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CULTURAL EDUCATION PARTNERSHIP (CEP)
Fiscal Year 2019
Deadline: Monday, January 16, 2018, by 11:59 p.m. (CST)

First time applicants to this category must submit a letter of intent to apply by October 30 of the year they intend to apply. The letter should describe how the applicant meets the eligibility requirements and the evaluation criteria for the category. Include a year-end financial statement. Address this letter to: Hal Partlow, Associate Director for Grants, and do not exceed three pages. The Tennessee Arts Commission will contact you to discuss your eligibility to submit an application, and funding potential in this category.

Description

The Cultural Education Partnership (CEP) category provides operating support to well-established, free-standing 501(c) 3 college/university level arts educational institutions. Eligible academic institutions must have a mission that focuses on training and/or accreditation in one or more arts disciplines, and must offer the highest level of quality art education and administration. Funding will depend upon an institution’s application rating from the review process, circumstances that could affect services provided to the community and the total amount of funds available to the Tennessee Arts Commission for grant allocation. This category is competitive.

Applicants must have an annual cash operating income (excluding in-kind contributions) of at least $1 million per year. Failure to meet the $1 million base-operating figure will result in the loss of eligibility in this category. Institutions must maintain the $1 million budget level for a minimum of two consecutive years before requesting entrance into this category.

Institutions may request 10 percent of their total annual cash operating expenses in their most recently completed fiscal year at the time they submit their application up to, but not exceeding the maximum grant of $60,000. The total annual cash operating expenses, verified by an audit submitted by the applicant, will be determined by the sum total of personnel, outside fees and services, space rental, travel, marketing and remaining operating expenses. In determining a request, the following operating expenses are not allowed: capital expenses, endowment funds expenses, penalties payments, in-kind expenses, bank penalties, or furniture and fixture expenditures exceeding $2,500.

Applicants must submit a complete application every year. Eligible academic arts institutions are reviewed every three years by an out-of-state adjudicator, with knowledge of academic arts institutions, although probationary organizations may be required to submit to a review annually until the Commission determines that biennial reviews are appropriate. The reviewer’s evaluation rating will be honored over a three year period in determining the grant award, contingent on funding resources available to the Commission.

Affirmative Duty to Report Major Organizational Change

If funded, all grantees must promptly notify the Commission in writing of any significant changes in the institution’s structure, leadership or financial circumstances that could affect services provided under the grant contract resulting from this application.

Eligibility Requirements

In order to be eligible for this category, applicants must have received Commission funding for three of the past five years through one of the following grant categories: Arts Access, Arts Project Support, Rural Arts Project Support, Partnership Support or Major Cultural Institution.

In addition to satisfying all general requirements found here, any applicant must be a freestanding academic arts institution that has training and/or accreditation in one or more arts disciplines as its mission. Additionally, the institution must also demonstrate significant community involvement in the application.

Specific eligibility for this grant category will be determined by:

  • The applicant must have existed as an academic arts institution for a minimum of five years prior to the date of application.
  • An institution must be legally chartered in Tennessee and headquartered and physically located in Tennessee. A significant amount of year-round public activity and programming must be evident.
  • The existence of professional management defined as employing full-time and adequately compensated personnel that may include one or more of the following: president, academic dean, teaching staff and other administrative staff.
  • The institution must be an accredited institution or recognized nationally for the quality of specialized training or academic instruction offered.

The institution must demonstrate ongoing fiscal responsibility through an audit conducted externally by a certified public accountant (CPA) for its most recently completed fiscal year at the time of application. Institutions in this category should use an accrual accounting system. If a more recent audit is in process, include a letter from the institution’s CPA explaining when it will be completed and available. First time applicants in this category must include an audit of their most recently completed fiscal year at the time of application, no exceptions. Note: failure to submit a single entity audit of the most recently completed fiscal year will jeopardize eligibility and funding.

The institution must demonstrate commitment to compensate (in salaries, wages, fees, and/or benefits) the administrative and academic personnel whose services contribute directly to the institution applying for matching funds.

The applicant is required to show evidence of significant service to the community because of public dollars awarded by the Commission. Examples of activities serving the community include: providing needed services to underserved populations; neighborhood outreach classes and workshops; concerts, performances and exhibitions that are of interest to the community in which the institution is located.

Organizations must have a board approved long-range plan covering at least the current and next fiscal years.

Arts organizations that receive revenue from a “new Specialty Earmarked Plate” under T.C.A 55-4-215 (a) (1) are ineligible for Commission grant funding.

PLEASE NOTE: An organization SHOULD NOT apply in this grant category if it cannot meet all of the above stated requirements.

The Tennessee Arts Commission reserves the right to deny any application or withhold funding in whole or in part, if the applicant organization programming and activities are outside of the scope or spirit of the Commission’s mission, purpose, or this grant program.

Evaluation Criteria & Panel review

Every third year, applicants receive a review in Nashville. Applicants are notified of the specific date and time of the review. It is recommended that the director, chief financial officer and board chair/president represent the organization at the review meeting. Evaluators reviewing grant applications under this program use the following evaluation criteria (10 points each) citing evidence that the institution:

  • Advances the institution’s mission and artistic vision
  • Through academic programming, policies and procedures demonstrate artistic, cultural, and/or educational value to the community being served AND in which the institution is located
  • Understands their role as an advocate for the public value of the arts in the community
  • Understands and is responsive to the diverse interests and needs of the community it serves AND in which the institution is located
  • Planning procedures are comprehensive, inclusive and communicated
  • Understands and demonstrates the value of public and private partnerships
  • Demonstrates financial stability and a broad base of financial support
  • Understands principles of documentation and evaluation and results are used to guide future planning and programming
  • Management demonstrates consistency and stability
  • Application is well planned, addresses all questions, and is correct and complete in all information

Additionally, a reviewer may ask applicants to address other topics, including but not exclusive to:

  • Diversity of students, faculty, staff and board of directors
  • Community outreach activities and services offered to the general public
  • Evidence of local, state, regional, or national recognition and impact
  • Advocacy efforts that promote the value of the arts in Tennessee and the community which the institution serves
  • Institutional long-range goals and objectives
  • Detailed information about educational programming, student enrollment and graduation numbers, diversity of academic programs offered, number of Tennessee students served, degrees offered, qualifications of faculty and staff, relevant training of students for the workforce, student/teacher ratios, successful employment history of graduates, and number of graduates remaining in Tennessee
  • Presentation and curatorial policies of institution’s exhibition space (if applicable)
  • Percentages of teaching staff that are full-time salaried versus adjunct
  • Campus/classroom facilities
  • Online classes offered
  • Recent and anticipated major equipment acquisitions
  • Program evaluation processes
  • Board diversity and responsibilities
  • Board/staff relationships
  • Administrative and academic compensation
  • Employment practices and human resource policies
  • Unique services provided by the institution
  • Financial policies and procedures

The Tennessee Arts Commission reserves the right to deny any application or withhold funding in whole or in part, if the applicant organization programming and activities are outside of the scope or spirit of the Commission’s mission, purpose, or this grant program.

Accessibility

All Commission sponsored programs, services and facilities are fully accessible to all Tennessee artists and citizens. Organizations are urged to consider contracting with diverse artists, artists living with disabilities, and/or artists representing Tennessee’s diverse artistic and cultural heritage. No person on the basis of race, color, national origin, disability, age, religion or sex shall be excluded from participation in, or be denied benefits of, or otherwise be subject to discrimination of services, programs and employment provided by the Commission and its contracting agencies. If an individual believes he or she has been subjected to discrimination, he/she should contact the Commission’s Director of Arts Access, Kim Johnson, (615) 532-9797.

Deadline and How to Apply
  1. Register to use the new Online Grants System. You are strongly advised to register well in advance to the application deadline.Anyone registering close to the deadline date can expect delays in the processing of their grant application.
  2. Log in to the Online Grants System to complete your “Organization” profile and begin an application for a CEP grant.
  3. Use the “Organizations” tab on the left-hand menu to ensure that the profile is complete and accurate. This information is as important as the application itself. Incomplete or erroneous data will impact your chances for funding. To edit the profile, click the “Edit” button at the top of the Organization screen.
  4. Use the “People” tab on the left-hand menu to ensure that your “People” profile is complete and accurate. This information will also be used in the review of the application. To edit the profile, click the “Edit” button at the top of the screen.
  5. When both your “Organization” and “People” profiles are complete and accurate, select the “Apply for Grants” tab again and choose the CEP grant application.
  6. Complete all of the application fields.
  7. Create and upload required attachments.
  8. Submit by Monday, January 16, 2018, by 11:59 p.m. (CST).

NOTE: The forms in this portal do not auto-save. Always click the “Save” button before navigating away from the form you are editing to save your work.

Beware—clicking the back navigation button on your web browser will exit you from the system and you will lose your work.

Association or connection to Multiple Organizations: If you are associated with more than one organization, the organization that you were originally associated with will prepopulate in the organization name field on any newly opened application. To change to another associated organization, simply delete the prepopulated name and type in the correct organization.

Required Documents

You will be prompted to create and upload the following documents in the “Required Documents” section of your CEP Application in the System.

  1. Proof of Arts Advocacy. Advocacy is educating and communicating to the public, including public officials, the importance of the arts and how public support of the arts can and has impacted your community. Examples of arts advocacy proof may include: membership in Tennesseans for the Arts; copies of recent letters to legislators and other elected officials; photos of elected officials at the applicant’s arts events; newspaper articles that create awareness about public support for the arts through the organization’s activities (news articles that primarily market events are not acceptable); promoting the Specialty License Plate program; and other pertinent print materials. Proof of advocacy must be demonstrated by the applicant organization. Applicants may not submit advocacy efforts conducted by contracted personnel. Multiple examples of arts advocacy will strengthen the application, but only one example that proves advocacy is required.
  2. Bios & Job Descriptions. Short, biographical statements and job descriptions of administrative and artistic personnel including those contracted who are involved in the grant activities. Full resumes should only be included with the supplementary materials.
  3. Long-range Plan. Plan should cover at least the current and next fiscal years.
  4. Organizational Flowchart.
  5. Financial audit and management letter. From an independent CPA. For the most recently completed fiscal year, at the time of application.
  6. Audit Response Form.
  7. List of Board of Directors. Only nonprofit organizations with 501(c) 3 status will be prompted to upload this document. The board list (at the time of application) must include the following:
    – Full Name
    – Occupation
    – Address
    – Phone number
    – Email address
    – Number of years on the board
    – Length of term(s)Notations identifying which members represent underserved populations: persons of color (C), persons with disabilities (D), and senior citizens over 65 (S). If no underserved populations are represented on the board, please indicate.  NOTE: Other biographical information about individual board members should NOT be included on this list. Legal requirements state that Commission funds granted to an organization may not be used as a payment of any kind, for any purpose, to members of an organization’s board.
  1. Corporation Annual Report: Only nonprofit organizations with 501(c) 3 status will be prompted to upload this document (as required to be filed annually with the Secretary of State’s Office). In lieu of the report, you may also submit a copy of the email verification issued by the Secretary of State’s office or a copy of the online verification sheet maintained by the Secretary of State’s Office found here. Entities of government do NOT submit.
Additional Documents

You will NOT be prompted to upload these documents in the system, but these documents may be required based on your applicant type.

Optional Materials. These include proof of advocacy and project examples. These documents can be uploaded in the “Documents” section below the “Required Documents” section of your application.

Accepted file types include .pdf, .jpg, or .png. For video and audio samples, provides links to projects in the section labeled “Optional Material Link(s)” below the “Documents” section.

Bylaws: Only nonprofit organizations with 501(c) 3 status need to upload this document to your organizational profile (not the application). Upload the most recent copy of the organization’s Bylaws into the “Organization” profile where prompted, not into the grant application.

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