Types of Residencies
Residency Components
Planning a Residency
Step 1: Steering Commitee
Step 2: Three Coordinators
Step 3: Schedule the Residency
Step 4: Other Required Components
Recommended Timeline

types of residencies

The AIE Residency Program offers the sponsor a number of different options for working with artists-in-residence. Review the types of residencies listed below, and indicate on the application which option you will be using. Each option has different budget requirements.

Individual Artist Residency

Residency involving an individual artist-in0residence listed in the IAC AIE Artists Roster. The sponsor develops an application in consultation with the selected artist-in-residence to conduct a residency lasting a minimum of one month and a maximum of six months.

Company Residency

The IAC-allowed expenses have changed for a company residency. A company now requires at least one company performance per residence and one guest artist visit per month of residency activity. If the performance is open to the community it can be considered the community activity for that month.

Residency involving a performing arts company listed in the IAC AIE Artists Roster under the disciplines of dance, interdisciplinary arts, music, and theater. The sponsor develops an application in consultation with the company and contracts with the company for a minimum of two weeks and a maximum of six months. These residencies allow the residency site to bring a group of at least three artists representing the selected company to teach as an ensemble. At lease one company performance must be scheduled during the residency. At least two artists must be involved in the teacher in-service. Company members must be at the residency site at least two days each week.

Multi-Disciplinary Residency

Recommended for experienced sponsors only. First-time sponsors are not eligible to apply for this residency due to the extensive planning required.

Residency involving two artists listed in the enclosed IAC AIE Artists Roster who collaboratively plan and execute a series of unique experiences. These residencies are scheduled for a minimum of two weeks and a maximum of six months. Highlighting the Roster artists' unique artists perspectives, the project is designed to introduce the participants to experiences that combine two art forms in new and experiments always. Sponsors interested in applying for this type of residency should contact IAC AIE staff well in advance of the deadline. Scheduling and artist fees should be addressed as if applying for an individual artist residency multiplied by two artists. All other fees are fixed.

residency components

The artist-in-residence must be involved in residency activities for a total of 20 hours per week. Thirteen to 15 of these hours must be contact hours, and the remaining five to seven hours are for planning, meetings, and studio time. Contact hour activities include core and non-core group activities, community activities/performances, and teacher in-services. All residency schedules must follow the guidelines outlined below.

• Core Group Activity - the majority of the contact hours each week.
• Non-Core Group Activity - frequency determined by sponsor.
• Guest Artist(s) Visits - one required visit per residency; residencies of more than one month must have one guest artist visit per month.
• Community Activities - at least one per month.
• Pre-Service - once before the residency begins.
• Teacher In-Service - one required per residency; residencies of more than one month must have one teacher in-service per month.

planning a Residency

Planning an application for the Arts-in-Education Residency Program requires an intense commitment from the sponsor, site staff, and the proposed artist-in-residence. Applications must be well thought out with detailed descriptions of the proposed residency and its required components. Below are the steps sponsors must follow before beginning the application. Refer to the recommended timeline for completing the application.

step 1: develop a steering committee

This is a broad-based group committed to the residency’s success that will assess the community’s and the organization’s needs, garner financial support, and ensure the residency’s long-term impact. There is no limit to the number of members on the steering committee. Below are the requirements for the composition of the committee.

At minimum the committee must include:

1. A sponsor representative if the sponsor is different from the residency site.
2. The school principal or site director.
3. One participating teacher.
4. One parent that is invested in the school’s/site’s success.
5. One student from the identified core group (required for upper grade levels, highly recommended for other grade levels).

Additional committee members may include:

• Additional members from the required categories.
• Members representing the community, local social service organizations, local businesses, or local government agencies.
• Students who participated in previous residencies.
• Site administrators.

step 2: identify three coordinators

These coordinators are selected from the members of the steering committee.

On-Site Coordinator
Responsible for organizing and overseeing daily activities at the residency site including scheduling, monitoring, communication, and collecting response forms and narrative sections for the final report.

Community Coordinator
R esponsible for coordinating community activities and promoting the residency.

Administrative/Financial Coordinator
Responsible for administering residency funds including payment of the artist-in-residence and guest artist(s) and disbursement of funds for additional expenses.

step 3: Schedule the Aie Residency

Comprehensive planning of the residency must occur before the application is submitted. This ensures that the sponsor fully meets all of the program requirements and that the site develops a successful residency. At least one scheduling meeting involves the selected artist-in-residence.

At this stage, members of the steering committee:

1. Select an artist-in-residence from the IAC AIE Artists Roster and contact the artist-in-residence to determine availability.
2. Meet with the selected artist-in-residence to discuss the site’s needs and goals of the residency.
3. Discuss the appropriate residency length.
4. Design the residency focus and content.
5. Identify the core group and non-core group.
6. Select a guest artist(s).
7. Plan the pre-service, teacher in-service, and community activities.
8. Schedule the beginning and ending dates of the residency.
9. Determine the dates and times when all required residency components will occur.
10. Approach local businesses, organizations, community members, or site committees to arrange for in-kind donations.
11. Identify sources of revenue for the sponsor supported funds.
    Schedule Requirements

schedule requirements

All residencies must schedule the required components. Additionally, the steering committee must follow these guidelines when planning the residency schedule.

• Residencies may not be condensed or spread out over a period of time longer than the official residency (i.e., a two-month residency must be completed within eight consecutive weeks).
• A teacher or member of the sponsor’s staff must remain in the classroom during the residency activities. His/her participation in activities is highly encouraged.
• Adequate studio or rehearsal space must be available at the artist-in-residence’s request at specified times for the artist-inresidence to work undisturbed.
• Open studio time may be scheduled for observation by participants, teachers and community members so that the creative process can be witnessed first-hand.

Artist-in-Residence Schedule Restrictions

When selecting an artist-in-residence please adhere to these restrictions.

• An artist-in-residence cannot sign proposals for more than a cumulative total of six months of residency activities for a single program year. This includes the proposal for your site’s program as well as all other AIE Residency Program proposals the artist-in-residence is developing.
• An artist-in-residence will not be approved to work at two sites simultaneously.

step 4: Address other required components of the Residency

The steering committee must also address residency accessibility, documenting the project, evaluating the residency, and promoting the residency. The committee should identify a plan for achieving these requirements and assign individuals to be responsible for each component.

Documenting the Project

Definition of documentation and suggested forms of documentation. Artwork and photographs submitted to the IAC may be used for future publications and become the property of the IAC. The IAC receives one copy of the project documentation with the sponsor’s final report. Both the sponsor and the artist-in-residence also receive copies.

Documentation may be used to:

• Provide participants with a visual record of activity for professional development purposes.
• Build greater support for future arts programming.
• Supply information for project evaluations.
• Supply information on accomplishments - both expected and unexpected.
• Contribute materials to the school’s arts education resources and curriculum.
• Demonstrate to the community and the district what has been accomplished and make the case for continuing support.
• Provide a written record of project activities to share with other schools and districts.

Evaluating the Project

Definition of evaluation. The program should be evaluated regularly by both steering committee members and the artist-in-residence. Mid-project and final evaluation meetings are strongly suggested. IAC staff members are available for consultation at any time during the residency if questions or problems arise. The project activities and/or objectives can be adjusted due to the outcome of an evaluation. In the event that this causes problems or schedule changes, the IAC should be notified immediately.

Promoting the Residency

Good publicity of the residency will result in well-attended community presentations and stronger support for future arts programs. Suggested publicity efforts include flyers for participants to take home, posters to display at the site and throughout the community, daily update announcements to participants and staff on the progress of the residency, and press releases to local newspapers, radio and television stations. 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. (Credit is not required until the applicant receives award notification.)

requirements for funded residencies

Projects selected for funding should keep in mind the following requirements. Further information will be sent to those applicants in the fall.

Orientation Meeting
The IAC holds an orientation meeting in the fall to review the AIE Residency Program requirements and to assist with preliminary paperwork. Sites are encouraged to send the on-site coordinator or another member of the steering committee. This meeting is strongly recommended for first time recipients and highly encouraged for returning recipients.

Site Visits
A number of funded projects may be randomly selected for a site visit by the IAC AIE program staff. The purpose of site visits is to enable the staff to review the organization, its community and audience, to assess the quality of the organization’s activities and to allow the organization to communicate pertinent information to the IAC regarding the project.

recommended timeline

This chart indicates the timeline followed by the IAC for the AIE Residency Program and the suggested timeline that sponsors should follow in order to complete a thorough and well thought out application.

You are encouraged to print this section as a reference for completing the application.