, we require each applicant
to obtain at least half the total cost of each project from nonfederal sources. For
example, if you receive a $10,000 grant, your total project costs must be at least
$20,000 and you must provide at least $10,000 toward the project from nonfederal
sources. These matching funds may be all cash or a combination of cash and in-kind
contributions as detailed below. Be as specific as possible. For projects that include
additional partners, indicate on the form the portion of the match that is being
contributed by each participant. Asterisk (*) those funds that are committed or secured.
Cash match refers to the cash donations (including items or services that are provided
by the applicant organization), grants, and revenues that are expected or received for
this project. Limit your descriptions to 100 characters maximum. Do not include any
National Endowment for the Arts or other federal grants -- including grants from the
NEH, ED, NPS, etc. -- that are anticipated or received. If you include grants from your
state arts agency or regional arts organization as part of your match, you must ensure
that the funds do not include subgranted federal funds. Identify sources. The National
Endowment for the Arts allows the use of unrecovered indirect costs as part of the cash
match or cost sharing. Your organization must have a federal negotiated indirect cost
rate agreement to include unrecovered indirect costs.
In-kind: Donated space, supplies, volunteer services are goods and services that are
donated by individuals or organizations other than the applicant (third-party). Limit your
descriptions to 100 characters maximum. To qualify as matching resources, these same
items also must be identified in the project budget as direct costs to ensure their
allowability. In-kind items not reflected as direct costs will be removed from your
budget. The dollar value of these non-cash donations should be calculated at their
verifiable fair-market value. Identify sources. Reminder: Proper documentation must be
maintained for all items noted as "in-kind."
3. TOTAL PROJECT INCOME is the total of "1. Amount requested from the National
Endowment for the Arts" and 2. Total match for this project."
Sample View of Income Form:

Art Works: Literature FY18 Grant Application Form Instructions

16

Art Works: Literature FY18 Grant Application Form Instructions

17

Part 4: Items to Upload
Upload your work samples here. Literature does not accept statements of support.
Please arrange the items in the following order when uploading to NEA-GO:
•
•
•
•

Document Work Samples
Video Work Samples
Audio Work Samples
Image Work Samples

Preparation
Work samples are a critical part of your application and are considered carefully during
application review. Submit items in the format and within the space limitations described
below. Only upload materials that we request. Other items that you include will not be
reviewed.
Work Samples:
Work samples are required for all publishing projects and are strongly recommended for all
audience and professional development projects. Specific guidelines for work samples are
provided below. When preparing your work samples, keep in mind that these should
demonstrate artistic excellence and artistic merit, and enhance the panel’s understanding of
your application. If you have questions about work samples, please contact the Literature staff.
Literary Publishing Projects (February Art Works Deadline)
Required material:
For presses:
•

•

A five-page-excerpt of manuscript in English from each proposed book. If a
proposed book will be selected through a contest and has not yet been chosen,
provide a five-page excerpt from a past book selected through that contest. Clearly
label and combine excerpts into a single PDF file. If necessary, use additional PDFs to
ensure that no individual PDF exceeds the maximum file size of 5 MB.
A PDF of your most recent catalogue or a PDF with a link to a backlist of recently
published titles.

For journals:

Art Works: Literature FY18 Grant Application Form Instructions
•

18

A cover image and five-page excerpt from up to four issues published within the last
three years. Combine samples into a single PDF file. If necessary, use additional
PDFs to ensure that no individual PDF exceeds the maximum file size of 5 MB.

You may also submit one or more of the following:
•

•
•

•

•

One PDF with any combination of promotional and outreach material (e.g., postcards,
fliers excerpts from newsletters, readers’ guides, etc.). Do not exceed ten pages or
include links.
One PDF with samples of press coverage (e.g., excerpts from reviews, newsclips, etc.).
Do not exceed ten pages or include links.
One PDF with project-related performance results/data not provided elsewhere in the
application (e.g., audience feedback, survey results, etc.). Do not exceed five pages or
include links.
Up to three audio samples and/or three video samples, if your project includes audio or
video components. Each audio file should not exceed three minutes; each video file
should not exceed five minutes.
For presses, one PDF with up to five images demonstrating design and/or formatting of
past publications.

Before preparing your work samples, see the “We Will Accept the Following” (below) for
important file and formatting instructions.
Audience and Professional Development Projects (July Art Works Deadline)
You may submit one or more of the following:
•

•
•

•
•
•

One PDF with any combination of promotional and outreach material (e.g., posters,
fliers, excerpts from programs, newsletters, print and online advertisements, etc.). Do
not exceed ten pages or include links.
One PDF with samples of press coverage (e.g., excerpts from reviews, newsclips, etc.).
Do not exceed ten pages or include links.
One PDF with project-related performance results/data not provided elsewhere in the
application (e.g., audience feedback, survey results, etc.). Do not exceed five pages or
include links.
One PDF with sample curricular material, if applicable. Do not exceed five pages or
include links.
One PDF with sample participant work and/or excerpts from a project-related
publication (e.g., a workshop anthology). Do not exceed ten pages or include links.
Images (up to 20), audio (up to three 3-minute samples), and/or video (up to three 5minute samples) that illustrate audience engagement and/or venue. Identify attendance
and participation figures. We do not recommend providing content that simply features
speakers at a podium.

Art Works: Literature FY18 Grant Application Form Instructions

19

Before preparing your work samples, see “We will Accept the Following” (below) for
important file and formatting instructions.
We will accept the following:
Type
Max. #
Max. Time
Each Sample

Documents
As listed
above
N/A

Video
3 selections

Audio
3 selections

Images
As listed
above
N/A

5 minutes
each

3 minutes
each

5 MB

250 MB

5 MB

5 MB

PDF

avi, flv, mov,
mp4, mpeg,
rm, and wmv;
or PDF with
links

mp3, wma,
wav, aac, mid,
midi, mpa, and
ra; or PDF with
links

PDF with
images
(preferred) or
jpeg, gif, bmp,
png, and tif

Panelists will
review up to
20 minutes of
work samples
Max. Size
Each Sample
250 MB for all
work samples
combined
File Types

Information About Uploaded Items
For each item that you upload, you will find a descriptive field into which you will enter the
following information, as appropriate:
Title box:
This title must not contain an apostrophe (if you use one your item will not upload). Title each
item with a unique name describing the content (e.g., “excerpts from proposed books,”
“images,” “promotional material,” etc.).
Description box:
For document/video/audio/digital image/website work samples:
•
•

For books and manuscripts excerpts: Titles and authors.
For journals: Volume and issue numbers.

Art Works: Literature FY18 Grant Application Form Instructions
•
•

20

For audio or video samples: A brief description of the sample and its relationship to the
project for which you are requesting support.
For audio and video samples, length of the sample.

For other work samples, simply state the type of item as you did in the Title box.
Formatting Guidance for Documents (Literary Samples, Publications, Periodicals, Catalogues)
Ensure that you do not exceed the stated page limit on any individual items, or the maximum
file size for each PDF (5 MB). Excess pages will be removed and not be reviewed by the panel.
Work that exists in published form (e.g., an excerpt from a published journal or book) may be
provided in its published layout, provided that it is easily viewed on screen.*
For work that has not been published, leave a margin of at least one inch at the top, bottom,
and sides of all pages. Use only 8.5 x 11 inch size pages. Do not reduce type below 12 point font
size. Within each PDF, number pages sequentially; place numbers on the bottom right hand
corner of each page.
* If you will be scanning material, please follow this guidance:
•
•
•

Scan images at a resolution of 300 dpi. Resolutions over 300 dpi will result in
unnecessarily large files.
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 PDF files as directed. Do not
submit Word, PowerPoint, or Excel documents.

Additional Guidance for Video Samples
You may submit a link to a video sample, or upload a video sample directly to NEA-GO.
If you submit a link:
Submit a PDF with a clickable link to the video. If you are including more than one link, list them
all on a single PDF. For each video, list the URL for the page to be shown; include any necessary
information on required plug-ins, passwords, or navigation paths. Do not submit links to sites
that require video to be downloaded (e.g., Dropbox).
Uploading video samples directly to NEA-GO:
In order to be uploaded, videos must meet the following minimum requirements:
•

Resolution: At least 480 x 360

Art Works: Literature FY18 Grant Application Form Instructions
•

21

Frames per second (fps): At least 12

You can often check the resolution of a video as follows. In Windows environments, find the file
on your computer, right click it, and select "Properties." On a Mac, hold the Control key, and
click on the file name. Select "Get Info" and the information should display. Most videos are a
standard 29 frames per second.
While the above requirements are the minimum, submitting your video in the mp4 (H.264)
format at 640 x 480 with mp3 audio will allow for efficient uploading while showing your clips
to best advantage.
If your video doesn't meet the minimum resolution requirements above, there are a number of
software programs you can use to convert your video.
If you are submitting more than one video sample, you will upload each individually, in a
separate file.
Additional Guidance for Audio Samples
You may submit a link to an audio sample, or upload an audio sample directly to NEA-GO.
If you submit a link:
Submit a PDF with a clickable link to the audio sample. If you are including more than one link,
list them all on a single PDF. For each audio sample, list the URL for the page to be shown;
include any necessary information on required plug-ins, passwords, or navigation paths.
Additional Guidance for Digital Images
You may either combine all of your images into a single PDF file or upload each image in a
separate file. Image size should be consistent; 800 x 600 pixels is suggested.
Project Updates
If new information that significantly affects your application (including changes in artists or
confirmed funding commitments) becomes available after your application is submitted, please
send that information immediately to the specialist for the field/discipline of your project.
Include your organization's name and application number on any such submission.

Part 5: Organization & Project Profile
The National Endowment for the Arts collects basic descriptive information about all applicants
and their projects. The information that follows will help the NEA to comply with government

Art Works: Literature FY18 Grant Application Form Instructions

22

reporting requirements, and will be used to develop statistical information about the
organizations and projects it funds to report to Congress and the public. Your responses will
not be a factor in the review of your application.
Applicant Organization Discipline: Select the primary discipline that is most relevant to your
organization. This refers to the primary artistic emphasis of your organization. You will choose
one from the following:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•

Artist Community
Arts Education Organization
Dance
Design
Folk & Traditional
Literature
Local Arts Agency
Media Arts
Museums
Music
Musical Theater
Opera
Presenting & Multidisciplinary Work Organization
Theater
Visual Arts
None of the Above

You will also have the option of selecting two additional disciplines for your organization,
though this is not required.
Applicant Organization Description: This section asks for the description that most accurately
describes your organization. You will choose one from the following:
•
•
•
•
•
•
•
•
•
•
•
•
•

Artists' Community, Arts Institute, or Camp
Arts Center
Arts Council / Agency
Arts Service Organization
College / University
Community Service Organization
Fair / Festival
Foundation
Gallery / Exhibition Space
Government
Historical Society / Commission
Humanities Council / Agency
Independent Press

Art Works: Literature FY18 Grant Application Form Instructions
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•

23

Library
Literary Magazine
Media-Film
Media-Internet
Media-Radio
Media-Television
Museum-Art
Museum-Other
Performance Facility
Performing Group
Presenter / Cultural Series Organization
Religious Organization
School District
School of the Arts
Social Service Organization
Union / Professional Association
None of the Above

You will also have the option of selecting two additional descriptions for your organization,
though this is not required.
Project Activity Type: Select the option that best describes the type of project you are
proposing:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•

Apprenticeship
Arts Instruction Includes lessons, classes and other means to teach knowledge of and/or
skills in the arts
Artwork Creation Includes media arts, design projects, and commissions
Audience Services (e.g., ticket subsidies)
Broadcasting via TV, cable, radio, the Web, or other digital networks
Building Public Awareness Activities designed to increase public understanding of the
arts or to build public support for the arts
Building International Understanding Includes activities that either bring international
art and/or artists to the U.S. or bring American art and/or artists to other nations
Concert/Performance/Reading Includes production development
Curriculum Development/Implementation Includes design, implementation,
distribution of instructional materials, methods, evaluation criteria, goals, objectives,
etc.
Distribution of Art (e.g., films, books, prints; do not include broadcasting)
Exhibition Includes visual arts, media arts, design, and exhibition development
Fair/Festival
Identification/Documentation (e.g., for archival or educational purposes)
Marketing
Presenting/Touring

Art Works: Literature FY18 Grant Application Form Instructions
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•

24

Professional Development/Training Activities enhancing career advancement
Professional Support: Administrative Includes consultant fees
Professional Support: Artistic (e.g., artists' fees, payments for artistic services)
Publication (e.g., books, journals, newsletters, manuals)
Recording/Filming/Taping (e.g., to extend the audience for a performance through
film/tape audio/video; do not include archival projects)
Repair/Restoration/Conservation
Research/Planning Includes program evaluation, strategic planning, and establishing
partnerships
Residency - School Artist activities in an educational setting
Residency - Other Artist activities in a nonschool setting
Seminar/Conference
Student Assessment Includes measurement of student progress toward learning
objectives. Not to be used for program evaluation.
Technical Assistance with technical/administrative functions
Web Site/Internet Development Includes the creation or expansion of Web sites,
mobile and tablet applications, the development of digital art collections, interactive
services delivered via the Internet, etc.
Writing About Art/Criticism
None of the above

Additional Project Activity Type: Optionally, choose up to two additional types from the above
list.
Audience/Participants/Communities
Race/Ethnicity: (Choose all that apply) U.S. federal government agencies must adhere to
standards issued by the Office of Management and Budget (OMB) in October 1997, which
specify that race and Hispanic origin (also known as ethnicity) are two separate and distinct
concepts. These standards generally reflect a social definition of race and ethnicity recognized
in this country, and they do not conform to any biological, anthropological, or genetic criteria.
Origin can be viewed as the heritage, nationality group, lineage, or country of birth of the
person or the person’s ancestors before their arrival in the United States.
•

•
•
•

American Indian or Alaskan Native - A person having origins in any of the original
peoples of North and South America (including Central America) and who maintains
tribal affiliation or community attachment.
Asian - A person having origins in any of the original peoples of the Far East, Southeast
Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan,
Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.
Black or African American - A person having origins in any of the Black racial groups of
Africa.
Hispanic or Latino - People who identify their origin as Hispanic, Latino, or Spanish may
be of any race.

Art Works: Literature FY18 Grant Application Form Instructions
•
•

25

Native Hawaiian or Other Pacific Islander - A person having origins in any of the original
peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
White - A person having origins in any of the original peoples of Europe, the Middle East,
or North Africa.

Age Ranges: (Choose all that apply)
• Children/Youth (0-18 years)
• Young Adults (19-24 years)
• Adults (25-64 years)
• Older Adults (65+ years)
Underserved/Distinct Groups: (Choose all that apply)
• Individuals with Disabilities
• Individuals in Institutions (include people living in hospitals, hospices, nursing homes,
assisted care facilities, correctional facilities, and homeless shelters)
• Individuals below the Poverty Line
• Individuals with Limited English Proficiency
• Military Veterans/Active Duty Personnel
• Title I Schools
• Youth at Risk
• Other underserved/distinct group

Submit Your Application
Be sure to click Save before clicking Submit.
You must click Submit to finalize your application for NEA review.
Don't forget to hit the "Submit" button when you are ready to submit your application. If you
do not hit the "Submit" button, your application will not be received.
You will receive confirmation of your successful submission in two ways: 1) a pop up on your
screen, and 2) an email from [email protected]. Maintain documentation of your
successful submission (take a screenshot and/or keep the email). If you modify your application
after you submit, you will not receive additional confirmations.
You also can confirm that your application was received when you log in to NEA-GO. On the
first screen it will say “Received” if your application has been received. If your application has
not yet been received, it will say “In Progress.”