Ethnic & Folk Arts Master/Apprentice Program Final Report Materials

How to Complete the MAP Final Report 

Final Reports for the Ethnic and Folk Arts Master/Apprentice Program Grants will be filed electronically using the Salesforce system.  To learn how to access and use the Salesforce system, refer to the Using Salesforce section of the IAC website.  

The Final Report will report on your project/activity that took place during the grant period as specified on the grant agreement.

You will be required to provide financial, statistical and narrative information on the project/activity that took place during the grant period.  In addition you will be required to submit documentation materials related to the project/activity.

Final Reports should be completed by the master artist, with input from the apprentice if desired.  Only the master artist can sign and submit the Final Report.

Incomplete or unsigned Final Reports will be marked as incomplete and will remain so until corrected. Failure to submit a Final Report, or to correct an incomplete Final Report in a timely manner, can result in a penalty. Future applications from the master artist or the apprentice can be rendered ineligible.

Deadline:

Final Reports must be submitted electronically through the Salesforce system no later September 30, 2023.

Salesforce Information:

The electronic portion of the final report is divided into five sections:

• Grantee  Information – In this section you will provide your name, grant number and  contact information as well as the apprentice’s name and contact information.
• Project – In this section you will provide details regarding the project or activity for which you received support.  This includes statistical information.
• Financial Information – In this section you will provide details regarding your budget details and bottom line budget figures.  Complete the budget detail showing the actual cash income and expenses for the funded project/activity.
• Attachments – In this section you will upload the Narrative and materials (brochure/flyer/news release/article/work sample links) documenting the project or activity and acknowledgement of the IAC.   If you are unable to provide materials that acknowledge the IAC, please provide an explanation in the narrative. 
• Certification - In this section you will certify the final report.  

Required Fields:

In each Salesforce section, fields marked with an asterisk (*) are required fields.  These fields are applicable to all grantees and the Salesforce system will not allow you to submit your Final Report without responding to these required fields.  In addition, based on the type of project or activity supported and the  grant you received, there may be other fields that you are required to complete to ensure the final report requirements are met.  For specific instructions see the Documentation Section.

Attachment A: Narrative:

Attach a three page narrative, which responds to each of the following questions. Please be sure to restate each question preceding your response.

1. How closely did you follow the Work Plan submitted with the application? Explain variances.
2. What progress did the apprentice achieve during the apprenticeship period? Be specific.
3. Besides the art form, what other aspects of your heritage were passed on to the apprentice during this period? (E.g. history, traditional tales, customs, etc.)
4. What type of public presentation did you and your apprentice conduct? Did you publicize it? How? Was there an audience? If so, describe – how many. (If they were family & friends, people who responded to the publicity, etc.)
5. Explain if and why you plan to continue to work again with this apprentice, or explain why you will not continue to work with this apprentice.
6. Please include any other information you would like to share about this apprenticeship that has not been asked.

Save the narrative document as a PDF or Word document (All word documents must be saved as .doc or .rtf files) and label as follows Last Name_First Name_final_A.pdf/doc/rtf.

  Attachments B and C: Documentation of Apprenticeship

All Master/Apprentice Award recipients are required to document the apprenticeship period and the public presentation. The Master/Apprentice Program guidelines state that a portion of the apprentice grant should be set aside to cover the costs associated with documentation.

For the apprenticeship period, the IAC is interested in seeing documentation that records the apprentice’s progress, shows interaction between the apprentice and the master artist, and demonstrates the master artist’s teaching methods.  Submit documentation of different points during the apprenticeship period.

Attachments D: Documentation of Public Presentation

All Master/Apprentice Award recipients are required to document the public presentation. For the public presentation, the IAC is interested in seeing images or recordings of the actual event, any publicity produced for the event, the audience, and any commentary that the audience may have given, or that the master artist and the apprentice would like to share about the event.

Documentation Guidelines:

For each image or video being submitted with this final report, include a description of the item’s contents, e.g. “This slide/image shows Apprentice Doe working on a traditional Norwegian lace pattern.”

“In this video Master Artist Smith is showing Apprentice Doe the correct finger and bow placement on the fiddle for an old-time dance reel.”

Minimum number of still images documenting the activity during the apprenticeship = 8.

Minimum time limit for videos/moving images of activity during the apprenticeship = 10 minutes

Upload one or two examples of published materials (brochures, flyers, news releases, reviews/articles) related to your project/activity and your compliance with the IAC funding acknowledgement requirement (“This program partially supported by a grant from the Illinois Arts Council, a state agency”). If you are unable to provide materials that acknowledge the IAC, please provide an explanation why in the narrative. Acceptable formats for uploaded files are PDF, JPEG, or WORD (All word documents must be saved as .doc or .rtf files).

Upload a document with online links to video/audio/digital images of the funded project.  This could include documentation on sites such as VIMEO, YouTube, Flickr or your own website.

Final Report Definitions

• Individuals Benefiting from Project (IND) should reflect all people who saw or took part in the project. This DOES NOT refer to how many people benefited financially. (This field cannot be zero.)
• Youth Benefiting from Project (YTH) should reflect the number of youth included in the IND field who were 18 years old or younger. (If zero, enter 0.)
• Artists Involved in Project (ART) refers to how many living artists had their work represented in a project or how many artists took part in the project or performance. (Include self.)
• Total Volunteers Participating in Project (VOL) refers to the number of volunteers who worked on the project.  (If zero, enter 0.)

Budget

Refer to these definitions when completing this report. Note: Project/Activity is defined as the activity for which grant funds were used.

Actual Cash Income

• IAC Grant Amount Received: Be sure to provide the correct grant amount awarded.  Check your original grant agreement, award letter or Final Report due notice for the amount.
• IAC Grant Amount Spent: Amount spent of the grant specific to this application. If this grant was not completely spent, the difference in unexpended grant funds must be returned.
• Report the total amount of cash you received from any and all sources (except the IAC) which you spent on grant-related expenses during the grant period. (Include any personal income contributed to the project.)
• Actual Total Cash Income: Sum of items #3 and #4.  This amount should equal at minimum the IAC grant amount. If this is not the case, you are required to explain the discrepancy and, may be required to return a portion of your grant proportionate to the discrepancy.

Actual Cash Expenses

• Master Artist Fee: Amount of master artist fee.
• Material and Supplies: Amount spent for required materials, equipment, tools or supplies for the project/activity.
• Travel: Amount spent for travel of master artist or apprentice artist to teaching sessions.
• Documentation: Amount spent for documenting the apprenticeship and public presentation.

If you have questions regarding the filing of the final report, please contact Sandra Velazquez, Chief Financial Officer, at 312/814-4993 or Sandra.Velazquez​@illinois.gov