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Schools Make Arts Relevant Today

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The following guidelines are designed to assist schools, arts institutions and community arts organizations, to develop arts in education projects in conjunction with artists for pre K-12 students. The intention of the program is to fund both school based and after school projects such as residencies, workshops, performances, exhibition tours, traditional arts demonstrations and mentorships that provide meaningful and lasting arts education experiences. The most successful projects incorporate multifaceted components that have a positive transformative effect on programs, policies and people’s lives. Professional development for teachers included in the project strengthens the proposal.

The SMART program supports projects that:

• Demonstrate artistic excellence by including standards based teaching and learning with artists of high level professional accomplishment and that engage students in rich, meaningful arts experiences.
• Show significant and inclusive planning, demonstrating energetic leadership that improves the quality of arts education resulting in sustained longevity of the program.
• Use a sound evaluation methodology, with clear objectives and measurable accomplishments.
• Involve underserved populations and youth at risk
• Provide visibility for the importance of arts in education and advocate for stronger standards based arts education programs.

Deadline

The application deadline is December 12, 2008, for projects starting after July 1, 2009.

E-GRANT will accept applications until 11:59 pm, E.S.T., however; agency staff is only available to answer questions until 5:00 pm, E.S.T. Because of the volume of e-GRANT submissions on the day of any grant deadline, we strongly recommend you give yourself a 24 hour buffer.

The agency is unable to accept late applications under any circumstance.

Examples

Examples of projects that have been funded under the program include:

• The Friends School, Portland, and the Governor Baxter School for the Deaf collaborated on a residency and joint performance with mime artist Karen Montanaro and the students. The art form of mime is a sign-language, based on visual elements and the students used mime and dance to explore how members of the hearing and deaf communities can use gesture and movement to communicate with each other in new ways.
• Bates Dance Festival, Lewiston, developed a project titled Deepening the Live Arts Experience for Youth, which incorporated dance and music residencies into the curriculum of three elementary schools in Lewiston. Professional development for teachers, community events and an affiliated mentor/apprentice program with Bates College students complemented the classroom work.
• Opera House Arts, Stonington, worked with the Deer Isle-Stonington Schools to present a professional development series for teachers and complementary in-school residencies for students. Themes ranged from science to writing, emphasizing an arts integration approach to learning in and through the arts.
• Haystack Mountain School of Crafts, Deer Isle developed two programs: a student mentor program that brought high school students into intensive studio residencies at Haystack, and community-based week-long residencies at elementary and high schools. Work through each program culminated in an exhibition at their Center for Community Programs.

Who is Eligible to Apply

A Maine school serving grades pre-K-12 or a community organization that is

• a nonprofit organization, legally established in the State of Maine,
• and has tax exempt status 501(c)(3) from the Internal Revenue Service,
• or is a unit of local, county, state or tribal government; and
• has completed and filed all final reports required for previous Maine Arts Commission grants.

Applicants must demonstrate a fiscal structure that allows them to legally and responsibly utilize grant funds.

The maximum award is $10,000.

Review Process

The Maine Arts Commission will appoint a committee including Maine Arts Commission members and several public members who have expertise in arts in education. The committee will review only applications that have been forwarded by staff as complete.

Recommendations will be presented to the Maine Arts Commission at its February 2009, meeting. The Maine Arts Commission approves the selection process. Funds will be available after July 1, 2009, at the earliest and are dependent on funds received from the National Endowment for the Arts. Please plan accordingly which may mean that grant funds are used to reimburse costs incurred for the project.

Review Criteria

SMART grant proposals are reviewed on a competitive basis using the following criteria:

• Evidence that the project will support full access to learning in and through the arts.
• Assurance that the project will demonstrate artistic excellence.
• Documentation of the inclusion of professional artists.
• Evidence of significant and inclusive planning among all partners.
• Description of evaluation methodology with clear objectives and measurable accomplishments.
• Evidence that the project includes and serves underserved populations and youth at risk.
• Proof that the project creates visibility for the importance of arts in education.

How to Apply

Guidelines are available in large print format by request. All Maine Arts Commission programs are accessible (ADA). All programs funded by the Maine Arts Commission must also be accessible.

Defining e-GRANT

Applicants are now required to apply through the Maine Arts Commission e-GRANT system. Forms to accompany e-GRANT applications can be downloaded on your computer, filled out and electronically uploaded to the e-GRANT system. Applicants who have a compelling reason that they are unable to apply through the e-GRANT system must discuss an alternative at this time.

e-GRANT provides the following advantages over the standard application format:

• e-GRANT allows applicants who apply for multiple grants to supply contact information only once. Only one copy of the electronic application is required.
• e-GRANT guarantees that an application will be received by the deadline. Applicants are notified as soon as the e-GRANT application is downloaded.
• e-GRANT will not allow an incomplete application to be submitted, but rather will identify missing materials. Complete applications are guaranteed to be reviewed.
• e-GRANT allows an applicant to submit narrative, budget information and resumes, letter of intent, etc. by attaching word processed documents.
• e-GRANT applications may require an original signature or artist materials that can not be submitted electronically. These must also be postmarked by the deadline as well.

Please review the following guidelines carefully in preparing your application materials. Failure to comply with these requirements will result in disqualification of your application. Only complete applications will be accepted.

Before developing the final application, discuss the idea or project contact Paul Faria, arts in education associate at 207/287-2790, paul.faria@maine.gov. This is required. Applicants who have a compelling reason that they are unable to apply through the e-GRANT system must discuss an alternative at this time.

Applicants who have been encouraged to proceed must submit:

1. e-GRANT Application Forms: Applicant Information and Project Information.
2. Assurances Form with original signature of authorizing official.
3. Application Budget Form providing evidence of cash or in-kind match or volunteer resources (a cash commitment strengthens the application.) No substitutions for the budget form are allowed.
4. Budget Narrative that provides descriptions of the items in the budget as well as any additional details, especially information on sources and amounts of other anticipated income, anticipated revenues from ticket sales, etc. 
5. Vendor Form (this is information used by the Treasury to generate a check if the grant is awarded. Applicants should be sure to indicate the address the check should be sent to.)
6. Up to three letters of support from collaborators. Please be certain that letters from collaborators and partners show their level of commitment and involvement in the project.
7. Resumes of those responsible for carrying out the project.
8. Resumes for the artists involved with the project.
9. Up to five digital images representing a sampling of previous art activities that can be used later to publicize the program. Include a list that describes each image, the date and photo credits. If students are included please complete a release form for each one.
10. Application Narrative. Please provide responses to the following eight questions. Do not substitute a text that has already been developed for another source but rather answer each of the following questions sequentially and by number. Answers should not exceed a total of four (4) pages. Do not use type fonts below 12 point.
1. Concisely describe what the project is with a brief introduction of your organization.
2. How does the project support full access to learning in and through the arts for pre-K-12 students? How will it engage students? What will students take away with them after participating in this project? What are the benefits of the project?
3. How is artistic excellence sustained through this project? Does it align with the State of Maine Learning Results for Visual and Performing arts, and if so how?
4. Who are the professional artists involved in this project? Describe the professional experience demonstrated by the artists involved with the project. Describe the level of teaching experience possessed by participating artists.
5. How was this project planned? What is the role of each partner? How will this project sustain itself? Describe any professional development for teachers that will take place and provide examples of curriculum plans that will be developed.
6. Outline the plans for evaluating the project. Your evaluation should measure quality of the program not quantity in attendance. Clearly state your objectives and show how you will achieve them. Include a sample of an evaluation used in prior years with your application materials.
7. What provisions are made to address underserved special needs populations, such as students with disabilities, youth at risk, ESL students and students in rural school systems?
8. How will the project create visibility for the importance of arts in education and provide opportunities for artists? Provide examples of supplemental materials including marketing fliers with your application.

Please do not submit applications in elaborate file folders or packaging. Exclude all extraneous materials that are unrelated to your current application. Make copies of all forms and other application materials for your records prior to submitting them to the Maine Arts Commission. If you have questions about your application, please contact Paul Faria, arts in education associate at 207/287-2790, paul.faria@maine.gov.