Organizational Support
Application Preview

The Oklahoma Arts Council awards grants for Organizational Support to provide funding to established 501(c)(3) arts organizations to support operational and programming costs. Eligibility is determined by the Council based on the organization’s overall operating budget, stability, history of compliance with Council guidelines and overall programming. Eligible organizations apply every two years, with separate awards for each year. Applicants in this category are ineligible for any other grant categories.

For your convenience, the Oklahoma Arts Council has provided a “preview” of the Organizational Support Grant application. Please remember that to actually submit an application, applicants must login to the e-grant system.

DEADLINE: March 15

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 Information:

1. Applicant's DUNs number.
2. What year was your organization incorporated in the State of Oklahoma?
3. What is your organization's Current Year's operating budget?
4. How many paid Full Time personnel does your organization have?
5. How many paid Part Time personnel does your organization have?
6. How many Board Members does your organization have?
7. What percentage of your board members contribute financially to your organization?
8. What percentage of your board contributes to your organization through in-kind donations including volunteer time?

Economic Impact Indicators (for your organization's most recently completed year.)

1. Please list the beginning and ending dates of your organization's most recently COMPLETED accounting year.
2. What was the operating budget of your organization's most recently completed accounting year?
3. What was the amount of sales tax collected and PAID to the state of Oklahoma on the sale of tickets, admissions, gift shop sales, or other goods sold?
4. What was the amount of salary paid including benefits to all of your organization's full time employees?
5. What was the amount of salary including benefits paid to your organization's part time employees?
6. What was the total number of individuals that your organization served that year that were directly involved as artists, non-artist participants or audience members. (Avoid inflated numbers. Do not double-count repeat attendees.)
7. What was the total number of volunteers who directly participated in the operations or programming of your organization during that year? (Avoid inflated numbers. Do not double-count a single individual volunteering at multiple activities.)
8. What was the average number of hours per volunteer for that year?
9. What was the total number of artists directly involved in providing art or artistic services specific to your organizations programming?
10. How many of those artists reside in Oklahoma?

Organization's Mission and Artistic Goals

1. Enter your organization's mission as it appears in your organization's by-laws.
2. List your organization's artistic goals as outlined in your strategic plan

Organization History and Programming

1. Briefly describe your organization, its history and discuss the community your organization serves such as, geographical location, ages, economic factors, ethnicity etc.
2. Provide anecdotal information that illustrates why your organization’s arts programming is important to individuals in your community.

Organization's Outreach and Diversity

1. Discuss areas of programming, productions, services or accommodations that facilitate service to underserved populations that may include rural, at-risk youth, populations in institutional settings, people with disabilities, senior citizens or populations with English as their second language.
2. Discuss methods used to build diversity in the organization's leadership and participants/audience.

National Endowment for the Arts (federal) Reporting Requirements

1. Select the best code to indicate how much, if any of your programming meets this definition: An organized and systematic educational effort with the primary goal of increasing an identified learner's knowledge of and/or skills in the arts with measurable outcomes? (code will be provided in a drop down box)
   
2. Accessibility: Does your programming provide services related to ADA/504 compliance or are the activities SPECIFICALLY designed to increase access to the arts for persons with disabilities?
3. International: Does your Community Arts Programming support foreign artists visiting the USA?
4. Presenting/Touring: Does your programming either host/present works originating outside of the applicant community or support the applicant organization’s artists to tour to different areas?
5. Youth at Risk: Is your programming designed PRIMARILY to serve at-risk youth? Include arts-related intervention programs (for violence, drug/alcohol abuse and crime) as well as other creative programming specifically involving at-risk youth as primary project participants or beneficiaries.
6. Older Adults: Does your programming include creative programming involving older adults as the PRIMARY project artists, participants or beneficiaries?
7. Health/Healing: Does your programming include activities using the arts SPECIFICALLY to promote good physical or mental health or to aid in healing?
8. Cultural Heritage Tourism: Does your programming involve activities that promote cultural events SPECIFICALLY to tourist populations and/or use the arts as traveler destination.
9. Select the ONE code that best describes the art form of the activities of your programming. (code will be provided in a drop down box)
10. If the majority of your activities are intended to involve or act as a clear representation of the cultural traditions of one particular group, or deliver services to designated population please select that code from the list, otherwise choose No Single Group (code will be provided in a drop down box)

In addition to general organizational information the Organizational Support application also consists of at least one of three programming components. An organization’s on-going programming determines which component(s) are appropriate. Council staff may assist organizations in determining which component(s) are required in the application process. There is no advantage or disadvantage in utilizing more than one component. These three programming components relate directly to the Oklahoma Arts Council’s strategic plan and are necessary for reporting to the Legislature and to the National Endowment for the Arts on the state of the arts in Oklahoma. For the purpose of this preview only we are providing the questions for all three components.

OS-Community Arts Programming Section:

1. Is Community Arts Programming CRITICAL to your organization's mission and/or necessary to meet your artistic goals? If the answer is NO please skip to Arts Education in Schools Section or the Arts Learning in Communities Section.
2. What percentage of your current year's budget is allocated towards Community Arts Programming?

CAP -General Programming Information
This information should be entered for FUTURE Programming taking place July 1, 2008 – June 30, 2009.

1. Please list the actual dates or date ranges of the activities/events for your FY09 (July 1, 2008- June 30, 2009) Community Arts Programming. List the activity/event name and then the dates or date ranges.
2. Please list the physical address of the location of your Community Arts Programming events/activities. List the activity/event name and then the location.
3. Please list your organization's key personnel with their contact phone number(s) that are directly involved with Community Arts Programming activities/events.
4. Please estimate the total number of individuals that will be directly involved in your Community Arts Programming activities/events as artists, student/participants or audience members for the fiscal year that this application covers.
5. Please estimate the total number of children and youth (under18) benefiting directly from your Community Arts Programming activities/events.
6. Please estimate the total number of artists directly involved in providing art or artistic services specifically identified with your CAP activities/events.
7. How many of these artists are on the Oklahoma Arts Council's Teaching Artists' Roster?
8. How many of these artists are on the Oklahoma Arts Council's Oklahoma Touring Roster?
9. Please estimate the total number of volunteers directly involved in your Community Arts Programming activities/events.
10. Please enter the total number of community partners that will be involved with this programming.
11. List the name(s) of community partners and the type of partnership (for example: financial, in-kind, planning, site, etc.)

CAP Project Information- Based on PAST Programming for the time period July 1, 2007 – June 30 2008. If complete information is not available please estimate.

1. Enter the number of cities or communities served by your Community Arts Programming activities/events for FY08 (July 1, 2007-June 30, 2008).
2. Please list the names of the cities and/or communities.
3. Enter the number of  Counties served.
4. Please list the names of the counties served.

CAP Narratives - Based on PAST Programming for the time period July 1, 2007 – June 30 2008. If complete information is not available please estimate.

Artistic Quality  

1. Describe your Community Arts Programming in detail. Focus on the specific art form or genre. Include information on the artists and their qualifications.
2. Describe the history of this programming  and how demographics, artist/artistic selections, traditions, timeframes, locations, audience interests, etc. shaped or influenced your programming.
3. Discuss how your organization's artistic goals were met with your Community Arts Programming
4. Indicate any specific changes you plan to make during FY09 (July 1, 2008 – June 30, 2009)
   

Access

1. List specific ticket prices, indicate any reduced rates, special pricing and/or how many tickets were given away and to whom. Indicate if any activities were free to the public.
2. Discuss how your organization worked with other organizations or community partners to plan, implement and/or evaluate your programming.
3. Describe your organization’s marketing/promotion plan for this programming. Include timelines, name of publications/media outlets and efforts used to reach underserved populations.

Evaluation

1. Describe how you evaluated the programming and/or gathered audience, artist, or participant feedback. Include specific information about formal evaluation tools such as surveys, focus groups and discuss how the results are used.
2. Discuss the cultural, social or economic impact this programming had on your community.

OS-Arts Education in Schools Section

1. Is Arts Education in Schools programming CRITICAL to your organization's mission and/or necessary to meet your artistic goals? If the answer is NO please skip to Community Arts Programming Section or the Arts Learning in Communities Section
2. What percentage of your current year's budget is allocated towards Arts Education in Schools programming?

AES -General Programming Information
This information should be entered for FUTURE programming taking place July 1, 2008 – June 30, 2009.

1. Please list the actual dates or date ranges of the activities/events for your FY09 (July 1, 2008 - June 30, 2009) Arts Education in Schools Programming. List the activity/event name and then the dates or date ranges.
2. Please list the physical address of the location of your Arts Education in Schools events/activities. List the activity/event name and then the location.
3. Please list your organization's key personnel with their contact phone number(s) that are directly involved with Arts Education in Schools activities/events.
4. Please estimate the total number of individuals that will be directly involved in your Arts Education in Schools activities/events as artists, student/participants or audience members for the fiscal year that this application covers.
5. Please estimate the total number of children and youth (under18) benefiting directly from your Arts Education in Schools activities/events.
6. Please estimate the total number of artists directly involved in providing art or artistic services specifically identified with your AES activities/events.
7. How many of these artists are on the Oklahoma Arts Council's Teaching Artists' Roster?
8. How many of these artists are on the Oklahoma Arts Council's Oklahoma Touring Roster?
9. Please estimate the total number of volunteers directly involved in your Arts Education in Schools activities/events.
10. Please enter the total number of community partners that will be involved with this programming.
11. List the name(s) of community partners and the type of partnership (for example: financial, in-kind, planning, site, etc.)

AES Programming Information - Based on PAST Programming for the time period July 1, 2007 – June 30 2008. If complete information is not available please estimate.

1. Enter the total number of School DISTRICTS served by your FY08 (July 1, 2007 - June 30, 2008) Arts Education in Schools programming.
2. Please list the names of the school districts and the communities that the schools districts serve.
3. Enter the total number of School SITES directly served.
4. Enter the total number of rural school (non-OKC metro or non-Tulsa metro) sites served.
5. Enter the total number of students that directly participated in your Arts Education in Schools programming, include only students who directly received instruction or participated as audience members.
6. Enter the number of hours of instruction provided per each student receiving instruction. (List the number of students then the hours. For example - 75 students - each will receive 60 hours)
7. Enter the age/class designation of the participants.
8. Enter the number of teachers that received training in arts curriculum development and/or in specific arts discipline area(s).

AES Narratives –- Based on PAST Programming for the time period July 1, 2007 – June 30 2008. If complete information is not available please estimate.

Program Design

1. Provide an overview of the overall arts education program; include the specific artistic discipline(s), sequence of instruction and include specifics on the 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 selection process used to determine which schools were served. Include information on the schools current arts education programming, arts requirements for graduation, etc.
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 did this programming will have on your community and/or school(s) or students?

OS -Arts Learning in Communities Section

1. Is Arts Learning in Communities programming CRITICAL to your organization's mission and/or necessary to meet your artistic goals? If the answer is NO please skip to Arts Education in Schools Section or the Community Arts Programming Section.
2. What percentage of your current year's budget is allocated towards Arts Learning in Communities?

ALC-General Programming Information
This information should be entered for FUTURE programming taking place July 1, 2008 – June 30, 2009.

1. Please list the actual dates or date ranges of the activities/events for your FY09 (July 1, 2008- June 30, 2009) Arts Learning in Communities. List the activity/event name and then the dates or date ranges.
2. Please list the physical address of the location of your Arts Learning in Communities events/activities. List the activity/event name and then the location.
3. Please list your organization's key personnel with their contact phone number(s) that are directly involved with Arts Learning in Communities activities/events.
4. Please estimate the total number of individuals that will be directly involved in your Arts Learning in Communities activities/events as artists, student/participants or audience members for the fiscal year that this application covers.
5. Please estimate the total number of children and youth (under18) benefiting directly from your Arts Learning in Communities activities/events.
6. Please estimate the total number of artists directly involved in providing art or artistic services specifically identified with you’re ALC activities/events.
7. How many of these artists are on the Oklahoma Arts Council's Teaching Artists' Roster?
8. How many of these artists are on the Oklahoma Arts Council's Oklahoma Touring Roster?
9. Please estimate the total number of volunteers directly involved in your Arts Learning in Communities activities/events.
10. Please enter the total number of community partners that will be involved with this programming.
11. List the name(s) of community partners and the type of partnership (for example: financial, in-kind, planning, site, etc.)

ALC - Project Information -Based on PAST Programming for the time period July 1, 2007 – June 30 2008. If complete information is not available please estimate.

1. Enter the total number of sites served by your FY08 (July 1, 2007 - June 30, 2008) Arts Learning in Communities programming?
2. List the name(s) and contact phone or e-mail for site personnel actively involved in the programming
3. Enter the total number of participants in your Arts Learning in Communities programming (received instruction).
4. Enter the age range(s) of participants.
5. Enter the total number of participants over 65.
6. Enter the total number of participants with disabilities.
7. Enter the name(s) of your organization’s program director or coordinator and phone number or e-mail address.
8. Enter the tuition/fee rate per participant (give specifics such as $100 for one month or $10 per day etc).
9. Enter the number of scholarships and amount of scholarships.
10. Discuss who determines scholarship eligibility and how is that determined (the criteria).

ALC Narratives - Based on PAST Programming for the time period July 1, 2007 – June 30 2008. If complete information is not available please estimate.

Program Design

1. Describe the FY08 (July 1, 2007 - June 30, 2008) Arts Learning Programming focusing on the artistic discipline and the hands-on arts experience/activities and discuss how these arts experiences were appropriate for the participants.
2. List the arts learning goals and describe how the learning goals were met and the outcomes for the participants..

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 program participants including but not limited to physical space and environment, materials and supplies, contracted personnel and project activities.
2. Describe your organization’s marketing/promotion plan for this programming. Include timelines, name of publications/media outlets and efforts used to reach underserved populations.

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 did this programming will have on your community?

Required Support Material:

Support Material should be assembled in three (3) separate three ring binders. Label the spine and the front of each binder with the NAME of your organization and ORGANIZATIONAL SUPPORT

□ Title Page with Name of Organization, Grant ID number and contact information
□ Support Material Check list including PROGRAMMING COMPONENT CHECK LIST
□ Table of Contents
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General Organizational Information Support Material (required)

□ Demographic Profile Form (PDF form) of the community served (information is available from the U.S. census website at: http://censtats.census.gov/pub/Profiles.shtml)
□ ONE-PAGE resumes of Key Administrative Personnel within the organization. (Longer resumes will not be reviewed and application will be incomplete)
□ Board list with names and addresses and community affiliations/profession. Minority representation on the board should be indicated with an asterisk (*).
□ 990 from most recently completed accounting year.
□ Revenue Statement Forms – Three forms – one for your organization’s CURRENT year and one each for the previous TWO years.
□ If the applicant had an operating deficit for the most recently completed accounting year, a deficit reduction plan must be included with the application.
□ Organization Financial statement for the most recently completed year.
□ Copy of your organization’s strategic plan (many be in summary form). If your organization does not have a strategic plan, please include a document outlining what process you intend to pursue to develop one and the date it will be available.

EACH COMPONENT REQUIRES SEPARATE SUPPORT MATERIAL. SUPPORT MATERIAL REQUIREMENT IS DEPENDENT ON THE PROGRAMMING COMPONENT SELECTED BY THE ORGANIZATION IN THE APPLICATION.
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If applicable:
COMMUNITY ARTS PROGRAMMING SUPPORT MATERIAL

1. Publications or other printed materials which promoted or described the activities for the organization’s community arts programming. Printed materials that describe previously OAC funded activities/events should include the OAC logo. Limit two (2).
2. ONE-PAGE resumes, bio’s or press packets of each artist, juror or presenter. Longer items will be discarded.
3. Contracts from performing artists
4. Press releases or news articles with OAC credit or logo. Limit 2
5. Letters of support from key community partners who were involved in the planning and implementation of the programming. Limit three (3).
6. Evaluation tool and compilation of results.

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ARTS IN EDUCATION SUPPORT MATERIAL  

1. ONE-PAGE resume of each arts instructor. Longer items will be discarded.
2. Letter of Agreement for each arts instructor including: description of service provided, dates of service, hourly fee rate, total hours of service, total fee, any other specification(s) agreed upon.
3. ONE-PAGE resume each of organization’s and/or school district’s arts education coordinator. Longer items will be discarded.
4. Participant outcome evaluation tool and compilation of prior results.

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ARTS LEARNING IN COMMUNITIES SUPPORT MATERIAL

1. ONE-PAGE bio of each arts instructor. Longer items will be discarded.
2. ONE-PAGE resume of each program coordinator. Longer items will be discarded.
3. Letter of agreement for each arts instructor including description of service provided, dates of service, hourly rate, and/or itemized fees and expenses.
4. Publications or other printed materials which promoted or described the activities for the organization’s arts learning in communities’ programming. Printed materials that describe previously OAC funded activities should include the OAC logo. Limit two (2).
5. Letter of agreement indicating commitment from community partners. Limit three (3).
6. Participant outcome evaluation tool and compilation of data.