Major Grant Support
Final Report Preview

Arts Education in Schools

For your convenience, the Oklahoma Arts Council has provided a “preview” of the Major Grant Support Final Report – Arts Education in Schools programming component section. Please remember that to actually submit an application or a final report, applicants must login to the e-grant system.

Grantee will acknowledge the following conditions:
All Final Reports are subject to Audit by the Oklahoma Arts Council. Audits will either be determined randomly from any or all grant categories or to clarify questions concerning final reports. Please keep all the necessary records and receipts for at least three years from the completion date of your project.

Deadline: Final reports are due no later than 30 days after the project ending date listed on your application. Hard copy support materials must be mailed to the Oklahoma Arts Council postmarked no later than the date of your final report e-grant submission. Final reports, including REQUIRED support materials, submitted after the 30 day period will result in an automatic 15% reduction in funding. Final reports submitted later than 60 days after the ending date of the project will not be accepted and funding for the project will be cancelled, no exceptions.

GENERAL PROJECT INFORMATION

Please provide name, title, contact phone number and e-mail address of the person completing this report.
Did you invite your legislators to the project and thank them for their support of the Oklahoma Arts Council and public funding for the arts?
Did your legislators attend any activities associated with this project?
What is the total number of individuals that directly benefited from this project? Please include organization personnel, artists, non-artist project participants including volunteers and participants or audience members.
Of this total number, how many were youth under the age of 18?
Of this total number, how many artists were directly involved in this project.
How many of these artists have residence in Oklahoma?
Of this total number, how many volunteers were directly involved in this project?
List the name(s) of the organization’s program director or coordinator of this project. Include a contact phone number and e-mail address.
How many times has this project or similar project been done in the past?
Do you anticipate replicating or continuing this project in the future?
Where did the project take place? Please include complete address.

Arts Education in Schools Project Information

How many School Districts were served by this project?
How many individual School Sites were served?
How many students received arts education instruction?
What was the age/class designation of students served?
What was the average number of hours each student/participant was actively engaged (actual hands-on) in the creative arts process? (Note: this is a per participant response, for example 60 participants received an average of 40 hours of instruction).
How many classroom teachers were actively involved in this project?
How many classroom teachers received training through this project either as professional development for arts education or in their artistic discipline?
What was the average the number of hours of training that each classroom teacher received through this project, either as professional development for arts education or in their artistic discipline?

Arts Education in Schools Narratives

Remember that any narrative response is limited to 4000 characters. We strongly recommend formulating your responses in a word processing program which will allow spell check and character counts. After proofing your responses cut and paste the responses into the required application narratives. DO NOT use bullets, underlining, italics, etc as this adds to the overall character count total.

Explain any aspect of project activities that differ from those in the grant application and why.
Describe how each of the arts education goals and participant outcomes listed in the grant application were addressed and to what degree these were achieved. Note if the goals changed during the project and why.
Describe the participatory/hands-on activities of the arts education project.
Discuss how the arts instructor(s) contributed to the effectiveness of the program and include in your discussion if you would or would not use this person(s) in future projects.
Describe the evaluation methods and tools used to measure participants’ learning and how the results will be utilized.
Overall, what do you think the greatest benefit to the participants and their community/school was from this project?

Final Report Budget

Italicized items below will not show up on the E-grant budget. These items are included in the preview to assist you before you submit your on-line final report.

PROJECT EXPENSES

Organization’s Personnel – the next three items are staff employed by your organization. Note: Only 501(c)(3) Arts Organizations are eligible to include these costs.
1. Administrative
2. Artistic personnel
3. Technical staff

Outside Personnel – these are contracted personnel not employees of your organization.
4. Administrative
5. Artistic Personnel
6. Technical

7. Space Rental
8. Travel
9. Publicity/Marketing
10. Other: Itemize any other expense below in narrative box with a specific dollar amount; include any sales tax paid on ticket sales in this narrative. Enter the TOTAL of all “Other” expenses in space provided. Please use the following example when entering other expenses: Royalties - $500; Set materials - $250; Costumes - $250; TOTAL =$1000
11. Total of Item 10: Other Expenses

12. TOTAL CASH EXPENSES of the Project (Total of 1-9 and 11)

PROJECT INCOME

Earned Income
1. Ticket sales/Admissions/Workshop/Seminar Registration
2. Contracted Services/Vendor Booth etc.
3. Other Income including organization’s cash on hand raised through fundraisers or other means specifically used to support this project.
Unearned/Contributed Income
4. Corporate Support
5. Foundation Support
6. Other private contributed Income
Government Support
7. Federal Government support
8. State (do not include this grant request)
9. Local Government support such as City or County support
10. Mid-America Arts Alliance Support
11. For the purpose of this preview only, total items 1-10. This is your organization’s cash match. It must be equal to or greater than Income Item 12.
12. Grant Amount from Oklahoma Arts Council This amount must not exceed 50% of the total cost of the project, Expense Item 12.
13. The OAC grant will be used to pay for which expenses? List item and dollar amount.
14. TOTAL INCOME (Total of 11-12) This amount will be auto-calculated in the e-grant system.

For the purpose of this preview – here are some checks for your budget document.

Does EXPENSE Item 12 equal INCOME Item 14? If not please recheck budget
The OAC grant amount CAN NOT exceed 50% of the total cost of the project (EXPENSE Item 12 above). Is INCOME item 12 (OAC grant ) less than or equal to 50% of the Total EXPENSE item 12? If not please recheck budget.
The applicant must match at least 1:1 of the granted amount with actual cash. Is INCOME Item #11 greater than or equal to INCOME Item #12?

In-kind Narrative

Please itemize your in-kind contributions. In-kind contributions of goods and services are important indicators concerning the amount of community support a project has as well as a crucial economic impact indicator. Please itemize each item or area of in-kind contributions including volunteer hours. The Oklahoma Arts Council allows volunteer hours to be calculated at a rate of $10.00 per hour for non-professional services. Professional services may be calculated at the rate that would be normally charged by the professional. Please use the following example when listing in-kind contributions and enter the TOTAL in the space provided below.
5 volunteers – 10 hours each = $500
Graphic designer 3 hours @ $60 per hour = $180
Donated lumber for set design = $200
Total = $880
Enter the TOTAL In-kind amount from the narrative above.

SUPPORT MATERIAL

Copy of the evaluation tool(s) AND the compilation of the results
Documentation of the project including brochures, anthologies, photos of project/event (digital is preferred) with signed releases permitting OAC to make use of the photos
Copies of correspondence to legislators inviting them to the activity and thanking them for their support of public funding for the arts
Copies of press releases