A structured program that brings a professional artist on the AIE Artists Roster into any not-for-profit organization for hands-on learning.
The artist meets with participants for 15 contact hours a week, with an additional 5 hours of planning and studio time.
Projects can last two weeks to six months for residencies with a performing arts company; one to six months for residencies with an individual artist.
program alternative
Not-for-profit organizations interested in a short-term residency should apply for Project QuickStart instead of the AIE Residency Program.
First-time applicants to the IAC are highly encouraged to apply for a Project QuickStart grant before applying to the AIE Residency Program.
This program provides support to Illinois not-for-profit organizations for professional artist residencies lasting from two weeks to six months in one fiscal year. Grant requests for fiscal year 2005 are for activities occurring between October 1, 2004 and August 31, 2005.
Past grants have supported residencies sponsored by libraries, park districts, churches, schools, school districts, colleges, universities, local arts agencies, municipalities, hospitals, community centers, youth organizations and senior centers.
At the heart of the AIE Residency Program is the belief that an artist-in-residence can make an invaluable and unique contribution to the educational process. As a professional artist teaching and creating his/her art at the residency site, the artist-in-residence can inspire one classroom, one teacher, one school district or one community to integrate the arts into its ongoing activities and become a vital part of everyone’s learning experience.
The IAC recognizes the arts as a necessity in the development of Illinois students as future contributing members of society and the importance of the inclusion of the arts in lifelong learning.
To be eligible applicants must meet the following criteria:
- Applicant must be a not-for-profit organization currently registered with the Illinois Secretary of State or an agent of a governmental body (i.e., school, school district, park district, college, or university). What is accepted as proof of not-for-profit status?
- Applicant must include its FEDERAL EMPLOYER IDENTIFICATION NUMBER (FEIN) on the application. Do not send the applicant’s tax exempt number. The FEIN number typically begins with a 23, 36, or 37.
- Applicant must select an artist-in-residence from the IAC AIE Artists Roster. This roster lists artists and performing arts companies who have been juried on the basis of the quality of their work, their record of professional achievement and their skills and experience as educators.
- Applicant must secure a cash match for 40 percent of the residency expenses and any additional expenses that exceed the IAC-allowed expenses. For more detailed information of the budget, refer to the companion to the application. Up to 60 percent of the IAC-allowed expenses may be requested from the Illinois Arts Council for the artist-in-residence’s stipend, travel/lodging, supplies, guest artist fees, and documentation expenses.
- First-time sponsors’ residencies may only last a maximum of four months.
- A sponsor may receive IAC funding to work with the same artist-in-residence for a maximum of three consecutive years. In years two and three, these applicants must discuss expansion of programming initiatives for the school and community served.
- Applicant must submit all requested application materials by the deadline.
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Sponsors can request 60% of IAC allowable expenses. The remaining amount is covered by the sponsor's cash match.
The maximum request for a residency with an individual artist lasting 6 months is $16,980, with a sponsor cash match of at least 40%.
The maximum request for a residency with a company is negotiable with a sponsor cash match of at least 40%
The maximum request for a mulit-disciplinary residency is $28,500 with a sponsor cash match of at least 40%.
The Arts-in-Education Advisory Panels review applications using the following criteria:
- Evidence of planning with the proposed artist-in-residence.
- Evidence of a strong support structure for implementing residency activities (e.g., a well-rounded, functioning steering committee; demonstrated school/community involvement; and the ability to financially support the project).
- Evidence of plans to involve the community in residency activities.
- Evidence that the proposed residency fulfills an artistic or educational need identified by the applicant.
- Quality of the proposed residency activities for the students, teachers, artist(s) and community members.
- Appropriateness of the planned method(s) for documenting the activities and evidence that this documentation will be used effectively in the future.
- Evidence of a comprehensive plan for evaluating the quality of the completed project in relation to the stated goals.
- Impact of the program on the site’s plan for future arts education programming.
One of the conditions an organization agrees to in accepting a grant from the IAC is to make every attempt to ensure that the program is accessible to persons with disabilities. According to state and federal law, every organization receiving public funding must ensure that it is in a position to provide accommodations when persons with disabilities make requests for services. Accessibility involves both location (the facility) and the content (the activity) of the program. Thinking about accessibility issues in the early planning stages of a project is the key to ensuring that persons with disabilities will be able to participate in the program.
The set period of time that an artist-in-residence spends at a given site. IAC AIE residencies range from two weeks to six months in length.
The applicant school or organization responsible for the coordination and implementation of the residency.The sponsor must secure a cash match of 40 percent of the residency expenses and any additional funds that exceed the IAC-allowed expenses (refer to page 13).This may be different from the residency site.
The primary artist or company selected from the IAC AIE Artists Roster to conduct residency activities. The artist-in-residence is a professional artist recognized for his or her artistic achievement and quality of work. During the residency, the artist-in-residence works with participants as an artist teaching his or her particular discipline. The artist-in-residence role differs from the role of an arts teacher employed by the school.
A professional artist who conducts residency-related ctivities with participants on a short-term basis. This artist may work in a discipline similar to or complementary to the artist-in-residence’s discipline and does not need to be listed in the IAC AIE Artists Roster. The guest artist may conduct a performance, workshop, or lecture/demonstration.
A class-sized group of participants that meets regularly with the artist-in residence. They will receive the majority of the artist-in-residence’s weekly contact hours.
Groups of varying sizes that meet with the artist-in-residence during each week depending on the goals and needs of the residency.
An artist-in-residence conducted session occurring prior to the start of residency activities during which the artist-in-residence, faculty, staff and committee members review the planned residency activities, as well as the goals and guidelines of the IAC AIE Residency Program.
An artist-in-residence conducted workshop for residency site faculty and staff during which the artist-in-residence shares specific activities related to his or her artistic discipline. A teacher in-service occurs at least once a month during the residency.
Activities conducted by the artist-in-residence, which involve community members not directly participating in the residency. These activities may involve neighboring schools, service clubs, arts organizations, libraries or park districts and may take the form of a performance, a workshop, an exhibition, a reading or a lecture. Community activities occur at least once a month during the residency.
The process of recording what occurred during the residency. It should show all stages of the residency including planning; the artist-in-residence’s work with the core group, non-core group, and teachers; and any final products. The final document may take the form of scrapbooks, creative writing anthologies, slide presentations, videotapes, audiotapes, lesson plans, press coverage or photographs accompanied by a summary of residency activities.
The process of noting observations of the residency program in order to assess the effectiveness of the residency in meeting the sponsor’s goals. Through the evaluation process, the residency objectives and/or activities can be revised to better meet the needs of all participants.
The AIE Residency Program offers the sponsor a number of different options for working with artists-in-residence. Review the types of residencies listed below, and indicate on the application which option you will be using. Each option has different budget requirements.
Individual Artist Residency
Residency involving an individual artist-in0residence listed in the IAC AIE Artists Roster. The sponsor develops an application in consultation with the selected artist-in-residence to conduct a residency lasting a minimum of one month and a maximum of six months.
Company Residency
The IAC-allowed expenses have changed for a company residency. A company now requires at least one company performance per residence and one guest artist visit per month of residency activity. If the performance is open to the community it can be considered the community activity for that month.
Residency involving a performing arts company listed in the IAC AIE Artists Roster under the disciplines of dance, interdisciplinary arts, music, and theater. The sponsor develops an application in consultation with the company and contracts with the company for a minimum of two weeks and a maximum of six months. These residencies allow the residency site to bring a group of at least three artists representing the selected company to teach as an ensemble. At lease one company performance must be scheduled during the residency. At least two artists must be involved in the teacher in-service. Company members must be at the residency site at least two days each week.
Multi-Disciplinary Residency
Recommended for experienced sponsors only. First-time sponsors are not eligible to apply for this residency due to the extensive planning required.
Residency involving two artists listed in the enclosed IAC AIE Artists Roster who collaboratively plan and execute a series of unique experiences. These residencies are scheduled for a minimum of two weeks and a maximum of six months. Highlighting the Roster artists' unique artists perspectives, the project is designed to introduce the participants to experiences that combine two art forms in new and experiments always. Sponsors interested in applying for this type of residency should contact IAC AIE staff well in advance of the deadline. Scheduling and artist fees should be addressed as if applying for an individual artist residency multiplied by two artists. All other fees are fixed.
The artist-in-residence must be involved in residency activities for a total of 20 hours per week. Thirteen to 15 of these hours must be contact hours, and the remaining five to seven hours are for planning, meetings, and studio time. Contact hour activities include core and non-core group activities, community activities/performances, and teacher in-services. All residency schedules must follow the guidelines outlined below.
- Core Group Activity - the majority of the contact hours each week.
- Non-Core Group Activity - frequency determined by sponsor.
- Guest Artist(s) Visits - one required visit per residency; residencies of more than one month must have one guest artist visit per month.
- Community Activities - at least one per month.
- Pre-Service - once before the residency begins.
- Teacher In-Service - one required per residency; residencies of more than one month must have one teacher in-service per month.
Planning an application for the Arts-in-Education Residency Program requires an intense commitment from the sponsor, site staff, and the proposed artist-in-residence. Applications must be well thought out with detailed descriptions of the proposed residency and its required components. Below are the steps sponsors must follow before beginning the application. Refer to the recommended timeline for completing the application.
step 1: develop a steering committee
This is a broad-based group committed to the residency’s success that will assess the community’s and the organization’s needs, garner financial support, and ensure the residency’s long-term impact. There is no limit to the number of members on the steering committee. Below are the requirements for the composition of the committee.
At minimum the committee must include:
- A sponsor representative if the sponsor is different from the residency site.
- The school principal or site director.
- One participating teacher.
- One parent that is invested in the school’s/site’s success.
- One student from the identified core group (required for upper grade levels, highly recommended for other grade levels).
Additional committee members may include:
- Additional members from the required categories.
- Members representing the community, local social service organizations, local businesses, or local government agencies.
- Students who participated in previous residencies.
- Site administrators.
step 2: identify three coordinators
These coordinators are selected from the members of the steering committee.
On-Site Coordinator
Responsible for organizing and overseeing daily activities at the residency
site including scheduling, monitoring, communication, and collecting response
forms and narrative sections for the final report.
Community Coordinator
R esponsible for coordinating community activities and promoting the residency.
Administrative/Financial Coordinator
Responsible for administering residency funds including payment of
the artist-in-residence and guest artist(s) and disbursement of funds for additional
expenses.
step 3: Schedule the Aie Residency
Comprehensive planning of the residency must occur before the application is submitted. This ensures that the sponsor fully meets all of the program requirements and that the site develops a successful residency. At least one scheduling meeting involves the selected artist-in-residence.
At this stage, members of the steering committee:
- Select an artist-in-residence from the IAC AIE Artists Roster and contact the artist-in-residence to determine availability.
- Meet with the selected artist-in-residence to discuss the site’s needs and goals of the residency.
- Discuss the appropriate residency length.
- Design the residency focus and content.
- Identify the core group and non-core group.
- Select a guest artist(s).
- Plan the pre-service, teacher in-service, and community activities.
- Schedule the beginning and ending dates of the residency.
- Determine the dates and times when all required residency components will occur.
- Approach local businesses, organizations, community members, or site committees to arrange for in-kind donations.
- Identify sources of revenue for the sponsor
supported funds.
Schedule Requirements
schedule requirements
All residencies must schedule the required components. Additionally, the steering committee must follow these guidelines when planning the residency schedule.
- Residencies may not be condensed or spread out over a period of time longer than the official residency (i.e., a two-month residency must be completed within eight consecutive weeks).
- A teacher or member of the sponsor’s staff must remain in the classroom during the residency activities. His/her participation in activities is highly encouraged.
- Adequate studio or rehearsal space must be available at the artist-in-residence’s request at specified times for the artist-inresidence to work undisturbed.
- Open studio time may be scheduled for observation by participants, teachers and community members so that the creative process can be witnessed first-hand.
Artist-in-Residence Schedule Restrictions
When selecting an artist-in-residence please adhere to these restrictions.
- An artist-in-residence cannot sign proposals for more than a cumulative total of six months of residency activities for a single program year. This includes the proposal for your site’s program as well as all other AIE Residency Program proposals the artist-in-residence is developing.
- An artist-in-residence will not be approved to work at two sites simultaneously.
step 4: Address other required components of the Residency
The steering committee must also address residency accessibility, documenting the project, evaluating the residency, and promoting the residency. The committee should identify a plan for achieving these requirements and assign individuals to be responsible for each component.
Documenting the Project
Definition of documentation and suggested forms of documentation. Artwork and photographs submitted to the IAC may be used for future publications and become the property of the IAC. The IAC receives one copy of the project documentation with the sponsor’s final report. Both the sponsor and the artist-in-residence also receive copies.
Documentation may be used to:
- Provide participants with a visual record of activity for professional development purposes.
- Build greater support for future arts programming.
- Supply information for project evaluations.
- Supply information on accomplishments - both expected and unexpected.
- Contribute materials to the school’s arts education resources and curriculum.
- Demonstrate to the community and the district what has been accomplished and make the case for continuing support.
- Provide a written record of project activities to share with other schools and districts.
Evaluating the Project
Definition of evaluation. The program should be evaluated regularly by both steering committee members and the artist-in-residence. Mid-project and final evaluation meetings are strongly suggested. IAC staff members are available for consultation at any time during the residency if questions or problems arise. The project activities and/or objectives can be adjusted due to the outcome of an evaluation. In the event that this causes problems or schedule changes, the IAC should be notified immediately.
Promoting the Residency
Good publicity of the residency will result in well-attended community presentations and stronger support for future arts programs. Suggested publicity efforts include flyers for participants to take home, posters to display at the site and throughout the community, daily update announcements to participants and staff on the progress of the residency, and press releases to local newspapers, radio and television stations. Grant recipients must credit the Illinois Arts Council in all promotional material and public notices in the following manner: This program is partially supported by a grant from the Illinois Arts Council, a state agency. (Credit is not required until the applicant receives award notification.)
requirements for funded residencies
Projects selected for funding should keep in mind the following
requirements. Further information will be sent to those applicants in the fall.
Orientation Meeting
The IAC holds an orientation meeting in the fall to review the AIE Residency
Program requirements and to assist with preliminary paperwork. Sites are encouraged
to send the on-site coordinator or another member of the steering committee.
This meeting is strongly recommended for first time recipients and highly encouraged
for returning recipients.
Site Visits
A number of funded projects may be randomly selected for a site visit by the
IAC AIE program staff. The purpose of site visits is to enable the staff to
review the organization, its community and audience, to assess the quality of
the organization’s activities and to allow the organization to communicate
pertinent information to the IAC regarding the project.
February 15, 2005 is the deadline for AIE Residencies occuring between Oct 15, 2005 and Aug 31, 2006.
- Read the Arts-in-Education Residency Program guidelines and application carefully and contact IAC staff at 312/814-6780 if questions arise. To ensure this assistance, please contact the staff well in advance of the deadline. It is the responsibility of the applicant to be familiar with the AIE Residency Program guidelines, application and the Illinois Arts Council policies.
- Review the recommended timeline to determine when to begin each step in the planning process.
- Follow the 4 steps of Planning a Residency. It is suggested that you PRINT the Residency section as a guide for planning your residency.
- If possible, attend one of the application workshops. This is strongly recommended for first-time applicants.
- If possible, attend the IAC Artist Showcase sponsored by the IAC to view presentations by artists on the Roster.
- Complete the 4-page AIE Residency Application. Be specific about the activities you propose, the artists you plan to work with, the timeline, community involvement, budget, and sources of matching funds. Both the sponsor and artist-in-residence must review and sign the application before the deadline date.
- Check your math. Make certain your project budget meets the IAC requirements and supports the important components of the proposed residency activities.
- Write a narrative limited to 3 single-sided pages addressing the specified points.
- Submit one copy of current not-for-profit status from the Illinois Secretary of State. What is accepted as proof of not-for-profit status?
- Assemble application packets with correct number of copies and in order specified.
- 1 collated and stapled set of the original signed application and narrative.
- Include one copy of current proof of not-for-profit status from the Illinois Secretary of State.
- 11 collated and stapled sets of the application and narrative.
Applications must be postmarked by the deadline. Hand delivered applications must be received by 5pm. If the deadline occurs on a weekend or legal holiday, the next weekday automatically becomes the deadline date. Applications may be mailed or hand-delivered to the following address:
Illinois Arts Council
James R. Thompson Center
100 W. Randolph, Suite 10-500
Chicago, IL 60601-3298
NOTE: Applicants hand-delivering their applications must visit the building’s SERVICE CENTER on the ground floor to have their application package scanned prior to delivering it to the IAC offices on the 10th floor. In addition, applicants must bring photo identification, such as a driver’s license, to gain access to the IAC offices.
- The application is received at the IAC office and assigned an application number. Acknowledgment of application receipt will be sent within eight weeks of the application deadline. Acknowledgment will include the application number to be used in future inquiries regarding that application. Applications that have been ruled ineligible or incomplete will not be reviewed.
- Copies of the applications provided by the applicant are sent to advisory panelists for review.
- The IAC staff reviews the application in depth to determine eligibility. The applicant may be asked to answer questions or submit further written information.
- Advisory panels meet in the spring to review and evaluate all applications. Meetings are open to the public and applicants may attend. Applicants may not address the panel. Each application is reviewed on the criteria listed below. Following discussion, the panel scores each application.
- Program staff determines dollar recommendations based
on the directions developed by the Grants Allocation Committee.
- In May, a preliminary funding notification is sent to each applicant. This funding notification is contingent on the IAC proposed FY06 budget and Council approval of panel recommendations.
- The Council convenes in the fall to review the panels’ recommendations. The applicant is notified of the decision by mail following the meeting.
- An appeal of a Council decision must be made in writing within thirty calendar days of the date of the notification letter. Appeals are limited to situations in which incorrect information has been used in panel process; or procedural faults have occurred; or new information not available at the time of the panel meeting which, in the opinion of the panel chair, could significantly influence the recommendation, is now available. Appeals should be addressed to the IAC Executive Director.
grant notification requirements
Organizations that receive an IAC grant will be required, as part of their grant agreement, to notify by letter their state representative, state senator and the Office of the Governor as to the IAC grant amount and the project or program it helps support. Copies of these three letters must be submitted to the IAC with the signed grant agreements, cash request and other required documents before grant funds will be released. Names of the individuals to be addressed can be obtained from your County Board of Elections or at www.elections.state.il.gov
At the completion of the residency, the sponsor will receive final report forms from the IAC. The sponsor must return the final report forms and documentation to the IAC no later than 30 days after the completion of the residency. The three-part final report form requests final budget information, statistical information and response forms from the on-site coordinator, teachers, the artist-in-residence and a sampling of core group participants. Any press coverage should also be included.
Failure to submit a final report jeopardizes the receipt of future Council funding and will cause the following penalties to be imposed:
- There will be a 25% reduction of all current fiscal year awards for a grantee that is late filing any final reports from the previous year.
- If the grantee has no current fiscal year grant awards, the grantee will be prohibited from applying for any grants during the following fiscal year.
Grant recipients must credit the Illinois Arts Council in all promotional material and public notices in the following manner: This program is partially supported by a grant from the Illinois Arts Council, a state agency.
Any grant funds which are determined to have been misspent or which are being improperly held are subject to recovery according to the terms of the Grants Funds Recovery Act of 1984, as amended. Project expenditures are deemed to consist of grant funds in the same proportions as defined by the matching requirement for the project grant.
You are encouraged to print this section as a reference for completing the application.
It may be helpful to use the printout as a checklist for compiling your application.
EXPLANATION OF BUDGET LINES
Listed below are descriptions of specific line items which directly correspond to the numbered line-items in the Project Budget on page 20. The term “IAC-allowed” means that this is the maximum amount that the IAC will match. Sponsors are not required to budget the full “IAC-allowed” amount; however, any amount above this will be the full financial responsibility of the sponsor.
1A. Individual Artist Residency Stipend
The IAC required Individual Artist Residency Stipend is $800 per week of residency
activity. Artists-in-residence are responsible for paying their own income taxes.
Artists-in-residence can negotiate a higher stipend with the sponsor; however,
the sponsor is responsible for all costs above the IAC required Individual Artist
Residency Stipend.
1B. Company Residency Stipend
The Company Residency Stipend is negotiable between the sponsor and the company.
However, the maximum cumulative total amount a company can request per fiscal
year in the IAC-Allowed Expenses column for the Company Residency Stipend is
$45,000. Companies should consider this stipend limit when determining the number
of AIE Residency Program applications that they will submit each year. Any stipend
costs above $45,000 are the responsibility of the sponsors.
This stipend may include fees for the Artistic Director
(when he/she is an active weekly participant) and participating artists, as
well as an administrative fee of up to 15% of the IAC-Allowed Company Residency
Stipend. The stipend also includes fees for one company performance, which is
required during the residency. The sponsor should establish an independent contract
with the company for the residency activities. The
IAC will review these applications and budgets based on this contract.
1C. Multi-Disciplinary Residency Stipend
The IAC required Multi-Disciplinary Residency Stipend is $1,600 per week of
residency activity. Artists-inresidence are responsible for paying their own
income taxes. Artists-in-residence can negotiate a higher stipend with the sponsor;
however, the sponsor is responsible for all costs above the IAC required Multi-
Disciplinary Residency Stipend.
2. Guest Artist(s) Fee
The IAC-Allowed Guest Artist(s) Fee is $50 per week of residency activity. At
least one guest artist must be included for each month of residency activity.
The amount of time to be worked by a guest artist is negotiable between the
sponsor and the guest artist. More than one guest artist may be included. Sponsors
are responsible for contracting and paying guest artists.
3. Artist-in-Residence Travel/Lodging
The IAC-Allowed Artist-in-Residence Travel/Lodging expenses are $250 per week
of residency activity.This is for the combined travel and lodging expenses.
Sponsors must assist in locating appropriate housing and
workspace for an artist-in-residence who will temporarily relocate to conduct
the residency in the sponsor’s community.
- 3A. Reasonable travel expenses to and from the residency site during the residency and expenses for one planning meeting prior to the residency are allowed. Travel by car should be reimbursed at 36¢ per mile. If the artist-in-residence resides in another state, travel expenses should be calculated from the Illinois state line.
- 3B. If the artist-in-residence will be travelling more than 100 miles per day, he/she is encouraged to stay overnight in the residency site’s community. Sponsors are encouraged to pursue possible in-kind contributions for lodging but should consult with the artist-in-residence regarding acceptable lodging conditions.
4. Supplies
The IAC-Allowed Supplies expenses are $75 per week of residency activity. Sponsors
and artists-in-residence should discuss supply needs and determine costs prior
to submitting the application. Sponsors may wish to pursue possible in-kind
donation of supplies but should consult with the artist-in-residence regarding
the specific supply needs.
5. Documentation
For all residencies, up to $100 may be budgeted for the three required copies
of residency documentation. Additional documentation costs are the responsibility
of the sponsor. Sponsors are encouraged to pursue in-kind contributions of materials
or time for documenting the project.
6. Total IAC-Allowed Expenses
Represents the total from the IAC-Allowed Expenses. 60% of this total may be
requested from the IAC.
7. Total Sponsor Supported Expenses
Represents the total from the Sponsor Supported Expenses. These are the expenses
that exceed the IAC-allowed amounts outlined on page 12. The sponsor is responsible
for 100% of these expenses.
8. Total Project Expenses
Represents the combined totals from the IAC-Allowed Expenses and the Sponsor
Supported Expenses.
9. In-Kind Donations
A list of all donations of goods or services. In-kind donations are not required
and do not affect the IAC Grant Request or the Sponsor
Cash Match.
10. IAC Grant Request
Sponsors may request 60% of the Total IAC-Allowed Expenses.
11. Sponsor Cash Match
Sponsors must supply a cash match of 40% of the Total IAC-Allowed Expenses.
Sponsors are responsible for covering 100% of the Sponsor Supported Expenses.
Identify the sources for these funds. Participating
students may not be charged admission for any performances related to the residency
program.
12. Total Project Income
The total projected cash income available for the residency including the IAC
Grant Request and the Sponsor Cash Match. This total must equal the Total Project
Expenses.
SAMPLE RESIDENCY BUDGETS
The sample budgets listed below reflect the maximum IAC-allowed expenses for
each line item for an individual artist residency.Application budgets may vary
depending on the specific needs of the sponsor and the artist-in-residence.
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Attach the application narrative that addresses the following seven topics. In the narrative, clearly indicate each topic with a bold heading and a space between each topic. Be sure to address each of the topic bullets.The narrative is limited to three single-sided pages in at least a 10-point font with a left margin of at least one inch.
1. Artistic Climate of the Residency Site
- Give a brief history of recent activities involving an artist-in-residence within the last three years.
- Describe the amount and type of arts programs available on a regular basis.
- Explain what was learned in previous residencies and how this experience will impact your proposed program (returning applicants only).
2. Community
- Characterize the community where this residency will occur.
- Describe the facility where the majority of residency activities will take place.
- List any additional residency sites.
- Describe the relationship of the facility to the participants (if activities are outside of a school).
- Describe residency-related activities that will be held for the community.
- Specify when and where these activities will take place and how they will be promoted.
3. Planning and Support Structure
- Highlight the key steps involved in planning the artist-in-residence’s residency. Include any steps that were used to assess school needs.
- Identify your steering committee. Give names, affiliations and specific duties on the committee.
- Explain the steering committee’s decision to choose the identified artist-in-residence and project. Include how this residency will address any school mission, goals, or vision statements.
- Address how this project would proceed should the IAC not provide financial support.
4. Project
- Describe the project.
- Describe the core group. Include the number of students and why this group was chosen.
- Describe the activities the core group will participate in with the artist-in-residence. Be specific.
- Describe the non-core group and the activities in which they will participate.
- Identify the guest artist(s), how he/she was selected and what activities he/she will be doing.
- Describe how the residency program will be made accessible to all students. Be sure to include any hands-on opportunities for students and staff.
5. Desired Outcomes
- Explain what your organization views as the desired results for each of the following groups: students, educators/ staff, and community.
- Describe how the steering committee plans to assess these results.
6. Documentation and Evaluation
- Describe how the residency will be evaluated and documented.
- Explain how the documentation will be used to evaluate the project.
- Explain how the steering committee will use the evaluations for future programs.
7. Budget Narrative
- If any budget lines exceed the IAC-allowed limits, provide information as to the reasons for the additional expenses.
- Identify the potential sources of the Sponsor Cash Match.Indicate if these sources are pending or confirmed.
- Identify the sources of in-kind donations.
An interactive PDF (Portable Document Format) file is availble for download. In order to open this file, Adobe Acrobat Reader must be installed on your computer. It is free and easy to download from www.adobe.com
Use only the space provided for your answers. Typeface cannot be smaller than 10-point. Do not recreate the forms on your computer unless otherwise stated. Responses may also be typed or pasted directly into the online version of this application. Proofread the application for accuracy and completeness. Both the sponsor and artist-in-residence must review and sign the application before the deadline date.
You are encouraged to print this section as a reference for completing the application.
It may be helpful to use the printout as a checklist for compiling your application.
EXPLANATION OF BUDGET LINES
Listed below are descriptions of specific line items which directly correspond to the numbered line-items in the Project Budget on page 20. The term “IAC-allowed” means that this is the maximum amount that the IAC will match. Sponsors are not required to budget the full “IAC-allowed” amount; however, any amount above this will be the full financial responsibility of the sponsor.
1A. Individual Artist Residency Stipend
The IAC required Individual Artist Residency Stipend is $800 per week of residency
activity. Artists-in-residence are responsible for paying their own income taxes.
Artists-in-residence can negotiate a higher stipend with the sponsor; however,
the sponsor is responsible for all costs above the IAC required Individual Artist
Residency Stipend.
1B. Company Residency Stipend
The Company Residency Stipend is negotiable between the sponsor and the company.
However, the maximum cumulative total amount a company can request per fiscal
year in the IAC-Allowed Expenses column for the Company Residency Stipend is
$45,000. Companies should consider this stipend limit when determining the number
of AIE Residency Program applications that they will submit each year. Any stipend
costs above $45,000 are the responsibility of the sponsors.
This stipend may include fees for the Artistic Director
(when he/she is an active weekly participant) and participating artists, as
well as an administrative fee of up to 15% of the IAC-Allowed Company Residency
Stipend. The stipend also includes fees for one company performance, which is
required during the residency. The sponsor should establish an independent contract
with the company for the residency activities. The
IAC will review these applications and budgets based on this contract.
1C. Multi-Disciplinary Residency Stipend
The IAC required Multi-Disciplinary Residency Stipend is $1,600 per week of
residency activity. Artists-inresidence are responsible for paying their own
income taxes. Artists-in-residence can negotiate a higher stipend with the sponsor;
however, the sponsor is responsible for all costs above the IAC required Multi-
Disciplinary Residency Stipend.
2. Guest Artist(s) Fee
The IAC-Allowed Guest Artist(s) Fee is $50 per week of residency activity. At
least one guest artist must be included for each month of residency activity.
The amount of time to be worked by a guest artist is negotiable between the
sponsor and the guest artist. More than one guest artist may be included. Sponsors
are responsible for contracting and paying guest artists.
3. Artist-in-Residence Travel/Lodging
The IAC-Allowed Artist-in-Residence Travel/Lodging expenses are $250 per week
of residency activity.This is for the combined travel and lodging expenses.
Sponsors must assist in locating appropriate housing and
workspace for an artist-in-residence who will temporarily relocate to conduct
the residency in the sponsor’s community.
- 3A. Reasonable travel expenses to and from the residency site during the residency and expenses for one planning meeting prior to the residency are allowed. Travel by car should be reimbursed at 36¢ per mile. If the artist-in-residence resides in another state, travel expenses should be calculated from the Illinois state line.
- 3B. If the artist-in-residence will be travelling more than 100 miles per day, he/she is encouraged to stay overnight in the residency site’s community. Sponsors are encouraged to pursue possible in-kind contributions for lodging but should consult with the artist-in-residence regarding acceptable lodging conditions.
4. Supplies
The IAC-Allowed Supplies expenses are $75 per week of residency activity. Sponsors
and artists-in-residence should discuss supply needs and determine costs prior
to submitting the application. Sponsors may wish to pursue possible in-kind
donation of supplies but should consult with the artist-in-residence regarding
the specific supply needs.
5. Documentation
For all residencies, up to $100 may be budgeted for the three required copies
of residency documentation. Additional documentation costs are the responsibility
of the sponsor. Sponsors are encouraged to pursue in-kind contributions of materials
or time for documenting the project.
6. Total IAC-Allowed Expenses
Represents the total from the IAC-Allowed Expenses. 60% of this total may be
requested from the IAC.
7. Total Sponsor Supported Expenses
Represents the total from the Sponsor Supported Expenses. These are the expenses
that exceed the IAC-allowed amounts outlined on page 12. The sponsor is responsible
for 100% of these expenses.
8. Total Project Expenses
Represents the combined totals from the IAC-Allowed Expenses and the Sponsor
Supported Expenses.
9. In-Kind Donations
A list of all donations of goods or services. In-kind donations are not required
and do not affect the IAC Grant Request or the Sponsor
Cash Match.
10. IAC Grant Request
Sponsors may request 60% of the Total IAC-Allowed Expenses.
11. Sponsor Cash Match
Sponsors must supply a cash match of 40% of the Total IAC-Allowed Expenses.
Sponsors are responsible for covering 100% of the Sponsor Supported Expenses.
Identify the sources for these funds. Participating
students may not be charged admission for any performances related to the residency
program.
12. Total Project Income
The total projected cash income available for the residency including the IAC
Grant Request and the Sponsor Cash Match. This total must equal the Total Project
Expenses.
SAMPLE RESIDENCY BUDGETS
The sample budgets listed below reflect the maximum IAC-allowed expenses for
each line item for an individual artist residency.Application budgets may vary
depending on the specific needs of the sponsor and the artist-in-residence.
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Attach the application narrative that addresses the following seven topics. In the narrative, clearly indicate each topic with a bold heading and a space between each topic. Be sure to address each of the topic bullets.The narrative is limited to three single-sided pages in at least a 10-point font with a left margin of at least one inch.
1. Artistic Climate of the Residency Site
- Give a brief history of recent activities involving an artist-in-residence within the last three years.
- Describe the amount and type of arts programs available on a regular basis.
- Explain what was learned in previous residencies and how this experience will impact your proposed program (returning applicants only).
2. Community
- Characterize the community where this residency will occur.
- Describe the facility where the majority of residency activities will take place.
- List any additional residency sites.
- Describe the relationship of the facility to the participants (if activities are outside of a school).
- Describe residency-related activities that will be held for the community.
- Specify when and where these activities will take place and how they will be promoted.
3. Planning and Support Structure
- Highlight the key steps involved in planning the artist-in-residence’s residency. Include any steps that were used to assess school needs.
- Identify your steering committee. Give names, affiliations and specific duties on the committee.
- Explain the steering committee’s decision to choose the identified artist-in-residence and project. Include how this residency will address any school mission, goals, or vision statements.
- Address how this project would proceed should the IAC not provide financial support.
4. Project
- Describe the project.
- Describe the core group. Include the number of students and why this group was chosen.
- Describe the activities the core group will participate in with the artist-in-residence. Be specific.
- Describe the non-core group and the activities in which they will participate.
- Identify the guest artist(s), how he/she was selected and what activities he/she will be doing.
- Describe how the residency program will be made accessible to all students. Be sure to include any hands-on opportunities for students and staff.
5. Desired Outcomes
- Explain what your organization views as the desired results for each of the following groups: students, educators/ staff, and community.
- Describe how the steering committee plans to assess these results.
6. Documentation and Evaluation
- Describe how the residency will be evaluated and documented.
- Explain how the documentation will be used to evaluate the project.
- Explain how the steering committee will use the evaluations for future programs.
7. Budget Narrative
- If any budget lines exceed the IAC-allowed limits, provide information as to the reasons for the additional expenses.
- Identify the potential sources of the Sponsor Cash Match.Indicate if these sources are pending or confirmed.
- Identify the sources of in-kind donations.
An interactive PDF (Portable Document Format) file is availble for download. In order to open this file, Adobe Acrobat Reader must be installed on your computer. It is free and easy to download from www.adobe.com
Use only the space provided for your answers. Typeface cannot be smaller than 10-point. Do not recreate the forms on your computer unless otherwise stated. Responses may also be typed or pasted directly into the online version of this application. Proofread the application for accuracy and completeness. Both the sponsor and artist-in-residence must review and sign the application before the deadline date.
IAC Staff Contact
Tatiana Gant
Director of Arts-in-Education Programs
312/814-6765
Tatiana.Gant@Illinois.gov