Community Arts Partner Funds

Our Goal: Create a community network that supports and sustains the arts-rich life of every child.

DOWNLOAD THE COMMUNITY ARTS PARTNER FUNDS GUIDEBOOK

DOWNLOAD THE 2017 ARTS PARTNERS DIRECTORY

Austin artists and community arts organizations are vital in helping Austin ISD move from being arts-involved to being an arts-rich school district.

Through the Creative Learning Initiative (CLI), each participating CLI school receives funding to support community arts partnerships that provide students with access to an in-school or out-of-school arts-based experience.

For 2017-18 school year, the following vertical teams will have access to the CLI Community Arts Partnership Fund:

  • Eastside Memorial Vertical Team (CLI Year 3)
    • $8/student (PK-8)
    • $4/student (9-12)
  • LBJ Vertical Team (CLI Year 2)
    • $8/student (PK-8)
    • $4/student (9-12)
  • Anderson Vertical Team (CLI Year 1)
    • $8/student (PK-8)
    • $4/student (9-12)
  • McCallum Vertical Team (CLI Sustaining)
    • $3/student (PK-5)
    • $3/student (6-12)
  • Travis Vertical Team (CLI Sustaining)
    • $3/student (PK-5)
    • $3/student (6-12)
  • Crockett Vertical Team (CLI Sustaining)
    • $3/student (PK-5)
    • $3/student (6-12)

IMPORTANT NOTE: Of the $8/student, at least $4 must be spent through a community arts partner (e.g., ZACH Theatre, Creative Action, Ballet Austin, Pollyanna Theatre, FilmKids, Ballet Folklorico, The Contemporary, etc.).  Any remaining funds may be spent on the necessary supplies to fulfill the arts-based experience (e.g., transportation, art supplies for the community arts partner experience, etc. THESE FUNDS CANNOT BE USED TO STOCK CLASSROOM ARTS SUPPLIES.) 

 

 

How to Access Community Arts Partnership Funding

STEP 1: PLAN YOUR EVENTS

o Identify experiences that you would like your students to attend or experience for the semester. You can:

  • Have your students travel to community arts partners around the city to experience the arts
  • Have a community arts partner or local artist come to your campus
    • IMPORTANT NOTE: Starting January of 2018, CLI campuses may only contract on-campus visits with vendors from the approved Fine Arts Vendor list. For the Fall 2017 semester, campuses may still do single service agreements with vendors, but will need to encourage those vendors to submit a proposal to become an approved Fine Arts vendor.
  • Collaborate with a community arts partner on an experience that is as unique as your campus
  • Funds cannot be used to purchase classroom supplies unless they are directly necessary to complete a community arts experience

A few examples that have been used in the past include: taking your students to see a play at a local theatre; bringing in a community arts partner to your campus to provide a workshop for students; or facilitating a collaboration between a local artist or a community arts partner and your students to design and create a new mural at your school.

REMINDER: Please be aware of the district policy when planning your event.

  • If your students are traveling off-campus, please make sure you adhere to district policy on purchasing tickets (e.g., P-Card, PO, etc.)
  • If you’re bringing a local artist or a community arts partner on-campus, please ensure they have a valid agreement in place and submit a purchase requisition AT LEAST THREE WEEKS BEFORE THE SCHEDULED ACTIVITY BEGINS.
  • The Creative Learning Initiative is NOT RESPONSIBLE for the execution of individual service agreements between local artists and/or community arts partners and individual campuses, nor for the entering of RQs. This must all be done by the campus.

BALANCE UPDATES: All CLI Community Arts Partnerships balances can be found here. Balances will be updated once the request forms have been received.

https://docs.google.com/a/austinisd.org/spreadsheets/d/1VXovZ7mU_UVHyTpuKI1SEmJheiDSgyfQSoGN85CuEZ8/edit?usp=sharing

 

STEP 2: SUBMIT YOUR CHART OF EXPENDITURES

At the beginning of each semester, all principals and bookkeepers will be given an excel sheet called the CAPF CHART OF EXPENDITURES.

Principals will work with staff to chart how they plan to use their allotted CLI funds for the semester.

All campuses have until October 2nd to turn in their request, at which point the total amount requested for the semester will be transferred into the campus CLI account to use to input RQs, etc. 

Funds requested for tickets and supplies will go to
199 [ORG]11Y11.00LJ 6499

Funds requested for Contracted Services will go to
199 [ORG]11Y11.00LJ 6298

If schools need to access their funds early for a single experience that may begin before October 2nd, or if an additional opportunity arises during the semester, they can email Kelly Keys and John Green-Otero and it will be handled on a case-by-case basis.

In January, a new form will be sent out for your Spring Semester requests for funding. After Spring Break, any funding for each school that has not been allocated to a specific experience will be placed into a “pot” where schools can apply to use additional funds.

IF YOU ARE REQUESTING TRANSPORTATION

If your experience requires transportation, a portion of the allocated funding can be applied towards transportation. Simply, follow the directions below:

  • Visit Webtrips
  • Enter your trip details, and put “CAPF” in the “Purpose” category
  • Route the trip through Fine Arts

Once we receive the notification in Webtrips, we will verify your transportation request from your chart of expenditures and approve the trip.

IMPORTANT NOTE: It is the responsibility of the campus to make timely and appropriate arrangements for student transportation.


STEP 3: TRANSFER OF FUNDS/SUBMITTING RQs

After we’ve received the CHART OF EXPENDITURES we will transfer the appropriate amount into a unique account specific to your campus, which can then be used by your bookkeeper to reconcile a P-Card or a Purchase Order (PO).

Funds requested for tickets and supplies will go to
199 [ORG]11Y11.00LJ 6499

Funds requested for Contracted Services will go to
199 [ORG]11Y11.00LJ 6298

*The LJ in place of CP allows the Budget department to know that the increase of funds in your account is from CLI.*

The Creative Learning Initiative DOES NOT directly pay for individual campus experiences. All paperwork and payments must go through the campus bookkeeper.

After the funds have been transferred, the bookkeeper will receive an email notification that the balance is available in the account.

If schools need to access their funds early for a single experience that may begin before October 3rd, or if an additional opportunity arises during the semester, they can email Kelly Keys and John Green-Otero and it will be handled on a case-by-case basis.  


STEP 4: SUBMIT THE INVOICE

Within ONE WEEK of the experience ending, bookkeepers will email Kelly Keys a copy of the invoice for the experience.

Any expenditure that does not have an invoice will be changed to charge a campus account number. 

 

 

If you have questions related to your request, please contact:

JOHN GREEN-OTERO
Creative Learning Coordinator
P: 512-414-4731
E: John.green-otero@austinisd.org

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