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Sponsors — Getting Started
Read our Artist in Residence guidelines for an overview of the program, before considering the details of planning and implementing a residency, which follow.
Big Picture Tips
More Tips
Shared Leadership
Assessing Needs
Other Important Requirements
Roles: Artist in Residence Committee, On-site Coordinator and Principal
Big Picture Tips
- Start early. The grant deadline is
February 1.
- Contact the Arts Learning Office with questions.
- Gather a small group of interested individuals to review the Artists in Residence Program grant application materials. These individuals may form the basis of a residency working committee if you choose to apply for a residency.
- Visit or contact past participants including schools and community organizations that have recently completed an Arts Learning artist residency. To identify sites in your area, search our database of past grant recipients.
- Create an organization account through OLGA, our on-line grant application system.
- Notify the OAC about your organization's intention to apply and to establish your organization's on-line account. This is best done in the fall before the deadline date.
- Submit a draft anytime up until 5:00 p.m.
January 1 through OLGA.
- Remember that the grant process is competitive. Draw on the assets of your committee, and share the work. This will ensure your proposal reflects the vision, goals and ideas that will form the basis of your unique residency plan.
More Tips
Shared Leadership
The most successful residencies are created through shared leadership. Whether you are a new applicant or an experienced sponsor, you should establish an Artist in Residence Committee and distribute job responsibilities among members.
The Artist in Residence Committee is a working committee, comprised of six to eight individuals, including:
- Principal, administrator or director
- Art specialists (including dance, drama/theatre, music and visual arts)
- Staff
- Interested community members, including family members (as appropriate)
- Learners who might participate in the residency (as appropriate)
- On-site Coordinator
The On-Site Coordinator should understand the OAC's requirements and guidelines for conducting a successful residency. This person will be your
cheerleader or shepherd, and will oversee all aspects of the residency.
Each member of the Residency Committee plays an important role in the success of a residency. General responsibilities should be made clear to all members, as well as ways in which they can make unique contributions. [See detailed job descriptions for Artist in Residence Committee members at the end of this
Getting Started section.]
Assessing Needs
As you begin to consider sponsoring a residency, allow enough time to consider your needs and interests. This can begin as you gather a small group to decide whether you will apply for a grant or after you have established your Artist in Residence Committee.
Listed below are questions that sponsors have used to initiate preliminary discussions and to prepare to answer our Artist in Residence Program application questions.
- In what ways, does an artist residency advance your organization's mission, goals and learning priorities?
- Why do you want to work with a professional artist?
- What challenges might you face as you design and conduct a residency?
- What opportunities might you capitalize on through a residency?
- What is exciting about having a residency?
- Why is the arts discipline you are considering important to your organization?
- What expectations do your staff members have for a residency?
- What expectations does your board have for a residency?
- How might you build connections between a residency and community initiatives or themes?
- Who will benefit most from a residency?
Getting Started
Terms
Newer Sponsors
Newer sponsors are those organizations who have completed less than two artist residencies through the Arts
Learning Program within the last five years. If you fit this description, you should select one discipline and a residency length of two to four weeks.
Experienced Sponsors
Experienced sponsors are those organizations who have completed three or more residencies through the Arts
Learning Program within the last five years. If you fit this description, you may select a residency of two to
eight weeks involving one or more artists and/or one or more arts disciplines. Experienced sites are encouraged to contact their artist early and involve them in the design process of the residency.
No matter what level of artistic experience exists in an organization or community, artist residencies will bring community members together to celebrate the arts and emphasize their importance to life-long learning.
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Residency Requirements
- Length of residency must be appropriate to selected arts discipline, age, health and developmental levels of the learners, and residency goals.
- A multi-disciplinary residency usually requires additional planning time, which the OAC will support.
- Individual artists are paid $1,200 per week, which covers the artist's travel expenses to and from the residency for the planning session and the residency, the planning session, and the residency. Residencies that involve more than one artist or a company are more expensive and those fees have been negotiated through the Arts Learning Office. Contact the OAC for those professional fees. No matter if you work with one or more artists, the sponsors only pay 1/3 of the artist or company fees, plus supplies and, as appropriate, teacher release time.
- Sponsors are required to provide daily lunch and assist the artist in securing free or reduced-rate housing, as needed.
- Artists must be selected from the Arts Learning Artist Directory.
- If an artist is named in the grant application, then the grant application support materials must include a letter of commitment from the participating artist(s) stating their involvement in planning the residency and/or commitment to participating in it, if the grant is awarded.
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Other Important Requirements
Space, Equipment and Supplies
Each residency, generally, takes place at one site in the community. This is the primary location where the artist is based, has studio space, and where most of the residency experiences occur. Participants from other sites may travel to the primary site to work with the artist. In longer residencies, activities may be planned at peripheral sites.
Once you decide on your arts discipline, you should carefully check to see if your facilities and equipment would support a learning experience in that discipline. If you are unsure about your space and equipment needs, talk with the OAC's Arts Learning Department or one of our Artist in Residence Field Representatives. Keep in mind, that some artists need access to their studio space in the evenings. All sponsors should provide a quiet space for artists to think and prepare for their residency sessions. They will also need a lockable space to keep personal belongings and materials.
Some residencies, such as filmmaking and other forms of visual art, may require substantially more money for supplies and materials than the suggested amounts listed below in each discipline description.
Creative Writing
- Private, quiet office suitable for writing and meeting with students
- Supplies, facilities and assistance in developing a writing sampler
- Secretarial assistance with word processing, collating and binding the sampler
- Supply budget of a minimum of $50 per week
Dance
- Large, open, unobstructed space with a suspended wood floor, whenever possible
- Dressing area, office space
- Cassette or compact disc player
- Supply budget of a minimum of $50 per week
Design Arts, Media Arts, Traditional Arts, and Visual Arts
- Space appropriate (running water and work tables) for the artist to work in and work with residency participants
- Supplies, materials and equipment needed by the artist, such as video camera, editing equipment, cassette or compact disc player, cameras, slide projector, etc.
- Supply budget of a minimum of $100 per week
Drama/Theatre
- Stage or other large open space
- Other technical requirements of the artist, such as simple properties ("props"), costumes and make-up.
- Supply budget of a minimum of $50 per week
Music
- Cassette or compact disc player
- Supply budget of a minimum of $50 per week
Artist in Residence Committee, On-site Coordinator and Principal
Artist in Residence Committee
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Before the Grant Deadline
The Artist in Residence Committee will need to:
- Select an
arts discipline that best fits the needs and interests of the school or community organization.
- Begin to think about artist selection. Consult the Arts Learning Artist Directory. It will inspire discussion about arts disciplines and possible artists. If you are a new applicant, select one arts discipline and a residency length of two, three or four weeks. If you are an experienced sponsor, you are encouraged to select an artist and invite him/her into your residency planning process.
- Identify the vision, goals and ideas that will inform your unique residency plan. If this is an in-school residency, please state which
Ohio Fine Arts Academic Standards on which you will focus.
- Draft a proposal using the
Artist in Residence application form. As questions arise, contact
Arts Learning Program Coordinator Chiquita Mullins Lee
chiquita.mullins-lee@oac.state.oh.us.
- Submit a draft application through OLGA by 5:00 p.m. on
January 1.
- Submit a final grant application through OLGA by 5:00 p.m. on
February 1. At that time, the system locks and no further changes can be made to the application. No paper applications are accepted.
- Submit one grant application packet to the OAC offices in Columbus. This packet includes: one grant application, one set of support materials along with the Support Materials Checklist and Signature Form (which needs an authorized, original signature). This packet needs to reach the OAC within seven days following the deadline date.
After the Grant Is Awarded
The Artist in Residence Committee will need to:
- Send selected members of the Artist in Residence Committee to Arts Learning-sponsored
professional development activities including seminars, workshops,
webinars and the Residency Conference, which, when available is held in Columbus in September. The principal or administrator
and on-site coordinator must attend this conference. Up to three additional committee members are encouraged to attend. Many grant recipients use this day to select their artists.
- After the conference or
other pre-residency training activities, if an artist has not been selected, new applicants should contact
Chiquita Mullins Lee to discuss their progress toward selecting an artist.
- Select several possible planning session dates with the artist. Contact
Chiquita Mullins Lee to secure the best date for all involved including Arts Learning staff and Artist in Residence Field Representatives. With approval from the Arts Learning Office, experienced sites and artists may conduct their planning session on their own. All residency sponsors must notify the Arts Learning Office of the date and time of their planning session, once all involved parties have agreed.
The OAC Grants office will send out Artist Selection Cards
for grant recipients to fill out and return upon completion.
- Identify ways residency participants can prepare for their learning experience through study guides from artists, vocabulary lists, videos, CD-ROMs, DVDs, field trips or research.
- Promote the artist and residency within your organization and in the larger community. (There is more on this important topic under section "Sponsors -- Before the Residency, Grant Agreement Packet."
- Assist with the residency activities to ensure a successful and enriching learning experience for everyone involved.
- Prepare the final report, which must be submitted through OLGA within 30 days following the ending date on your OAC Grant Agreement. Your one set of support materials along with the Support Materials Checklist and Signature Form (which needs an authorized, original signature) must be received in the OAC offices within that time period.
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On-site Coordinator
- Serve as chair of the Artist in Residence Committee
- Establish your organization's account through OLGA, our on-line grant application system.
- Oversee the writing of the grant application.
- Submit a draft application through OLGA.
- Submit the final grant application through OLGA. At that time, the system locks and no further changes can be made to the application. No paper applications are accepted.
- Mail or deliver an application packet that includes a grant application and one set of support materials with the Support Materials Checklist and Signature Form (which has an authorized, original signature) to the OAC offices in Columbus within seven days of the deadline date.
- If a grant is awarded, serve as primary contact for the artist.
- Return the OAC Grant and Credit and Publicity Agreements through regular mail or directly to the OAC offices in Columbus.
- Participate in professional
development activities, as required.
- Establish residency dates with selected artist and your residency committee.
- Confirm that those who are most intimately involved in the residency have submitted signed Image Release Forms for photos and videos. You may download this form.
- Convene a residency planning session one month before the residency.
- Develop a residency schedule with the artist and the Artist in Residence Committee.
- Submit this schedule to
chiquita.mullins-lee@oac.state.oh.us for final approval at least two weeks prior to the residency.
- Resolve minor problems, alerting administrators and other staff, as appropriate.
- Host a closure meeting at the end of the residency to discuss its process and outcomes.
- Ensure the artist payment is ready by the final day of the residency.
- Submit the Final Report through OLGA within 30 days of the end date found on your Grant Agreement. Your one set of support materials, a Support Materials Checklist and a Signature Form (which has an authorized, original signature) must be received in the OAC offices in Columbus within that time period.
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Director, Principal or Administrator
- Set an enthusiastic and supportive tone for the residency.
- Prepare your school or organization and the larger community for the artist's visit.
- Participate in professional
development activities, as required.
- Introduce the artist to your school or organization and the larger community.
- Attend planning sessions.
- Inform the artist of organizational philosophy, priorities, policies and procedures.
- Provide scheduling flexibility to accommodate the residency plan.
- Arrange staff release time for residency planning and implementing activities, as necessary.
- Ensure that a space is
provided for the residency that is appropriate and conducive to learning.
- Participate in residency activities.
- Monitor residency progress, talking with the artist, observing activities and participating, whenever possible.
- Promote the residency experience through educational or other professional forums.
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