Organizations are required to submit their applications electronically through Grants.gov, the federal government's online application system.

On- and Off-Year 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 organizations have simplified requirements.

Grants.gov Application Requirements

Organizations are required to submit their applications electronically through Grants.gov, the federal government's online application system. The Grants.gov system must receive your application no later than 11:59 p.m., Eastern Time, on October 3, 2008. We strongly recommend that you submit at least one week in advance of the deadline to give yourself ample time to resolve any problems that you might encounter. You take a significant risk by waiting until the day of the deadline to submit your application.

Please be aware that the Grants.gov Customer Service hours are 7:00 a.m. to 9:00 p.m., Eastern Time, Monday to Friday; we encourage you to submit your application while Grants.gov customer support is available. In addition, you may have a better experience if you submit your application outside of Grants.gov's hours of heaviest usage, generally 12 noon to 5:00 p.m., Eastern Time.

 Renew/Verify Your Registration    [Back to Top]

Renew/verify your registration with Grants.gov before you apply. Make sure that:

• Your registration with the Central Contractor Registry (CCR) -- part of the Grants.gov registration process -- is current. Your organization's CCR Point of Contact must renew your organization's registration with CCR every year or it will expire. If you let your registration lapse, you may delay your ability to apply using Grants.gov. You can check your registration status by entering your DUNS number at "Search CCR" at www.ccr.gov. CCR also will alert your CCR Point of Contact when it is time for renewal. You do not have to go through the entire CCR registration process again. Rather, this is an opportunity to provide updated information. If you have no changes, the annual renewal is as simple as logging on to "Update or Renew Registration" at www.ccr.gov with your DUNS number and TPIN (Trading Partner Identification Number) and clicking "Update/Renew" and "CCR Update -- TPIN."

• The individual who will be submitting the application is registered as an Authorized Organization Representative (AOR) with Grants.gov and can readily locate his or her Username and Password. Any new AORs must register and be approved by your organization's Ebiz Point of Contact using the MPIN (Marketing Partner Identification Number).

If you have questions, call the Grants.gov help desk at 1-800-518-4726, e-mail support@grants.gov, or consult the information posted on the Grants.gov Web site at Applicant Help. The Grants.gov Customer Service hours are 7:00 a.m. to 9:00 p.m., Eastern Time, Monday to Friday.

 Download the Application Package    [Back to Top]

1. Verify your software

   You must have Adobe Reader (version 8.1.1 or higher), a small, free software program, installed on your computer before you download your application package from Grants.gov. Earlier 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.

   To verify that you have a compatible version of Adobe Reader installed, click on the test application package link below:

   Adobe Reader Version Test Application Package

   If you do not already have Adobe Reader (version 8.1.1 or higher) installed on your computer, please download and follow the installation instructions.

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

   

   [ Funding Opportunity Number 2009NEA04PA ]

   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. You may find it helpful to print out these instructions so that you will have them available for easy reference as you complete the forms. 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.

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. Close the saved application package before you start to work on it for the first time. Always open and work on your application from this location. Save your changes each time you work on your application. You do not need to be connected to Grants.gov or the Internet until you are ready to submit your completed application.

 Navigate the Application Package    [Back to Top]

1. Open the application package that you have saved to your computer and the Grants.gov "Grant Application Package" screen will appear. In the "Application Filing Name" field, enter your organization's legal name.

2. In the "Mandatory Documents" box, you will see that there are three forms that you must fill out before you can submit your application. Move all of the forms in the "Mandatory Documents" box to the "Mandatory Documents for Submission" box. You must move the forms before you can open them. Once moved, the three 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.

   • Disclosure of Lobbying Activities (SF-LLL)

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

3. You can move around within and between forms by scrolling; by using the small blue arrows at the top of the forms; or, within the multi-page forms, by clicking on the "Next" or "Previous" button. Do not use the Back button arrow at the top of your screen as this will take you out of the Grant Application Package altogether.

4. Clicking on the "Close Form" button at the top of a screen will capture your information and return you to the "Grant Application Package" screen. Before closing the "Grant Application Package" screen, click on the "Save" button to make sure that your most recent information is saved.

5. When you click the "Save" button you will get the message "The File already exists. Replace existing file?" Click "Yes" to ensure that the most recent version of your application is saved to the same location on your computer.

 Submit Your Electronic Application    [Back to Top]

1. In the top left corner of the Grants.gov menu screen you will see buttons for Save & Submit, Save, Print, Cancel, and Check Package for Errors.

2. When you have completed your application (i.e., the three Mandatory Documents have been completed and saved), click the Check Package for Errors button to double check that you have provided all required information. This will alert you if you have left any required fields on the forms incomplete. This will not check the accuracy of your information or whether you have attached all required documents. Correct any errors and click Save to save your application package again. When your required fields are complete, you will receive the message, "Validation Passed."

3. If you want a hard copy of your completed application for your files, clicking the Print button will print out all of the forms in the Mandatory Completed Documents for Submission box. For a hard copy of the items that you are attaching to the Attachments Form, you will have to print each of these out separately from your computer.

4. 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. (REMINDER: You must have successfully completed all steps of the registration process, in sequence, in order to receive your Grants.gov Username and Password and be authorized to submit an application. Your registration must be verified or renewed each year.)

5. 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.

   NOTE: If it appears that your submission is not being successfully transmitted to Grants.gov (e.g., you do not receive a confirmation screen), it is possible that your application actually was submitted. You can check if your submission was successful by seeing if you have received the e-mail notifications from Grants.gov detailed below or by calling the Grants.gov help desk. Do not try to submit your application again until you have verified that your submission was unsuccessful. An application may not be submitted successfully for a number of reasons, such as heavy usage on the Grants.gov system or security settings on your computer or your firewall. If your application was not submitted successfully, close your connection to Grants.gov and resubmit.

   If you do not want to submit the application at this time, click the "Exit" button. You will be returned to the previous page where you can make changes in your material or exit the process.

   Grants.gov will put a date/time stamp on your application when you click the "Sign and Submit Application" button. Your application must be stamped no later than 11:59 p.m., Eastern Time, on October 3, 2008. Remember that Grants.gov's Customer Service hours end for the day at 9 p.m., Eastern Time.

6. After you hit the "Sign and Submit Application" button, you will receive two notifications from Grants.gov:

   1. First, you will receive confirmation that your application was received by the Grants.gov system. This confirmation will include the Grants.gov Tracking Number assigned to your application. Print a copy of this notification to include with any material that you might mail to the Arts Endowment and keep a copy for your records. The Tracking Number also will be e-mailed to your Authorized Organization Representative (AOR).

   2. Soon thereafter (generally within 24-48 hours), you will receive notification as to whether your application was successfully validated by Grants.gov. You may include this in lieu of the confirmation with any material that you might mail to the Arts Endowment. If there are any errors in your application (e.g., the DUNS number on your application doesn't match exactly the DUNS number in your registration), it will be rejected by Grants.gov and not delivered to the NEA.

      If Grants.gov rejects your application and the deadline has not yet passed, you can correct the error(s) in your application and resubmit. If the deadline has passed, you will not have this opportunity.

7. You also can track the progress of your application submission through Grants.gov by using your Username and Password to log in to the Grants.gov system and clicking on "Application Status."

8. After the deadline for this category, Grants.gov will notify you via e-mail when the Arts Endowment retrieves your application from Grants.gov, and again soon thereafter, when your application has been assigned an Agency Tracking Number (this will be the Arts Endowment-assigned application number). This process will serve to acknowledge the receipt of your application by the Arts Endowment.

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 help material on the Grants.gov website at Applicant Help. You also can send e-mail to the Grants.gov helpdesk at support@grants.gov or call them at 1-800-518-4726 from 7 a.m. until 9 p.m., Eastern Time, Monday to Friday.

If you contact Grants.gov for assistance, your question will be assigned a case number. This number only documents your inquiry to the help desk. It is: 1) not, in itself, an indication of a Grants.gov system problem; and 2) not related to the tracking number that Grants.gov will assign your application once it has been successfully submitted.

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

For a complete application, follow Steps 1-5 below

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

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. 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:

a. Legal Name: Enter the legal name of your organization. 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. (Do not use your organization's popular name, if different.)

b. Employer/Taxpayer Identification Number (EIN/TIN): Enter the 9-digit number that was assigned by the Internal Revenue Service.

c. 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 Registry) as part of the Grants.gov registration or your application will not be validated by Grants.gov and will be rejected.

d. 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/.

e. Organizational Unit: Leave blank.

f. Name and contact information of person to be contacted on matters involving this application:

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.

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:

a. Applicant: 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, please visit the House of Representatives Web site at www.house.gov and use the "Find Your Representative" tool.

b. Project: Leave blank.

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, 2009. Generally, a period of support of up to one year is allowed.

14. Estimated Funding:

a. Federal: Enter "0."

b. Match: Leave blank.

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.html. This listing also is published in the Catalogue of Federal Domestic Assistance biannually.

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 Disclosure of Lobbying Activities (SF-LLL)   [Back to Top]

Enter information directly into the form. Do not copy from an old application package or another document and paste into the form. 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.

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.

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.

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 3: 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, converted to PDF (portable document format) files, and saved elsewhere on your computer. One of these documents is itself a fillable Arts Endowment form. The others are narratives or lists that you develop in accordance with the instructions below and then convert to PDF (portable document format) files.

Several important points:

1. When submitting through Grants.gov, attach only one copy of each item.

2. Attachment 3 (Revenue Sources Information for RAOs only) is a fillable form; you will find a link to it. This form can be filled in, saved to your computer, and attached without the need for special software or conversion to PDF.

3. Attachments 1, 2, 4, 5, 6, 7, and 8 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. Using PDFs allows you to preserve the formatting of your documents so they can be presented to panelists exactly as you intend.

   These 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.

4. 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.

5. 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. See below for details.

When you open the Grants.gov Attachments Form, you will find 15 attachment buttons, labeled "Attachment 1" through "Attachment 15." 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."

• 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. As appropriate, include information on past and proposed activity that addresses the NEA priorities for Challenge America and American Masterpieces.

  Also submit a plan for Poetry Out Loud. Include the projected activities, 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 read the Poetry Out Loud State Program Organizer's Guide which can be found at the following link:

  www.poetryoutloud.org/downloads/Poetry%20Out%20Loud%20Organizer's%20Guide.pdf

• For on-year SAAs and RAOs, submit a narrative not to exceed 18 numbered pages including the budget chart (19 pages for those organizations that request Folk & Traditional Arts Infrastructure support). Follow the narrative instructions for either state arts agencies or regional arts organizations below.

ATTACHMENT 5: STRATEGIC PLAN

For on-year SAAs and RAOs: To this button, attach your organization's most current Strategic Plan (not to exceed 25 numbered pages). If your plan exceeds 25 pages, select the 25 pages that you want the panel to review. 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 INFRASTRUCTURE INFORMATION:

For both on- and off-year SAAs and RAOs: If you are applying for the Folk & Traditional Arts Infrastructure component, to this button attach information as detailed below for the Folk & Traditional Arts Infrastructure component. 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 Infrastructure."

ATTACHMENT 8: WORK SAMPLE INDEX

For both on- and off-year SAAs and RAOs: If you are submitting work samples for the Folk & Traditional Arts Infrastructure component (see item 5 under "Prepare and submit material to be mailed directly to the Arts Endowment"), to this button attach a Work Sample Index. The file name should indicate the name of your organization or a recognizable acronym followed by "Index.pdf." Label each page clearly with your organization's legal name and "Folk & Traditional Arts Infrastructure Work Sample Index."

You do not have to fill the remaining Attachment buttons.

If you try to view an attachment by clicking the "View Attachment" button on the Attachments Form but are unsuccessful, check the bottom of the screen for the message: "Pop-ups were blocked on this page." If you see this message, press "Ctrl" and "View Attachment" to see the attachment.

REMINDER: Be sure to submit all attachments as PDF files. If you work in Word initially, convert each item to PDF before submission.

Step 4: Submit Items in Steps 1-3 above electronically through Grants.gov    [Back to Top]

Once you have completed all of the forms in your Grants.gov application package, you are ready to submit the electronic portion of your application. Make certain that:

• You submit the most up-to-date version of your application package. (As long as you always open and work on your application from the same location and save your changes each time you close your application, this should be easy.)

• All items required to be attached to the Attachments Form are in fact attached (Step 3 above). Again, be sure that you have attached your final version of each item (not some earlier draft) and that all of your non-form documents (e.g., narratives, lists) are in PDF format.

Follow the detailed instructions under "Submit your electronic application" above. After you submit your application to Grants.gov, you will receive two notifications: 1) Confirmation of receipt, and 2) Notification that your application has been validated. Notification of validation may take as long as 24-48 hours, a good reason to submit your application several days in advance of the deadline. If Grants.gov fails to validate your application (e.g., because of a discrepancy in your organization's DUNS number between registration and application), you can correct the problem and resubmit if the deadline has not yet passed. If the deadline has passed, you will not have this opportunity.

Step 5: 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, you must mail the following items to the Arts Endowment. Your application package will not be considered complete without these items.

Mailed material:

1. A copy of the Submission Confirmation or validation e-mail from Grants.gov that includes your Grants.gov Tracking Number. Be sure that this is the first item in your mailed material.

2. 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 no larger than 2". Label the front and spine of each binder with your organization's name. NOTE: This item will be reviewed by lead panelists. It may be reviewed by other panelists to the extent that time permits.

3. For on-year SAAs and RAOs, three collated sets of any other supplementary material referenced in your Application Narrative. Label the material, including the front and spine of any binders, with your organization's name. NOTE: This item will be reviewed by lead panelists. It may be reviewed by other panelists to the extent that time permits.

4. For on-year SAAs and RAOs, if your plan cannot be submitted electronically or it exceeds the 25 pages allowed (see Attachment 5):

• If your plan cannot be submitted electronically (i.e., the only version that you have is a bound hard copy), submit 23 copies.

• If your plan exceeds 25 pages and you submitted only 25 pages electronically, submit 3 copies of the complete plan.

Separately from Items 1-4:

5. For both on- and off-year SAAs and RAOs, if you are applying for the Folk & Traditional Arts Infrastructure component, work samples and any supplementary material that you are submitting for that component.

• Work sample(s) should demonstrate artistic quality and/or technical ability, as appropriate to your project. Submit one copy of audio or video cassettes, CDs, DVD-Rs, DVD-ROMs, publications, etc. Please see guidance on work sample formats. (Be sure to submit electronically your Work Sample Index; see Attachment 8 above.)

  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.

• Two copies of a concise sampling (no more than 12 pages per set) of other items that can enhance a panelist's understanding of the project. This may include letters of support, bios of key project personnel, documentation of a Web site, maps, brochures, published articles, or other relevant documents. Assemble each set in its own small folder. Label both the folders and the individual items with your organization's name.

Label your package as noted below. All mailed material must be postmarked (or show other proof of mailing) no later than October 6, 2008. Send your package to:

State & Regional Office
Room 710
National Endowment for the Arts
1100 Pennsylvania Avenue, NW
Washington, DC 20506-0001

Be sure to include a complete return address on your package that includes your organization's legal name. If the delivery service that you use requires a telephone number for the recipient on the label, use 202/682-5702.

The National Endowment for the Arts continues to experience lengthy delays in the delivery of First-Class mail. In addition, some or all of the First-Class and Priority mail we receive may be put through an irradiation process. Support material (e.g., CDs, videos) put through this process has been severely damaged. Until normal mail service resumes, please consider using a commercial delivery service, particularly if you are sending time-sensitive material.

Application Form Part II   

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

Narrative for State Arts Agencies

Please address the following points in an application narrative of up to 18 pages (19 pages for those organizations that request Folk & Traditional Arts Infrastructure support). With the exception of H. Budget Chart, which must be the only item on the last page of your narrative, you do not have to follow this order or format, as long as the requested information is communicated effectively.

A. Environment

1. Describe major developments or conditions that influenced your plan and the programs (including arts education) of your agency. They may be cultural, demographic, economic, geographic, natural, political, educational, or technological.

2. Identify those communities or groups that your agency considers to be underserved.

B. Planning

Describe your agency's most recent planning process. Be sure to:

1. * Describe provisions for public meetings on the state plan that are open to all interested parties and preceded by public notice.

2. * Summarize recommendations arising from the public meetings and your agency's response to them.

3. Describe how the public, underserved groups, local arts agencies, educators, education organizations, other potential partners, artists, and arts organizations are involved in the planning process. In addition to public hearings, describe other means of involvement such as surveys, interviews, focus groups, roundtable forums, or fieldwork.

4. Describe how the completed plan is communicated to the public.

* Information required by Section 5(g) of the Arts Endowment's legislation.

C. Leadership

Summarize the following from your most current strategic plan:

1. The goals for your agency's arts education program. Identify or describe those objectives, strategies, and other elements of the plan that further the achievement of the three partnership goals for arts education. If any of the three are not addressed in your plan, please explain. Note how the program is connected to national, state, or local arts education standards.

2. Any strategies or elements that focus on underserved communities. Your response should include, but not be limited to, those strategies or elements that:

• Further local cultural development in partnership with local arts agencies, statewide assemblies of local arts agencies, or other community-wide arts developers.

• Foster cultural diversity including your state's folk & traditional cultural heritage.

3. Those activities that address Poetry Out Loud. Include 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 read the Poetry Out Loud State Program Organizer's Guide which can be found at the following link:

   www.poetryoutloud.org/downloads/Poetry%20Out%20Loud%20Organizer's%20Guide.pdf

4. If your agency is requesting support for optional folk & traditional arts infrastructure activities, those strategies or elements of the plan that focus on this area. Provide a brief overview only (no more than one page); do not include project details. (You will be asked to repeat this information, as well as provide more details on your infrastructure project, as part of Attachment 7, information for the Folk & Traditional Arts Infrastructure request component.)

5. Any additional information that would help to give a balanced picture of the leadership that your agency provides through its plan.

As appropriate, include information on any activity that addresses the NEA priorities for Challenge America and American Masterpieces.

D. Evaluation

1. Describe up to five of your agency's most significant accomplishments and their outcomes since your last full application. Put them in context by explaining their significance; the impact they have had on your agency, partners, and constituents, as appropriate; and how they contributed to the implementation of your agency plan.

2. Describe how your agency evaluates success in achieving its specific outcomes, goals, or objectives. Indicate how those served, including underserved groups, are involved in the evaluation process.

3. If outcomes, goals, or objectives were not met or were met only partially, explain why.

4. Describe any changes your agency plans to make based on evaluation.

E. Communication

Describe your agency's efforts to make the public more aware of the benefits of the arts including arts education.

F. Collaboration

1. Describe public or private partnerships that extend your agency's resources and effectiveness. Discuss the strategic nature of the partnerships, how they relate to the goals identified in your planning process, and the outcomes and results of working in partnership.

2. Describe any efforts to extend your agency's resources and effectiveness through multi-state regional, national, or international cooperation including those that involve regional arts organizations and national service organizations. Discuss the strategic nature of the partnerships, how they relate to the goals identified in your planning process, and the outcomes and results of working in partnership.

G. Access

Describe how your agency makes its programs accessible to individuals with disabilities.

H. Budget Chart

On the last page of your narrative, provide a one-sentence description of each of your agency's program and activity categories for the first fiscal year of the proposed agreement, with projected dollar allocations (include federal and non-federal sources). To help panelists understand the relationship between the budget and the application narrative, identify with an asterisk the categories that relate to arts education, underserved areas, or those for which allocations are determined by your legislature. You may use footnotes to explain the use of funds in support of Challenge America and American Masterpieces activity.

See the example below for a suggested budget chart format. Agencies may develop their own budget formats as long as the required information is included.

Narrative for Regional Arts Organizations

Please address the following points in an application narrative of up to 18 pages (19 pages for those organizations that request Folk & Traditional Arts Infrastructure support). With the exception of G. Budget Chart, which must be the only item on the last page of your narrative, you do not have to follow this order or format, as long as the requested information is communicated effectively. If you are applying for NEA Regional Touring Program support, be sure to address fully the "Review Criteria" that relate to this initiative. As appropriate, include information on any activity that addresses the NEA priorities for Challenge America and American Masterpieces.

A. Planning and Program Development

Describe how your plan and programs are developed including:

• The involvement of member state arts agencies as primary partners in planning.
• The steps taken to ensure that programs respond to the priorities identified by each member agency.
• The involvement of other supporters and constituents including underserved groups.
• The involvement of presenting organizations and touring artists and organizations (for organizations that apply for NEA Regional Touring Program support).

B. Regional Touring

1. Summarize those elements of your most current strategic plan that would be supported under the NEA Regional Touring Program.

2. Describe the steps that are taken to ensure that activity is well distributed among all member states.

C. Folk & Traditional Arts Infrastructure

If your organization is requesting support for optional folk & traditional arts infrastructure activities, summarize those strategies or elements of your most current strategic plan that focus on this area. Provide a brief overview only (no more than one page); do not include project details. (You will be asked to repeat this information, as well as provide more details on your infrastructure project, as part of Attachment 7, information for the Folk & Traditional Arts Infrastructure request component.)

D. Implementation

Describe provisions for funding decisions that take into account artistic excellence and merit. Organizations applying for the NEA Regional Touring Program should describe the process by which these funds will be distributed including the criteria and expertise involved, and provisions for ensuring that a high proportion of activity takes place in underserved communities.

E. Evaluation

1. Describe up to five of your organization's most significant accomplishments and their outcomes since your last full application. Put them in context by explaining their significance; the impact they have had on your organization, partners, and constituents, as appropriate; and how they contributed to the implementation of your organization's plan.

2. Describe how your organization evaluates success in achieving its specific outcomes, goals, or objectives. If outcomes, goals, or objectives were not met or were met only partially, explain why. Describe any changes your organization plans to make based on evaluation. If applicable, be sure to describe how activities supported under the NEA Regional Touring Program are evaluated and attach a copy of your most recent evaluation of those activities.

3. Describe how you report back to your member state arts agencies on grants and services going to each state. Attach a copy of your most recent report to members on the benefits accruing to their states.

F. Resource Development and Management

1. Using the Revenue Sources Information Sheet, outline your organization's revenue sources in the past and current fiscal years.

2. Describe the progress your organization has made in diversifying its revenue mix in the past three years and the steps it will take to further diversify its revenue mix during the period that is covered by this narrative.

3. Describe the steps that your organization has taken and is taking to control overhead costs and maximize the cost effectiveness of its operations.

4. Describe your organization's efforts to extend its resources and effectiveness through partnerships and/or other means. Discuss the strategic nature of the partnerships, how they relate to the goals identified in your planning process, and the outcomes and results of working in partnership.

G. Budget Chart

On the last page of your narrative, provide a one-sentence description of each of your organization's program and activity categories for the first fiscal year of the proposed agreement, with the projected Partnership Agreement and non-Partnership Agreement dollar allocations. Identify with an asterisk those categories for which NEA Regional Touring Program funds would be used. You may use footnotes to explain the use of funds in support of Challenge America and American Masterpieces activity.

See the example below for a suggested budget chart format. Organizations may develop their own budget formats as long as the required information is included.

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