After-School/Summer Residency Guidelines

All prospective applicants are encouraged to read and follow the guidelines in the Arkansas Arts Council publication Planning a Successful Arts in Education Program   before submitting an application. In conjunction with this publication, an additional set of checklists is also available for sponsoring organizations to consider when working in an optimal AIE program. Contact Cynthia Haas, Arts in Education Program Manager, if assistance is needed in planning the AIE After-School/Summer Residency program or completing the grant application form. 

Eligibility

  • An AIE After-School/Summer Residency applicant must be a certified 501 (c)(3) tax-exempt organization or be a federal, state or local government or governmental unit; a church or convention/association of churches; a hospital, hospital service organization or medical research affiliate; a public school or institution of higher learning.                               
  • AIE AS/SR applicants must be nonprofit organizations that have been involved in youth programming for a minimum of three years and have paid and/or volunteer staff that can devote time and effort to implement the program.
  • Eligible Major Art Partners may submit one proposal in one of the three Arts in Education categories. 

Criteria Scoring

The Council has established a weighted scoring scale that the AIE After-School/Summer Residency review panel is instructed to use in evaluating the different narrative categories. The sections are scored on the following scale:

  • Program description - 25 points
  • Access and diversity - 25 points
  • Planning and implementation - 25 points
  • Follow–up and evaluation - 25 points

Application Limits

Eligible General Operating Support applicants may submit one proposal for an AIE After-School/Summer Residency and one proposal in either of the two remaining Arts in Education categories. Eligible applicants that do not receive GOS may submit one After-School/Summer Residency proposal.

Matching Funds

A 1:1 cash match is required. Matching funds that are anticipated at the time of application must be received and obligated no later than June 30, 2019. The source for matching funds cannot be other Arts Council funds, Arkansas Arts on Tour reimbursements, subsidies for artist fees through the Mid-America Arts Alliance, or grants from the National Endowment for the Arts.

In-kind contributions may not be used as matching funds on applications or counted as matching funds on final reports. They may, however, be included in applications as evidence of the commitment of additional resources.

Artists Used

Artists used for AIE After-School/Summer Residencies must be selected from the Arts in Education Artist Roster   to submit an AIE Artist Application with this grant application. The artist roster is also available in a printed version by contacting the AIE Program Manager. A review panel of experts selects artists for the roster based on the quality of their artistic work, a demonstrated ability to work in educational settings, which include diverse groups of any age, and evidence of experience with pre K-12 curriculum-based arts activities. Artists eligible to work in an AIE program are freelance independent agents engaged to provide certain services for the school or organization. They are not contract employees of the applicant organization.

Non-Roster Artists

Applicants wishing to use a non-roster artist must also submit an artist information packet with the application that will allow the artist to be reviewed in conjunction with the AIE proposal.

This packet of information includes:

  • A letter stating why an AIE roster artist cannot be used, and why you have chosen this particular artist instead of one in the roster.
  • An AIE Artist Roster application and required support materials completed by the non-roster artist. Contact the Arts in Education program manager for more information or for the AIE Artist Roster application guidelines.

After School/Summer Residency Description

AIE After-School/Summer Residencies will provide opportunities for youth to participate in and learn about the arts disciplines from professional artists. Artists assist in enhancing the powers of perception and self-expression of the youth involved and in acquiring such character-centered skills as concentration, individual discipline and team participation. During a residency, artists are based at a site where they work with the AIE program coordinator and key staff members to develop programs and activities based on the site's needs and facilities. The AIE program coordinator is usually the person who initiates the grant or serves as the contact person and is involved with the site on a regular basis.

Residencies can last from 10 days to the duration of the school year. At the residency site, artists may be involved in such activities as instructing and guiding youth participants, presenting community workshops, advising activity groups, presenting lectures/demonstrations, organizing exhibitions/performances, initiating field trips, helping to develop arts curricula/materials, and enhancing parent and community involvement in the program.

The artist-in-residence is a resource and creative catalyst, not a replacement for a teacher or staff member. Participating teachers/staff must be aware of the artist's schedule. They are required to remain in the classroom/activity site during the proposed arts activities and should serve as a co-teacher with the artist or as a fellow learner with the participating youth. Residencies are designed to meet special needs of sponsors and highlight strengths of artists, but certain characteristics are typical of each residency program:

  • Residencies are usually based on a 40-hour, five-day work week with maximum 20 hours contact time between artists and residency participants. These hours need not be on sequential days and may occur on weekends; they must, however, provide an intensive arts experience. The other remaining time may be reserved for the artist's own creative work and professional development.
  • Artists may be scheduled for up to four hours per day at the site to work with both a target and a peripheral group of students. The target group is usually a smaller class and receives the most intensive arts experience. There should be specific outcomes for what this group is to achieve or know by the residency’s end. The peripheral group, or majority of students, gains an exposure to the artist and art form through demonstrations, assemblies or short workshops.
  • The emphasis of the residency program is on the artist as a practitioner, rather than as a teacher/staff member in the usual sense.
  • The sponsoring organization, as the grant recipient and primary sponsor of the program, is responsible for administering the residency. Other groups may be included in residency activities without being primary sponsors.
  • For best results, sponsors, teachers/staff and artists work together in the development, planning, and implementation of the residency program.

Professional Development In-Service

Included in an AIE After-School/Summer Residency program is a requirement for an in-service workshop to be conducted by the artist for the teachers, staff, and administrators involved with the program.

The in-service workshop should focus on assisting teachers or staff to increase their personal and professional comfort level with integrating the arts into curriculum or character development programming. This will help to ensure long-term benefits from the residency program, to clarify information, and to get them "on board."

The sponsoring organization and artist may determine in-service workshop length and content. It may take place in one block of time or may be spread out over the course of the residency. It is recommended, however, that it take place prior to the residency activities. An in-service workshop should not be considered a planning meeting.

 

The Arkansas Department of Education State Curriculum frameworks and the Character-Centered Teaching Initiative

Applicants are strongly encouraged to correlate their proposals to the Arkansas Department of Education’s statewide goals for Arkansas students as established by the Curriculum Frameworks, which define state academic standards for curriculum planning, and/or the Character-Centered Teaching Initiative, which integrates lessons on character into curriculum or other learning situations such as after-school or summer programming. 

Curriculum Frameworks information can be downloaded from the Arkansas Department of Education’s web site:

http://www.arkansased.gov/divisions/learning-services/curriculum-and-instruction/curriculum-framework-documents

Information on Character-Centered Teaching Initiative is located at 

http://www.arkansased.org/divisions/learning-services/curriculum-and-instruction/character-centered-teaching

 

 

Residency Disciplines

 

AIE After-School/Summer Residency programs are designed to supplement existing arts and other curricula by creatively using the expertise of the artist in residence. Possible residency disciplines include the art forms listed below:

Crafts - clay, fiber, glass, leather, metal, paper, plastic, wood, mixed media, jewelry
Dance - ballet, modern, ethnic, choreography
Design Arts - architecture, fashion, graphics, industrial, interior, landscape architecture, urban/metropolitan planning
Folk Arts - dance, music, theater, storytelling
Literature - fiction, non-fiction, play writing, poetry, creative writing
Music - band, orchestral, chamber, choral, ethnic, jazz
Opera/Music Theater - performance, production
Photography/Media Arts - stills, film audio, video, computer technology
Theater - general, classical, children’s, experimental, mime, puppetry
Visual Arts - graphic arts, painting, sculpture, experimental
Multi-disciplinary - two or more disciplines that interact with each other as separate entities
Interdisciplinary - two or more arts disciplines that combine to form a single medium

Residency Lengths

AIE After-School/Summer Residency programs may vary in length and have different goals and budget constraints:

  • A short-term residency program may last from a minimum 10 days to a maximum of two to three months. A short-term residency helps broaden a participant's arts experience by adding an arts component to an existing program or curriculum and can provide a foundation upon which long-term programs can be built.
  • A long-term residency lasts from four months to the duration of the school year and allows greater access to the artist. It provides the flexibility of working in more detail with the artist to develop a program tailored to the site’s needs and more opportunities for comprehensive participant interaction.
  • A visiting artist residency lasts from one day to five days and allows other roster artists to augment the work of the artist selected for the AS/SR program. This type of residency is suggested as part of a long-term program.

Budget Information

Fees

Artists must be paid at the Arkansas Arts Council rates listed below. The artist and sponsoring organization may negotiate higher artist fees, but any amount over the grant maximum must be paid from other funding sources. Sponsoring organizations should budget for expenses to cover at least one planning meeting with the artist prior to the start of the AIE After-School/Summer Residency program.

Hourly = $43.75 (up to the $175/day limit)
1 day = $175 (four hours contact time)
1 week = $875 (five working days)
1 month = $3,500 (four weeks)

Artist preparation time and costs should be considered as part of the residency and should be planned and budgeted accordingly.

Artist Travel

If the artist lives more than 35 miles from the site, reasonable round trip travel expenses may be included in the budget proposal. Travel by car should be estimated at 42 cents per mile. If an artist lives in another state, travel expenses can only be estimated from the Arkansas state line to the location of the residency.

Lodging and Meals

The Arkansas Arts Council will fund meals at $55 per day and lodging expenses up to a maximum of $94 plus tax per night for the artist during the AIE AS/SR program. Any costs over these limits must be paid from other sources of funding. If an artist must travel more than 50 miles per day, it is recommended he or she stay overnight in the site’s community. Prior to submitting an AIE AS/SR application, the sponsoring organization should consult with the artist to determine acceptable lodging arrangements prior to submitting the application. Sponsors are encouraged to pursue possible in-kind donations for lodging.

Supplies

Sponsoring organizations should discuss supply needs with the artist and determine costs prior to submitting the application. In-kind donations for supplies are encouraged.