Application Instructions

Applications should be clear and thoughtful.  They must convey programs that are focused on the arts and appropriate for school age children in grades K–12. While only one participation fee is due, a separate application is required for each individual program that an artist would like to feature in the Artists in Schools Directory.

1. Prepare directory information to be accessed by the general public. For fields that require typed text, note that, when a program is accepted, the text provided in those fields becomes the directory verbiage. Review entries currently listed in the directory and type information that is comparable in format, style, and grammar (i.e. one paragraph with no bullets, third-person, complete sentences). Instructions specific to each section are provided below.

Artist Information

  • Name — artist or group name as it should appear in our directory.
  • Contact Information — phone and email to be shared publicly. Postal address is for accounting purposes.
  • Artist Background — one concise paragraph about the artist/organization. May include mission, philosophy, qualifications, experience working in educational settings, experience with special needs populations, key accomplishments, etc.
  • Artist's resume — upload a current resume that includes relevant education, special training, awards, performing/professional experience, teaching experience, etc.

Program Information

  • Program Type — programs should fit into one of our four categories: performance, workshop/residency, writer residency, or workshop/residency modified for students with disabilities. If a program can be adapted to more than one program type, submit a separate application for each one.
  • Program Title — name clearly illustrating the program’s subject or theme. Be creative but concise.
  • Program Abstract — one sentence description to accompany program title on the directory’s homepage. (20 word limit)
  • Program Description — overview of the program with details describing elements such as how students will participate, what students will learn by participating, curriculum connections, relevancy for particular grade levels, etc. The description should help someone visualize what happens during the program and understand the program’s outcomes. (160 word limit)
  • Grade Level — programs should be appropriate for different ages in terms of general presentation and content. Grade levels are defined as elementary (K-5), middle (6-8), and high (9-10). If a program can be adapted to different grade levels, the program description should briefly describe how.  That be very general, (eg. the performance is adjusted to students' developmental stage). Or, it may be very specific, (eg. the content related to NC history is adjusted to address the NC Essential Standards at elementary and middle school levels). 
  • Artistic Discipline of Program — the Directory identifies the artistic discipline(s) most strongly and significantly affiliated with the work that happens during the program, the discipline(s) on which students focus their learning. Selections include dance, literary, music, storytelling, theatre and visual arts, as well as STEAM (defined as Science, Technology, Engineering, Math through the Arts) and multi-disciplinary.
  • Cultural Context of Program — note: a program does not need an identified cultural context in order to be accepted.  When appropriate, the directory identifies the cultural context(s) most strongly and significantly associated with the program, the context(s) on which the program concentrates and about which the students learn.  This is specific to the program and does not have to reflect an artist's cultural identity.
  • Space Requirements — any physical element(s) of the space/room that are necessary for successful implementation of the program. Examples include minimum space dimensions, ceiling height measurements, specific floor materials, indoor/outdoor space, access to running water, etc.
  • Technical Requirements — any element(s) that a school may reasonably be expected to have for successful implementation of the program. Examples include electrical access, sound equipment, piano/keyboard, chairs/tables, supplies, running water, volunteers, set-up/strike time, etc.
  • Fee Structure — fee for the program and, if appropriate, additional expenses (e.g. materials, travel).  Once published in the directory at the beginning of the school year, fees and expenses must be honored throughout the year. Be very specific when referring to costs associated with a program.
  • Photo — should represent the artist's work with students during the program. The directory includes this photos as a thumbnail image on the homepage and as a larger image on the program's individual page. It should be clear and high quality; 300-dpi preferred. Photos that are cropped close with minimal visual clutter typically are appealing as both large and thumbnail images. If appropriate, a head shot is accepted.

2. Prepare required information and materials. The selection panel reviews materials to assess an applicant’s artistic expertise and proficiency in leading an educational program in a school setting. These materials are for panel review only, and are not shared with the general public.

  • Programmatic Work Sample — a video that takes the place of an in-person observation by the selection panel. It should be 10-minute video recorded in the last three years that demonstrates not only the applicant's artistic proficiency, but also highlights the applicant's teaching skills with school-aged children. Student reactions, interactions, and engagement should be either seen or heard. The recording does not need to be professionally produced; however the selection panel should be able to see the artist at work and hear the artist(s) and students. The work sample video should be accessible via an artist’s personal website or YouTube.  Click here for directions on uploading a video to YouTube. The privacy setting of a YouTube video should be “Public” (accessible to general public) or “Unlisted Video” (accessible to only those with whom you share the link).
  • Artistic Work Sample (optional) — if the programmatic work sample does not demonstrate the applicant's artistic proficiency, an artistic work sample may be provided.  For example, literary artists should submit writing samples; visual artists should submit images. If submitting a web link, upload a document that includes a link to video/audio clip.

3. Prepare supplementary material. Provide references and upload documents.

  • References — at least two professional references who are familiar with the applicant's current professional work with children (grades K-12). Provide name, title, and relationship to applicant, phone and email.
  • Educational materials — artists provide these materials to schools for teachers' use before and/or after Artists in Schools programs. Accepted materials include but are not limited to: teacher guides, student guides, pre/post-visit activities, vocabulary lists, art information, historical/cultural information, suggested connections to classroom curricula, URLs to videos.  Materials must be original to the artist or an artist must have permission to use them. Promotional materials such as brochures and flyers are not accepted.
  • Lesson plan (workshop or multi-day residency only) — a sample of plans, activities, etc. for a one-day workshop or a multiple days of a residency.

4. Begin the online application.  Log on to or create a Submittable account. Begin a separate application for each program offering. Complete each field and upload all requested items. You may save your work at any time and resume later.

5. Review, edit, and print your application.  

6. Submit the application. Click the "Submit" button on the bottom of the electronic document. Once submitted, you cannot alter or update an application. Check your email for confirmation of submission. If submitting more than one application, prepare a complete application, including all the artist information and required materials, for each program.

5. Pay the application fee. A one-time annual fee is due per artist, regardless of the number of applications submitted. Artists may pay online through our Acceptiva payment system or submit an invoice if paying by check.


Please return to this page early in 2020 or email  Julia Mastropaolo at [email protected] to receive a link to the application.