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Table of Contents

Guidelines

Introduction

We're glad that you're considering applying for the Individual Artist Fellowship award from the Division of Cultural Affairs. You're reading the guidelines for the folk and traditional arts discipline; they contain the requirements and application instructions for the Folk and Traditional Arts discipline of the Individual Fellowship Program.

If you are interested in a Fellowship in the Choreography, Interdisciplinary, Literature, Media Arts, Music Composition, Theatre, or Visual Arts discipline, please see the Individual Artist Fellowship Award Guidelines for Choreography, Interdisciplinary, Literature, Media Arts, Music Composition, Theatre, and Visual Arts.

Program Description

The Folk and Traditional Arts discipline of the Individual Artist Fellowship Program is designed to recognize active folk and traditional artists residing in Florida through direct and unrestricted monetary fellowship awards in recognition of the contributions they are making to the state by practicing and maintaining community-based expressive traditions.

For purposes of this program, a "folk artist" is defined as a person who practices traditional creative expressions "shared within the various groups in Florida: familial, ethnic, occupational, religious, and regional. Expressive culture includes a wide range of created and symbolic forms such as custom, belief, technical skill, language, literature, art, architecture, music, play, dance, drama, ritual, pageantry, and handicraft, which forms are generally learned orally, by imitation, or in performance, and are maintained or perpetuated without formal instruction or institutional direction." Section 267.021 (6), Florida Statutes.

Fellowship awards of $5,000 or $2,500 will be made to artists of exceptional talent, authenticity, and demonstrated ability based on panel recommendations. The Division may also provide extra performance, exhibition, or publication opportunities for fellowship recipients.

Fellows are not required to spend the award for the production of works of art, or for a specific project. However, funds must be spent on activities directly related to the advancement and perpetuation of the recipient's artistic tradition. The fellowship program has been awarding Florida artists monetary fellowships since 1976.

Folk and Traditional Arts

Fellowships in Folk and Traditional Arts are awarded in odd years (2013, 2015, 2017, etc.)

The Folk and Traditional Arts discipline has six sub disciplines:

Folk and traditional arts fall under the broader concept of folklife. The Florida Folklife Program defines folklife as "...traditional expressive culture shared within the various groups in Florida: familial, ethnic, occupational, religious, and regional. Expressive culture includes a wide range of creative and symbolic forms such as custom, belief, technical skill, language, literature, art, architecture, music, play, dance, drama, ritual, pageantry, and handicraft, which forms are generally learned orally, by imitation, or in performance, and are maintained or perpetuated without formal instruction or institutional direction." Section 267.021 (6), Florida Statutes."

The Folk and Traditional Arts discipline of the Individual Artist Fellowship is intended to recognize individuals practicing expressive traditions that meet these criteria for community and traditional forms of learning. The Division offers individual artist fellowships supporting artists in the Music Composition, Choreography, Interdisciplinary, Media Arts, Literature, Theatre, and Visual Arts & Crafts disciplines as well. For fellowships in these non-traditional disciplines, please visit the Divisions website at: http://www.florida-arts.org/programs/fellowship/.

Please note that applicants can submit only one application to Folk and Traditional Arts discipline per year. We will not accept applications to multiple subdisciplines.

Work Sample Requirements

Sub-Discipline Required Work Samples
Dance Up to 10 minutes of video of a variety of works or a single piece, up to 10 minutes in length
Music, Oral Traditions Up to 10 minutes of video or audio of a variety of work or a single piece, up to 10 minutes in length
Visual Arts, Crafts 7 digital images: 5 different works and 2 detail images
Other Samples of work relevant to traditional art form not represented by the subdisciplines listed above. Samples can be audio or video, or digital images as appropriate to the traditional art form. Submit up to 7 digital images, and/or up to 10 minutes of audio or video.

Applicants should provide a written statement clearly indicating their role in each work sample. Please do not send original artwork - send copies or facsimiles. 7 identical sets of work samples should be included with each application packet.

Contact Individual Artist Fellowship program managers Alison Schaeffler-Murphy or Morgan Lewis if you have any questions about the application. Contact Amanda Hardeman, State Folklorist with questions about folk arts traditions.

Review Criteria and Scoring

Fellowship applications are scored by a panel of reviewers, and may score up to 50 points based on the following review criteria:

  1. Artistic Excellence (up to 20 points)

    The skill and significance of the body of work as it relates to community standards and the artist's experience and relevant training.

  2. Tradition and Authenticity (up to 15 points)

    Expressive tradition is recognized as part of the ongoing cultural heritage of the applicant's community and conforms to community aesthetics. Preference will be given to applicants who practice expressive traditions based within their own culture group and relevant to the ongoing cultural heritage of a recognizable Florida community. Equal consideration will be given to more recent community folk traditions, including forms perpetuated through media and new technology.

  3. Community Impact and Engagement (up to 15 points)

    Successful applications will demonstrate that the applicant has played an active role in perpetuating the vitality of the expressive tradition, is recognized as significant by peers and community members, and has demonstrated involvement with the community through performances, exhibitions, or other events. Letters of support are an important factor in scoring this criteria.

Panelist scores will be averaged and rounded to two decimal places. There will be an opportunity for public comment before the scores are finalized. Only applications with an average score of 40 points or higher will be considered for an award recommendation. A score of 40 or higher does not guarantee an award.

Panelists will award fellowships in order of score, from highest to lowest until funds are depleted. The panel may choose $5,000, or $2,500 awards.

How to Apply

The materials listed below must be mailed to the Division and postmarked by 11:59 pm ET on the application deadline.

Deadlines and a link to the application form will be posted in the Fellowship section of the Division's web site at http://www.florida-arts.org/programs/fellowship/. You may also request a copy of the application by contacting the Division at 850-245-6462 or by emailing [email protected] and [email protected].

By submitting the application form, applicants certify that they meet the eligibility criteria, and that work samples are authentic representations of their work.

The application package should contain:

Your application will not be eligible without a complete application package postmarked by the deadline date.

Translation of Foreign Materials

Applicant must provide English translations if the support materials, or work sample(s) are in another language, except in those instances when translations are not crucial to understanding the meaning of support materials or significance of work samples, such as song lyrics or phrases included in a piece of visual art.

Contact Individual Artist Felllowship program managers Morgan Lewis and Alison Schaeffler-Murphy if you have any questions regarding the need to translate foreign materials.

Work Samples

Work samples should be created within the last five years.

The Division reserves the right to not forward to the panel any works deemed inappropriate for public viewing, according to community standards. Works in progress are acceptable.

Review your discipline subcategory to determine the required work samples for your discipline.

All digital work samples may be combined on a single CD (unless the combined samples exceed the available space). 7 identical copies of the CD should be mailed in the application packet.

Digital files may be used on both Mac and Windows computers. Label the CD or DVD with the application number using a permanent marker (do not use paper labels). See images, audio, video, and/or manuscripts for more information about selecting and preparing work samples. Contact program manager Alison Schaeffler-Murphy or Morgan Lewis if you need assistance at any time when preparing your work samples.

Audio

Audio may be provided as an audio CD or as digital audio files. If absolutely necessary, cassette tapes are acceptable. Test audio CDs to be sure that they play in non-computer CD players. If sending digital files, make sure they are in a common format (such as .mp3) that does not require specific software.

Images

Photographic prints and 35mm slides are acceptable, but digital work samples are preferred. Images that are provided in digital format should be submitted on a CD or DVD. Clearly indicate that your CD or DVD contains data. If possible, we prefer that you follow the guidelines listed below when submitting digital images.

Video

Video may be submitted as a video DVD or as digital video files. If possible, we prefer that you follow the guidelines listed below when submitting digital video materials. Contact the program manager if you do not have access to a video recorder.

Applicants may also submit YouTube videos. Include the link and a description in the Work Sample table in the Application Package below.

Letters of Recommendation

At least two letters of recommendation are required to be included in your application package. Letters may be from community members, peers, and cultural specialists.

Letters will be used to establish artistic excellence, tradition and authenticity, and community impact and engagement as they relate to the scoring criteria.

7 identical copies of each letter of recommendation should be included with each application packet.

Support Materials

Although support materials are not required, a selection of well-chosen support materials can make your application more competitive.

Applicants may submit up to three additional support materials. Support materials may include applicant resume, catalogs, performance programs or flyers, press clippings, reviews, articles and/or additional letters of support. In addition to the two required letters of recommendation, do not submit more than three (3) additional support material items.

When sending additional support materials, send 7 identical copies of each.

Don't Forget

Mailing Instructions

The application package must be mailed to the Division and postmarked by no later than midnight of the deadline date. If the grant deadline falls on a Saturday, Sunday, or legal holiday, the deadline date will be the next following day which is not a Saturday, Sunday, or legal holiday.

Materials postmarked after the final deadline will not be forwarded to the panel.

Consider using "Certified Mail, Return Receipt Requested" or other receipted service. It is not necessary to use express package delivery services since the deadline is a "postmark deadline."

Materials may be sent via USPS, FedEx, and UPS.

Address the package as follows:
Division of Cultural Affairs
Florida Department of State
R.A. Gray Building, 3rd Floor
500 South Bronough Street
Tallahassee, Florida 32399-0250

Return of Materials

Application materials submitted to the Folk and Traditional Artist discipline will not be returned. Materials will be held for five years, at which time they may be submitted to the Florida Folklife Archives. The Department of State, Florida Arts Council, Division of Cultural Affairs, and review panels assume no responsibility for the care, safety, and security of materials. Do not send your only copy of any materials.

Review Process

The application review process includes the following:

  1. Staff Review for eligibility
  2. Panel Review and scoring
  3. Florida Council on Arts and Culture Review
  4. Secretary of State Approval

Staff Review

Division staff will review all applications that meet the deadline for eligibility (see eligibility). Staff review does not include subjective evaluations or comments on the content or quality of any grant application.

Only applications that meet eligibility requirements will move forward to the grant review panel.

After the application deadline, applications may only be amended at the request of Division staff. Only changes that are approved by the Division will be provided to the review panel.

Panel Review

After Division staff review, the Division will release eligible applications to the grant panel for review and scoring. Applications will be anonymous. The name of the applicant, will not be revealed to the panel until after the panel recommendations have been finalized.

Panelists must be practicing artists, arts administrators, educators, community leaders, or other professionals. Applicants to the Folk and Traditional Arts discipline may not serve as panelists for that discipline within the same fiscal year. Panelists will be appointed by the Secretary of State each year based on the following considerations (in no particular order):

The Division is always seeking panelist nominations. Anyone may nominate a panelist (themselves or someone else) at any time by contacting the Fellowship program manager. Panelists may serve on a specific panel for up to 3 consecutive years.

Florida Council on Arts and Culture Review

After the panel meeting, the Division will report the panel recommendations to the Florida Council on Arts and Culture. The Council may amend panel recommendations based on new or existing information about the applicant or panel proceedings.

Information that may result in the Council recommending zero funding includes noncompliance with the requirements of previous Fellowship awards. The Council may also amend typographical errors in the panel recommendations.

Secretary of State Review and Approval

The Secretary of State may approve, amend, or recalculate scores or amend the recommendations of the Council as described under the Council Review section above.

Award Administration

Award Agreement

The Award Agreement is the contract between the award recipient and the Division. It includes the requirements for the administration of the award. The recipient must sign and return this agreement to the Division within 30 days of the date on the award letter. Applicants that fail to return the agreement within 30 days of the date on the award letter will have their award rescinded by the Division unless the program manager has approved an extension. Payments will not be released and recipients cannot spend award funds until the Award Agreement has been executed.

Payments

Awards funds will be available after January 1st of the award year but will not be released until the award agreement has been signed and returned to the Division.

Fellowship recipients typically receive the award funds in late February of the award year.

Maintaining Records

Fellowship recipients must maintain an expenditure log detailing how award funds are spent and keep detailed receipts for those expenditures.

Recipients must maintain records related to this award for at least five (5) years after the award is closed (the report is approved). These records must be readily available for the entire period. If there is an audit or litigation regarding the award, then all records should be maintained for five years from the end of the audit or litigation.

Forms

The following forms must be used in the administration of the Fellowship award. They are incorporated by reference and available from the Division at http://www.florida-arts.org.

  1. Fellowship Application (Form CA2E012)
  2. Fellowship Award Agreement (Form CA2E076)
  3. Fellowship Report (Form CA2E003)
  4. Grant Funds Expenditure Log (Form CA2E136)

Reporting

Fellowship recipients must submit a Fellowship Report to the Division. The Fellowship Report includes a one page narrative on professional activities during the award period which correspond to all related expenditures. The narrative should address how these activities relate to the artistic career of the recipient. Fellowship Reports are due on the July 30 after the award period. When the report has been approved by the Division, the award is considered closed.

Noncompliance

Fellowship recipients that do not submit the required report or satisfy other requirements for the award will be in noncompliance. Compliance issues must be resolved before award recipients can receive a new award or payments.

Panels will be advised of applicants in noncompliance at the time of the panel meeting. The review panels or the Council on Arts and Culture may decline to recommend funding for an otherwise eligible application if the applicant is in noncompliance.

Eligibility

To be eligible for a fellowship in the folk and traditional arts discipline applicants must:

Award Frequency

An artist may not receive a fellowship award more than once every five years. Fellowship recipients are eligible to apply again four years after an award. For example a 2005 fellow would be eligible to apply in 2009 for the 2010 fellowship.

Documentation of Residency

Fellowship applicants must provide documentation of Florida residency (as defined by section 196.015, or section 222.17, Florida Statutes) as of the application deadline. This documentation may include the following.

The documentation must be included in the application package postmarked by the application deadline.

Legal & Financial Requirements

Fellowship recipients must agree to:

  1. maintain complete financial records that document the expenditure of award funds
  2. submit a completed Fellowship Report Form
  3. not spend award funds on any of the following
    1. Expenses incurred or obligated before or after the award period (January 1 - June 30)
    2. Lobbying or attempting to influence federal, state, or local legislation
    3. Tuition or fees paid towards any degree seeking program
    4. Expenses that exclusively benefit a third party

Help

For more information about the Individual Artist Fellowship grant application, contact:

Morgan Lewis
(850) 245-6356
[email protected]

Alison Schaeffler-Murphy
(850) 245-6462
[email protected]

For information about the Folk and Traditional Arts discipline of the Individual Artist Fellowship grant program, contact:

Amanda Hardeman
Florida Folklife Program
(850) 245-6427
[email protected]

For general information about the Division of Cultural Affairs and to access grant information and resources, visit our website at: http://www.florida-arts.org

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