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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 currently reading the Fellowship program guidelines; they contain the requirements and application instructions for the Choreography, Interdisciplinary, Literature, Media Arts, Music Composition, Theatre, and Visual Arts disciplines of the Individual Artist Fellowship Program.

If you are interested in a Fellowship in the Folk and Traditional Arts discipline, please see the Individual Artist Fellowship Award Guidelines for Folk and Traditional Arts.

Program Description

The Individual Artist Fellowship Program is designed to recognize practicing, professional, creative artists residing in Florida through direct and monetary fellowship awards in recognition of their artistic contributions to the state.

For purposes of this program, a "professional creative artist" is defined as a person who creates, on an ongoing basis, original works of art within an artistic discipline, and is pursuing it as a means of livelihood or for the highest level of professional recognition.

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

Fellows are required to spend the award in a manner which supports their career or work. Funds must be spent on activities directly related to the advancement of the recipient's artistic career. The fellowship program has been supporting the careers of Florida artists through monetary fellowships since 1976.

Eligibility

To be eligible for a fellowship applicants must meet the following six (6) criteria:

  1. Be a legal resident of Florida, as defined by section 196.015, or section 222.17, Florida Statutes as of the application deadline. (see documentation of residency)
  2. Be a professional creative artist at least 18 years of age and creating original works of art.
  3. Not be enrolled in any undergraduate or graduate degree-seeking program at the time of application and for the duration of the Fellowship period.
  4. Not have received a monetary fellowship award from the Florida Department of State, Division of Cultural Affairs in the last five years. (see award frequency)
  5. Submit a complete application and sample(s) of work on or before the application deadline.
  6. Not be identified by name on work sample(s).

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 2010 fellow would be eligible to apply in 2014 for the 2015 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 one of the following.

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

Original Work

Fellowship awards are intended for artists creating original works of art. For the purpose of this program derivative works such as interpretations, arrangements, reproductions, or any other transformations, or adaptations of pre-existing works created by other artists are not considered original.

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
    5. Expenses not defined in the Fellowship recipient's grant contract

Discipline Categories

There are seven Fellowship disciplines covered in these guidelines. The disciplines open for application alternate every year.

Five disciplines can apply during even years (2012, 2014, etc.)

The two remaining disciplines can apply during odd years (2013, 2015, etc.)

Choreography

Application available in even years (2014, 2016, 2018, etc.)

The Choreography discipline is designed for works in all choreographic styles including ballet, jazz, modern, ethnic, mixed-media or multi-genre performance works in which choreography and/or organized movement of the human body is primary.

Interdisciplinary

Application available in even years (2014, 2016, 2018, etc.)

The Interdisciplinary category is designed to assist artists whose work fuses, integrates, or explores the boundaries between at least two distinct Individual Artist Fellowship disciplines resulting in a new form or genre.

Literature

Application available in even years (2014, 2016, 2018, etc.)

The Literature discipline has four subdisciplines:

Children's Fiction

Children's Fiction includes literature written for ages 0-18. This may include picture books, chapter books, or young adult fiction.

Describe the intended age range of the work in the additional information section of the application form.

Creative Nonfiction

The Creative Nonfiction subcategory is intended for works distinguished by a strong narrative voice, such as a memoir, personal essay, or descriptive prose.

 

Not intended for work that is primarily critical, analytical, or scholarly.

Fiction

The Fiction subcategory accepts works in all varieties and genres of fiction including novels and short stories.

Poetry

The category of Poetry includes works in all forms of poetry.

Media Arts

Application available in odd years (2013, 2015, 2017, etc.)

The Media Arts discipline is for independent media artists with original, personally conceived works of which the applicant had overall control of content and primary creative responsibility.

Works should be non-commercial and non-instructional and may include audio, screenwriting, film or video, including narrative film, documentaries, experimental, or animation.

Give the source of the selected music and indicate whether it is an original score in the additional information section of the application form.

Music Composition

Application available in even years (2014, 2016, 2018, etc.)

The Music Composition discipline is intended for artists that compose new works of music and not for those who interpret the work of others. This category includes the subdisciplines of Band, Chamber, Choral, Electronic, Experimental, Jazz, Opera, Popular, Solo work, and Symphonic music.

Applicants to this discipline must describe the instrumentation of the work and the source of any special effects in the additional information section of the application form.

Theatre

Application available in even years (2014, 2016, 2018, etc.)

The Theatre discipline has five subdisciplines:

Set Design

The Set Design subdiscipline is for artists of all types of scenography.

Give the name of the theatre or performing center, the title/type of the performance, the stage dimensions and the seating capacity in the additional information section of the application form.

Costume Design

The Costume Design subdiscipline is for costume, hair/wig, and makeup artists.

Provide the name of the theatre or performing center, type of performance, the stage dimensions and the seating capacity in the additional information section of the application form.

Lighting Design

The Lighting Design subdiscipline is for artists creating all forms of theatrical stage lighting.

In the additional information section of the application form, indicate the name of the theatre or performing center, the stage dimensions, the seating capacity and describe how you feel the lighting directly relates to the play.

Musical Theatre

The Musical Theatre subdiscipline is intended for artists creating original musical theatre productions.

 

Artists creating original operas should apply in the Music Composition category.

Playwriting

The playwriting subdiscipline is intended for artists creating original stage plays.

 

Artists creating screenplays should apply to the Media Arts - Screenwriting discipline.

Visual Arts

Application available in odd years (2013, 2015, 2017, etc.)

The Visual Arts discipline has seven subdisciplines:

Crafts

Craft artists have work made substantially by hand, where the skill and technique for manipulating the material is primary to the artistic process. Materials may include clay, fiber, glass, leather, metal, paper, plastic or wood.

Drawing

Artists applying to the drawing subdiscipline should have works created using the techniques, materials, media, and methods of drawing, printmaking, collage, book arts, or graphic design.

 

Artists whose works primarily involve painting (including watercolor) should apply under the painting subdiscipline.

Experimental

Artists applying to the experimental subdiscipline should have works that explore new (non-traditional) ideas and/or technology.

Mixed Media

Mixed media artists combine various distinct media to create visual art.

Painting

Artists that select the painting subdiscipline should have original works that involve painting of any kind on any surface.

Photography

Artists applying to the photography subdiscipline have works in which photographic technique is the primary element. This includes works that involve digital or software manipulation of photographs.

Sculpture

The sculpture subdiscipline is intended for artists that create three-dimensional artwork by shaping or combining materials such as plastic, wire, sound, text, light, stone, metal, glass, or wood.

Describe the materials and process used in the work(s) samples in the additional information section of the application form.

Review Criteria and Scoring

Fellowship applications are reviewed by a panel of professionals. Applicants may score up to 50 points based on the following review criteria:

  1. Artistic Excellence (up to 40 points)
    The artistic quality of the body of work, as evidenced by each applicant's work samples.
  2. Professional Achievement (up to 10 points)
    Professional achievements, reputation, peer support, and respect as evidenced through the application form, resume, letters of support, and support materials.

The review has two phases.

  1. Phase one is an anonymous review of Artistic Excellence. Panelists will not be provided the applicant's identity. The work sample(s) and application narrative (work sample details and artist statement) must not reveal the name of the applicant or the application will be ineligible. Panelists will assign a score between 1 and 40.

    Applicants with an average score of 32 or higher will move on to phase two.

  2. Phase two is a review of Professional Achievement. Applicant identities will be released to the panelists. Panelists will assign a score between 1 and 10.

    Applicants with an average score of 40 or higher will be eligible for a fellowship award.

In each phase, panel members will individually score applications. The average scores will be rounded to two decimal places.

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.

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 level of Artistic Excellence has been determined during the first round of scoring.

Panelists are practicing artists, arts administrators, educators, community leaders, or other professionals. 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.

Panelists are not paid. However when attending in-person panel meetings panelists are reimbursed for travel and per diem expenses in accordance with section 112.061(2)(e), Florida Statutes.

All panel members must comply with the Standards of Conduct for Public Officers and Employees of Agencies as set forth in section 112.313. Florida Statutes, and voting conflict of interest laws as set forth in sections 112.3143 and 286.012 Florida Statutes.

Panelists independently evaluate the level of Artistic Excellence based on the review criteria detailed in these guidelines. (Professional Achievement scores are determined in person on the day of the grant panel meeting). After each panel member has individually evaluated the level of Artistic Excellence, there will be a public panel meeting to review, discuss, and score the applications. Panelists must voice their scores in the panel meeting. Only scores voiced during the panel meeting count towards the final average score for an application.

Panel Meetings

Panel meetings are a public process (usually conducted by teleconference) and anyone can participate by attending in person or by calling in via a toll-free number. Participation instructions will be emailed to applicants and posted on the Division's web site.

The Division strongly encourages applicants to participate in the panel meeting, however it is not required. Because the Fellowship review is anonymous, applicants are not permitted to introduce themselves by name until after the panel recommendations are finalized.

Panel meetings are chaired by a member of the Florida Council on Arts and Culture. If a member of the Council is not available a Division staff member will serve as the panel Chair. Chairs do not vote on applications being reviewed.

A typical panel meeting will use the following agenda:

  1. Call to Order
  2. Introduction of Panelists, Staff, and Call-In Participants/Audience (not including applicants)
  3. General Program Comments from the Chair
  4. Fellowship Application Review
    1. Scoring of Fellowship applications;
      1. Round One: Artistic Excellence scores are voiced by each panelist. The average score is calculated and the applicants scoring above 32 points move on to the 2nd round.
      2. Round Two: After panelists have had an opportunity to review support materials, their scores for Professional achievements, peer support and respect are voiced. Panelists’ total scores are then averaged to determine applicants’ final scores.
    2. Public comment prior to consensus on scores;
      During public comment, anyone (including applicants) may speak about the applications under consideration. After public comment, panelists have an opportunity to adjust their scores before the final vote to accept all scores.
    3. Final vote to accept scores
  5. Panel recommendations and ranking
  6. General discussion from the panel (policies, procedures)
  7. General comments from the public
  8. Closing remarks from the Chair
  9. Adjournment

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 will allow recalculation of the average score by the Council includes, but is not limited to:

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 grant 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 contract 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 Grant Contract has been executed.

Payments

Awards funds will be available after January 1st of the award year but will not be released until the Grant Contract 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 outlined in the Grant Contract.

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 Grant Contract (Form CA2E076)
  3. Fellowship Report (Form CA2E003)
  4. Grant Funds Expenditure Log (Form CA2E136)

Reporting

Fellowship recipients must submit a Fellowship Report and Grant Funds Expenditure Log to the Division. The Fellowship Report includes a one page narrative on professional activities during the award period which correspond to all related Grant Contract 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 Grant Contract is considered closed.

Noncompliance

Fellowship recipients that do not submit the required report or satisfy other requirements for the Grant Contract 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.

How to Apply

The Fellowship application has two parts. The application form must be submitted through the Division's online application system available at http://www.florida-arts.org.

The application package (work samples and support materials) must be mailed to the Division and postmarked by the deadline.

Application Form

The application form must be submitted online by 5:00 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/.

Applicants may request that a submitted application be electronically un-submitted at any point before the application deadline. The application must be re-submitted by the application deadline to be considered.

The following information will be collected through the application form:

By submitting the application form, applicants certify that they meet the eligibility criteria, and that work samples are authentic representations of their work, and that they will include a single (1) copy providing Proof of Florida Residency in their mailed application packet.

Artist Statement

All applications must include an artist statement. An artist statement is a brief statement of artistic intent relating to the work as a whole. An artist statement could answer the following questions:

  1. What motivates you to create your work?
  2. How do you create your work? What materials do you typically use? How and why do you choose these materials?
  3. What does your work mean to you? What are you exploring, attempting, or challenging by creating your artwork?

You may also want to explain your artistic direction, including creative goals and aspirations.

Note: The applicants' name must not be included anywhere in the artist statement.

Application Package

The application package is the portion of your application that must be mailed to the Division postmarked by the deadline date. The application package must contain:

Do not put work samples and support materials on the same CD/DVD.

Do not include any copies of your application form with your application package. Panelists will not review paper copies of the application submitted by the applicant.

Note: 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.

Work Samples

Work samples may be submitted on one CD/DVD which will be duplicated by The Division and made available electronically to panelists

Work samples should have been created within the last three years with the exception of Media Arts. At least one Media arts sample must be created within the last three years but the others can be from within the last six years.

Works in progress are acceptable. A brief goal statement related to a work in progress should be provided in the additional information section of the work sample detail.

The Division reserves the right to not forward to the panel any works deemed inappropriate for public viewing (i.e. nudity, violence, and religious iconography). Works in progress are acceptable. A brief goal statement related to a work in progress should be provided in the additional information section of the work sample detail.

Use the table below to determine the required work samples for your discipline. Follow the linked sample types for more information on selecting and preparing work samples.

Work samples with time constraints may be divided up to provide more samples of work; excerpts may not exceed total time limit.

Discipline Sub-Discipline Required Work Samples
Choreography All
  • video of 1 complete work
  • 10 minute video of excerpts from 2-3 works
Interdisciplinary All
Literature
 Children's Fiction, Creative Nonfiction, Fiction
  • 1 page synopsis (pdf or hard copy)
  • 24 single sided or 12 double sided pages of manuscript (pdf or hard copy)
Literature
 Poetry
  • 3-5 poems (pdf or hard copy)
Media Arts Audio
  • 10 minutes of audio (3-4 excerpts or 1 work)
Media Arts Film and Video
  • 10 minutes of video (3-4 excerpts or 1 work)
Media Arts Screenwriting
  • 1 complete or in progress script (hard copy or pdf)
Music All
  • 10 minutes of audio (2-3 excerpts from different compositions, not just movements)
  • audio of 1 complete composition
  • scores or lead sheets for submitted work and excerpts (hardcopy or pdf)
Theatre Set and Costume Design
  • 15 digital images with no more than 5 of a single production
Theatre Lighting Design
  • 10 minutes of video (3-4 excerpts or 1 work)
Theatre Musical Theatre
  • 1 complete or in progress script (hard copy or pdf)
  • 10 minutes of audio or video
Theatre Playwriting
  • 1 complete or in progress script (hard copy or pdf)
Visual Arts All
  • 7 digital images: 5 different works and 2 detail images
  • 5 minutes of audio if one or more of the works contains an audio component
  • 5 minutes of video if one or more of the works is an installation

All digital work samples may be combined on a single CD (unless the combined samples exceed the available space) Digital files may be used on both Mac and Windows computers.

Using a permanent marker (do not use stickers or paper labels) include only the application number on the CD or DVD (artist’s name should not be on the CD or the DVD).

See images, audio, video, and/or manuscripts for more information about selecting and preparing work samples.

Panelists are informed that they may not disclose submitted works to another person and that unauthorized use or reproduction of the work(s) could result in civil or criminal penalties for infringement under the federal copyright act. However, all application information submitted to the Division is open for public inspection and subject to the Public Records Law (Chapter 119, Florida Statutes).

The Division will keep an original copy of submitted materials in the applicant file to meet the appropriate retention schedule.

Collaborative Works

Applicants are eligible to submit only one application. If there is collaboration between one or more artists, only one artist may apply to the Fellowship Program using the collaborative work(s). The applicant's role in the creation of the collaborative work must be explained in the application.

Audio

Audio may be provided as an audio CD or as digital audio files. 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. Clearly indicate that your CD contains data.

Images

Images must be provided in a digital format on a CD or DVD. Clearly indicate that your CD or DVD contains data.

Video

Video may be submitted as a video DVD or as digital video files.

Manuscripts

Manuscript submissions to the Literature subdisciplines of Fiction, Creative Nonfiction and Children's Fiction must be on 24 single sided or 12 double sided, 8.5" by 11" pages and meet the following minimum formatting.

Pages must be numbered.

Poetry, scripts and scores do not have specific formatting requirements.

Manuscripts should be submitted on a single CD as a pdf.

Support Materials

Support materials are used to determine the level of professional achievement during the second round of scoring. Seven (7) identical sets of support materials should be included with your Application Package. Each of the 7 identical sets should include:

Note: Well-chosen support materials can make your application more competitive and may include the following:

Applicants have the option of sending 7 sets of hard copies of the resume/CV and the 4 selected support materials OR 7 copies of a CD containing the resume/CV and support materials. The resume/CV and support materials may be provided in .pdf format on 7 identical CD's or as 7 copies of the printed materials.

Applicants must choose to send support materials either in hard copy (7 sets) or on CD (7 CDs). Materials may not be submitted as a combination of the two.

Do not include any copies of your application form with your resume/CV, support materials and/or application package.

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."

The package that you mail to us will include:

Note: Using a permanent marker, label all of the CD/DVD's with your application #.

The envelope containing the above contents should be postmarked by the deadline date and mailed to:

Division of Cultural Affairs
Florida Department of State
500 S. Bronough Street
Tallahassee, FL 32399-0250

Attention: Individual Artist Fellowship

Return of Materials

In the event that all application packages are not distributed to the panel, there are two options for getting your materials returned:

  1. pick up the extra materials at the Division within the 2 weeks after the panel meeting. Call your program manager to arrange pickup.
  2. submit a self addressed, stamped envelope (SASE) in your application package to have the Division mail the materials to you (usually after the award packages are mailed in January)

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.

Help

For information about the Individual Artist Fellowship grant program, contact:

Morgan Lewis
(850) 245-6353
[email protected]

Alison Schaeffler-Murphy
(850) 245-6462
[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

For information about the online application, please contact [email protected] or 850.245.6470.

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