Major Grant Support
Application Preview

Arts Education in Schools

For your convenience, the Oklahoma Arts Council has provided a “preview” of the Major Grant Support - Arts Education in Schools programming component. Major Grant Support applications may include up to 5 separate projects. Each of those projects must fall under a programming component. This is the preview for the Arts Education in Schools component. Please remember that to actually submit an application or a final report, applicants must login to the e-grant system. School Districts applying in Major Grant Support must contact the Arts Education Director at 405-521-2023 prior to beginning the application.

DEADLINE: February 1

Part 1 - Organizational Profile
Remember to update (if needed) organizational information and contact information AFTER logging in to the e-grant system by using the left toolbar navigation.

GENERAL PROJECT INFORMATION

1. What is the Title of this project?
2. What is the Beginning Date of your project?
3. What is the Ending Date of your project?
4. Please list the actual dates or date ranges of the activities in this project. (These specific dates will be used to schedule site visits, if applicable.)
5. Please list your organization's key personnel with their contact phone number(s) that are directly involved with this project
6. Please estimate the total number of individuals that will be directly involved in the project as artists, non-artist project participants or audience members between the grant or project start and end dates
7. Please estimate the total number of children and youth (under18) benefiting directly from the project. This figure should reflect a portion of the total number reported in the previous "individuals involved" question.
8. Please estimate the total number of artists directly involved in providing art or artistic services specifically identified with this project.
9. How many of these artists are on the Oklahoma Arts Council's Teaching Artist's Roster?
10. How many of these artists are on the Oklahoma Arts Council's Oklahoma Touring Roster?
11. Please estimate the total number of volunteers directly involved in the project.
12. Please enter the total number of community partners that will be involved with this project.
13. List the name(s) of community partners and the type of partnership (for example: financial, in-kind, planning, site, etc.)
14. Has this project been done in the past by your organization?

ARTS EDUCATION IN SCHOOLS PROJECT INFORMATION

1. Total number of School Districts that will be directly served.
2. List Name(s) and city(s) of the School Districts directly served.
3. Total number of School Sites that will be directly served.
4. Total number of rural school (non-OKC metro or non-Tulsa metro) sites to be served.
5. List names of your organization’s key administrative/programming personnel directly involved in Arts Education in Schools programming.
6. Estimated total number of students directly participating in your organization’s Arts Education in Schools programming, include only students who are directly receiving instruction or who are participating as audience members.
7. How many hours of instruction will be provided per each student receiving instruction? (list the number of students then the hours. For example - 75 students - each received 20 hours)
8. Age/class designation of participants.
9. How many teachers will receive training in arts curriculum development and/or in specific arts discipline area(s)?

ARTS EDUCATION IN SCHOOLS NARRATIVES

• Narrative questions – Remember each narrative response is limited to 4000 characters. We strongly recommend formulating your responses in a word processing program which will allow spell check and character counts.  After proofing your responses cut and paste the responses into the required application narratives. DO NOT use bullets, underlining, italics, etc as this adds to the overall character count total

Program Design

1. Provide a brief overview of the overall arts program; include the specific artistic discipline(s), sequence of instruction and active participatory (hands-on) components of the program.
2. Discuss the history of this project. If this is a new project, describe the planning process.
3. Discuss the current arts education programming that the school district offers (i.e. music, band, visual art, theatre, etc.) as well as what arts requirements each student must obtain to graduate. For the purpose of this grant please focus on the primary school district that this request will serve.
4. Discuss the methods used to determine the age and developmental appropriateness of the instruction/activities.

Artistic Quality

1. Discuss the methods used to ensure a quality arts experience include within the narrative development of curriculum and process of artist selection.

Educational Merit

1. Discuss the specific instructional methods used in this project
2. Discuss the goals and objectives for student learning outcomes and how these will be met. Also include expected arts experiences during the arts program.

Evaluation

1. Describe the methods used to evaluate the learning process by the participants, the effectiveness of this project and how that evaluation will be utilized.
2. What impact do you expect that this programming will have on your community and/or school(s) or students?

ARTS EDUCATION IN SCHOOLS PROJECT APPLICATION BUDGET
Italicized items below will not show up on the E-grant budget.  These items are included in the preview to assist you before you submit your on-line application.

Organization’s Personnel – the next three items are staff employed by your organization. Note: Only 501(c)(3) Arts Organizations are eligible to include these costs.
1. Administrative
2. Artistic personnel
3. Technical staff 

Outside Personnel – these are contracted personnel not employees of your organization.
4. Administrative
5. Artistic Personnel
6. Technical

7. Space Rental
8. Travel
9. Publicity/Marketing
10. Other: Itemize any other expense below with a specific dollar amount; include any sales tax paid on ticket sales in this narrative. Enter the TOTAL of all “Other” expenses in space provided.   Please use the following example when entering other expenses: Royalties - $500; Set materials - $250; Costumes - $250; TOTAL =$1000
11. Total of Item 10: Other Expenses - Enter the total of all the items listed above.

12. TOTAL CASH EXPENSES of the Project (Total of 1-9 and 11) This amount will be auto-calculated in the e-grant system.

Project Income

Earned Income
1. Ticket sales/Admissions/Workshop/Seminar Registration
2. Contracted Services/Vendor Booth etc.
3. Other Income including organization’s cash on hand raised through fundraisers or other means specifically used to support this project.
Unearned/Contributed Income
4. Corporate Support
5. Foundation Support
6. Other Private Contributed Income
Government Support
7. Federal Government support
8. State (do not include this grant request)
9. Local Government support such as City or County support
10. Mid-America Arts Alliance Support
11. For the purpose of this preview only, total items 1-10. This is your organization’s cash match. It must be equal to or greater than Income Item 12 below.
12. Requested Amount from Oklahoma Arts Council This amount must not exceed 50% of the total cost of the project, Expense Item 12.
13. The OAC grant will be used to pay for which expenses? List item and dollar amount.
14. TOTAL INCOME (Total of 11-12) This amount will be auto-calculated in the e-grant system.

For the purpose of this preview – here are some checks for your budget document.

1. Does EXPENSE Item 12 equal INCOME Item 14? If not please recheck budget
2. The OAC requested amount CAN NOT exceed 50% of the total cost of the project (EXPENSE Item 12 above). Is INCOME item 12 (OAC requested amount) less than or equal to 50% of the Total EXPENSE item 12? If not please recheck budget.
3. The applicant must match at least 1:1 of the requested amount with actual cash. Is INCOME Item #11 greater than or equal to INCOME Item #12?

In-kind Narrative

1. Please itemize your in-kind contributions. In-kind contributions of goods and services are important indicators concerning the amount of community support a project has as well as a crucial economic impact indicator. Please itemize each item or area of in-kind contributions including volunteer hours. The Oklahoma Arts Council allows volunteer hours to be calculated at a rate of $10.00 per hour for non-professional services. Professional services may be calculated at the rate that would be normally charged by the professional. Please use the following example when listing in-kind contributions and enter the TOTAL in the space provided below.
   5 volunteers – 10 hours each = $500
   Graphic designer 3 hours @ $60 per hour = $180
   Donated lumber for set design = $200
   Total  = $880
2. Enter the TOTAL In-kind amount from the narrative above.

SUPPORT MATERIAL

To view the assembly instruction document for your support material click here.
In addition to the Organization Support material, each of the THREE – (3-ring) binders must include support material for each separate project. Each Arts Education in Schools Project must have the following support material:
Additional Required Support material for each Arts Education in Schools project(s) (if applicable):
Each piece of support material MUST be labeled with the Organization’s Name and the Title of the corresponding project

1. Letter of Agreement for each arts instructor including: description of service to be provided; dates of service, hourly fee rate, total hours of service, total fee, any other specification(s) agreed upon.
2. Resume of organization’s and/or school district’s project coordinator. Resumes are limited to one page. Longer items will be discarded.
3. Resume of each non-school arts instructor. Resumes are limited to one page. Longer items will be discarded.
4. Copy of participant outcome evaluation tool.

Please note: Successful applicants will be required to complete an on-line final report (see preview) at the conclusion of their project in order to receive grant funding. In addition, hard copy support materials for the final report must be mailed and consist of the following:

1. Copy of the evaluation tool(s) and the compilation of the results
2. Documentation of the project including brochures, anthologies, photos of project/event with signed releases permitting OAC to make use of the photos
3. Copies of correspondence to legislators inviting them to the activity and thanking them for their support of public funding for the arts
4. Copies of  press releases

We reserve the right to request subsequent information or work product(s) if necessary.  As a reminder, the Oklahoma Arts Council retains a royalty-free right to use all or a portion of the grantees’ final report material for state purposes (e.g., the use of final report work products to document the results of grant programs), including publication on a state agency web site.