AIE Residency Key Terms

• Residency: The established period of time that an artist-in-residence spends at a given site. IACA AIE residencies range from two weeks to six months in length.
• Sponsor: The applicant school or organization responsible for the coordination and implementation of the residency. This may be different from the residency site. The sponsor must secure a match of at least 40% of the residency expenses.
• Artist-in-Residence: The primary artist or company selected from the IACA AIE Artists Roster to conduct residency activities. The artist-in-residence is a professional artist recognized for his or her artistic achievement and quality of work. During the residency, the artist-in-residence works with participants as an artist teaching his or her particular discipline. The artist-in-residence role differs from the role of an art teacher employed by the school.
• Guest Artist: A professional artist who conducts residency-related activities with participants on a short-term basis. This artist may work in a discipline similar to or complementary to the artist-in-residence’s discipline and does not need to be listed in the IACA AIE Artists Roster. The guest artist may conduct a performance, workshop, lecture, or demonstration. A guest artist must participate at least once a month during the residency. Company residencies are encouraged to include a guest artist from outside of the artist-in-residence company.
• Core Group: A class-sized group of participants that meet regularly with the artist-in-residence. It will receive the majority of the artist-in-residence’s weekly contact hours.
• Non-Core Group: Groups of varying sizes who meet with the artist-in-residence during each week depending on the goals and needs of the residency.
• Pre-Service: A session conducted by the artist-in-residence occurring prior to the start of residency activities and during which the artist-in-residence, faculty, staff, and committee members review the planned residency activities and goals of the project.
• In-Service: A workshop conducted by the artist-in-residence for residency site staff during which the artist-in-residence shares specific activities related to his or her artistic discipline. An in-service occurs at least once a month during the residency.
• Community Activities: Activities conducted by the artist-in-residence which are targeted for community members not directly participating in the residency. These activities may involve neighboring schools, service clubs, arts organizations, libraries, or park districts and may take the form of a performance, a workshop, an exhibition, a reading, or a lecture. Community activities occur at least once a month during the residency.
• Documentation: The process of recording what occurred during the residency. Documentation should show all stages of the residency including planning, the artist-in-residence’s work with the core group, non-core group, community, and staff; and any final products. The final document may take the form of scrapbooks, creative writing anthologies, PowerPoint presentations, DVDs, lesson plans, media coverage, or photographs accompanied by a summary of residency activities.
• Evaluation: The process of noting observations of the residency program in order to assess the effectiveness of the residency in meeting the sponsor’s goals. Through the evaluation process, the residency objectives and/or activities can be revised to better meet the needs of all participants. Discussion, surveys, pre- and post-tests, and rubrics are all evaluation tools that may be used.

• Frequently Asked Questions

Can I use an artist that is not listed on the AIE Roster?

No. The AIE Residency Program is limited to artists that are listed on the roster.

• Roster artists have already been approved to work through the AIE Residency Program. Am I guaranteed funding if I apply for one of these artists?

No. A panel reviews each application based on the review criteria listed in the guidelines. Projects are approved for funding based on the quality of the application.

• We loved our artist-in-residence from last year. Can we apply to have the same artist come back?

Yes. A sponsoring organization can apply to use the same artist-in-residence for up to three consecutive years.

• This is my first year doing an IACA AIE residency. How long can my residency last?

Due to the intense planning of the residency, first time applicants are restricted to a residency lasting a maximum of 2 months.

• We want to have some of our residency happen in the fall and then finish the residency in the spring. Can we do that?

No. Residencies must take place in consecutive weeks. Exceptions can be made for school holidays and vacations.

• Will the AIE Residency Program provide funding for my school’s drama teacher?

No. The AIE Residency Program does not provide funding for school staff or for the general arts curriculum.

• Should the artist-in-residence work with the classroom teacher?

Yes. The classroom teacher should participate in all residency sessions. A staff member is required to be present at all residency sessions. Students should never be left unsupervised with the artist-in-residence.

• I’ve worked on this application alone. Is a steering committee important?

Yes. The steering committee is an integral part of the AIE Residency Program. Applicants with a strong steering committee have an easier time planning for the residency and writing the application. Writing the narrative portion of the application can be split up among members of the steering committee.

• If we are working in conjunction with another site, can the steering committee be comprised of members from both sites?

Yes. In order for the residency to run smoothly at both sites, the steering committee should include members from both sites.   

• The artist I contacted is willing to work for less than the IACA required minimum Individual Artist Residency Stipend. Is that allowed?

No. The artist must be paid a minimum of $40/per hour for the residency. However, the artist and sponsor may negotiate a higher fee.

• Does the guest artist have to be on the IACA AIE Roster?

No. The guest artist may be any Illinois artist. There are several options for identifying an appropriate guest artist. These include the IACA AIE Roster, recommendations from your artist-in-residence, or locating a local artist.

• Who pays the artist?

The sponsoring organization pays the artist. The sponsor will receive payment from the State Comptroller and use these funds plus the matching funds to pay the artist.

• Where can my cash match come from?

There are several options for the cash match. Some options include your organization’s budget, a grant from a community or corporate foundation, a local business, a donor, or a fundraiser. The artist-in-residence cannot contribute to the cash match.

• If my grant application is not funded can my site still do the residency?

Yes. The IACA encourages applicants whose projects are not funded to use their matching funds to complete a portion of the project as described in the narrative.

• When do I receive the grant award?

Once an application is officially approved for funding, the sponsoring organization will receive paperwork that is required to claim the grant. This paperwork should be completed and returned to the IACA promptly. The sponsor will receive payment from the State Comptroller. The process of issuing payment by the State Comptroller is a long one. In many cases your payment may not arrive until after the residency has been completed.

Am I missing something? Do I need to submit a detailed residency schedule as part of this application?

No. the IACA is requesting just a summary of the scheduled hours.  Applications approved for funding will require a complete schedule to be submitted.