Major Grant Support
Application Preview

Arts Learning in Communities

For your convenience, the Oklahoma Arts Council has provided a “preview” of the Major Grant Support category – Arts Learning in Communities programming component section. 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 Learning in Communities component. Please remember that to actually submit an application or a final report, applicants must login to the e-grant system.

DEADLINE: February 1

Part 1- Organizational Profile
Remember to update (if needed) organization information & 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 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 LEARNING IN COMMUNITIES PROJECT INFORMATION

1. Number of sites served  by this project
2. Name and contact phone or e-mail for site personnel actively involved in the programming
3. Estimate the total number of participants in the project (those receiving instruction)
4. Age range(s) of participants
5. Estimate the total number of participants over 65
6. Estimate the total number of participants with disabilities
7. List name(s) of organization’s program director or coordinator and phone number or e-mail address (Remember to include in required support material a one-page resume)
8. Total number of volunteers directly involved in the project
9. Actual time frame of the project (for example 4-7 on Monday Wednesday and Friday)
10. Average number of hours each participant was actively engaged (actual hands-on) in the creative arts process. (Example: a 5 day program that includes 4 hours each day for Arts Learning activities would equate to 20 hours total in which each participant will be actively engaged .)
11. Tuition/Fee rate per participant (give specifics such as $100 for one month or $10 per day etc)
12. Anticipated number of scholarships and amount of scholarships.
13. Who determines scholarship eligibility and how is that determined?
14. Has this type of project been done in the past by your organization?

ARTS LEARNING IN COMMUNITIES PROJECT NARRATIVES
Remember that any 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. Describe the project focusing on the planned arts experience and the linkage between the participants' learning, (including information on the site or setting, population, age and ability) and how these arts experiences are appropriate for the participants.
2. List the arts learning goals and the anticipated outcomes for participants and discuss how these goals will be addressed through the creative arts process.

Artistic Quality

1. Describe the methods used to ensure a quality arts experience (planning process, arts instructors qualifications, format of planned activities, etc.)

Access

1. Discuss measures taken to ensure the safety and security of all project participants including but not limited to physical space and environment, materials and supplies, contracted personnel and project activities.

Evaluation

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

ARTS LEARNING IN COMMUNITIES PROJECT 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 Learning in Communities Project must have the following support material:
Additional Required Support material for Arts Learning in Communities projects (if applicable):
Each piece of support material must be labeled with the Organization’s Name and the Title of the corresponding project

1. Resumes of arts instructors and program coordinators. Limit to one page each. Longer items will be discarded.
2. 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.
3. Letter of support indicating commitment from community partners. Limit 3
4. Publications or other printed materials which promote or describe the project or the organization’s Arts Learning in Communities project. Printed materials which describe previously OAC funded projects should include the OAC logo. Limit 2
5. 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 the 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 or articles specifically giving credit to OAC or using the OAC logo.

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.