Tennessee Arts Commission - Guidelines Student Ticket Subsidy - Fiscal Year 2016 DESCRIPTION The program provides funds for artist fees, ticket costs, and transportation fees in order for students from Tennessee public schools to experience a broad variety of cultural opportunities, arts disciplines, and artists. Allowable activities include Program Types listed on the Teaching Artist Roster as: Arts Appreciation Exposes students to a broad variety of cultural experiences, arts disciplines and artists and increases their appreciation for the art form. While students are primarily observers watching, listening, and/or reacting to professional artists performing, creating, and/or discussing their art forms, a hands-on component might be included. Arts Curriculum Deepens student understanding and participation in a specific art form through lesson(s) based on national and/or state curriculum standards in the arts. Instruction is experiential and hands-on, with an emphasis on artistic skills, techniques, and vocabulary. Student assessment is included. Arts Integration Provides interdisciplinary lessons that connect arts and nonarts national and/or state curriculum standards. Instruction is experiential and hands-on, with an emphasis on exploring a non-arts concept through the teaching of artistic skills, techniques, vocabulary, and/or social and historical context. Student assessment is included. Allowable activities include exposure-based arts performances, exhibits, or field trips (Arts Appreciation). Activities also may include artist residencies of more than one day that allow students hands-on participation in an art form (Arts Curriculum/Arts Integration). Arts Curriculum and Arts Integration activities could also include a supplemental activity like a field trip, school-wide assembly, or showcase to ensure that many students have access to high quality professional arts and cultural experiences. However, limited funds are available for projects that do not include an Arts Appreciation component. IMPORTANT and NEW THIS YEAR! A school awarded a Student Ticket Subsidy (STS) grant is required to submit the Student Ticket Subsidy Evaluation before receiving the grant funds. The STS Evaluation must include: 1
the date(s) the project occurred. the amount(s) of ticket and/or travel funds actually charged by the artist/arts group and/or transportation provider. supporting documentation showing actual charges which includes an invoice from the artist/arts group and/or a receipt from the transportation provider. See page 16 for the invoice form. The artist must use this invoice form. It is also available at: http://tnartseducation.org/grants/sts-grant/sts-informationartists/. Please note that other information will be required in the STS Evaluation which can be found on pages 13-15 of these guidelines and also will be outlined in the grant award letter if the STS application is approved. The STS Evaluation must be submitted in egrant under the same account that was used to create the awarded STS application and must be received in completion within 30 days after the project has taken place or by June 1, 2016, whichever comes first. No grant funds will be disbursed until an acceptable STS Evaluation is received through egrant. Failure to complete the Evaluation by June 1, 2016 may result in the school not receiving the STS grant funds. REQUIREMENTS Please read the following information carefully: STS applications must be submitted online through the Tennessee Arts Commission s egrant system. Faxed, mailed or hand-delivered applications will NOT be accepted. Applications will be available beginning at 8:00am Central Time on August 4, 2015 at http://tacarts.egrant.net/login.aspx?piid=147&oid=15 Artists must be selected from the Tennessee Arts Commission s Teaching Artist Roster at http://tnartseducation.org/teaching-artist-roster/. Please note that some artists may be eligible to offer STS programs but are still working to update their roster profiles and may not be on the new Teaching Artist Roster by August 4, 2015. Verify with the artist/arts group that they have been working to update their profiles in Summer of 2015. A school may apply for a maximum of $3,000 in STS funds per school year. STS events or projects must occur during school hours. A school should submit ONE application for all students and teachers participating in ONE event or project. For additional events or projects, multiple applications WILL BE considered for funding up to the $3,000 maximum. Teachers from the same school should make every effort to coordinate the projects together. (Example: One application for Artist A. requesting $1,000 for artist fees for an in-school project. A second 2
application to see Artist B. requesting $2,000 for tickets and transportation fees for a field trip. Two applications = $3,000 maximum from a school.) An event or project with multiple dates is considered ONE event/project if the SAME artist or arts group is used over the course of two or more consecutive dates. A school should only create one applicant profile in the egrant system and use the same login and password for all grant applications. If the school has received a grant in the past, locate the previous username and password. Do not create a new account. No later than thirty (30) days after the completion of the STS activity, the organizing teacher must complete the STS Evaluation in the egrant system. Failure to complete the Evaluation may result in the school not receiving the STS grant funds. See pages 13-15 for the STS Evaluation instructions. All applicants are required to have a DUNS number. Information and application instructions can be found here. CONTACTS Schools and artists should direct questions to one of the following TAC staff members. Please do not direct the same question to multiple staff, as this will slow down the response time: Ann Brown, Director of Arts Education, at ann.brown@tn.gov or 615-532-5939 Lee Baird, Director of Literary Arts, at lee.baird@tn.gov or 615-532-0493 DEADLINES Funding for STS is allocated by county according to school age population and by demand. STS applicants are awarded on a first-come, first-served basis until all funds are expended. Applications must be received a minimum of 30 days prior to the start of the project. For example, if an STS activity begins December 11, your STS application must be submitted online by November 11. The Tennessee Arts Commission will begin accepting applications at 8:00am Central Time on August 4, 2015 for projects beginning no earlier than September 3, 2015. Projects must occur between September 3, 2015 through May 15, 2016. The STS egrant application will be available on the Commission s website beginning August 4, 2015 at 8:00am Central Time at http://tacarts.egrant.net/login.aspx?piid=147&oid=15. REQUIREMENTS If organizing teachers are notified that their STS application has been awarded funding, they should notify the artist/arts group. Then, notify the school accountant 3
to expect that funds will be deposited at the district after proper submission of the STS Evaluation in egrant. The Tennessee Arts Commission will make grant awards to the Tennessee Department of Education which will directly deposit a lump sum for all awarded schools in that district, not to each school, approximately 30-60 days after an STS Evaluation has been properly completed and submitted in egrant. The direct deposit will appear as ALERT! ARTS Student Ticket Subsidy. Districts may transfer the funds to the school or write the check to the artist (depending on the fiscal policies of each district). School districts may not take a percentage of grant funds for administration fees. The full grant award must be applied toward the STS activity. Organizing teachers are responsible for maintaining communication with artists, school accountants, and districts to manage funding. Artists and arts groups presenting STS-funded activities must provide student preparatory materials to teachers at least ten days prior to the event. Artists and arts groups may not charge admission for teachers, principals, parent chaperones, and other school staff accompanying students (maximum of one free chaperone per ten students). The organizing teacher must reserve tickets or book the arts event with the chosen artist or arts organizations. The teacher will note the Reservation/Confirmation Number provided by the artist or arts organization in the STS application. If awarded STS funds, the school is responsible for paying the artist or arts organization the agreed upon fee that is associated with the Reservation/Confirmation Number. If the final amount for the artist or arts organization is less than what was awarded in the application, the school should request in the STS Evaluation the lesser amount charged as indicated in the artist s or arts group s invoice. Failure to do so may impact future funding. While the school is required to contact the artist or arts group to notify of funding approval or denial, the Tennessee Arts Commission will also email each artist/arts group a list of schools that are awarded and denied funding to work with that artist/arts group during each round of funding. Artists and arts groups must use the invoice form on page 16 to bill the schools for the STS project on or following the date of the event. The Evaluation form is also available in a Word document at: http://tnartseducation.org/grants/sts-grant/stsinformation-artists/. If a funded event is cancelled due to weather or other unforeseen circumstances, the organizing teacher or school principal must notify the Tennessee Arts Commission within ten (10) working days from the date of cancellation to change the date, 4
reschedule, or cancel the event. Every effort should be made to reschedule the project during the current school year. The maximum amount of compensation STS artists may receive in any fiscal year from all STS activities is $16,000 for individual artists or $30,000 for arts groups (Exceptions exist. See below.). In the event a school has selected an artist or arts group that has reached the maximum amount, schools will be given the opportunity to select an alternate artist or arts group. The Tennessee Arts Commission is offering a Targeted Arts Development Initiative with a special focus to support counties that have received limited arts grants in recent years. If STS artists or arts groups receive funding from STS activities in any of the following counties, these funds will NOT be applied to the maximum amount of compensation that an artist or arts group may receive in the current fiscal year: Giles, Johnson, Lake, Lauderdale, Marshall, Moore, Obion, Pickett, Polk, Trousdale. SELECTING ARTISTS Follow these steps to locate and select approved artists: 1. Approved artists may be found on the Commission s Teaching Artist Roster at http://tnartseducation.org/teaching-artist-roster/. 2. Under Program Type, select Arts Appreciation, Arts Curriculum, and/or Arts Integration depending upon the program type(s) you would like to carry out. Use the remaining boxes to narrow your search by Artistic Discipline, Travel Regions, and Populations/Areas of Interest. As many artists work statewide, teachers may want to use broad search criteria. Click the Search button. 3. Click on the name of an artist/arts group to view that profile and sample programs. While each sample program will only include one of the Arts Appreciation, Arts Curriculum, or Arts Integration indicators, the artist/arts group may be able to offer a multi-faceted program for your school that incorporates more than one Program Type. 4. Contact the artist/arts group to arrange the activity. SUBMITTING THE APPLICATION The online egrant application will become available at 8:00am CT on August 4, 2015. Below is a list of information that schools will need in order to complete the application. Applicants are strongly encouraged to prepare this information ahead of time so that when the application becomes available, it can be completed in a short amount of time. Please use the checklist below as a worksheet to gather information before the application opens. INFORMATION NEEDED TO COMPLETE THE STS APPLICATION: 5
Name of school contact person for STS grant (person most knowledgeable about the project) Email & phone of the school contact person for STS grant Mailing address of school Physical address of school (no P.O. Boxes) DUNS number. Click here for more information. 9-digit zip code. If you do not know your 9-digit zip code, contact your local post office or obtain it from zip4.usps.com. Legislative Districts based on your school s physical address (not P.O. box). This must be correct! Contact your local election commission if you do not know or visit votesmart.org. You will need the US House Congressional, Tennessee Senate, and Tennessee House District Numbers. County in which school is located Name of school district (example: Benton County Schools) Name & email of Superintendent/Director of Schools Name & email of the Central Office bookkeeper or fiscal officer for your school district EVENT/PROJECT Event/Project Title Program Type: Arts Appreciation, Arts Curriculum, and/or Arts Integration. If you are carrying out a project that meets the definition for more than one Program Type based on the definitions on page 1, make sure to select all that apply. Event/Project Type: In-school or field trip Name of Artist or Arts Group from the Teaching Artist Roster Name of Artist/Arts Group Contact Artist/Arts Group email Reservation/Confirmation Number Event/Project Start Date and End Date: The event/project cannot begin before September 3, 2015 and must end by May 15, 2016. The egrant application must be submitted at least 30 days before the STS project. Please note that a project with multiple days must be scheduled on consecutive dates. An Event/Project with multiple dates is considered ONE Event/Project if the SAME artist or arts group is used over the course of two or more consecutive dates. 6
# of Participating Students Artist Fee/Ticket Funding Request Travel Funding Request (for gas or buses to transport students to STS event. Not for in-school events.) Total TAC Subsidy Request for Event/Project (cannot exceed $3,000) Project Race (See page 10) Grantee Race (See page 10) HOW TO APPLY Follow these instructions for completing the STS application: STEP #1: STEP #2: Access the online egrant application by visiting: tacarts.egrant.net/login.aspx?piid=147&oid=15 or by accessing the application through the Commission s home page at tnartscommission.org. The egrant must be submitted online no less than 30 days prior to the STS activity. LOGIN & PASSWORD: Schools should use the same login and password for ALL applications submitted to the Tennessee Arts Commission. Do NOT create separate login and password information for each application! For new applicants, click the Registration Instructions provided on the egrant home page for creating an account. CREATING AN APPLICATION Once you have logged in, click on Opportunities on the left side (see RED arrow). 7
Click on: 2016 TAC Student Ticket Subsidy. The application will appear, and you can begin filling out the Applicant Profile, Project Description, and Assurances Page. Once you save information into the application, you will see the application appear in your menu page (see red arrow). To the left, you will see the name of the application you are working on. Toward the right, you will see the word Rolling. This means the application has NOT been completed. Once you have finished the application, you will notice that Rolling changes to Submitted. This verifies that the application has been submitted to the Tennessee Arts Commission. START WORKING IN THE APPLICATION To get started working in the application, click the EDIT button. This will open the application so that you may begin working. If you do not work in the EDIT mode, your application will not be completed properly. STEP #4: STEP #5: Complete all three sections of the egrant application (Applicant Profile, Project, and Assurances). For technical assistance, contact Lee Baird at lee.baird@tn.gov. Section I: Applicant Profile Organization Name: Name of your school Mailing Address: Provide the address issued by the U.S. Postal Service City: Enter your city State: Enter Tennessee 9-Digit Zip: Nine digits are required. County: County must be in Tennessee. Organization Phone: School phone Fax: School fax Contact Person: Full time staff person in charge of the project Title for Contact Person: ex: Teacher or Principal Contact Person Email Contact Person Phone: Include area code 8
Principal Name Principal Email Address Principal Phone: Include area code School District Name Superintendent/Director of Schools Name: At the district level Superintendent/Director of Schools Email School District Bookkeeper Name: At the Central Office School District Bookkeeper Email Physical Address: Complete the physical address even if it is the same as the mailing address. City: Enter your city State: Enter Tennessee 9-Digit Zip: Nine digits are required. County: County must be in Tennessee. DUNS Number: To find or apply for a DUNS number, click here for information. Legislative Districts: Provide legislative district numbers based on your physical address. If unsure about your district numbers, follow the link provided in the application votesmart.org or contact your county election commission. DO NOT type the name of your senator or representative. Only provide the correct legislative district numbers for the U.S. House Congressional, Tennessee Senate, and Tennessee House. Title 1 School: Select Yes or No if your school is a Title 1 School. Next, click the appropriate button. Click either the Save button to save your information and come back at a later date to finish your application or the Next button to continue to the Project Description section. This is what it will look like: STEP #6: Section II: Project Description Please provide information about the Event/Project. Event/Project Title: Enter the name of the event or project Program Type: Select Arts Appreciation, Arts Curriculum, and/or Arts Integration. If you are carrying out a project that meets the definition for more than one Program Type based on the definitions on page 1, make sure to select all that apply. Event/Project Type: Select Field Trip if students will travel to a venue (ex: symphony hall or theater) to participate in the event or project. Select In School if the Artist or Arts Group will provide the experience in the school. Name of Artist/Arts Group: Select the name of Artist or Arts Group as it appears on the Teaching Artist Roster from the drop-down menu. 9
Arts Group Contact Person: Provide the name of the contact person for the artist or arts group. Artist/Arts Group Email: This address should be available on the artist s profile on the Teaching Artist Roster. Reservation/Confirmation Number: The Artist or Arts Group should provide a Reservation/Confirmation Number that indicates an agreement between the school and artist or arts group to hold the STS event. It is the responsibility of the school and artist or arts group to carry through with the proposed project. Event/Project Start Date: Enter the start date of the event/project. The event/project cannot begin before September 3, 2015. The egrant application must be submitted at least 30 days before the STS project. Event/Project End Date: Enter the end date of the event/project which can be no later than May 15, 2016. Please note that a project with multiple days must be scheduled on consecutive dates. # of Participating Students: Provide the estimated number of participating students. NOTE: You will be asked to provide the actual number of participating students after the STS event. Artist Fee/Ticket Funding Request: Provide the total amount of ticket costs or fee required by the artist or arts group that you are requesting from the Tennessee Arts Commission. Travel Funding Request: Provide the amount of travel costs for Field Trip events ONLY if you are requesting travel support for gas or buses from the Tennessee Arts Commission. NOTE: Travel funds may NOT be requested in this category for the artist or arts group to travel to your school. Total Request for Event/Project: This amount is automatically figured by finding the sum of the Ticket Funding Request and Travel Funding Request. This is the total amount that you are requesting for Student Ticket Subsidy funds for one Event/Project. Project Race: If the majority of the grant activities are intended to involve or act as a clear expression or representation of the cultural traditions of one particular group, or deliver services to a designated population listed in the drop-down menu, choose that group from the list. If the grant or activity is not designated to represent or reach any one particular group, choose "No single group". Most public schools should select No single group. Grantee Race: Use the drop-down menu to select the one that represents 50% or more of your school s population. Arts Education Code: Choose the percentage that best represents how much of the project is targeted toward a certain age group such as K-12 or preschool. If the project does not involve arts education, select None of the project involves arts education. NOTE: Applicants who select None of the project involves arts education should NOT APPLY for Student Ticket Subsidy funds. 10
Next, click the appropriate button. Click either the Previous button to go back to the previous section; the Save button to save your information and come back at a later date to finish your application; or the Next button to continue to the Assurances section. This is what it will look like: STEP #7: Section III: Assurances Assurances: One certification is required for the Assurances from the Principal or Contact Person for the STS project. Please read the Assurances text and agree to the terms by typing the name and title in the space provided and clicking the I certify selection in the drop-down menu. Next, click the appropriate button. Click either the Save button to go back to the previous section; the Save button to save your information and come back at a later date to finish your application; or the Next button to continue to the Submit section. This is what it will look like: STEP #8: FINISHING & SUBMITTING THE egrant: Click Save. If you have note completed all sections of the application completely, you will see a Go There message. Click on the Go There link to be taken back to the specific issue in the application. You will NOT be able to submit the egrant application until all errors have been corrected. Once you have corrected errors and hit the Save button again, you can go to the Submit page and hit the Submit button again. You will receive an email confirmation that your egrant has been received by the Tennessee Arts Commission. SAVE THIS EMAIL in case you need to provide verification that the grant application was submitted. STEP #9: Once you have finished all sections of the egrant and hit Submit, go back to the Main Menu and print a copy of the completed egrant application by clicking on the VIEW button. NOTE: Once printed, if the application has DRAFT printed across each page, then the application was not submitted. Keep a copy of the egrant application for your records. No hard copy of the egrant application should be submitted to the Tennessee Arts Commission for Student Ticket Subsidy grant requests. Note the Application ID of your egrant. 11
All communications with TAC staff should include this number as a point of reference. AWARD NOTIFICATION Submitting an egrant application does not automatically assure STS funding. The school and school district will receive notification by mail and email of the status of the grant award. CANCELLATION OF EVENT If a funded event is cancelled for any reason, the organizing teacher or principal must inform the Tennessee Arts Commission within ten working days from date of cancellation. The teacher or principal may propose to the Commission a different event/project presented by approved artists or arts organizations in order to use the allocated funds. Failure to reschedule a funded activity will jeopardize future funding. CHECKLIST: Use the check boxes to ensure all steps have been completed: egrant completed & submitted online at least 30 days before the project 1. Section I: Applicant Profile 2. Section II: Project Description 3. Section III: Assurances 4. Section IV: Submit egrant printed out correctly using VIEW button to save for your records. Do NOT mail hard copies to the Tennessee Arts Commission. Login to the egrant system. On the home page, click on the History link on the left-hand side. Once you have successfully submitted your application electronically it will be located in the History folder. 12
Student Ticket Subsidy - Fiscal Year 2016 Evaluation Instructions The STS Evaluation must be submitted online in the egrant system using these instructions. Failure to do so will result in the grant not being funded. DEADLINE: The Evaluation must be completed no later than 30 days after the STS field trip or artist visit or by June 1, 2016, whichever comes first. Failure to do so by June 1, 2016 may result in the school not receiving the STS grant funds. 1. Go to the egrant system: http://tacarts.egrant.net/login.aspx?piid=147&oid=15 2. Login using the same username and password that was registered to submit the Student Ticket Subsidy application awarded funding. 3. In the Drafts folder, click the box next to TAC Student Ticket Subsidy 2016 STS Evaluation that has the Application # corresponding to the STS Event/Project that you were awarded funding. It should look like this below. (Note that the Evaluation has been submitted when it appears under the History folder.) 4. Complete each of the following sections. egrant Application Number: This corresponds with the number listed in your award letter or can be found in your egrant account. See orange arrow above. School Name: Name of the school that applied for the grant. Original Total Grant Award Amount: This is the amount the school was awarded and appears in the first paragraph of the award letter. Event/Project Title: Title of the STS event/project. Amount of Grant Award Used for Artist Fee/Ticket Funding: This amount is the agreed upon fee that is owed to the artist or arts group for the STS 13
event/project. It should be equal to or less than the Artist Fee/Ticket Funding Request from your STS application. Amount of Grant Award Used for Travel Funding: This amount is the funds used for gas and/or buses to travel to STS Event/Project. It should be equal to or less than the Travel Funding Request from your STS application. This does not include travel costs for the artists which should be rolled into the amount paid to the Artist/Arts Group. Total for Event/Project: This amount should prepopulate indicating the total actual amount of grant funds spent for the Event/Project. Artist/Arts Group Invoice: Browse to upload the invoice provided by the Artist/Arts Group indicating the exact amount owed by the school and verifying that the Event/Project has already occurred. Acceptable formats:.jpg,.pdf, Word. Transportation Receipt: Browse to upload the receipt from the transportation provider charging the school for gas and/or buses to take students on the STS field trip (if applicable). Acceptable formats:.jpg,.pdf, Word. Project Activity Location: Please fill in the physical address where Event/Project took place. This may be different than the school s address. Use the street address or rural route number. Project Descriptors: Mark which, if any, of the descriptors comprise a significant portion (50% or more) of the grant s resources/activities. Mark all that apply. If none apply, or if the descriptors apply to a small or indeterminate portion of the grants resources/activities, leave this field blank. For Student Ticket Subsidy, mark descriptor P Presenting/Touring as well as any other descriptors that apply. Number of Days Project/Activity Occurred: Count the number of days from the beginning to the end of the project. Populations Benefited: For the next three questions, select all categories that, by your best estimate, made up 25% or more of the population that directly benefited from the award during the period of support. These responses should refer to populations reached directly, rather than through broadcasts or online programming. Total Individuals Benefiting: Indicate the total number of Adults and total number of Youth engaged in the STS Event/Project. The Total Individuals engaged will prepopulate. Artists Participating: Indicate the number of artists participating in providing services specifically identified with the STS grant award. Total Student Population of School: Indicate the total number of students in the school including those who did or did not participate in the STS project. Agree/Disagree - Did the Student Ticket Subsidy project: Expose students to a high quality arts performance, exhibit, and/or artist? Allow students hands-on participation in the art form through creating, dancing, acting, singing/playing an instrument, and/or writing? 14
Align content presented with arts and/or non-arts curriculum standards? Include student assessment in the arts and/or non-arts subjects? Increase appreciation for and/or deepen student understanding in the arts? Increase appreciation for and/or deepen student understanding in the non-arts subjects? Other project outcomes/comments: Expand upon your feedback from above or provide additional comments about the project, artist, etc. Would you apply for STS funds in the future? Why or why not? Name and Title: Provide this information for the person completing the STS Evaluation. Certification: Click the I certify button to agree that the information you have provided is correct. 5. Once you have completed all sections of the evaluation, click Save at the bottom of the page. NOTE: If you did not complete all required sections, you will receive a notification to go back and fix it. 6. After clicking Save and the Next buttons, this will take you to the Check and Submit page. Click the Submit button to submit your STS Evaluation. For questions about submitting your STS Evaluation, contact one of the following TAC staff members and be sure to include the Application ID number for the application/grant you are referencing: Shannon Ford, Director of Community Arts Development, shannon.ford@tn.gov or 615-532-9796 Ann Brown, Director of Arts Education, ann.brown@tn.gov or 615-532-5939 Lee Baird, Director of Literary Arts and Grants Analyst, lee.baird@tn.gov or 615-532- 0493 15
STUDENT TICKET SUBSIDY INVOICE FORM Starting the 2015-16 school year Student Ticket Subsidy (STS) grant awardees will be required to submit this invoice from an artist/arts group along with a Student Ticket Subsidy evaluation before receiving grant funds. Please ensure that this invoice is complete and provided to the teacher or school official upon completion of the scheduled arts event. The invoice date should be on or after the scheduled arts event. The evaluation and invoice must be submitted to the Tennessee Arts Commission within 30 days after the project has taken place or by June 1, 2016, whichever comes first. Failure to do so will result in the grant not being funded. INVOICE NUMBER: INVOICE DATE: NAME: CONTACT PERSON: ADDRESS: PHONE: EMAIL: SCHOOL NAME: CONTACT PERSON: ADDRESS: PHONE: EMAIL: ARTIST/ARTS GROUP INFORMATION: BILL TO: EVENT PROJECT TITLE: DATE(S) EVENT OCCURRED: AMOUNT DUE (Must be no greater than Artist Fee/Ticket Funding Request as indicated in the approved application): TOTAL DUE: I certify that the information contained in this invoice is correct and reflect actual charges. ARTIST/ARTS GROUP HANDWRITTEN SIGNATURE: ARTIST/ARTS GROUP TYPED NAME: 16