Guidelines > AiE FY2017
PTA’s should apply for the Artists-in-Education grant. PTA's that have received a Cycle 1 grant award may also apply for Cycle 2.
The Howard County Arts Council (HCAC) is a private, non-profit organization established to serve the citizens of Howard County by
fostering the arts, artists and arts organizations. HCAC is governed by a Board of Directors who serves an elected term of two years.
To carry out its mission, HCAC awards operating and project grants to eligible organizations. The HCAC is authorized by the Howard County Government to administer three grant programs for: Howard County arts organizations, artists-in-residence in Howard County schools, and certain key Baltimore City arts and cultural organizations. HCAC is available to provide technical assistance in completing grant applications. Call 410-313-2787.
Purpose of the Artists-in-Education Grant Program
Qualifications of Applicants
Artistic Review Panel
A panel, made up of artists and academics, is appointed to assist HCAC in its decision making. Its function is to review applications, make funding recommendations to the HCAC Board of Directors, and offer policy recommendations.
Please direct all questions regarding preparation of these forms to HCAC at (410) 313-2787.
The deadline for submission is June 8, 2016 at 11:59PM.
Review Process & Notification
The Artistic Review Panel will deliberate and make its recommendations to the HCAC Committee on Grants. The Committee on Grants will present these recommendations to the HCAC Board of Directors for approval. Organizations will be notified by mail as to the disposition of the application after a final vote by the Board of Directors. All decisions of the HCAC Board of Directors are final. If approved for funding, the organization must return a signed Letter of Agreement, provided by HCAC, before grant funds are released.
Conflict of Interest
To ensure that all HCAC review panels are free from conflicts of interest and the appearance of such conflicts, panelists are required to disclose any current or prospective affiliations they or their immediate family members have with an applicant. “Affiliations” applies to employment, board memberships, independent contractual relationships, substantial contributor relationships, or other relationships. In addition, panelists are required to disclose any past or current adversarial relationships with actual or potential applicants. HCAC panel and board members are not permitted to participate in discussions or votes relating to any applicant with whom they have an affiliation.
Grant recipients must notify the HCAC in writing if a significant change is made in any HCAC funded program or project. HCAC reserves the right, at the discretion of the Committee on Grants and the Board of Directors, to alter the amount or disbursement dates of a grant award if a significant change is made to the operations or project of an organization once a grant has been awarded. Unused project funds must be returned to HCAC.
Restrictions and Accountability
Grants may not be applied to capital improvements, purchase of land or real property, tuition assistance, refreshment costs, travel, fundraising, or pre-existing expenses, debts, or obligations incurred by the organization.
The Howard County Government may ask to examine or audit all pertinent books, records, and accounts of grant recipients.
Fraud and Misrepresentation
If awarded, the grant funds shall be used only for purposes outlined in grantee’s grant application on file with HCAC. Grantee certifies that all of the information and representations contained in the application are and remain true and complete in all material respects. Should it come to the attention of HCAC that any materials submitted by the grantee are fraudulent or misrepresentative in any manner, this agreement is null and void and the grantee acknowledges that any remaining grant funds not yet disbursed are forfeited and that the grantee is responsible for reimbursing HCAC for funds already disbursed.
A detailed final report on use of the approved funds for the project must be filed with the HCAC within 30 days of the project’s completion. The final report must be typewritten. An up-to-date financial statement from the most recent fiscal year, signed by the PTA’s Treasurer must accompany the report. Please attach any publicity materials with the final report and indicate where the Howard County Arts Council is acknowledged. Future applications will not be considered unless the final report is submitted.
If a grant is awarded, credit must be given to the Howard County Arts Council, the Howard County Government, and the Maryland State Arts Council on all materials related to the project, including brochures, news releases, programs and other materials. When no printed information is used, oral credit must be given.
The HCAC retains the right to exhibit, perform, publish and/or reproduce original artwork resulting from a funded residency. Upon acceptance of a grant award, the school agrees to treat original artwork with appropriate care and maintenance. Prior permission to dispose of original artwork from a residency must be obtained from the HCAC.
Budget Size and Matching Requirements
HCAC’s grant program is a competitive process. Receipt of a grant award does not imply or guarantee future awards will be made. No grant may exceed half of the total budget of the applicant’s proposal* or half of the total HCAC funds available for the Artists-in-Education grant program. HCAC does not fund travel, capital expenses, budget deficits, fundraising events/activities, purchases of permanent equipment or projects whose primary function is not artistic. Applicants can receive funding from the MSAC for the same project, but these funds cannot be used as part of the applicant’s HCAC match requirement.
In determining the amount of the grant request and the required match, requests should be calculated on the total allowable expenses of the project.
*Title I Schools can apply without a matching requirement for projects up to $2,000. Any project costs beyond $2,000 are subject to the matching requirements stated above.
The grant process is competitive and ALL schools that apply may not get full or even partial funding of their grant request.
Each AIE applicant should work closely with the visiting artist and appropriate teacher when developing the project and proposal. Contact both well in advance.
Below are the guidelines in effect at the Maryland State Arts Council. These are to assist applicants in working with an artist in negotiating a price for the residency. They are intended only as guidelines, not inflexible rules.
Residency: An extended stay by an artist who may work with students, faculty, and occasionally the larger community to demonstrate an artistic process and/or produce an artistic product. Each residency should include an orientation and planning period and at least one follow-up session.
Length of Residency: This varies widely depending on what the applicant wants to accomplish and the complexity of the project. There have been occasional one-day residencies and some are as long as 6-8 weeks. Priority is given to residencies of 3 or more days.
Number of participants: This also varies. The applicant and the school’s faculty are the best judges of what will work in the school. For intense learning experiences, students should be pooled in smaller groups, while presentations and assembly performances extend the artist(s)’ effect with larger audiences. Priority is given to projects that include more than an auditorium-style performance or presentation.
Recommended Rate: $60 per workshop/class (Approx. 45-50 minutes)
For poets/writers = Three full teaching periods (Approx. 50 minutes each)
For visual artists = Three double teaching periods (Approx. 90-100 minutes each)
For performing artists = No guidelines because of differences among disciplines and number of performers. Daily rate can differ significantly for these reasons as well.
Travel and overnight housing will not be paid for by the HCAC grant.
Materials/Technical assistance: Should be listed and are an allowable expense in the grant application.
In addition to the guidelines stated above, please be aware that, because the program is designed to encourage and recognize each individual’s creativity, the use of copyrighted material is strictly prohibited. Copyright law protects a work, in whatever medium, unless it has been placed in the public domain. Owners of copyrights own exclusive right to the reproduction and distribution of their work; therefore, unauthorized use and distribution of copyrighted works is illegal.
Artist Information: Schools interested in residencies may attend the Howard County Arts Council’s annual Cultural Arts Showcase held the first week of March each year. The Showcase is a program to assist school and civic organizations in identifying visual, literary and performing artists for workshops, performances, demonstrations, and in-school residencies. Please visit www.hocoarts.org or call 410-313-2787 for more information.
At a minimum, the Artistic Review Panel will address each of the following questions when the application is reviewed. This information is included to assist the applicant in preparing the application.
Technical Merit of Proposal
Note: Although donated in-kind goods and services do not qualify towards matching funds, they are encouraged and should be specified in the grant application.
Copies of catalogues, reviews, programs, brochures, or promotional materials related to the proposed residency will augment the application. Each applicant is required to submit them along with a videotape or work sample for the proposed artist(s).
As a private 501(c) 3 that receives public funds,HCAC is committed to provide equal opportunity in all facets of its operation without regard to race, sex, age, color, religion, or national origin. HCAC also affirms its policy of equal opportunity for individuals with physical or developmental handicaps. HCAC complies with Title VI, Section 601, of the Civil Rights Act of 1964; Title IV, Section 1681, of the Education Amendments of 1972, and the Age Discrimination Act of 1975, Section 6101; and with section 504 of the Rehabilitation Act of 1973, as amended, and the Americans with Disabilities Act of 1990.
The Howard County Arts Council takes care during the entire grants review process to be as thorough as possible to ensure fair and equitable distribution of grants monies. Therefore, simple dissatisfaction with the denial of an award or with the amount of the award is not sufficient reason for appeal. Reconsideration of a grant award will take place only if there has been a procedural impropriety or error.
This means one of the following:
Dissatisfaction with the denial of an award or with the amount of the award is not sufficient reason for appeal.
Given this information, should an applicant feel there is legitimate reason for appeal, the applicant must write a letter to the HCAC Executive Director within fifteen (15) days of the postmark date of the notification stating the grounds for appeal. The Committee on Grants will review the appeal and make a recommendation. Based on that recommendation, the Board of Directors will make a final decision. The applicant will receive written notification on the determination of the appeal within 45 days of the receipt of the letter of appeal.