Youth Arts Project Grants:
For Extended Arts Learning
Deadline: April 19, 2013 (for projects between July 1, 2013-September 30, 2014)
Grant Coordinator: Catherine O'Brian
These FY14 Grant Guidelines are valid for fiscal year July 1, 2013 - June 30, 2014
Youth Project Grants fund high-quality arts and cultural education programs that encourage creativity, develop new arts skills and foster academic success for young people (K-12). The overall goal of this grant category is to provide young people opportunities to engage in the arts beyond the normal school day so that they can develop creative problem solving skills and become more engaged in their communities. Activities may take place after regular school hours, in the summer or on weekends, in or outside of the school. Partnerships between schools, arts organizations and community organizations that provide high quality arts learning experiences for youth in under-served communities around the state are encouraged. For this purpose, an under-served community is considered one in which individuals lack access to arts programs due to economic conditions, cultural or ethnic background, disability or geographic isolation.
Additional goals of this funding category are:
- Engage artists as mentors in arts learning and community projects.
- Connect the arts resources of arts and cultural organizations located in the more populous areas of New Hampshire to schools and community organizations in the more rural areas of the state.
- Help provide the knowledge and skills needed by New Hampshire students to be competitive in the 21st century's creative workforce.
- Involve students in vocational tracks in creative arts projects.
- Utilize new media and technologies in arts projects.
Maximum Grant Request
Requests may be for $1,000 - $4,500.
Funding Disclaimer: All grant categories and amounts are subject to change, depending upon availability of state and federal funds for any fiscal year.
At a minimum, grants must be matched on a one-to-one basis. EXTENDED! FOR FY2014: In-kind contributions may comprise one half of the required match and will also be considered by the reviewers as evidence of support and commitment by the community and/or partner organization. State Arts Council funds may not be matched by other State Arts Council or National Endowment for the Arts funds.
Who May Apply
Not-for-profit organizations with incorporation in New Hampshire and a 501(c)(3) tax-exempt status from the Internal Revenue Service, schools, school districts or SAUs, who also meet the following conditions:
- Make all their programs and facilities accessible to people with disabilities;
- Have submitted all required reports on past State Arts Council grants; and
- Are in good standing with the NH Secretary of State’s Office and the NH Attorney General’s Office.
NEW! For FY2014, organizations and/or schools may APPLY for ONE grant in the following categories:
- Artist Residencies in Schools For Arts Learning (AIR)
- Youth Arts Projects For Extended Arts Learning (YAP)
- General Project Grants for Community Engagement
Therefore, please consider carefully your project and the grant that best suits it. If you have questions, please contact the grant coordinator listed.
This grant does not support:
- Projects already receiving funding from any other State Arts Council grant category;
- General operating expenses not directly related to the project;
- Any cost item listed in the glossary under “ineligible expenses."
Projects that focus on hands-on arts education and arts activities that provide positive alternatives for youth.
- A community-based choral group developed a program that gave youth the opportunity to receive individual and group instruction and perform at public events and benefits.
- A local historical society engaged local youth in producing a video documentary on their town history by conducting one-on-one interviews of elderly residents and researching local historical documents.
- A middle school developed a project to introduce students to a wide variety of local artists and careers in the visual arts. These career opportunities included graphic design, fashion design, curatorial arts, arts-related business management, as well as the fine arts, painting, sculpture and photography. Students had the opportunity to: work directly with visiting artists; meet professionals in the arts through presentations and dialogue; take field trips to see thriving local businesses that employ artists; and do a class assignment on arts careers, people and places that could become part of their future. The project was supported in part by local businesses. After a two-week residency with artists, students exhibited their work.
- A community center worked in partnership with a local not-for-profit organization on a film project with students in grades 5-8. The project was led by a professional filmmaker who introduced a variety of film styles, including animation. The films produced through the project highlighted students' personal stories in a blend of fiction and nonfiction storytelling that presented a story of their culture. The project culminated in a community presentation.
Application Review Process
A panel with expertise in the focus area of the grant category meets to review and rank applications according to the funding criteria listed. Whenever possible, a State Arts Councilor facilitates the meeting. After discussion and review of work samples submitted, applications are ranked by the panel. Funding recommendations are forwarded to the State Arts Council for review and approval. If the organization’s cumulative total of grants received from the State Arts Council for that fiscal year (July 1 - June 30) is $5,000 or more, the grant recommendation must also be submitted to the Governor and Executive Council for approval.
Applicants are encouraged to:
- Develop projects with arts integrated approaches to interdisciplinary studies that include other subjects, such as STEM (Science, Technology, Engineering and Math); history and social studies.
The following criteria are used by reviewers to rate applications:
Quality of Arts Programming
- Artistic merit of participating artist(s).
- Experience of artist(s) in educational and youth development work.
- Defined selection process of artist(s).
- Use of NH artists, including those living in the community.
- Feasible project plan with realistic timetable.
- Appropriate qualifications of project staff.
- Sound publicity plan to attract audience/participants.
- Realistic budgetary projections. Please see the glossary for a list of ineligible costs.
- Ability to meet cash match.
- Evidence of access to persons with disabilities and to underserved populations.
Strength of Partnership
- Evidence of commitment from partner organizations.
- Clearly defined roles of partners in work plan.
Documentation and Evaluation
- Clear method of evaluating the effectiveness, outcomes and/or success of the project with a focus on assessment of students’ arts learning and art work, using a variety of methods (exhibits, portfolios, writing samples). Use of new media, film and new technologies is encouraged.
- A plan for documenting the project/activities.
How to Apply
Applicants are strongly encouraged to attend one of the Council’s grant information sessions and to discuss their proposals with the appropriate grant coordinator noted above before writing their applications. Applicants should also review the legal and reporting requirements relevant to State Arts Council grants.
Draft applications maybe reviewed if submitted at least two weeks in advance of the application deadline. First time applicants are especially encouraged to submit draft copies. Please submit drafts at least two weeks prior to the application deadline.
When sending in a draft, please clearly indicate DRAFT FOR REVIEW in BOLD letters on your submission.
Submitting the application:
Errors and omissions may affect a panel’s evaluation of your application, so please prepare your application carefully and follow instructions.
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Please answer the following narrative questions on no more than four typed pages. Margins (not less than 1”), fonts (not smaller than 12 point) and spacing should provide easy reading for the panelists. Please number and respond to the following questions in the order in which they appear. Be sure your organization's name and title of grant are included on each numbered page.
INTRODUCTION: Tell us about your organization
- Provide a profile of your organization including its mission and goals. Please keep in mind that some panelists may not be familiar with your organization or its importance to the arts in New Hampshire.
- If entering into partnerships, attach a Partner Information Form for the lead applicant and each partner included in the project. PDF
On these forms be sure to note who will be responsible for: fiscal management; administrative oversight; source of community information/publicity; project staff and volunteers; cash contributions; non-cash resources and in-kind contributions; day-to-day operational assistance; project documentation and project evaluation.
1. Why do you want to undertake this project?
2. What are you planning to do?
- What are the activities, programs or services you are planning?
- When will the project/activities occur?
- Where will the project/activities occur?
- Who are the participating artists* and cultural advisors you will be involving? (Note: If you have not fully identified them, name as many as you can.)
- Who is/are your targeted audience(s) and/or participants?
* Note: Resumes and work samples must be included unless participating artists are listed on the Council’s Artist Roster or the Traditional Arts and Folklife Listing, are NH Fellowship or Governors Arts Awards recipients, or have served as NH Artist or Poet Laureate; however, you are encouraged to print their biography from the Arts Council website for panelist’s review.
3. How are you going to accomplish your project?
- What is the timeline for the planning and implementation of the project?
- Include the name and qualifications of the Project Director who will be involved with this project/activity and attach his/her resume.
- Describe your marketing/promotion plan or other methods you will use to attract participants or audiences. How will youth be selected if there are limited spaces in the project/activity? Include a plan for crediting the New Hampshire State Council on the Arts and the National Endowment for the Arts for supporting projects that are funded.
- Describe how you plan to meet the cash match. (Note: For FY2014 half of the 1:1 match may be in-kind goods or services.) Helpful hint: Make sure that the project costs outlined on the budget forms correspond with the activities you have described. Attach a financial statement for your most recently completed fiscal year (lead applicant organization only).
- Identify the ways you will provide access to people with disabilities and senior citizens so they may benefit from this project (i.e., physical access, programmatic access via large print programs and signage, sign language interpretation, assistive listening devices, transportation, etc.).
4. How you will evaluate and document your project?
- How will the outcome of the goals listed for the project/activities be measured? Please include a copy of your evaluation form in Support Materials, if available.
- Describe the evaluation methodology you will use to measure the outcomes of this project (e.g., initial and exit interviews with participants, questionnaires, audience or parent feedback forms, academic achievement, pre and post project, attendance etc.)
- How will you assess each participant's learning in the arts?
- How do you plan to document the project/activity (i.e., photography, video, web site)?
Required Support Materials
Six sets (original plus five copies)
- One page resume or biography of Project Director.
- Selected written materials on outside contractors.
- Resume or brief biography for artists not on NH Artist Rosters or Directories.
- Samples of evaluation forms, assessments or rubrics.
- Partner information forms (as applicable).
- Letters of support from partners (up to three).
One copy of
- List of current board members of Lead Applicant Organization including addresses and occupations.
- Board-approved financial statement for most recently completed fiscal year of Applicant Organization.
- An arts organization embedded within an institution (i.e., an art gallery within a university) should submit an income statement for the past two years and other financial documents, approved by a financial officer of the supervisory institution. This income statement should detail how much support the arts organization has been receiving from internal and external sources, as well as where those funds have been going. These organizations should submit a balance sheet, if available.
- Work samples for artists who are not already juried by the State Arts Council.
- First-time applicants only: Tax exempt status letter from the IRS and a copy of the Letter of Good Standing that was received upon registering with the Attorney General's office.
- A completed New Hampshire Nonprofit Checklist: http://www.nhcf.org/document.doc?id=91. This checklist conveniently lists all the legal requirements for NH Nonprofit Organizations.
NOTE: Registration of IRS 501(c)(3) nonprofits is required every five years, for the years ending in 0 or 5. This registration may be done on-line at www.sos.nh.gov.
How to Prepare the Application Package
1. Fill out and sign the original application & budget form and make 5 copies.
2. Complete and make five copies of the answers to the narrative questions.
3. Collate the original signed application form and copies to result in six sets. Each set should contain the following items arranged in the order in which they are listed:
- Signed application (the original application should be with the first set)
- Narrative questions
- Letters of support from partners (up to three)
- Project Director biography or resume
- Background on outside contractors
- Partner information forms (if applicable)
- Samples of evaluation form(s), if available
4. Include with your first set (original signed application):
- Board-approved financial statement
- List of board members or arts advisory committee members
First-time non-profit organization applicants only (municipalities and schools are exempt from this requirement):
- One copy of IRS letter certifying 501(c)(3) status
- One copy of the Letter of Good Standing that was received upon registering with the NH State Attorney General’s office
- One copy of the NH Nonprofit Checklist
IMPORTANT: If applying for more than one grant include only one IRS letter and one Letter of Good Standing and make a note in your packet that you have submitted these with another application.
5. Include work samples of artists if not on NH Artist Roster (AIE). See submitting work samples for instructions on preparing work samples.
6. Include a self-addressed stamped envelope for any materials that need to be returned.
7. Please do not use binders, folders, or protector sheets for the 6 separate sets for materials. Staples or clips are acceptable. Separate large envelopes may be used to contain the collated materials. It is helpful if you use post-it notes or label the application cover sheets to indicate original set, 1,2, 3 etc.
8. Make one copy of everything for your files.
9. Put everything together in one package, putting the set with the application with the original signature on top. Mail or hand deliver to: NH State Council on the Arts, 19 Pillsbury Street, 1st Floor, Concord, NH 03301.
Why all these copies?
The original is for the State Arts Council files. Additional copies are for the panelists who will review your application prior to discussion at the panel meeting.
Applications must be postmarked or hand delivered to the NH State Council on the Arts office at 19 Pillsbury Street, 1st Floor, Concord, NH 03301 by 4:30 p.m. on the deadline date noted above. Office hours are Monday - Friday, 8:30 a.m. - 4:30 p.m. The office is closed all state and most federal holidays. Late applications will not be accepted. The Council cannot accept applications transmitted by facsimile (FAX) or email and is not responsible for applications lost in transit. Errors and omissions may affect a panel's evaluation of your application, so please prepare your application carefully and follow instructions.
Applicants will be notified of their application status within approximately ten weeks of the application deadline.
The NHSCA disburses funds appropriated from public sources, both federal and state. Checks are issued by Administrative Services of the State of NH, not the Department of Cultural Resources or the State Arts Council. Upon receipt of properly executed grant forms, the State of New Hampshire generally pays grants under $5,000 to grantees within 4 to 6 weeks. If an organization is awarded $5,000 or more or has received other State Arts Council funds which brings the cumulative total received for that fiscal year (July 1 - June 30) to $5,000 or above, grant needs to be approved by Governor and Executive Council; consequently payment can take up to ten weeks. All awards are subject to availability of state and federal funds. Therefore, we ask grantees to plan cash flow accordingly.
- All grant agreements must be returned by January 15 of the fiscal year (July 1 to June 30) they are awarded. Failure to return the grant agreement by that date could result in the cancellation of the grant and reallocation of funds.
- Payment of a grant will be withheld if the final reports for previous grants are not in compliance with policy below.
Grant Period & Reporting Requirements
The grant period is July 1, 2013 - June 30, 2014. A final report for each year’s project is due 30 days after the completion of your project, but no later than July 31, 2014. An extension of up to three months may be requested. The request for extension must be made in writing, before the deadline for filing has passed to the grant coordinator responsible for administering the grant and should briefly note why the extension is necessary and the date the report will be submitted.
Failure to submit the final report by the required date will result in the organization becoming ineligible to apply for NHSCA funding for two years. Additionally, failure to submit the final report may result in a withholding of funds from any currently awarded NHSCA grant.
Click here for the Final Report Download Center.
February 4, 2013