February 15, 2005 is the deadline for AIE Residencies occuring between Oct 15, 2005 and Aug 31, 2006.
- Read the Arts-in-Education Residency Program guidelines and application carefully and contact IAC staff at 312/814-6780 if questions arise. To ensure this assistance, please contact the staff well in advance of the deadline. It is the responsibility of the applicant to be familiar with the AIE Residency Program guidelines, application and the Illinois Arts Council policies.
- Review the recommended timeline to determine when to begin each step in the planning process.
- Follow the 4 steps of Planning a Residency. It is suggested that you PRINT the Residency section as a guide for planning your residency.
- If possible, attend one of the application workshops. This is strongly recommended for first-time applicants.
- If possible, attend the IAC Artist Showcase sponsored by the IAC to view presentations by artists on the Roster.
- Complete the 4-page AIE Residency Application. Be specific about the activities you propose, the artists you plan to work with, the timeline, community involvement, budget, and sources of matching funds. Both the sponsor and artist-in-residence must review and sign the application before the deadline date.
- Check your math. Make certain your project budget meets the IAC requirements and supports the important components of the proposed residency activities.
- Write a narrative limited to 3 single-sided pages addressing the specified points.
- Submit one copy of current not-for-profit status from the Illinois Secretary of State. What is accepted as proof of not-for-profit status?
- Assemble application packets with correct number of copies and in order specified.
- 1 collated and stapled set of the original signed application and narrative.
- Include one copy of current proof of not-for-profit status from the Illinois Secretary of State.
- 11 collated and stapled sets of the application and narrative.
Applications must be postmarked by the deadline. Hand delivered applications must be received by 5pm. If the deadline occurs on a weekend or legal holiday, the next weekday automatically becomes the deadline date. Applications may be mailed or hand-delivered to the following address:
Illinois Arts Council
James R. Thompson Center
100 W. Randolph, Suite 10-500
Chicago, IL 60601-3298
NOTE: Applicants hand-delivering their applications must visit the building’s SERVICE CENTER on the ground floor to have their application package scanned prior to delivering it to the IAC offices on the 10th floor. In addition, applicants must bring photo identification, such as a driver’s license, to gain access to the IAC offices.
- The application is received at the IAC office and assigned an application number. Acknowledgment of application receipt will be sent within eight weeks of the application deadline. Acknowledgment will include the application number to be used in future inquiries regarding that application. Applications that have been ruled ineligible or incomplete will not be reviewed.
- Copies of the applications provided by the applicant are sent to advisory panelists for review.
- The IAC staff reviews the application in depth to determine eligibility. The applicant may be asked to answer questions or submit further written information.
- Advisory panels meet in the spring to review and evaluate all applications. Meetings are open to the public and applicants may attend. Applicants may not address the panel. Each application is reviewed on the criteria listed below. Following discussion, the panel scores each application.
- Program staff determines dollar recommendations based
on the directions developed by the Grants Allocation Committee.
- In May, a preliminary funding notification is sent to each applicant. This funding notification is contingent on the IAC proposed FY06 budget and Council approval of panel recommendations.
- The Council convenes in the fall to review the panels’ recommendations. The applicant is notified of the decision by mail following the meeting.
- An appeal of a Council decision must be made in writing within thirty calendar days of the date of the notification letter. Appeals are limited to situations in which incorrect information has been used in panel process; or procedural faults have occurred; or new information not available at the time of the panel meeting which, in the opinion of the panel chair, could significantly influence the recommendation, is now available. Appeals should be addressed to the IAC Executive Director.
grant notification requirements
Organizations that receive an IAC grant will be required, as part of their grant agreement, to notify by letter their state representative, state senator and the Office of the Governor as to the IAC grant amount and the project or program it helps support. Copies of these three letters must be submitted to the IAC with the signed grant agreements, cash request and other required documents before grant funds will be released. Names of the individuals to be addressed can be obtained from your County Board of Elections or at www.elections.state.il.gov
At the completion of the residency, the sponsor will receive final report forms from the IAC. The sponsor must return the final report forms and documentation to the IAC no later than 30 days after the completion of the residency. The three-part final report form requests final budget information, statistical information and response forms from the on-site coordinator, teachers, the artist-in-residence and a sampling of core group participants. Any press coverage should also be included.
Failure to submit a final report jeopardizes the receipt of future Council funding and will cause the following penalties to be imposed:
- There will be a 25% reduction of all current fiscal year awards for a grantee that is late filing any final reports from the previous year.
- If the grantee has no current fiscal year grant awards, the grantee will be prohibited from applying for any grants during the following fiscal year.
Grant recipients must credit the Illinois Arts Council in all promotional material and public notices in the following manner: This program is partially supported by a grant from the Illinois Arts Council, a state agency.
Any grant funds which are determined to have been misspent or which are being improperly held are subject to recovery according to the terms of the Grants Funds Recovery Act of 1984, as amended. Project expenditures are deemed to consist of grant funds in the same proportions as defined by the matching requirement for the project grant.
You are encouraged to print this section as a reference for completing the application.
It may be helpful to use the printout as a checklist for compiling your application.
EXPLANATION OF BUDGET LINES
Listed below are descriptions of specific line items which directly correspond to the numbered line-items in the Project Budget on page 20. The term “IAC-allowed” means that this is the maximum amount that the IAC will match. Sponsors are not required to budget the full “IAC-allowed” amount; however, any amount above this will be the full financial responsibility of the sponsor.
1A. Individual Artist Residency Stipend
The IAC required Individual Artist Residency Stipend is $800 per week of residency
activity. Artists-in-residence are responsible for paying their own income taxes.
Artists-in-residence can negotiate a higher stipend with the sponsor; however,
the sponsor is responsible for all costs above the IAC required Individual Artist
Residency Stipend.
1B. Company Residency Stipend
The Company Residency Stipend is negotiable between the sponsor and the company.
However, the maximum cumulative total amount a company can request per fiscal
year in the IAC-Allowed Expenses column for the Company Residency Stipend is
$45,000. Companies should consider this stipend limit when determining the number
of AIE Residency Program applications that they will submit each year. Any stipend
costs above $45,000 are the responsibility of the sponsors.
This stipend may include fees for the Artistic Director
(when he/she is an active weekly participant) and participating artists, as
well as an administrative fee of up to 15% of the IAC-Allowed Company Residency
Stipend. The stipend also includes fees for one company performance, which is
required during the residency. The sponsor should establish an independent contract
with the company for the residency activities. The
IAC will review these applications and budgets based on this contract.
1C. Multi-Disciplinary Residency Stipend
The IAC required Multi-Disciplinary Residency Stipend is $1,600 per week of
residency activity. Artists-inresidence are responsible for paying their own
income taxes. Artists-in-residence can negotiate a higher stipend with the sponsor;
however, the sponsor is responsible for all costs above the IAC required Multi-
Disciplinary Residency Stipend.
2. Guest Artist(s) Fee
The IAC-Allowed Guest Artist(s) Fee is $50 per week of residency activity. At
least one guest artist must be included for each month of residency activity.
The amount of time to be worked by a guest artist is negotiable between the
sponsor and the guest artist. More than one guest artist may be included. Sponsors
are responsible for contracting and paying guest artists.
3. Artist-in-Residence Travel/Lodging
The IAC-Allowed Artist-in-Residence Travel/Lodging expenses are $250 per week
of residency activity.This is for the combined travel and lodging expenses.
Sponsors must assist in locating appropriate housing and
workspace for an artist-in-residence who will temporarily relocate to conduct
the residency in the sponsor’s community.
- 3A. Reasonable travel expenses to and from the residency site during the residency and expenses for one planning meeting prior to the residency are allowed. Travel by car should be reimbursed at 36¢ per mile. If the artist-in-residence resides in another state, travel expenses should be calculated from the Illinois state line.
- 3B. If the artist-in-residence will be travelling more than 100 miles per day, he/she is encouraged to stay overnight in the residency site’s community. Sponsors are encouraged to pursue possible in-kind contributions for lodging but should consult with the artist-in-residence regarding acceptable lodging conditions.
4. Supplies
The IAC-Allowed Supplies expenses are $75 per week of residency activity. Sponsors
and artists-in-residence should discuss supply needs and determine costs prior
to submitting the application. Sponsors may wish to pursue possible in-kind
donation of supplies but should consult with the artist-in-residence regarding
the specific supply needs.
5. Documentation
For all residencies, up to $100 may be budgeted for the three required copies
of residency documentation. Additional documentation costs are the responsibility
of the sponsor. Sponsors are encouraged to pursue in-kind contributions of materials
or time for documenting the project.
6. Total IAC-Allowed Expenses
Represents the total from the IAC-Allowed Expenses. 60% of this total may be
requested from the IAC.
7. Total Sponsor Supported Expenses
Represents the total from the Sponsor Supported Expenses. These are the expenses
that exceed the IAC-allowed amounts outlined on page 12. The sponsor is responsible
for 100% of these expenses.
8. Total Project Expenses
Represents the combined totals from the IAC-Allowed Expenses and the Sponsor
Supported Expenses.
9. In-Kind Donations
A list of all donations of goods or services. In-kind donations are not required
and do not affect the IAC Grant Request or the Sponsor
Cash Match.
10. IAC Grant Request
Sponsors may request 60% of the Total IAC-Allowed Expenses.
11. Sponsor Cash Match
Sponsors must supply a cash match of 40% of the Total IAC-Allowed Expenses.
Sponsors are responsible for covering 100% of the Sponsor Supported Expenses.
Identify the sources for these funds. Participating
students may not be charged admission for any performances related to the residency
program.
12. Total Project Income
The total projected cash income available for the residency including the IAC
Grant Request and the Sponsor Cash Match. This total must equal the Total Project
Expenses.
SAMPLE RESIDENCY BUDGETS
The sample budgets listed below reflect the maximum IAC-allowed expenses for
each line item for an individual artist residency.Application budgets may vary
depending on the specific needs of the sponsor and the artist-in-residence.
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Attach the application narrative that addresses the following seven topics. In the narrative, clearly indicate each topic with a bold heading and a space between each topic. Be sure to address each of the topic bullets.The narrative is limited to three single-sided pages in at least a 10-point font with a left margin of at least one inch.
1. Artistic Climate of the Residency Site
- Give a brief history of recent activities involving an artist-in-residence within the last three years.
- Describe the amount and type of arts programs available on a regular basis.
- Explain what was learned in previous residencies and how this experience will impact your proposed program (returning applicants only).
2. Community
- Characterize the community where this residency will occur.
- Describe the facility where the majority of residency activities will take place.
- List any additional residency sites.
- Describe the relationship of the facility to the participants (if activities are outside of a school).
- Describe residency-related activities that will be held for the community.
- Specify when and where these activities will take place and how they will be promoted.
3. Planning and Support Structure
- Highlight the key steps involved in planning the artist-in-residence’s residency. Include any steps that were used to assess school needs.
- Identify your steering committee. Give names, affiliations and specific duties on the committee.
- Explain the steering committee’s decision to choose the identified artist-in-residence and project. Include how this residency will address any school mission, goals, or vision statements.
- Address how this project would proceed should the IAC not provide financial support.
4. Project
- Describe the project.
- Describe the core group. Include the number of students and why this group was chosen.
- Describe the activities the core group will participate in with the artist-in-residence. Be specific.
- Describe the non-core group and the activities in which they will participate.
- Identify the guest artist(s), how he/she was selected and what activities he/she will be doing.
- Describe how the residency program will be made accessible to all students. Be sure to include any hands-on opportunities for students and staff.
5. Desired Outcomes
- Explain what your organization views as the desired results for each of the following groups: students, educators/ staff, and community.
- Describe how the steering committee plans to assess these results.
6. Documentation and Evaluation
- Describe how the residency will be evaluated and documented.
- Explain how the documentation will be used to evaluate the project.
- Explain how the steering committee will use the evaluations for future programs.
7. Budget Narrative
- If any budget lines exceed the IAC-allowed limits, provide information as to the reasons for the additional expenses.
- Identify the potential sources of the Sponsor Cash Match.Indicate if these sources are pending or confirmed.
- Identify the sources of in-kind donations.
An interactive PDF (Portable Document Format) file is availble for download. In order to open this file, Adobe Acrobat Reader must be installed on your computer. It is free and easy to download from www.adobe.com
Use only the space provided for your answers. Typeface cannot be smaller than 10-point. Do not recreate the forms on your computer unless otherwise stated. Responses may also be typed or pasted directly into the online version of this application. Proofread the application for accuracy and completeness. Both the sponsor and artist-in-residence must review and sign the application before the deadline date.
You are encouraged to print this section as a reference for completing the application.
It may be helpful to use the printout as a checklist for compiling your application.
EXPLANATION OF BUDGET LINES
Listed below are descriptions of specific line items which directly correspond to the numbered line-items in the Project Budget on page 20. The term “IAC-allowed” means that this is the maximum amount that the IAC will match. Sponsors are not required to budget the full “IAC-allowed” amount; however, any amount above this will be the full financial responsibility of the sponsor.
1A. Individual Artist Residency Stipend
The IAC required Individual Artist Residency Stipend is $800 per week of residency
activity. Artists-in-residence are responsible for paying their own income taxes.
Artists-in-residence can negotiate a higher stipend with the sponsor; however,
the sponsor is responsible for all costs above the IAC required Individual Artist
Residency Stipend.
1B. Company Residency Stipend
The Company Residency Stipend is negotiable between the sponsor and the company.
However, the maximum cumulative total amount a company can request per fiscal
year in the IAC-Allowed Expenses column for the Company Residency Stipend is
$45,000. Companies should consider this stipend limit when determining the number
of AIE Residency Program applications that they will submit each year. Any stipend
costs above $45,000 are the responsibility of the sponsors.
This stipend may include fees for the Artistic Director
(when he/she is an active weekly participant) and participating artists, as
well as an administrative fee of up to 15% of the IAC-Allowed Company Residency
Stipend. The stipend also includes fees for one company performance, which is
required during the residency. The sponsor should establish an independent contract
with the company for the residency activities. The
IAC will review these applications and budgets based on this contract.
1C. Multi-Disciplinary Residency Stipend
The IAC required Multi-Disciplinary Residency Stipend is $1,600 per week of
residency activity. Artists-inresidence are responsible for paying their own
income taxes. Artists-in-residence can negotiate a higher stipend with the sponsor;
however, the sponsor is responsible for all costs above the IAC required Multi-
Disciplinary Residency Stipend.
2. Guest Artist(s) Fee
The IAC-Allowed Guest Artist(s) Fee is $50 per week of residency activity. At
least one guest artist must be included for each month of residency activity.
The amount of time to be worked by a guest artist is negotiable between the
sponsor and the guest artist. More than one guest artist may be included. Sponsors
are responsible for contracting and paying guest artists.
3. Artist-in-Residence Travel/Lodging
The IAC-Allowed Artist-in-Residence Travel/Lodging expenses are $250 per week
of residency activity.This is for the combined travel and lodging expenses.
Sponsors must assist in locating appropriate housing and
workspace for an artist-in-residence who will temporarily relocate to conduct
the residency in the sponsor’s community.
- 3A. Reasonable travel expenses to and from the residency site during the residency and expenses for one planning meeting prior to the residency are allowed. Travel by car should be reimbursed at 36¢ per mile. If the artist-in-residence resides in another state, travel expenses should be calculated from the Illinois state line.
- 3B. If the artist-in-residence will be travelling more than 100 miles per day, he/she is encouraged to stay overnight in the residency site’s community. Sponsors are encouraged to pursue possible in-kind contributions for lodging but should consult with the artist-in-residence regarding acceptable lodging conditions.
4. Supplies
The IAC-Allowed Supplies expenses are $75 per week of residency activity. Sponsors
and artists-in-residence should discuss supply needs and determine costs prior
to submitting the application. Sponsors may wish to pursue possible in-kind
donation of supplies but should consult with the artist-in-residence regarding
the specific supply needs.
5. Documentation
For all residencies, up to $100 may be budgeted for the three required copies
of residency documentation. Additional documentation costs are the responsibility
of the sponsor. Sponsors are encouraged to pursue in-kind contributions of materials
or time for documenting the project.
6. Total IAC-Allowed Expenses
Represents the total from the IAC-Allowed Expenses. 60% of this total may be
requested from the IAC.
7. Total Sponsor Supported Expenses
Represents the total from the Sponsor Supported Expenses. These are the expenses
that exceed the IAC-allowed amounts outlined on page 12. The sponsor is responsible
for 100% of these expenses.
8. Total Project Expenses
Represents the combined totals from the IAC-Allowed Expenses and the Sponsor
Supported Expenses.
9. In-Kind Donations
A list of all donations of goods or services. In-kind donations are not required
and do not affect the IAC Grant Request or the Sponsor
Cash Match.
10. IAC Grant Request
Sponsors may request 60% of the Total IAC-Allowed Expenses.
11. Sponsor Cash Match
Sponsors must supply a cash match of 40% of the Total IAC-Allowed Expenses.
Sponsors are responsible for covering 100% of the Sponsor Supported Expenses.
Identify the sources for these funds. Participating
students may not be charged admission for any performances related to the residency
program.
12. Total Project Income
The total projected cash income available for the residency including the IAC
Grant Request and the Sponsor Cash Match. This total must equal the Total Project
Expenses.
SAMPLE RESIDENCY BUDGETS
The sample budgets listed below reflect the maximum IAC-allowed expenses for
each line item for an individual artist residency.Application budgets may vary
depending on the specific needs of the sponsor and the artist-in-residence.
|
Attach the application narrative that addresses the following seven topics. In the narrative, clearly indicate each topic with a bold heading and a space between each topic. Be sure to address each of the topic bullets.The narrative is limited to three single-sided pages in at least a 10-point font with a left margin of at least one inch.
1. Artistic Climate of the Residency Site
- Give a brief history of recent activities involving an artist-in-residence within the last three years.
- Describe the amount and type of arts programs available on a regular basis.
- Explain what was learned in previous residencies and how this experience will impact your proposed program (returning applicants only).
2. Community
- Characterize the community where this residency will occur.
- Describe the facility where the majority of residency activities will take place.
- List any additional residency sites.
- Describe the relationship of the facility to the participants (if activities are outside of a school).
- Describe residency-related activities that will be held for the community.
- Specify when and where these activities will take place and how they will be promoted.
3. Planning and Support Structure
- Highlight the key steps involved in planning the artist-in-residence’s residency. Include any steps that were used to assess school needs.
- Identify your steering committee. Give names, affiliations and specific duties on the committee.
- Explain the steering committee’s decision to choose the identified artist-in-residence and project. Include how this residency will address any school mission, goals, or vision statements.
- Address how this project would proceed should the IAC not provide financial support.
4. Project
- Describe the project.
- Describe the core group. Include the number of students and why this group was chosen.
- Describe the activities the core group will participate in with the artist-in-residence. Be specific.
- Describe the non-core group and the activities in which they will participate.
- Identify the guest artist(s), how he/she was selected and what activities he/she will be doing.
- Describe how the residency program will be made accessible to all students. Be sure to include any hands-on opportunities for students and staff.
5. Desired Outcomes
- Explain what your organization views as the desired results for each of the following groups: students, educators/ staff, and community.
- Describe how the steering committee plans to assess these results.
6. Documentation and Evaluation
- Describe how the residency will be evaluated and documented.
- Explain how the documentation will be used to evaluate the project.
- Explain how the steering committee will use the evaluations for future programs.
7. Budget Narrative
- If any budget lines exceed the IAC-allowed limits, provide information as to the reasons for the additional expenses.
- Identify the potential sources of the Sponsor Cash Match.Indicate if these sources are pending or confirmed.
- Identify the sources of in-kind donations.
An interactive PDF (Portable Document Format) file is availble for download. In order to open this file, Adobe Acrobat Reader must be installed on your computer. It is free and easy to download from www.adobe.com
Use only the space provided for your answers. Typeface cannot be smaller than 10-point. Do not recreate the forms on your computer unless otherwise stated. Responses may also be typed or pasted directly into the online version of this application. Proofread the application for accuracy and completeness. Both the sponsor and artist-in-residence must review and sign the application before the deadline date.