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

Art Works: Media Arts FY18 Grant Application Form Instructions

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How to Use This Document
These instructions are for the Media Arts 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/media-arts/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:
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:
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: Media Arts FY18 Grant Application Form Instructions

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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: Media Arts FY18 Grant Application Form Instructions

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In addition to the line items above, Cumulative Surplus/Deficit also will appear. PLACEHOLDER
FOR CUMULATIVE SURPLUS/DEFICIT DEFINITION.
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: Media Arts 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. Depending on your project type, you will have the opportunity to expand on this
list in Discipline-Specific Items.

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

Art Works: Media Arts FY18 Grant Application Form Instructions
a festival). 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)

•

Year 3

•

Representative examples:

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Art Works: Media Arts FY18 Grant Application Form Instructions

(3,500 Character Limit, including spaces)

Programmatic Activity notes: Provide any notes about your programmatic activity. (1,000
Character Limit, including spaces)

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Art Works: Media Arts FY18 Grant Application Form Instructions

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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: Media Arts
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 project 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: Media Arts FY18 Grant Application Form Instructions

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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, 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)
Discipline-Specific Items

Art Works: Media Arts FY18 Grant Application Form Instructions
Leave these fields blank. Please upload discipline-specific items as separate PDF documents.
(See Part 4: Items to Upload.)

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Art Works: Media Arts FY18 Grant Application Form Instructions

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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: Media Arts FY18 Grant Application Form Instructions

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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: Media Arts FY18 Grant Application Form Instructions

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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.

Art Works: Media Arts FY18 Grant Application Form Instructions

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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
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:

Art Works: Media Arts FY18 Grant Application Form Instructions

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

Art Works: Media Arts FY18 Grant Application Form Instructions

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$10,000. Any requests below $10,000 will be deemed ineligible and will not be
reviewed. Be realistic in your request.
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: Media Arts FY18 Grant Application Form Instructions

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Art Works: Media Arts FY18 Grant Application Form Instructions

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Part 4: Items to Upload
Upload your work samples and discipline-specific items here. Media Arts does not require
statements of support.
Please arrange the items in the following order when uploading to NEA-GO:
•
•

Discipline-Specific Items (Varies by project type; see instructions below.)
Work Samples (Varies by project type; see instructions below.)

Preparation
Below are the required items to upload to NEA-GO. These 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.
Discipline-Specific Items
Submit one single PDF file named “Special Items” that includes any items specified below that
are relevant to your particular project.
Projects under the February deadline:
•

•

•

•
•

For film, video, digital arts, and other media festivals, a one-page description of your
selection process, and a list (maximum four pages) of screenings, master classes,
workshops, and other festival activities for the previous two years. Please include the
Date, Title/Artist Names(s), Country of Origin(s) # of attendees/venue capacity and %
filled of venue (maximum five pages).
For exhibition projects, a detailed list (maximum two pages) of your proposed
exhibition program, and a list (maximum four pages) of screenings for the previous two
years. Please include the Date, Title/Artist Names(s), Country of Origin(s) # of
attendees/venue capacity and % filled of venue.
For touring programs, a list of committed and/or potential venues (maximum one
page). Please use the following format: Name of venue/City/State/Country (if not the
United States)
For distribution projects, a description of the distribution plan including marketing
strategies, and rights and revenues agreements with artists (maximum two pages).
For media art preservation, restoration, and archive projects, a description of the
work(s) to be preserved, restored, or archived; and the artistic significance, the physical
condition, and the methods of preservation. If applicable, include plans for scholarly and
public access to the material (maximum two pages).

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Projects under the July deadline:
•

For production of all genres and forms of media art that use electronic media, film,
and technology:
o Provide a synopsis or treatment of the proposed project (maximum three
pages). Examples include: For singular works and one-time projects, provide a
synopsis or treatment; for existing series, specify the number, length, and
content synopsis of the programs that are to be produced; for series which
acquire or commission works, describe the process by which you will select
works for the programs.
o Provide a one-page explanation of the involvement and relationship between
the key artistic personnel for the proposed project and the applicant
organization (maximum one page).
o Provide resumes for all persons with primary artistic responsibility (maximum
one page).
o Provide a plan for distribution (maximum one page).

•

For development of analog and digital tools, hardware, and/or software that
engage technology to produce new media artworks:
o Provide a technical or conceptual treatment of the proposed project
(maximum one page).
o Provide an explanation of the involvement and relationship between the key
artistic personnel for the proposed project and the applicant organization
(maximum one page).
o Provide resumes for all persons with primary artistic responsibility
(maximum three pages per resume).
o If applicable, provide a plan for distribution (maximum one page).

•

For workspace and facilities access, a description of the facility and available equipment
and/or resources, facility outreach strategy, and a list of rental fee structures, if
applicable (maximum two pages).
For workshops, residencies, conferences, convenings, and seminars, a list of the
proposed activities and names of potential participants (maximum two pages).

•

•

For field studies, if applicable, provide additional overview of the project participants,
process for conducting research and data collection, and process for distributing
findings (maximum one page).

•

For publications/periodicals, as appropriate: a one-page list of proposed articles and
committed writers; a one-page list of the projected sales/subscription figures and print
runs/downloads; and your current policy for payment to writers.

Work Samples:

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For all projects, you may submit a maximum of three work samples. Work samples should be
recent, of high quality, and as relevant to the project as possible. Work samples are crucial for
evaluating the artistic excellence and artistic merit of your project. Panelists will generally

review up to 10 minutes of any one sample and up to 20 minutes of all work samples
combined.
All work samples must be uploaded by the specified deadline. Once a work sample is
submitted, the content may not be revised (including work that resides on an external website
link).
Applicants are responsible for maintaining the consistency of and access to work samples
throughout the application review process, for more information refer to the application
calendar. Staff will not contact applicants if a link has expired.
Work samples may be comprised of any combination outlined below, according to your
deadline and project type. You are allowed a maximum of three work samples. Work
samples may be comprised of any of the combination outlined below, according to the
deadline and project type. Use the guidelines below to determine which work samples
types will best suit your project. Each time-based work sample (e.g., audio, video, image
slideshow) must not exceed 10 minutes. Indicate a starting point for any sample longer than
10 minutes.
Projects under the February deadline:
•

•

•

•

Distribution projects: Samples may include proposed works, previously completed
works, trailers, or works in progress by the key artists or individuals involved. We
recommend including work by the lead artists in your proposal whenever possible.
Maximum 10 minutes per work sample.
Festivals: Submit a PDF copy or link to your most recent catalog, the festival trailer, and
compilation reel and/or excerpts from your most recent event. We recommend submitting
a link to your catalog. Maximum 10 minutes per work sample.
Curated series, screening, exhibition, installation, presentation, and/or touring
programs: Samples may include a PDF copy or link to your most recent three calendars
and/or program notes, an excerpt trailer or compilation of recently exhibited or screened
works, and/or documentation of exhibitions, installations, performances, or other live
events. Maximum 10 minutes per work sample.
Preservation projects: Submit a compilation reel of recently preserved works. Maximum
10 minutes per work sample.

Projects under the July deadline:
•

Production-based projects: Samples may include proposed works, previously completed
works, trailers, or works in progress by the key artists or individuals involved. It is
recommended to include work by the lead artists in your proposal whenever possible.
For existing series, you may submit a trailer, and compilation reel and/or excerpts from

Art Works: Media Arts FY18 Grant Application Form Instructions

•

•

•

•

20

your most recent season. Maximum 10 minutes per work sample. If you are applying for
a scripted project, you may also submit a maximum of 12 pages excerpted from your
script.
Production of analog and digital tools, hardware and/or software: Samples may include a
PDF or link to documentation, live demonstrations, previously completed works,
compilation reels, or works in progress by the key artists or individuals involved. It is
recommended to include work by the lead artists in your proposal whenever possible.
Maximum 10 minutes per work sample.
Workspace, facilities access, residencies, and workshop series: Samples may include
proposed works, previously completed works, trailers, or works in progress by previous or
proposed artists and/or documentation of previous programming. Maximum 10 minutes
per work sample.
Conference, seminar, or convenings: Samples may include a PDF or link to your most recent
program or agenda and/or excerpts of up to three recently completed events that give an
accurate sense of the proposed event. Maximum 10 minutes per work sample.
A publication/periodical/catalogue: Submit a PDF or link to brief selections from the two
most recent publications. Maximum 12 pages.

You are allowed a maximum of three work samples total.
We will accept the following:
Type

Video

Audio

Max. Time
Each Sample

10 minutes
each

10 minutes
each

250 MB

5 MB

Documents

Websites
10 minutes
each

Panelists will
review up to
20 minutes of
work samples
Max. Size
Each Sample

250 MB for all
work samples
combined

5 MB/12
pages each

5 MB

Art Works: Media Arts FY18 Grant Application Form Instructions
File Types

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

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

PDF

21

PDF with links

Uploading Work Samples: There are two options to upload your work samples.
Option One (recommended): Upload a single PDF to NEA-GO with links to your work
samples on an external hosting site (e.g., Vimeo, YouTube, or a Custom URL).
To submit a single PDF with links to an external hosting site:
• Upload a single PDF to NEA-GO with the following file title: “Work Samples”
• Include each work sample links and/or other materials (catalog, publication, event
program, script), not to exceed three work sample types, as a single PDF.
• Hyperlink each work sample URL. You may provide titles and short descriptions to
provide context of the work sample for panelists.
• Include any necessary information on required plug-ins, passwords, or navigation
paths in order to view the work samples.
• If applicable, include cue information to indicate the start of each selection.
• Do not submit links to sites that require work samples to be downloaded (e.g.,
Dropbox).
Option Two: Individually upload each work sample file directly into NEA-GO. File size
restrictions may prohibit you from using this option, see details below. To upload each
work sample into NEA-GO:
• You may provide titles and short descriptions to provide context of the work
sample for panelists using the text box provided during the upload process.
• If applicable, include any cue information to indicate the start of each selection.
• If your files exceed the NEA-GO file size limitations, please follow the instructions
outlined in Option One to submit a single PDF with links to work samples hosted
through an external hosting site.
Have questions? Contact Media Arts Specialists, [email protected] or [email protected]
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.

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For your special items, simply state the type of item.
For video/audio/digital image/website/document work samples, state the title of the
work or organization represented by the work sample.

Description box:
For your special items, simply state the type of item.
For video/audio/digital image/website/document work samples:
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Title of work (if different from first bullet).
Platform (online, mobile, console, handhelds, social networks, radio, television, film).
Date work completed.
Running time of complete work.
Principal production credit(s) for the work sample.
Relationship of the work sample to the project for which you are requesting support.

Applicants submitting multiple websites should include the relevant information from above
with each website in the PDF. The descriptive field for the file should provide a brief overview
of the group of websites as a whole.
Additional Guidance for Documents (Screenplays, Publications, Periodicals, Catalogues)
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. Excess pages
will be removed and not be reviewed.
If you have to scan material, please follow the guidance below:
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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 a single PDF file. Do not submit a
separate file for each scan. Do not submit Word, PowerPoint, or Excel documents.
Additional Guidance for Websites
Do not submit your organization's general website. Only submit a website that is an essential
part of the project. Although websites are dynamic, the project site you submit at the time of
application cannot substantially change after the deadline. Please contact the Media Arts staff,

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[email protected] or [email protected], prior to making website changes during the review
period.
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.

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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
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:
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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:
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Artists' Community, Arts Institute, or Camp
Arts Center
Arts Council / Agency
Arts Service Organization
College / University
Community Service Organization
Fair / Festival

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Foundation
Gallery / Exhibition Space
Government
Historical Society / Commission
Humanities Council / Agency
Independent Press
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:
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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.

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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
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.
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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.

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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.
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

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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.”