These application guidelines provide all of the information that you need to submit an application. 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.

On- and Off-Year SAA and RAO Applicants

The Arts Endowment uses staggered, multi-year review for Partnership awards. The organizations listed below (on-year applicants) are required to submit full-scale applications including a plan and application narrative:

All other SAAs and RAOs have simplified requirements.

Nonprofit Organizations applying for state/regional strengthening of the folk & traditional arts will follow the Grants.gov instructions below and submit material as detailed later in these instructions.

 Renew/Verify Your Registration    [Back to Top]

 Download the Application Package    [Back to Top]

1. Verify your software

   You must have a version of Adobe Reader that is supported by Grants.gov installed on your computer before you download your application package from Grants.gov. Non-compatible versions of Adobe Reader or other Adobe products will lead to errors and prevent you from submitting your application. If more than one computer will be involved in the preparation of the application package, ensure that the same version of Adobe Reader is used.

   Please go to "Download Software" to see the compatible versions of Adobe Reader or to download and install Adobe Reader.

2. Access the application package on Grants.gov by clicking on the link below:

   

   [ Funding Opportunity Number 2011NEA04PA2 ]

   This will bring you to the "Selected Grant Applications for Download" screen.

   Download the application package and follow the instructions below. It is not necessary to download the instructions from Grants.gov as you will merely be directed back to the instructions in this document.

3. When you download the application package, the Grants.gov "Grant Application Package" screen will open. Click on the "Save" button at the top of the form and save the application package to a location on your computer or network where you can find it readily. Save your application each time you work on it. You will get the message "The File already exists. Replace existing file?" Click "Yes" to ensure that you always save the most recent version.

4. In the "Mandatory Documents" box, you will see four forms. You must move these forms to the "Mandatory Documents for Submission" box before you can open them. Once moved, the four forms merge into a single document. You can access each form by clicking on it to highlight it and then clicking on the "Open Form" box OR you can scroll down your screen and you will come to each form in succession.

   The forms are:

   • Application for Federal Domestic Assistance (SF-424 Mandatory): This form asks for basic information about your organization and application. Complete this form first. Data entered here will populate fields of other forms where possible. See instructions for completing this form below.

   • Project/Performance Site Location: This form collects information about the primary site location where the project will be performed. See instructions for completing this form below.

   • Disclosure of Lobbying Activities (SF-LLL): See instructions for completing this form below.

   • Attachments Form: : This is not a form in the conventional sense, but rather a place to attach additional items (e.g., your application narrative and strategic plan) that must be included for your Grants.gov application package to be considered complete. See instructions for completing this form below.

 Submit Your Electronic Application    [Back to Top]

1. Check the size of your electronic application. The total size should not exceed 10 MB.

2. To begin the submission process, click the Save & Submit button. [This button will not become active (and turn from light to dark gray) until you have saved your application with all required fields completed. Clicking this button will prompt you to save your application package one last time. When asked if you want to replace the existing file, click "Yes." You will then be reconnected to Grants.gov and the Internet.] You will be prompted to provide your Grants.gov Username and Password that you obtained during registration

3. Click the "Login" button. This will bring you to the "Application Submission Verification and Signature" screen, which provides a summary of the Funding Opportunity for which you are applying. If everything looks accurate, click the "Sign and Submit Application" button to complete the process. Be certain that you are satisfied with your application before you click this button. No revisions to your application are possible through Grants.gov once it is submitted.

   If you have difficulty submitting, go to Adobe Reader Error Messages or Applicant Resources for several tools and documents that can help you.

4. Ensure that your application was validated and accepted by the Grants.gov system. Go to Track My Application to track the validation and progress of your application submission through Grants.gov. After the Arts Endowment retrieves your application from Grants.gov, log in to the Grants.gov system by using your Username and Password to receive your Agency Tracking Number (this will be the Arts Endowment-assigned application number).

REMINDER: After submission of your application to Grants.gov, you must mail certain items (detailed in "Step 6: Prepare and submit material to be mailed directly to the Arts Endowment" below) directly to the NEA.

Additional Help

For additional help on how to use Grants.gov, please see the Grants.gov web site at Help. You also can send e-mail to the Grants.gov Contact Center at support@grants.gov or call them at 1-800-518-4726, 24 hours a day, 7 days a week.

For specific help on how to complete your application, please review the instructions in these guidelines or contact the State & Regional staff: Andi Mathis at mathisa@arts.gov or 202/682-5430.

For a complete application, follow Steps 1-6 below

NOTE FOR THE GRANTS.GOV FORMS THAT FOLLOW:  All asterisked (*) items and yellow fields on the Grants.gov forms are required and must be completed before you will be able to submit. Do not type in all capital letters when completing the forms. Enter information directly into the forms. Do not copy from an old application package or another document and paste into the forms.

Step 1: Fill out the Application for Federal Domestic Assistance/SF-424 Mandatory    [Back to Top]

1. Items 1a-d default to certain selections; do not change them.

2. Date Received: This will be filled automatically with the date that you submit your application; leave blank.

3. Applicant Identifier: This is for your own use or you can leave blank.

4, 5, and 6: Leave blank.

7. Applicant Information:

8a. Type of Applicant: Select the item that best characterizes your organization from the menu in the first drop down box. An additional description is optional.

9. Name of Federal Agency: This has been pre-populated.

10. Catalog of Federal Domestic Assistance Number: This has been pre-populated.

11. Areas Affected by Funding: Leave blank.

12. Congressional District Information:

13. Funding Period: 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 Partnership Agreement. The Arts Endowment's period of support may start on or after July 1, 2012. Generally, a period of support of up to one year is allowed.

14. Estimated Funding:

15. State Executive Order 12372 Process: Applicants should contact the State Single Point of Contact for Executive Order 12372 to determine whether this application is subject to their state's intergovernmental review process. The U.S. Office of Management and Budget (OMB) maintains a list of official State Single Points of Contact designated by the States to review and coordinate proposed federal financial assistance and direct federal development. See www.whitehouse.gov/omb/grants_spoc. (Nonprofit organizations applying for state/regional strengthening of the folk & traditional arts should check box c: "Program is not covered by E.O. 12372.")

16. Is the Applicant Delinquent on Any Federal Debt?: Examples of relevant debt include delinquent payroll or other taxes, audit disallowances, and benefit overpayments. If your response is "yes," click on the "Yes" box and include an explanation with your application.

17. Authorized Representative: Enter the requested information for the AOR (Authorized Organization Representative) who will be submitting this application to Grants.gov. The AOR must have the legal authority to obligate your organization. By clicking the "I Agree" box at the top of Item 17, 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.

Stop after item 17. Do not add attachments.

Step 2: Fill out the Project/Performance Site Location Form   [Back to Top]

This form collects information about the primary site location where the project will be performed.

SAAs should complete the top section, "Project/Performance Site Primary Location," only. Enter your agency's address. For the "Project/Performance Site Congressional District," SAAs should enter their state's 2 character State Abbreviation followed by "-all"; for example: "CA-all." This will indicate that the project impacts all districts in a state.

RAOs should enter information related to their organization address. For Congressional District information, use a 2 character State Abbreviation-3 character District Number; for example, "CA-005" for the 5th Congressional District of California. Identifying any additional sites is optional.

Nonprofit organizations applying for state/regional strengthening of the folk & traditional arts should follow the instructions above for either SAAs or RAOs as appropriate to the scope of their project.

Step 3: Fill out the Disclosure of Lobbying Activities (SF-LLL)   [Back to Top]

Items 1-3 default to certain selections; do not change them.

4. Name and Address of Reporting Entity: Provide the requested information for the reporting entity. Include Congressional District, if known.  (Nonprofit organizations applying for state/regional strengthening of the folk & traditional arts should enter their own name and address.)

5. If Reporting Entity in No. 4 is Subawardee: Leave blank.

6. Federal Department/Agency: Enter "National Endowment for the Arts."

7. Federal Program: This has been pre-populated.

8. Federal Action Number, if known: Leave blank.

9. Award Amount, if known: Leave blank.

10. a. Name and Address of Lobbying Registrant: Provide the requested information for the registrant under the Lobbying Disclosure Act of 1995 engaged by the reporting entity identified in item 4 to influence the covered federal action. If not applicable, enter "N/A" in the fields for First Name and Last Name. (This item is not applicable for nonprofit organizations applying for state/regional strengthening of the folk & traditional arts.)

b. Individual Performing Services: Enter the name of the individual performing services, and include an address if different from 10 (a). If not applicable, enter "N/A" in the fields for First Name and Last Name. (This item is not applicable for nonprofit organizations applying for state/regional strengthening of the folk & traditional arts.)

11. Authorized Representative: Provide the requested information for the AOR (Authorized Organization Representative) who will be submitting the Partnership Agreements application to Grants.gov. The "Signature" and "Date" boxes will be populated by Grants.gov upon submission of the application.

Step 4 for SAAs, RAOs, and National Services Applicants: Complete and Attach Required Items to the Attachments Form  [Back to Top]

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.

1. Attachments 3 (Revenue Sources Information for RAOs only) and 8 (Project Budget Form for SAAs/RAOs applying for folk & traditional arts strengthening) are fillable forms; you will find a link to each. This form can be filled in, saved to your computer, and attached without the need for special software or conversion to PDF.

2. Attachments 1, 2, 4, 5, 6, 7, and 9 are documents (e.g., narratives, lists) that you will develop in accordance with the instructions provided. These items must be submitted as PDF (portable document format) files.

   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.

3. For non-form documents, label pages clearly with the name of the item (e.g., Staffing List) 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. Number pages sequentially; place numbers on the bottom right hand corner of each page. Excess pages will be removed and will not be reviewed.

4. Name your files as indicated below and attach them in the proper order. 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. Your agency name (or acronym) must be included in each file name (e.g. "ABCArtsCouncilStaff.pdf").

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.

The Attachments

ATTACHMENT 1: STAFFING LIST

For both on- and off-year SAAs and RAOs: To this button, attach a one-page Staffing List. The file name should indicate the name of your organization or a recognizable acronym followed by "Staff.pdf" (e.g., "ABCArtsCouncilStaff.pdf").

ATTACHMENT 2: BOARD MEMBERSHIP LIST

For both on- and off-year SAAs and RAOs: To this button, attach a one-page Board Membership List. The file name should indicate the name of your organization or a recognizable acronym followed by "Board.pdf."

ATTACHMENT 3: REVENUE SOURCES INFORMATION FORM
[ DOWNLOAD FORM ]

For both on- and off-year RAOs: To this button, attach the Revenue Sources Information form. The file name should indicate the name of your organization or a recognizable acronym followed by "Revenue.pdf."

ATTACHMENT 4: APPLICATION NARRATIVE

To this button, attach an Application Narrative. The file name should indicate the name of your organization or a recognizable acronym followed by "Narrative.pdf." Label each page clearly with your organization's legal name and "Application Narrative."

Do not include information on Poetry Out Loud as part of your Application Narrative. This information is requested separately as Attachment 9. If you are requesting support to strengthen state or regional support of the folk & traditional arts, details on that activity are requested in Attachment 7 and should not be repeated here.

• For off-year applicants, submit a narrative update of up to one page that describes your organization's activities for the last year and outlines any changes in your organization, plans, or process.

• For on-year SAAs and RAOs, submit a narrative not to exceed 12 numbered pages including the budget chart. Follow the narrative instructions for either state arts agencies or regional arts organizations.

ATTACHMENT 5: STRATEGIC PLAN

For on-year SAAs and RAOs: To this button, attach a single file that includes the two items below. The file name should indicate the name of your organization or a recognizable acronym followed by "Plan.pdf." Label each page clearly with your organization's legal name and "Strategic Plan."

ATTACHMENT 6: CHANGES IN CONFLICT OF INTEREST/APPEALS

For both on- and off-year SAAs and RAOs: If applicable, to this button attach your Changes in Conflict of Interest/Appeals document. Submit this item only if there has been a change in your conflict of interest policies or appeals process since you last applied for a Partnership Agreement. The file name should indicate the name of your organization or a recognizable acronym followed by "Changes.pdf." Label each page clearly with your organization's legal name and "Changes in Conflict of Interest/Appeals."

ATTACHMENT 7: FOLK & TRADITIONAL ARTS INFORMATION

For both on- and off-year SAAs and RAOs: If you are applying for support to strengthen state or regional support of the folk & traditional arts, to this button attach information as detailed below. The file name should indicate the name of your organization or a recognizable acronym followed by "Folk.pdf." Label each page clearly with your organization's legal name and "Folk & Traditional Arts Information." Your narrative can be a maximum of four pages, but keep in mind that reviewers prefer succinct descriptions. Provide the following information:

• At the beginning of your narrative, a brief one-paragraph summary of your proposed project.
• Those strategies or elements of your state or regional plan that focus on your folk & traditional arts program.
• The details of your proposed activities to strengthen the folk & traditional arts. Note whether your proposal is for a one-time project or part of a recurring program. If part of a recurring program, describe your experience with the program thus far. Explain how your project will benefit all participating partners. .
• How the project relates to your organization's overall state or regional plan, programming, goals, and strategies as described above. Discuss any efforts that your agency is making to engage in multi-year planning for future folk & traditional arts strengthening activities.
• The qualifications of the key personnel.
• Your plans for documenting and evaluating the program. Note how the measures will provide evidence of results addressing state or regional priorities and the NEA outcome of Engagement.
• For professional folk arts positions, how the position will be supported independently of the NEA within three years. If you are requesting second or third year support for a position, provide a status report on the activities that have been funded thus far and your plans for continuing the position beyond the period of the Arts Endowment's support
• On the last page, provide a description of any work sample(s) that you are submitting. In addition to the material that you submit electronically through Grants.gov, you have the option of providing, directly to the Arts Endowment, one set of no more than:
  • Two media work samples and/or
  • One publication work sample.

  Details on mailing this material to the NEA are in Step 6 below.  Include the following information on each sample: Format (e.g. CD, DVD); name of featured artist(s); title or one-line description of work or activity; and cue information. Label each work sample clearly with your organization's legal name and "Folk & Traditional Arts Work Sample."

ATTACHMENT 8: FOLK & TRADITIONAL ARTS BUDGET INFORMATION

For both on- and off-year SAAs and RAOs: If you are applying for support to strengthen state or regional support of the folk & traditional arts, 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 "Folk Budget.pdf."

     CLICK TO DOWNLOAD [FORM] [INSTRUCTIONS]

Your budget should include the following as appropriate to your proposed activities to strengthen the folk & traditional arts: Income such as state arts agency funds, support from foundations or other partners (please identify), and in-kind support (please identify the source); and Expenses such as salaries, artists' fees, travel, administrative/space/equipment costs, documentation, design fees, etc.

ATTACHMENT 9: POETRY OUT LOUD PLAN

For both on- and off-year SAAs involved with Poetry Out Loud: To this button, attach your Poetry Out Loud Plan. The file name should indicate the name of your organization or a recognizable acronym followed by "PoetryOutLoud.pdf." Label each page clearly with your organization's legal name and "Poetry Out Loud Plan."

Submit no more than two pages. Describe the activities proposed for 2011-2012 including the anticipated geographic reach and timetable. List the name, position/title, telephone and fax numbers, and e-mail address of your Poetry Out Loud coordinator. If program coordination is contracted out, list both the contractor's information and the name of the main SAA supervisor/contact. For more information about running a statewide Poetry Out Loud program, please see "Poetry Out Loud State Partnership Agreement Information."

*                *                *                *                *                *                *                *

Step 4 for Nonprofit Organizations Applying for State/Regional Strengthening of the Folk & Traditional Arts: Complete and Attach Required Items to the Attachments Form  [Back to Top]

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 file that you wish to attach. Attachment 2 (Project Budget Form) is a fillable form; you will find a link to it. The other attachments should be created, saved to your computer, and converted to PDF before attaching. Follow all instructions on formatting and PDF Conversion that appear above (under Step 4 for SAAS, RAOs, and National Services). Please attach the proper file to the proper button as listed below.

ATTACHMENT 1: DETAILS OF THE PROJECT NARRATIVE

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."  Label each page clearly with your organization's legal name and "Project Narrative." Your narrative can be a maximum of four pages, but keep in mind that reviewers prefer succinct descriptions. Provide the following information:

• At the beginning of your narrative, a brief one-paragraph summary of your proposed project.
• The details of your proposed activities to strengthen your state or region's support of the folk & traditional arts. Note whether your proposal is for a one-time project or part of a recurring program. If part of a recurring program, describe your experience with the program thus far. Explain how your project will benefit all participating partners.
• How the project relates to your state or region's overall plan, programming, and strategies for strengthening support of the folk & traditional arts. Discuss any efforts that your organization and collaborating SAA(s)/RAO are making to engage in multi-year planning for future folk & traditional arts strengthening activities.
• The qualifications of the key personnel.
• Your plans for documenting and evaluating the program. Note how the measures will provide evidence of results addressing state or regional priorities and the NEA outcome of Engagement.
• Some specific examples of previous activities that: 1) demonstrate your organization's ability to carry out the proposed project, and 2) document your organization's three-year history of programming prior to the application deadline.
• For professional folk arts positions, how the position will be supported independently of the NEA within three years. If you are requesting second or third year support for a position, provide a status report on the activities that have been funded thus far and your plans for continuing the position beyond the period of the Arts Endowment's support.
• On the last page, provide a description of any work sample(s) that you are submitting. In addition to the material that you submit electronically through Grants.gov, you have the option of providing, directly to the  Arts Endowment, one set of no more than:
  • Two media work samples and/or
  • One publication work sample.

  Details on mailing this material to the NEA are in Step 6 below.  Include the following information on each sample: Format (e.g. CD, DVD); name of featured artist(s); title or one-line description of work or activity; and cue information. Label each work sample clearly with your organization's legal name and "Folk & Traditional Arts Work Sample."

ATTACHMENT 2: PROJECT BUDGET FORM, PAGES 1 and 2

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."

     CLICK TO DOWNLOAD [FORM] [INSTRUCTIONS]

Your budget should include the following as appropriate to your proposed activities to strengthen the folk & traditional arts: Income such as state arts agency funds, support from foundations or other partners (please identify), and in-kind support (please identify the source); and Expenses such as salaries, artists' fees, travel, administrative/space/equipment costs, documentation, design fees, etc.

ATTACHMENT 3: SAA/RAO STATEMENTS:

To this button, attach a statement(s) from the relevant state arts agency(ies) or regional arts organization that reflects their support for and involvement in the project as the state or region's only application for this type of project. Statements should discuss how the project will relate to the state or region's overall plan for support of the arts. Each statement should include the name, phone number, and email address of the individual who provided it.

ATTACHMENT 4: BOARD MEMBERSHIP LIST

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 "Board.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.

You do not have to fill the remaining Attachment buttons.

Step 5: Submit Items in Steps 1-4 above electronically through Grants.gov    [Back to Top]

Follow the detailed instructions under "Submit your electronic application" above.

Step 6: Prepare and submit material to be mailed directly to the Arts Endowment   [Back to Top]

In addition to the material that you submit through Grants.gov, SAAs and RAOs must mail the following items to the Arts Endowment's State & Regional Office. Your Partnership application package will not be considered complete without these four items.

1. An identifier so that we can match your mailed material with your electronic application. This may be a copy of the Submission Confirmation or validation e-mail from Grants.gov that includes your Grants.gov Tracking Number (preferred) or a sheet with your organization's legal (not popular) name as it appears in your electronic application. Be sure that this is the first item in your mailed material.

2. For on-year SAAs and RAOs, three identical collated sets of a concise sampling of supplementary material referenced in your Application Narrative. Each set of material must follow the guidance below and be submitted in an indexed binder with rings no larger than 2" wide. (Supplementary material for SAA arts education activities is requested separately in 3. below.)

   Be selective in the material that you include:

   • Wherever possible, include the web address and provide a link to support material in your Application Narrative. This will enable all panelists (not just the lead reviewer) to review this information before the meeting. When you can link to support material in your Application Narrative, DO NOT include that same material in hard copy in your notebook.

   • Your support material should be directly related to and amplify key agency activities outlined in your Application Narrative. Panelists should be able to understand readily why each item is included.

   • Where appropriate, excerpt key portions of larger documents. Then note the larger document and provide any necessary context.

   Format your notebook as follows:

   • Double check to make certain that your binder has rings no larger than 2" wide. Do not overstuff your notebook.

   • Label the front and spine of the binder with your organization's name.

   • Use labeled tabs to separate your support material. The tabs should mirror, and be in same order as, your Application Narrative.

   • Provide a Table of Contents that lists each tab, and each item under each tab, in order.

   Notebooks will be reviewed in advance of the meeting by lead panelists. They may be reviewed by other panelists as well. NOTE: Any binders with rings larger than 2" wide will not be sent out to lead panelists for review prior to the panel meeting.

3. For on-year SAAs, three collated sets of supplementary material that will enhance a reader's understanding of your agency's strategies and accomplishments in arts education. Each set of material must be submitted in an indexed binder with rings no larger than 2" wide. Label the front and spine of each binder with your organization's name. See also the selection and formatting tips under 2 above. NOTE: This item will be reviewed in advance by lead panelists. It may be reviewed by other panelists as well. Any binders with rings larger than 2" wide will not be sent out to lead panelists for advance review.

4. For on-year SAAs and RAOs, if your Strategic Plan exceeds the 25 pages allowed for electronic submission, submit 3 copies of the complete plan. Do not include the one-page Executive Summary.

   If you have an agency work plan or program implementation plan developed to complement your long range plan, it may be included.

The National Endowment for the Arts continues to experience delays and damage to support material (e.g., CDs) in the delivery of First-Class and Priority mail through the United States Postal Service (USPS). We recommend that you use a commercial delivery service.

Label your package as noted below. All mailed material must be postmarked (or show other proof of mailing) no later than October 3, 2011. Send your package to:

State & Regional Office
Room 722
National Endowment for the Arts
1100 Pennsylvania Avenue, NW
Washington, DC 20506-0001

Provide a complete return address, including your organization's legal (not popular) name, on your package. If the delivery service that you use requires a telephone number for the recipient on the label, use 202/682-5702.

Folk & Traditional Arts Material (OPTIONAL)

In addition to the material that you submit through Grants.gov, both on- and off-year SAAs and RAOs, and nonprofit organizations, applying for state/regional strengthening of the folk & traditional arts have the option of submitting to the Arts Endowment's Folk & Traditional Arts Office one set of no more than:

• Two media work samples and/or
• One publication work sample and/or
• Supplementary material (12 page maximum).

Work sample(s) – if provided – should demonstrate artistic quality and/or technical ability, as appropriate to your project. Label each item with your organization's name. Media work samples may include submissions on DVD, CDs, and web sites. Publications may include printed books, journals, or catalogs. Please see guidance on work sample formats.

The Arts Endowment may copy or digitally convert work samples to facilitate panel review. By submitting a work sample, you are giving the Arts Endowment permission for reproduction and dissemination for this purpose.

Supplementary material – if provided – should total no more than 12 pages and may include letters of support, maps, brochures, etc. Label each item with your organization's name.

All items submitted (including CDs, DVDs, support material, etc.) should be placed in a single envelope or folder labeled with the applicant's name and "Folk & Traditional Arts material." SAAs and RAOs should mail this envelope or folder separately from their Partnership application and directly to the Folk & Traditional Arts Office at the address below.

Include an identifier so that we can match your mailed Folk & Traditional Arts material with your electronic application. This may be a copy of the Submission Confirmation or validation e-mail from Grants.gov that includes your Grants.gov Tracking Number (preferred) or a sheet with your organization's legal (not popular) name as it appears in your electronic application. Be sure that this is the first item in your mailed material.

The National Endowment for the Arts continues to experience delays and damage to support material (e.g., CDs) in the delivery of First-Class and Priority mail through the United States Postal Service (USPS). We recommend that you use a commercial delivery service.

Label your package as noted below. All mailed "Folk & Traditional Arts material" must be postmarked (or show other proof of mailing) no later than October 3, 2011. Late submissions will not be accepted.  Send your "Folk & Traditional Arts material" package to:

Folk & Traditional Arts
Room 720
National Endowment for the Arts
1100 Pennsylvania Avenue, NW
Washington, DC 20506-0001

Provide a complete return address, including your organization's legal (not popular) name, on your package. If the delivery service that you use requires a telephone number for the recipient on the label, use 202/682-5702.

Application Form Part II   

Following review of applications, each SAA and RAO will be informed of the dollar amount that is recommended for its Partnership Grant. With these dollar recommendations, agencies will receive the Application Form Part II and instructions for providing budget information for their Partnership Agreement.

[Nonprofit organizations applying for state/regional strengthening of the folk & traditional arts will be informed of the need for a revised budget, as necessary.]

Narrative for State Arts Agencies

Panelists will apply the Review Criteria for State Arts Agencies when examining your Application Narrative, as well as your Plan.

Provide an Application Narrative that:

• Is a maximum of 12 pages.
• Follows the bold faced headings and letters/numbers below. This will assure that your Narrative directly addresses the criteria that the panelists will use when reviewing your application.
• Follows all formatting instructions, including the requirements for a font size of at least 12 points and margins of at least 1 inch.

• Wherever possible, includes electronic links to support/supplementary material that is referenced in your Narrative. This will cut down on the supplementary material that you need to mail to the NEA and will provide for easier and earlier access to this information for all panelists. Panelists recommend that URL links be used in moderation. Links that direct the reader to supplemental materials rather than to additional narrative content are most appropriate.

At the start of your narrative provide a link to the enabling legislation, executive order, or comparable documentation that shows that your agency is officially designated the State Arts Agency responsible for:

1. Developing a statewide arts plan and establishing arts and cultural policy with statewide impact; and
2. Coordinating and administering all financial support received from the NEA and the State in conjunction with the SAA Partnership Agreement.

A. Overview

Describe major developments or conditions in your state – e.g., economic, cultural, demographic, educational, geographical, political – that have an impact on your agency's planning. Identify those constituencies your agency defines as "underserved."

B. Quality of the planning process

1. Describe your agency's most recent planning process. Describe the structure and design of the process; efforts undertaken to invite and include the perspectives of all constituents in the process (including artists, arts organizations, educators, state agencies, community groups, businesses and the regional arts organization serving your state); the degree to which members/representatives of underserved communities were involved in designing, developing and participating in the planning process; and efforts undertaken to engage constituents through a variety of means such as public meetings, surveys, interviews, and the use of media as relevant to the constituent body.

2. Summarize the recommendations and priorities for your state plan that resulted from the public meetings* and other forums.

3. Describe your agency's response to these recommendations*, and the way in which the response was communicated to the public-- including but not limited to references in the state plan.

C. Quality of the Plan

D. Quality of implementation and accomplishments in relation to the plan

1. Highlight your agency's most significant accomplishments since your last full application to the NEA.

2. Describe the programs and initiatives of your agency that support the creation of art.

3. Describe the programs and initiatives of your agency that support opportunities to engage constituents and the public with a broad array of art/art experiences of the highest quality.

   • Include a description of the strategies your agency uses to engage underserved populations. Activities in this area may include those directed to groups such as culturally-specific populations, rural or inner city audiences, disadvantaged youth, and individuals with disabilities; and folk & traditional arts activities. (SAAs requesting specific support to strengthen the folk & traditional arts are asked to provide details on their planned activities in Attachment 7.  These agencies should include only a very brief description of such activity here.)

4. Describe the programs and initiatives of your agency that promote arts education and lifelong learning in the arts.  (Do not include Poetry Out Loud information here; that is requested separately in Attachment 9.)

5. Describe the other programs and initiatives of your agency that enhance community livability through the arts. Include here plans for creative or cultural sector growth and stability; and activities designed to improve public spaces, foster community interaction in public spaces, enhance the unique characteristics of a community, or otherwise improve community livability.

6. Describe the ways in which your agency promotes public knowledge and understanding about the contributions of the arts. Include here activities designed to recognize and promote artistic achievement; research and communication about the arts' contributions in social, civic, and economic areas; nurturing and promotion of innovation; collaborations with other entities to explore and enhance the role arts can play in their programming; cultural diplomacy; and impact studies, convenings, reports, information exchanges, etc.

7. Describe how your agency measures and communicates its performance. Note how these measures will provide evidence of results addressing state priorities and the NEA outcomes of Creation, Engagement, Learning, Livability, and Understanding.

   • Describe how those served, including underserved groups, are included in the evaluation process. Note if, and how, outside experts are involved in your evaluation activities.

   • Where outcomes, goals, or objectives were not met or were only partially met, explain why. Describe any changes that your agency plans to make based on evaluation.

E. Budget Chart

Narrative for Regional Arts Organizations

Panelists will apply the Review Criteria for Regional Arts Organizations when examining your Application Narrative, as well as your Plan.

Provide an Application Narrative that:

• Is a maximum of 12 pages.
• Follows the bold faced headings and letters/numbers below. This will assure that your Narrative directly addresses the criteria that the panelists will use when reviewing your application.
• Follows all formatting instructions, including the requirements for a font size of at least 12 points and margins of at least 1 inch.
• Wherever possible, includes electronic links to support/supplementary material that is referenced in your Narrative. This will cut down on the supplementary material that you need to mail to the NEA and will provide for easier and earlier access to this information for all panelists. Panelists recommend that URL links be used in moderation. Links that direct the reader to supplemental materials rather than to additional narrative content are most appropriate.

A.  Overview

Describe major developments or conditions in your region – e.g., economic, cultural, demographic, educational, geographical, political – that have an impact on your organization's planning. Identify those constituencies your organization defines as "underserved."

B. Quality of the planning process

Describe the structure and design of your organization's planning process including:

• Efforts undertaken to involve member state arts agencies as primary partners in planning and your organization's responsiveness to the priorities that they identify.

• Efforts undertaken to involve touring artists, presenters, and other artists, supporters, and constituents including those in underserved groups.

C. Quality of the Plan

D. Quality of implementation and accomplishments in relation to the plan

Include in your responses below, mention of programs, collaborations, and key public or private partnerships that have extended your organization's resources and enabled the organization to fulfill the goals of your regional plan as well as address the NEA outcomes of Creation, Engagement, Learning, Livability, and Understanding. (The NEA recognizes that different regional plans and programs will give varying emphases to these different outcomes.) Also identify those program areas in which your organization has served in a leadership role.

1. Highlight your organization's most significant accomplishments since your last full application to the NEA

2. Describe the programs and initiatives of your organization that support the creation of art.

3. Describe the programs and initiatives of your organization that support opportunities to engage constituents and the public with a broad array of art/art experiences of the highest quality.

   • Include a description of activities that would be supported under the NEA Regional Touring Program, including educational activities and community partnerships. Describe the process by which these funds will be distributed including the criteria and expertise involved, and provisions for ensuring that an appropriate proportion of activity takes place in underserved communities.

   • Include a description of any other strategies your organization uses to engage underserved populations. Activities in this area may include those directed to groups such as culturally-specific populations, rural or inner city audiences, disadvantaged youth, and individuals with disabilities; and folk & traditional arts activities. (RAOs requesting specific support to strengthen the folk & traditional arts are asked to provide details on their planned activities in Attachment 7.  These organizations should include only a very brief description of such activity here.).

4. Describe the programs and initiatives of your organization that promote lifelong learning in the arts.

5. Describe the other programs and initiatives of your organization that enhance community livability through the arts. Include here plans for creative or cultural sector growth and stability; and activities designed to improve public spaces, foster community interaction in public spaces, enhance the unique characteristics of a community, or otherwise improve community livability.

6. Describe the ways in which your agency promotes public knowledge and understanding about the contributions of the arts.  Include here activities designed to recognize and promote artistic achievement; research and communication about the arts' contributions in social, civic, and economic areas; nurturing and promotion of innovation; collaborations with other entities to explore and enhance the role arts can play in their programming; cultural diplomacy; and impact studies, convenings, reports, information exchanges, etc.

   • National Services applicants should address efforts to provide leadership, training, planning, coordination, and information services that increase accountability and transparency.

7. Describe how your agency measures and communicates its performance. Note how these measures will provide evidence of results addressing regional priorities and the NEA outcomes of Creation, Engagement, Learning, Livability, and Understanding.

   • Describe how those served, including underserved groups, are included in the evaluation process. Note if, and how, outside experts are involved in your evaluation activities.

   • Where outcomes, goals, or objectives were not met or were only partially met, explain why. Describe any changes that your agency plans to make based on evaluation.

E. Resource Development and Management

1. Outline the steps that your organization has taken and is taking to maximize the cost effectiveness of its operations.

2. Discuss the rationale behind, and the strengths and weaknesses of, your organization's revenue mix over the past three years. What are your plans and rationale relating to your revenue mix for the next three years?

F. Budget Chart

On the last page of your narrative, provide a one-line description of each of your organization's categories, programs, or initiatives for the first fiscal year of the proposed agreement, with the projected Partnership Agreement and non-Partnership Agreement dollar allocations. Identify with a "Y" those categories for which NEA Regional Touring Program funds would be used.  (Do not provide dollar amounts for these Regional Touring funds.)

Please use the budget chart format below.

National Endowment for the Arts · an independent federal agency
1100 Pennsylvania Avenue NW
Washington, DC 20506