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Grants and Services of the West Virginia Commission on the Arts

West Virginia Division of Culture and History

Contents

Glossary

Acknowledgment Card: Notification of receipt of application mailed to all applicants within one week of receiving their application. If you submit an application but do not receive an acknowledgment card within two weeks, contact the WVCA immediately.

Accessibility Services: Services your organization can offer to make sure people with disabilities can participate such as a sign language interpreter or audio descriptor, leasing a ramp, or creating large print programs.

ADA: American’s with Disabilities Act

Administrative costs: Those costs that cannot be identified with any single program but are indispensable to conduct of organization activities and its survival. They include the overall directing of the organization, record keeping, business management, budgeting and related activities.

AIE: Arts in Education

Applicant: Nonprofit organization, school or individual that submits a grant application to the WVCA. The applicant usually serves as the sponsor of a project.

Applicant Matching Funds: The amount of money the applicant is putting into the project. This amount may come from a variety of sources but must be at least equal to the Grant Amount Requested.

Application: The WVCA form on which a non-profit organization, school or individual applies for a grant. Double check to make sure you are using the correct application form.

Apprenticeship: The passing down of skills from a master artist to a student or apprentice. Usually instruction takes place at the home or workshop of the master artist.

Artist: The artist or company that has been contracted by the applicant (or sponsor) to provide professional services. Artist who are regularly producing and practicing their art are eligible for support.

Artist Contract: Mutual agreement that documents the date, fee, and terms of agreement between the applicant and the artist. Must be signed by both the artist and applicant and submitted with any application to WVCA.

Artist Resume: A document providing evidence of professional qualifications. Performing artist resume should indicate paid performances for at least two years. Visual artist’s resume should list at least three juried exhibitions to which the artist has been accepted. Literary artists should provide a list of published works. All artists should include evidence of professional activity, such as professional training or study, awards, review, etc. that indicate the artist is active is his/her art form.

Arts in Education Artist Roster: List of professional WV artists who are available to participate in the Arts in Education program in schools or education settings.

Arts in Education Review Panel: Advisory group to the WVCA that reviews Artist in Residence, Special Project, and Artist Visit grant applications according to the listed criteria. The panel, made up of artists, educators, arts administrators and a representative from the WVCA, makes funding recommendations to the full WVCA.

Block Booking: A scheduled group of performances by the same artist at various sites throughout a geographic area typically negotiated for a reduced fee.

Budget: Plan of expenditures for the project detailing income and expenses.

CSO’s: West Virginia Department of Education Content Standards and Objectives used for assessing student learning.

Contact Person: The person that WVCA staff can contact about the project. This may not be the person to whom paperwork concerning the grant is sent. Paperwork is sent to the person who has signed the application form.

Cooperative Planning Group: A group that plans and coordinates the year’s arts education projects and programming. The purpose of the planning group is to share expertise, and identify needs and resources that will ensure the success of the project. This group can consist of school faculty members, central office staff, representatives from different county schools, parents, students, local artists, business partners, and local arts organizations.

Emerging Artist: Artists who have not yet established reputations in their field.

Established Artist: Artists who have significant achievements in their fields, i.e. published authors or visual artists who exhibit their work in juried exhibitions.

Evaluation: The process and method(s) used to determine if the goals of a project were met. Applicants for residencies and special projects should identify who will be involved in the evaluation process and the criteria that will be used to evaluate the success or failure of a project.

Evaluation Tool: What you will use to evaluate the project. Examples: Questionnaire, rubric, survey, informal fact gathering, or focus group.

Final Report: A report including evaluation and a reconciled financial statement. This form must be completed and returned within thirty days of the completion of a project by the grantee. Grantees with more than one funded project should return their final reports within thirty days after completion date of the last funded project.

Grantee: Organization, school, or individual awarded a grant.

Grant Contract: Document sent to grantees detailing terms and conditions under which the grant will be made. This document must be signed by the grantee, notarized, and returned to the WVCA within two weeks of receipt.

Grant Item Sheet: Document sent to grantees detailing what projects were and were not funded, the amounts, and the payment schedule for the grant funds.

Indirect Costs: Overhead costs, such as maintenance, security, etc.

Industry of Culture: A consortium of over fifty participants from all sectors of the cultural community, representing arts and crafts, music, museums, festivals, fine arts, government agencies, and nonprofit organizations supporting the work of people employed in the creative economy of West Virginia.

Interim Report: Report completed by a grantee or artist outlining the status of a project in progress for which continued support is being requested from the WVCA.

Internship: An advanced student in a professional arts field gaining supervised experience from a master.

Invoice: Form completed, signed, and returned by grantees that confirms the grant amount and to whom the grant check is written.

Letter of Agreement: A document stating the intention to contract. The agreement is between an artist and a school or organization that states the date, fee, and terms of agreement for services. Must be signed by both the artist and the applicant and submitted with the grant application.

Letter of Intent: A notification that you intend to apply with a brief description of your project. Due by December 1. Check program description for letter of intent requirement. Samples available at www.wvculture.org.

Leveraging Funds: Funds used to attract other funds.

Long Term Residency: A project that places an artist in a school or community setting for 5 weeks or longer, up to one year. Residency projects present an artist in a series of programs that demonstrate his/her artistry and skills. Residencies are a partnership between the sponsor, whether a school or community, and the artist. During that time students and teachers are involved in a hands-on creative process.

Matching Funds: See Applicant matching funds

Media Artists: Those artists working in the areas of film, video or audio.

Organizational Narrative: A concise narrative description of an organization’s history, mission and organizational goals.

Pop: Commercial presentations that normally can draw on community funds for sponsorship and should not require additional outside funding resources. The WVCA will consider funding such presentations at 33% on a case-by-case basis.

Professional Student Group: A group with representation by a talent agent, a national booking mechanism and with a nationally recognized performance history.

Programming: The artistic presentations and educational activities sponsored or produced by your organization to meet its arts mission.

Project Costs: The full cost(s) related directly to the project. This typically includes artist fees, travel expenses, materials, publicity, space rental, busing costs, etc.

Project Narrative: A concise narrative description of the project for which the applicant is requesting funding.

Regrant: Funding sources provided to an organization or community for the purpose of being redistributed according to specified guidelines.

Residency Committee: The group charged with planning, scheduling, administering, promoting, and evaluating a residency. All residency projects are required to have a residency committee.

Residency Schedule: Day-to-day schedule of activities, sites, and times planned for a specific, identified student group. Should include performances, exhibits, workshops, teacher in-service training, etc. Applicants for short-term residency projects are required to submit a sample daily and weekly schedule. Long-term residency applicants must submit a sample weekly and monthly schedule.

Restricted fund accounting: The method of budget separation and financial reporting that allows tracking of the sources of funds according to limitation placed on the use of funds by the source and the relationship of the funds to specific programming purpose expenses.

Review Panel: Advisory group to the WVCA that reviews grant applications according to listed criteria. Panels are typically made up of artist community members, arts administrators, and representatives from the WVCA. Panels make funding recommendations to the full WVCA, which then makes final funding determinations on all applications.

Run-out: A performance held at a second location on a one-time basis.

Short Term Residency: A project that places an artist in a school or community setting for 1 - 4 weeks or total of 5 - 20 days over a longer period of time. Residency projects present an artist in a series of programs that demonstrate his/her artistry and skills. Residencies are a partnership between the sponsor, whether a school or community, and the artist. During that time students and teachers are involved in a hands-on creative process.

Site: Location of project activities.

Special Project: A new or ongoing project that establishes, expands or advances both school curriculum and arts education programming that actively engages students or educators beyond arts “exposure” experiences.

Sponsor: The organization responsible for the execution of a project. The sponsor is usually the same as the applicant except in cases where one organization applies on behalf of another.

Student Artist: Artists who are enrolled in educational programs for credit in pursuit of diplomas or degrees that have not already established an ongoing practice of artistic production. Artists who have established a resume of art practice and are returning to study to advance themselves or develop new techniques under the supervision of a master artist are not defined as student artists.

Subgrantee: The indirect recipient of funds that originate from a source that makes a grant to an intermediary organization, e.g. West Virginia arts organizations receiving both state and federal dollars from the WVDCH approved by the WVCA are subgrantees of the National Endowment for the Arts.

Supplies/Materials: Items such as paints brushes, paper, audio/visual tapes, film, fabric, clay, etc., necessary for the accomplishment of project activities.

TDD: Telephone/communication equipment used by people with hearing disabilities.

TTY: Telephone/ communication teletypewriter used by people with speech disabilities.

Transition Plan: Your organization’s plan to become ADA compliant.

Universal Design or Planning: Design and planning of buildings and ground, programs, and communication systems that are useable by everyone with and without disabilities and people of all ages.

WV Division of Culture and History: WVDCH is a state agency that offers cultural and historical services and experiences to the people of West Virginia and visitors to the state through its Archives and History Section, Arts Section, the State Museum, the State Historic Preservation Office, and the State Theater at The Cultural Center in Charleston. The Division operates five cultural and historic sites in the state, including Camp Washington Carver in Clifftop, the Jenkins Plantation in Green Bottom, the Grave Greek Mound Historic Site in Moundsville, West Virginia Independence Hall (formerly the Wheeling Custom House) and Museum in the Park - A Place for Art, History and Ideas, a regional cultural center located in Chief Logan State Park. The Division is an agency within the cabinet level West Virginia Department of Education and the Arts.

Workshop: An interactive session in which the artist provides in-depth information about and exposure to his/her art form to teachers, students, or community members.