Major Grant Support
Final Report Preview

Arts Learning In Communities

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

Grantee will acknowledge the following conditions:
All Final Reports are subject to Audit by the Oklahoma Arts Council. Audits will either be determined randomly from any or all grant categories or to clarify questions concerning final reports. Please keep all the necessary records and receipts for at least three years from the completion date of your project.

Deadline: Final reports are due no later than 30 days after the project ending date listed on your application. Hard copy support materials must be mailed to the Oklahoma Arts Council postmarked no later than the date of your final report e-grant submission. Final reports, including REQUIRED support materials, submitted after the 30 day period will result in an automatic 15% reduction in funding. Final reports submitted later than 60 days after the ending date of the project will not be accepted and funding for the project will be cancelled, no exceptions.

GENERAL PROJECT INFORMATION

1. Please provide name, title, contact phone number and e-mail address of the person completing this report.
2. Did you invite your legislators to the project and thank them for their support of the Oklahoma Arts Council and public funding for the arts?
3. Did your legislators attend any activities associated with this project?
4. What is the total number of individuals that directly benefited from this project? Please include organization personnel, artists, non-artist project participants including volunteers and participants or audience members. 
5. Of this total number, how many were youth under the age of 18?
6. Of this total number, how many artists were directly involved in this project?
7. How many of these artists have residence in Oklahoma?
8. Of this total number, how many volunteers were directly involved in this project?
9. List the name(s) of the organization’s program director or coordinator of this project/activity.  Include a contact phone number and e-mail address.
10. How many times has this project or similar project been done in the past?
11. Do you anticipate replicating or continuing this project in the future?
12. Where did the project take place? Please include complete address.

ARTS LEARNING IN COMMUNITIES PROJECT INFORMATION

1. How many sites were served by this project?
2. What was the total number of participants that received instruction?
3. What were the ages ranges of the participants?
4. How many of the total number of participants were over the age of 65?
5. How many of the total number of participants were pre-kindergarten children?
6. How many of the total number of participants were individuals with disabilities?
7. What was the average number of hours each participant was actively engaged (actual hands-on) in the creative arts process? Note: this is a per participant response, for example 60 participants received an average of  30 hours of instruction)
8. What was the actual tuition/fee rate per participant? Note: give specifics such as $100 for one month or $10 per day, etc.
9. How many scholarships were provided? List the number given, total cost, and the criteria for eligibility.

ARTS LEARNING IN COMMUNITIES 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. 

1. Describe the project, summarizing information about the specific population served, the setting(s) of the project, and the arts learning activities in the sequential order that they were presented to participants.
2. Explain any aspect of the project that differed from those in the application and why.
3. Discuss how the arts learning activities related to the specific life circumstances of the learners; include any information concerning age, ability and developmental appropriateness.
4. Explain what the participants gained in knowledge, skill, attitude or behavior in or towards the arts.  You may also include other benefits but must make clear how those conclusions were drawn i.e. based on observation, feedback, etc.
5. List specific methods that were used to identify and recruit participants for the project i.e. public service announcement, referral, newspaper ad, etc.
6. Discuss how the facilitators including the arts instructor(s) contributed to the effectiveness of the program and include in your discussion if you would or would not use this person(s) in future projects.
7. Describe the evaluation methods used to measure participant-outcomes (what the participants learned in the arts) and list the percentage of participants that were evaluated.
8. Based on your evaluation results, what were the strongest and the weakest aspects of your arts learning programming? Discuss how these results will be used to assist with future program design.
9. Overall, what do you think the greatest benefit to participants and their community was from this project?

FINAL REPORT 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 submityour on-line final report.

PROJECT EXPENSES

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 in narrative box 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
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. Grant 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 grant amount CAN NOT exceed 50% of the total cost of the project (EXPENSE Item 12 above). Is INCOME item 12 (OAC grant ) 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 granted 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

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 (digital is preferred) 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.