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These application guidelines provide all of the information that you need to submit an application. Your application will consist of a combination of material that you obtain from Grants.gov (certain forms) and our website (additional forms and other items you must submit). We urge you to read these instructions in their entirety before you begin the application process. If you wish to print a copy, see "Printing Tips." You also may want to keep these instructions open in a window in your computer as they contain helpful links to information that you will need as you complete your application. In addition to these instructions, you should periodically check the Grants.gov blog or the Grants.gov homepage for tips, updates, and alerts.
The Grants.gov system must receive your validated and accepted application no later than 11:59 p.m., Eastern Time, on the deadline date. If you are unable to submit your application electronically, you may request a waiver. A waiver will be granted for the following reasons only:
Your waiver request must be in writing and must be received (not postmarked) at the Arts Endowment at least three weeks before the application deadline. Click here for more information on waivers. 
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A complete application consists of:
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NOTE: All asterisked (*) items and yellow fields on this form are required and must be completed before you will be able to submit the form. Do not type in all capital letters when completing the form. Enter information directly into the form. Do not copy from an old application package or another document and paste into the form.
1. Name of Federal Agency: Pre-populated.
2. Catalog of Federal Domestic Assistance Number: Pre-populated.
3. Date Received: This will be filled automatically with the date that you submit your application; leave blank.
4. Funding Opportunity Number: Pre-populated.
5. Applicant Information:
a. Legal Name: The name provided here must be the applicant's legal name as it appears in the current IRS 501(c)(3) status letter or in the official document that identifies the organization as a unit of state or local government, or as a federally recognized tribal community or tribe. (Do not use your organization's popular name, if different.)
If you are a parent organization that is applying on behalf of an eligible component, do not list the name of the component here. You will be asked for that information later.
b. Address:
Use Street 1 for your street address or post office box number, whichever is used for your U.S. Postal Service mailing address. Street 2 is not a required field and should be used only when a Suite or Room Number or other similar information is a necessary part of your address. Do not use Street 2 to give a second address for your organization.
In the Zip/Postal Code box, organizations in the United States should enter the full 9-digit zip code that was assigned by the U.S. Postal Service. If you do not know your full zip code, you may look it up at www.usps.com/zip4/.
d. Type of Applicant: Select the item that best characterizes your organization from the menu in the first drop down box. Additional choices are optional.
e. Employer/Taxpayer Identification Number (EIN/TIN): Enter the 9-digit number that was assigned by the Internal Revenue Service; do not use a Social Security Number.
f. Organizational DUNS: All organizational applicants for federal funds must have a DUNS number, which is recognized as the universal standard for identifying organizations worldwide. The number that you enter here must agree with the number (either 9 or 13 digits) that you used with the CCR (Central Contractor Registration) as part of the Grants.gov registration. Otherwise, your application will not be validated by Grants.gov and will be rejected.
g. Congressional District: Enter the number of the Congressional District where the applicant organization is located. Use the following format: 2 character State Abbreviation-3 character District Number. For example, if your organization is located in the 5th Congressional District of California, enter "CA-005." If your state has a single At-Large Representative or your territory has a single Delegate, enter your 2 character state/territory abbreviation and "-000." If you need help determining your district, go to www.house.gov and use the "Find Your Representative" tool.
6. Project Information:
a. Project Title: Provide a brief descriptive title for your proposed project.
b. Project Description: For all projects except those to the Arts Education discipline: In two or three brief sentences, clearly describe your specific project, not your organization. Begin the first sentence with "To support" and include the name of the project. Follow this with up to two more sentences that describe the type of project, the target population that will be served, and where the project will take place. For examples, see Recent Grants.
For Arts Education discipline projects: In two or three brief sentences, clearly describe your specific project, not your organization. Begin the first sentence with "To support" and include the name of the project. Follow this with up to two more sentences that describe the type of project, the instructors, the age and number of students/adults who will be served, and where the project will be take place.
For example:
To support Creative Arts Program, a weekly string instruction program for 200 8th grade students in two middle schools in Monroe, LA. Professional musicians provide master classes and one-on-one instruction, and help academic teachers learn to integrate music into the classroom. The program culminates in a year-end student performance.
c. Proposed Project Start Date/End Date: Enter the beginning and ending dates for your requested period of support, i.e., the span of time necessary to plan, execute, and close out your proposed project. The start date should be the first day of the month, and the end date should be the last day of the month. The Arts Endowment's support of a project may start on or after: 1) For applicants under the March 8 deadline, January 1, 2013; or 2) For applicants under the August 9 deadline, June 1, 2013. Generally, a period of support of up to two years is allowed. The two-year period is intended to allow an applicant sufficient time to plan, execute, and close out its project, not to repeat a one-year project for a second year.
7. Project Director:
Provide the requested information for the Project Director. Select a Prefix (e.g., Ms., Mr.) even though this is not a required field.
Provide contact information, including an e-mail address, that will be valid through the announcement date for your category.
8. Primary Contact/Grant Administrator:
Provide the requested information for the individual who should be contacted on all matters involving this application and the administration of any grant that may be awarded. For colleges and universities, this person is often a Sponsored Research, Sponsored Programs, or Contracts and Grants Officer. Select a Prefix even though this is not a required field.
In some organizations, particularly smaller ones, this individual may be the same as the Project Director. If this is the case, you may check the "Same as Project Director" box and not repeat information that you have already provided in Item 7. (If the Primary Contact/Grant Administrator is the same as the Authorizing Official, please complete all items under both 8 and 9 even though there will be some repetition.)
9. Authorized Representative:
Enter the requested information for the AOR (Authorized Organization Representative) who will be submitting this application to Grants.gov. Select a Prefix even though this is not a required field. The AOR must have the legal authority to obligate your organization. By clicking the "I Agree" box at the top of Item 9, this individual will be certifying compliance with relevant federal requirements on your organization's behalf. (These requirements can be found in the "Assurance of Compliance" section of these guidelines.) The "Signature of Authorized Representative" and "Date Signed" boxes will be populated by Grants.gov upon submission of the application.
NOTE: All asterisked (*) items and yellow fields on this form are required and must be completed before you will be able to submit the form. Do not type in all capital letters when completing the form. Enter information directly into the form. Do not copy from an old application package or another document and paste into the form.
This form collects information about the primary site, as well as additional sites, where project activity will take place. In most -- but not all -- cases, the primary site will be the address of the applicant organization. If a portion of the project will be performed at any other site(s), identify the site location(s) in the additional block(s) provided. Use up to 29 additional blocks as required (one for each site). Your responses will not be a factor in the review of your application.
For the Organization Name:
Enter the name of the organization where the activity will take place. This may be the applicant organization or another organization. The remaining fields in a block (e.g., DUNS number) are associated with the organization where the activity will take place.
For the Project/Performance Site Congressional District:
Use the following format: 2 character State Abbreviation-3 character District Number. For example, if the organization is located in the 5th Congressional District of California, enter "CA-005." If the project directly impacts all districts in a state, enter "all" for the district number. For example: "MD-all" for all Congressional districts in Maryland. If nationwide (all districts in all states), enter "US-all." If the state has a single At-Large Representative or the territory has a single Delegate, enter your 2 character state/territory abbreviation and "-000." If the project is outside the U.S., enter "00-000." If you need help determining a district, go to www.house.gov and use the "Find Your Representative" tool.
NOTE: All asterisked (*) items and yellow fields on this form are required and must be completed before you will be able to submit the form. Do not type in all capital letters when completing the form. Enter information directly into the form. Do not copy from an old application package or another document and paste into the form.
See the instructions below for the following items (other instructions are provided on the form itself).
Part 1. Applicant
For this application, the applicant is serving as: If you are a parent organization that is applying on behalf of an eligible separate component, choose the "Parent of a Component" box from the drop-down menu and enter the name of the component in the space provided. Otherwise, choose "Not Applicable."
Part 2. Project
Project Field/Discipline: Choose the one discipline that is most relevant to your project. This selection will aid the Arts Endowment's application review. If you have questions, refer to "Agency Contacts."
If you are proposing a pre-K through 12 curriculum-based project that aligns with either national or state arts education standards, choose Arts Education. If you choose Arts Education, a second Project Field/Discipline menu will appear to the right. From that menu, select the discipline that is most relevant to your project.
For other education projects, or if you are not proposing a pre-K through 12 curriculum-based project that aligns with either national or state arts education standards, select the relevant field/discipline below:
Choose your field/discipline carefully. In limited cases, Arts Endowment staff may transfer an application to a field/discipline other than the one that was selected by the applicant to ensure appropriate panel review.
Intended Outcome:
Select the outcome that best describes the primary intent of your project. You may also select a secondary outcome if a significant portion of your project is aligned with a second NEA outcome. Choose from the following outcomes:
E: Creation: The Portfolio of American Art is Expanded
F: Engagement: Americans Throughout the Nation Experience Art
G: Learning: Americans of All Ages Acquire Knowledge or Skills in the Arts
H: Livability: American Communities are Strengthened Through the Arts
Project Budget Summary: The dollar amounts entered in these fields must agree with the corresponding dollar amounts on your Project Budget Form (Attachment 3).
The "Attachments Form" is not a form in the conventional sense. Rather, it is a place to attach documents that you have completed and saved elsewhere on your computer.
Several important points:
Attachments 3 and 4 are fillable forms; you will find links to them. These forms can be filled in, saved to your computer, and attached without the need for special software or conversion to PDF.
These non-form documents can be created using any word processing software. When you have completed the document, save it to your computer and convert it to PDF before attaching. If you don't already have software to convert files to PDF, there are many low-cost and free software packages that can do this. To learn more, go to PDF Conversion Programs.
Please make sure to convert your documents into PDF format in line with the guidance above. Do not create PDFs of your electronic documents by scanning. In the past, some applicants have printed their electronic documents and then scanned them, saving the scan in PDF format. PDFs created this way are much larger, and of lower quality, than PDFs created by the methods we recommend. Do not embed non-printable media files (video and/or sound) in your PDF documents. Static images (e.g., pictures) are acceptable. Please do not enable any document security settings or password-protect any PDF file you submit to us.
No attachment should be more than 2 MB.
For non-form documents, label pages clearly with the name of the item (e.g., Organizational Background) and your organization's legal name. Leave a margin of at least one inch at the top, bottom, and sides of all pages. Do not reduce type below 12 point font size. Do not type in all capital letters. Within each attachment, number pages sequentially; place numbers on the bottom right hand corner of each page. Excess pages will be removed and not be reviewed.
Name your files as indicated below and attach them in the proper order. Limit file names to 50 characters and do not use special characters (such as &, -, *, %, /, or #) in attachment names. This includes periods, blank spaces, and accent marks. An underscore may be used to separate a file name. If you use special characters, your application may be rejected. Please note that you cannot change the name of a file on the Attachments Form. Therefore make certain that each file is named correctly before you attach it.
When you open the Grants.gov Attachments Form, you will find 15 attachment buttons. By clicking on a button, you will be able to choose the PDF file from your computer that you wish to attach. Please attach the proper file to the proper button as listed below.
ATTACHMENT 1: ORGANIZATIONAL BACKGROUND STATEMENT (One-page limit)
To this button, attach a one-page Organizational Background statement. The file name should indicate the name of your organization or a recognizable acronym followed by "OrgBackground.pdf" (e.g., "ABCDanceCoOrgBackground.pdf" or "StateUnivPerfArtsCenterOrgBackground.pdf").
This statement should cover the points below; use the following headings and letters to organize your response. If you are a parent organization that is applying on behalf of a component, this information should refer to the component.
Date organization was incorporated. If not applicable, omit.
Mission/purpose of your organization: Briefly summarize the mission and purpose of your organization. For organizations whose work extends beyond the cultural sphere (e.g., universities, human service agencies), summarize your mission as it pertains to your public cultural programs or services.
Organization overview: Address the following:
An overview of your organization's activities.
Some specific examples of previous activities that demonstrate your organization's ability to carry out the project for which you are requesting support
The size and general demographics (e.g., ethnicity, income, age) of the community/region/audience that you serve. If you are a membership organization, indicate the number of individuals or organizations that you serve.
A description of any special efforts that your organization is making to reach a broad segment of the community.
ATTACHMENT 2: DETAILS OF THE PROJECT NARRATIVE (Three-page limit)
To this button, attach your Details of the Project narrative. The file name should indicate the name of your organization or a recognizable acronym followed by "DetailsofProject.pdf."
Your narrative can be a maximum of three pages, but keep in mind that the Arts Endowment and its panelists prefer succinct descriptions. Organize your response a), b), c), etc., and use the boldfaced language below as headings for each item. For example, "a) Major project activities. The ABC Performing Arts Center plans to..."
The information that you provide will be reviewed in accordance with the "Review Criteria" for the Art Works category. Your narrative should address each of these "Review Criteria" and include information on the following, as relevant to your project. Ensure that your descriptions are consistent with the information that you provide on the NEA Organization & Project Profile form.
Major project activities. Be as specific as possible about the activities that will take place during the project period. Include information on the location(s) of the proposed activity and any special resources that will be used. For projects that will tour, provide a list of venues with dates and indicate the degree of commitment. For projects that involve publication, provide details on items such as projected sales figures, print runs, distribution plans, contributors' fees, payment policies, etc. Where relevant, include information on any educational component or activities of the project.
Outcome(s) and Measurements. Discuss how your project directly addresses at least one of the NEA outcomes below. You must identify one outcome as most relevant to your project; you may address a secondary outcome as well.
You also may discuss any additional outcomes of your own that you have established for the project.
Detail the performance measurements that you will use to provide evidence that the NEA outcome was achieved. Refer to the Art Works category description for information on the evidence that is required for each outcome. If this is an ongoing project, state the results to date and the rationale for continuing the project.
Schedule of key project dates.
Key individuals, organizations, and works of art that will be involved in the project. (Bios of key project personnel are requested as a separate item.) Indicate whether the artists, other individuals, and organizations that are cited are committed to or merely proposed for the project. Where relevant, describe their involvement in the development of the project to date. For projects that include multiple partners, discuss each partner's participation. Describe the process and criteria for the selection of artists, organizations, and, where relevant, art works. Where key individuals or organizations remain to be selected, describe the procedures that you plan to follow and the qualifications that you seek.
The target population (i.e., the intended audience and/or other beneficiaries to whom the project is directed). If actual figures or reasonable estimates can be secured, indicate the number of people the project will reach. Have you worked with this target population before? Has the target population been involved in the planning for and implementation of the project? Describe any underserved groups or areas that will benefit.
Plans for promoting, publicizing, and/or disseminating the project, as relevant.
Plans for documenting, evaluating, and disseminating the project results, as appropriate.
Plans for making the project accessible to individuals with disabilities in compliance with federal law and regulations. This includes access accommodations for both facilities and programs, such as audio description, sign-language interpretation, closed or open captioning, large-print brochures/labeling, etc. See the Nondiscrimination Statutes in "Assurance of Compliance" for more information. (For technical assistance on how to make your project fully accessible, contact the Arts Endowment's Accessibility Office at 202/682-5532 or 202/682-5496 Voice/T.T.Y. or the Civil Rights Office at 202/682-5454 or 202/682-5695 Voice/T.T.Y.)
ATTACHMENT 3: PROJECT BUDGET FORM, PAGES 1 and 2
CLICK TO DOWNLOAD: [FORM] [INSTRUCTIONS]
To this button, attach the Project Budget form, Pages 1 and 2. The file name should indicate the name of your organization or a recognizable acronym followed by "ProjectBudget.pdf." (If you wish to submit a copy of your own project budget, you may do so; see Attachment 7. Your own project budget may not be submitted in lieu of the required form.)
ATTACHMENT 4: FINANCIAL INFORMATION FORM
CLICK TO DOWNLOAD: [FORM] [INSTRUCTIONS]
To this button, attach the Financial Information form. The file name should indicate the name of your organization or a recognizable acronym followed by "FinancialInfo.pdf."
ATTACHMENT 5: BIOGRAPHIES OF KEY PROJECT PERSONNEL (Two-page limit
for bios)
To this button, attach a single file that includes all of the items below that are relevant to your application. The file name should indicate the name of your organization or a recognizable acronym followed by "Bios.pdf." Label clearly each item.
For all applicants: Brief, current biographies of the key project personnel [e.g., the proposed primary artist(s), project director, artistic director, executive director, teachers, curator, editor, folklorist, conductor]. Send no more than two pages of bios; group several on each page.
ATTACHMENT 6: LIST OF CURRENT BOARD MEMBERS
To this button, attach a single file that includes all of the items below that are relevant to your application. The file name should indicate the name of your organization or a recognizable acronym followed by "BoardList.pdf." Label clearly each item.
For all applicants: A list of current board members including professional affiliations.
For parent organizations applying on behalf of an eligible component: A list of board/advisory group members for the component as well as the parent organization. Note how long each board/advisory group has been in existence. This documentation is required to demonstrate your eligibility.
Do not include private information such as home addresses, phone numbers, etc.
ATTACHMENT 7: OPTIONAL PROJECT BUDGET (Three-page limit)
If you wish to submit a copy of a differently formatted budget (e.g., one created for your own planning purposes), attach it to this button. The file name should indicate the name of your organization or a recognizable acronym followed by "SepBudget.pdf." Limit this to a maximum of three pages.
ATTACHMENT 8:PROGRAMMATIC ACTIVITIES LIST (Three-page limit)
To this button, attach a representative list of your Programmatic Activities for the past three seasons. The file name should indicate the name of your organization or a recognizable acronym followed by "ProgActivities.pdf."
Submit a selective representative list, in chronological order, of your organization's programming or activities for the following years: 2009-10, 2010-11, and 2011-12. For organizations that schedule activities according to a single calendar year, use programming for 2009, 2010, and 2011. You may submit up to three pages.
This list should demonstrate eligibility (i.e., your organization's three-year history of programming) and the artistic excellence and merit of your organization. Where available, include arts or cultural programming that has a relationship to the project for which you are requesting support (e.g., show examples of previous festival programming if your project is for a festival). For most applicants, this list should show selected artists/projects/exhibitions/works that your organization has or will have presented/produced/exhibited/performed. Use the bullets below as a guide to possible column headings for your list; adjust them as appropriate for your organization.
Example:
A residency program might fill out its representative list as follows:
Year |
Activity |
Artist(s) |
Participant's Home Residence (City, State, Country) |
Arts Discipline/ |
Inclusive Dates |
Stipend/Fee/ |
2009-10 |
Residency |
Taylor Hall |
Baltimore, MD |
writer |
2/15- |
$500 |
2010-11 |
Residency |
Ana Lita |
France |
sculptor |
4/8-5/10/11 |
$500 |
2011-12 |
Residency |
Grant Lee |
Fredericksburg, VA |
composer |
7/2-9/1/12 |
$1,000 |
ATTACHMENT 9: SPECIAL ITEMS
To this button, attach a single file that includes any items specified below that are relevant to your particular project. The file name should indicate the name of your organization or a recognizable acronym followed by "SpecReqs.pdf."
Leave all remaining Attachment buttons blank.
Follow the detailed instructions under "Submit your electronic application" above.
Please see the archive of the March 13th NEA/WESTAF joint training webinar for applicants on using the NEA-GO system to upload work samples electronically.
In addition to the material that you submit through Grants.gov, you must submit work samples as detailed below. Your application package will not be considered complete without these items. Do not submit work samples through Grants.gov.
You will upload your work samples electronically. This will eliminate the need for you to mail work samples to the NEA after completing the Grants.gov application process.
To upload work samples, you will use the NEA GrantsOnline™ System (NEA-GO), which is being administered for the NEA by the Western States Arts Federation (WESTAF). This will proceed as follows:
You will complete the Grants.gov application process as detailed through Step 5 of the instructions above.
To ensure that you receive WESTAF's login information promptly, we recommend that you add the following e-mail address to your list of safe senders: noreply@culturegrants.org.
The NEA-GO system is optimized for use with the following web browsers: Mozilla Firefox, Safari, and Google Chrome. Internet Explorer will also work, but you must have at least version IE 8.
NEA staff will be available to answer any questions that you have.
You should prepare your work samples well in advance of the deadline and have them fully ready to upload once NEA-GO becomes available to you.
Work Sample Preparation
Work samples are a critical part of your application and are considered carefully during application review. Your work samples should be recent, concise, of high quality, and as relevant to the project as possible. For example, if you are proposing:
Acceptable Formats
You will be able to upload samples in the formats described below. There is a limit of 250 MB for all of your work samples combined.
Audio Samples
Submit no more than two selections; each selection should not exceed five minutes. You will upload each selection in a separate file. Each file has a size limit of 5 MB. Acceptable file types are mp3, wma, wav, aac, mid, midi, mpa, and ra.
Digital images
Submit no more than 10 images. You may either combine all of your images into a single PDF file or upload each image in a separate file. Image size should be consistent; 800 x 600 pixels is suggested. Each image/file has a size limit of 5 MB. Acceptable file types are jpeg, gif, bmp, png, and tif.
Video Samples
Submit no more than three selections; each selection should not exceed three minutes.
You may submit a link to a video sample, or upload a video sample directly to NEA-GO.
If you submit a link:
Submit a PDF with a link to the website. If you are including more than one website, submit no more than three and list them all on a single PDF. For each site, list the URLs for pages to be shown; include any necessary information on required plug-ins, passwords, or navigation paths.
If you upload directly to NEA-GO:
Acceptable file types are avi, flv, mov, mp4, mpeg, rm, and wmv. Your video sample must be in one of these acceptable file types. File types such as VIDEO_TS.BUP, VIDEO_TS.IFO, and VIDEO_TS.VOB will not work.
In order to be uploaded, videos must meet the following minimum requirements:
You can often check the resolution of a video as follows. In Windows environments, find the file on your computer, right click it, and select "Properties." On a Mac, hold the Control key, and click on the file name. Select "Get Info" and the information should display. Most videos are a standard 29 frames per second.
While the above requirements are the minimum, submitting your video in the mp4 (H.264) format at 640 x 480 with mp3 audio will allow for efficient uploading while showing your clips to best advantage. There is a file size limit of 250 MB. (Note, however, that there is a limit of 250 MB for all of your work samples combined so choose your video samples carefully.)
If your video doesn't meet the minimum resolution requirements above, there are a number of software programs you can use to convert your video, such as the free MPEG Streamclip; DV Kitchen for Mac, which has a free trial; and www.mediaconverter.org, which allows for five free conversions.
If you are submitting more than one video sample, you will upload each individually, in a separate file.
Websites
Only submit a website that is an essential part of the project.
Submit a PDF with a link to the website. If you are including more than one website, submit no more than five and list them all on a single PDF. For each site, list the URLs for pages to be shown; include any necessary information on required plug-ins, passwords, or navigation paths.
NOTE: If you provide links to works samples -- audio samples, digital images, video samples, or documents – the same limits on work samples uploaded directly to NEA-GO apply to those provided via links:
Audio samples: No more than two selections; each selection should not exceed five minutes.
Digital images: No more than 10 images.
Video samples: No more than three selections; each selection should not exceed three minutes.
Documents: Up to 15 pages each.
Documents (Literary samples, publications, periodicals, catalogues)
Submit a very limited sample that is directly related to the proposed project. Upload each document individually, in a separate file. Each file has a size limit of 5 MB and 15 pages. All documents should be submitted as PDF files.
If you have to scan material, please follow the guidance below:
Work Sample Information
For each work sample that you upload electronically, you will find a descriptive field into which you will enter the following information, as appropriate:
Title box:
Description box:
[Applicants submitting multiple websites or multiple images on a PDF should include the relevant information from above with each website or image in the PDF. The descriptive field for the file should provide a brief overview of the group of images or websites as a whole.]
For previous applicants: There is no longer a separate Work Sample Index.
If new information that significantly affects your application (including changes in artists or confirmed funding commitments) becomes available after your application is submitted, please send that information immediately to the specialist for the field/discipline of your project. Include your organization's name and application number on any such submission. No changes in or revisions to your application can be made through Grants.gov.
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Washington, DC 20506
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