2020 New Jersey Individual Artist Fellowship Application Assistance Video 3/3: HOW DO I APPLY?

2020 New Jersey Individual Artist Fellowship Application Assistance Video 3/3: HOW DO I APPLY?

Thank you for your interest in the New Jersey
State Council on the Arts Individual Artist Fellowships. My name is Kimberly Steinle-Super
and I am Program Officer, Fellowships & Visual Arts at Mid Atlantic Arts Foundation.
Welcome to the third and final video in a series of three designed to help you better
understand the Individual Artist Fellowships program and guide you through the application
process. If you haven’t already, we suggest you go back and take a look at the first two
videos to first confirm your eligibility. The video you are currently watching will
show you step-by-step how to complete the online application. All applications must
be submitted online through Mid Atlantic Arts Foundation’s eGRANT application system. Please
also feel free to be in touch with Mid Atlantic Arts Foundation staff if you need any further
assistance with the application. We will provide contact information at the end of the video.
And just as a reminder before we get started, the videos in this series are intended to
help applicants gain a better understanding of the program and its requirements but are
not intended as a substitution for the program guidelines, which are available on both the
New Jersey State Council on the Arts and Mid Atlantic Arts Foundation websites. Please
be sure to read the program guidelines in their entirety before submitting an application.
A transcript of this presentation is also available on the Mid Atlantic Arts Foundation
website. The direct URL to the online application is:
https://MAAFArtist.egrant.net This URL is also listed in the program guidelines
for your reference. The first thing you’ll want to do is open
your internet browser and simply type the address into the bar at the top of the page.
You can also follow the link that’s provided on the Mid Atlantic Arts Foundation website.
For the best user experience, eGrant recommends using the most up-to-date versions of Firefox,
Internet Explorer, Safari, or Chrome. If you need to install or update one of those browsers,
you can simply click the icons at the bottom of the page which are linked to the download
page for the appropriate software. You will also need Adobe Reader installed in order
to view or print your application later in the process.
The first step will be either registering or logging in.
If you have your login and password on hand, just type that information into the login
fields and click “Login.” If you have forgotten your login information
or can’t remember if you’ve signed up previously – no problem – just click the “If you do not
remember your account information, click here” link directly below the login fields. You
can search the entire eGrant system by exact username or email and if something is found,
the system will send you an email with your login information.
If nothing is found using the automated retrieval system, you may want to try searching for
another email address or username. If you’re still not finding anything, your best option
is just to create another account or you can also contact me at [email protected]
for assistance. So if this is your first time applying for an
Individual Artist Fellowship and you do not yet have an eGrant account, click “To register
as a new eGrant user, create an account” above the login fields. This will take you to the
registration page. On the registration page, you will be prompted
to fill out some information about the applicant. When you are ready to register, click the
“Proceed” button. A confirmation email will be sent to the address with which you registered.
Keep this information in a safe place to access your account at a later time.
Once you have registered, you will be automatically logged in and will be given the option
to proceed to the eGrant website. I’m logging in here with a test account so
I’m going to return to the login page since I don’t need to register again.
So again, all you need to do if you have your account information on hand, is enter it into
these fields and hit “Login.” OK so I have successfully logged in and you
can see that my name is in the upper right hand corner of the page as well as the option
to sign out. You’ll notice on the left sidebar that there
are a number of options. If you’re logging in for the first time, the default page will
list some Instructions for how to use the site.
The “Opportunities” tab lists the grant opportunity that is currently available. If you don’t
see the New Jersey application listed in that column, that means you either already have
an application started in your Drafts folder or that you have already completed your application,
in which case you will see a record of the completed application in your “History” folder.
As a reminder, applicants may only submit one application in a single category so you
can only generate one application at a time in the eGrant system.
So to generate a New Jersey application, I am simply going to click “2020 New Jersey
State Council on the Arts” link under the Opportunities tab.
Once you have started your application, the first page to which you will be taken is an
instructions page. There is nothing to fill out on this page but you will want to read
the instructions. If you haven’t already at this point, please
remember that the program guidelines should be reviewed carefully in their entirety prior
to completing the application. We’ve linked to those guidelines throughout the application
for easy reference. The application itself consists of five separate
pages: Instructions
Applicant Profile, which collects the applicant’s contact information, resume, and optional
demographic information Work Sample, where applicants will upload
their work samples files and provide information about each work sample
Consent Page, which outlines the terms to which the applicant must agree in order to
submit the application Submit, which outlines any errors found in
the application or notifies the applicant that all required fields have been completed
before the application is submitted So I’ve reviewed the guidelines and the instructions
provided on this page. How do I navigate to the next page of the application? At the top
and bottom of every page of the application, there will be a navigation bar that will allow
you to access each page, as well as save your work. If you are ready to move on to the next page, which is the Applicant Profile page, click the “Next” button. So before we get into filling out the application itself, let’s just hypothetically say you
have just been interrupted and you need to come back and finish the application at a
later time. The most important step is to SAVE YOUR WORK before exiting the application.
So I’ll just go ahead and enter my category as Choreography and click “Save” so I have
some information entered. To log out, click the button that says “Sign out” in the upper right hand corner of the page. Once you are returned to the login page, you know you have
been successfully logged out. OK so I’m ready to get started on the application
again so I go ahead and log in. You’ll notice that when I return to the application after
I’ve already started a draft it looks a little different. Instead of landing on the Instructions
page, I’m now in my Drafts page and you can see the application I just generated is listed
here. You will also notice that the New Jersey option is now gone from the opportunities
tab and again this is just because I have started an application and it has been moved
to the Drafts folder. The first thing you’ll want to do to re-enter
the application is select the application you want to work on by clicking the box to
the left of the Application Type column. Once you’ve done that several of those icons at
the top of the page are going to become darker and clickable:
The “Contact” button will generate an email to the project administrator.
The “Guidelines” button will link to the written program guidelines in .PDF format.
The “View” button will pull up a summary of the application. And we will come back to
this option a little later on. When you are ready to resume work on your
application, click “Edit” to reenter the application. This is an important function of the system
as it allows you to regain access to an application which has been started by not submitted.
You will also have the option to delete your application draft. This will permanently delete
any work you have already done one the application including any work sample files that you have
uploaded. If you delete your draft, you may start a new application at any point prior
to the deadline by clicking on the “Opportunities” tab and generating another application draft.
We want to continue working on the application right now so we’re going to click that edit
icon with the little pencil. Once you click the “Edit” button, you will be bought right
back to the “Instructions” page of the New Jersey application. From there, navigate through
the remaining pages to pick up where you left off.
In the Applicant Profile page, you will be asked to select the artistic category to which
you are applying and provide basic contact information. Nothing on this page will be
seen by the panelists. Just a note that wherever you see a little
red asterisk after the field, that means the field is required so you will need to provide
information in all of those fields before the system will allow you to submit.
On the lower half of the page, you will provide information about any previous New Jersey
State Council on the Arts Individual Artist Fellowships you may have received in the past. New Jersey State Council on the Arts also collects optional demographic information
that provides the Council with important data about the communities they serve. This information
is used for statistical purposes only and will not be seen by the panelists or otherwise
inform the selection process. Finally, all applicants must include a Biography/Career
Summary. Use this space to describe your educational background and professional achievements.
This is used for administrative purposes and will not be seen by the panelists. As such,
you may include names and dates. We strongly recommend that you draft your
responses in a word processing program then copy and paste the text into any field that
requires a longer narrative response. Please note, however, that formatting applied in
the Word processing program may not transfer, or transfer correctly, to the application.
For security reasons, the system is set up to automatically log you out after 90 minutes
if you haven’t saved or navigated between pages in that time so please be attentive
while filling out the form and save your work if you need to step away. And just to reiterate, you do not need to
complete the application all at once. Applicants can fill out a portion of the application
and log back in at a later time and that saved information will still be there for you.
Before discussing the Work Sample pages for each category, it is important to understand
how the application works to ensure that you are supplying the correct information. The
category the applicant selects on the Applicant Profile page will determine what specific
work sample information they are required to provide in the following pages of the application.
Some of you might know this as conditional formatting but it basically just allows applicants
to see only the information that is relevant for them depending on the category they are
applying to. So let’s take a few minutes to go through
the application pages for each category. And we will just start off with Choreography.
When I click the next button when I’ve selected Choreography on the Applicant profile page,
I’m taken to a Video work sample page as you can see here. At the top of the page you can
find a link to the program guidelines and again it’s really important to read review
them thoroughly before submitting your application. Before we start discussing the work sample
pages themselves, I want to remind everyone that anonymity is a cornerstone of the Individual
Artist Fellowships program so it is extremely important that you remove any identifying
information from the work samples and do not provide any information which might reveal
your identity to the panelists. While the panelists won’t see any of the information
you include on the Application Profile page, we do provide them with the information on
the work sample page so it’s very important that everything you include on the pages we
are about to discuss is kept anonymous. Moving down the page the first requirement
will be a work sample file upload. We do not accept hard copies of the work sample or work
sample files sent to us as email attachments separate from the application so every category
requires work samples to be uploaded into the online application. Let’s quickly review
how to use the upload feature. To upload a file, click “Browse”. A new window
will open. Navigate to where the file is saved on your computer and click “Open”.
The name of the selected file will now be listed in the field.
To finish the upload process, click the “Save” button at the top of bottom of
the page. If the file has successfully uploaded, you
will see the file name, along “View” and “Delete” buttons. Please note that the “Delete” button
does not indicate that there is anything wrong with the file. This function allows you to
remove a file from the application – if you decided to submit a different work sample,
for example. If you have attempted to upload the incorrect
file type you will receive a red error message asking you to upload the correct file type.
So just to demonstrate, I am going to remove this .mp4 file from the application and try
to upload a .PDF file. You’ll see when I try to save that file, I get an error message.
You would need to fix this before the system will let you submit this application.
Moving on down to the fields, applicants will be asked to provide some information about
the work sample they have just uploaded. This will vary depending on your category but I
encourage our viewers to watch as I go through each category – even if it’s not the category
you are applying to – to help give you a better sense of how to complete the application.
Choreography applicants will be asked to provide: Title of the work
Length of the full work and the length of the work sample submitted
So for example, if you are submitting an 8-minute clip from a 30-minute performance, 30 minutes
would be the length of the full work and 8 minutes would be the length of the work sample
Please note that the length of the submitted sample may be the same as the length of the
full work, if the full work is 10 minutes or under
The month and year of completion – And as you can see here this is actually a drop-down
field where every date listed is eligible, so if you don’t see the date for you work,
you will need to select another work sample Next, you’ll see an optional field for a panel
statement. This is actually a new component of the application this year.
Applicants are given space to address the following optional prompt:
“Is there any other information you want to provide for the panelists to help them better
understand the work submitted in this application?” The panel statement is at all times secondary
to the work samples, but is intended to provide all applicants with a space to convey non-biographical
information to the panel that is key to the reception and full appreciation of the submitted
work. If you choose to include more information
about your work in this section IT MUST BE KEPT ANONYMOUS. If any identifying or biographical
information is found, the entire panel statement will be removed from the application and not
shared with the panelists. Administrative staff is not going to edit or alter the panel
statement in any way but we will omit that section from your application to keep it anonymous
if you do include biographical information. Acceptable topics to address in the panel
statement could include any of the following: Artistic interpretation or theoretical background
of the work Your artistic philosophies as they relate
to the submitted work How you physically or conceptually produce
your work Your creative habits/inspiration
If applicable, additional visual description. So this might be helpful in cases when work
is not easily captured or is otherwise difficult to understand.
As well as any non-biographical information that helps the panelists situate your work
samples within your larger body of work as an artist, if relevant
Please do NOT include: Information about awards, fellowships, grants,
or residencies that you have received Your exhibition, performance, publication
history, or educational background Details about the exhibition, performance,
or publication of the submitted work Information about your personal identity (name,
gender, ethnicity, race, age, residency, etc.) Information about former or current employment
Any indication, hinted or overt, of where the applicant is in their career (e.g. “I
have been practicing for 30 years” or “After recently graduating…”)
Please note that applicants are limited to 750 characters, including spaces.
As we go through each category, you will see that applicants in every category will now
have the option to include a panel statement. Once you’ve filled out this page of the application,
you can just go ahead and click next to review the terms of the program and submit your application.
However, today, I’d like to take a few minutes to go through each of the categories to show
what each Work Sample page looks like depending on the category you’ve selected.
So I’m just going to click the back button to return to the Applicant Profile page, but
now I’m going to select Music Composition as my category. Because this category requires
audio work samples, it is going to take me to the audio work sample page.
Music Composition applicants will be asked to provide the following information about
the work sample: Title of the work
Length of the full work Length of the submitted work sample
The month and year the work was completed An optional field where applicants can upload
a score, lead sheet, or other written notation for the submitted audio recording for the
panelists’ reference. And we do strongly encourage applicants to submit written notation if it
is available. And finally, Music Composition applicants
can also include an optional panel statement So I’m going to return to the Applicant Profile
page again so we can take a look at the Poetry application. And again I’ll just select Poetry
as my category and as you can see, I’m brought to a the work sample page that collects text.
Applicants must provide information about the work sample including:
Title of the manuscript (we recommend using the title of the first submitted poem for
easy reference) Length of the manuscript (number of pages
submitted, 5-10) The month and year the collection of poems
was completed. Select the completion date of the most recent poem, noting that all poems
in the manuscript must have been created after July 16, 2016.
Applicants should list the titles of all poems included in the manuscript in the synopsis
section of the application. Do not provide any other information in this section.
And finally, the optional panel statement The last category, Sculpture, requires image
work samples. Let’s take a look at that Work Sample page. Here again you can see we are
brought to a different Work Sample page for images when I’ve selected Sculpture as my
category. I’d like to really quickly review the upload
for images specifically as this works a little differently.
Just like audio, video, and text work samples, you use the same process to select and save
your file: click “Browse”, A new window will open, navigate to where the file is saved
on your computer and click “Open”. The name of the selected file will now be
listed in the field and then you finish the upload process by clicking the “Save” button
at the top of bottom of the page. Once the file has successfully uploaded, you
will also see that “Delete” button but now you will have a thumbnail of the image instead
of the file name. We strongly recommend that all applicants click on each of the thumbnails
to make sure the image has uploaded properly. To make sure that everything is compatible
with the review software used by the panelists to evaluate the work, images will be automatically
resized by the application software to meet the pixel size requirement specified in the
Technical Requirements section of these guidelines if they are not already sized properly. Although
uncommon, it is possible for images that do not meet this dimension requirement to become
distorted or pixelated during the automated resizing process after being uploaded into
the application particularly is they are an irregular proportion. So it’s very important
applicants upload their image files directly into the application and check them to make
sure everything looks correct. If those preview images look correct to you, you’re good to
go because that is what the panelists will see, as well. If you have more questions about
this process or if something is looking a little off in the image preview, we have a
work sample preparation guide that covers many of the frequently asked questions about
image upload and resizing, which is available on the Mid Atlantic Arts Foundation website.
Ok so turning back to the Work Sample page fields, applicants will be asked to provide
some information about each work sample they are uploading:
Title of the work sample Medium
Dimensions Month and year of completion
Applicants should also describe the technique, materials, and technical processes related
to the creation of the work samples in the technical information sections of the online
application. The Technical Information is JUST information about how you physically
created the work. So for example, an applicant might want to discuss their casting method
or perhaps how the framework of a site-specific installation was built out in the Technical
Information section. If you do want to talk more about your artistic
philosophy or provide some additional explanation, you can do so in the optional panel statement field.
Now when you scroll down, you’ll see that there is a section to upload and provide information
about up to eight work samples. The last four sections are optional so you do not need to
upload anything in those fields, if you choose to only submit four images. That said, please
do keep in mind that we strongly recommend visual arts applicant show at least four different
examples of their work in the application. You also do not have to have a unique answer
for every field so if your technical process is the same for every work sample you are
submitting it’s totally fine to provide the same answer.
At the very bottom of the page, applicants submitting kinetic sculpture can also upload
a video in the field provided. And then finally again for visual arts applicants, they also have the option to submit a panel statement. After applicants have uploaded their work
samples and filled in all related information for their respective categories, all applicants
will be required to provide their consent to the terms and conditions of the New Jersey
State Council on the Arts Individual Artist Fellowships program. So when you’re ready
to continue, click next. Please review the information provided on this page carefully,
as it confirms many of the eligibility requirements outlined in the program guidelines.
Applicants must click select “I Agree” in the dropdown menu in order to submit their
applications. Applicants who do not agree with the terms and conditions are not considered
eligible and will not be allowed to submit their applications.
Finally, when you’re all set and ready to submit, click next move to the last page of
the application that either confirms all required fields have been completed, or notifies the
applicant that they will need to return to the application to fill in missing information.
If errors are found, they will be listed on this page. So here you can see that I have
a lot missing in my application and I’m not going to go back and fill in everything today
but you may see a few of these reminders if you haven’t filled in all of the required
fields. If you HAVE completely filling out the application, you will see a submit button
along with a message telling you your application may be submitted. So just go ahead and click
that button to complete the submission process. Once the application has been submitted, you
will no longer be able to make changes so please review the information carefully prior
to submission. Feel free to navigate through the application using the next and previous
buttons to review your information. Applications cannot be re-opened if the applicant accidentally
submits the application prematurely so please be sure to take the time you need to fully
review the information you have provided. If you are unsure of the eligibility requirements,
please review the guidelines and contact Mid Atlantic Arts Foundation prior to submitting
the application. After you have successfully submitted your
application, you will receive a confirmation message in eGrant as well as an automatically-generated confirmation email. No further actions are required at this point.
I will note that submitting your application means that you have filled in all the required
information and provided the correct work sample file types but it does not necessarily
mean that you have met all eligibility and technical requirements. We try to provide
some reminders throughout the application but it is ultimately up to the applicant to
make sure they are following the guidelines. If you would like to print or save a copy
of the application for your records, return to the main menu by clicking the “Return to
homepage” link or by clicking the eGrant.net icon at the top of the page. To access a specific application, you must
select the application by clicking the box to the left of the “Application Type” column,
then clicking the “View” icon at the top of the page. On the next page you’ll see these
two options and you’ll want to click the Applicant PDF to pull up a complete record of your application.
The Reviewer PDF is what the panelists will be seeing from your application along with
your work samples so you can also take a peek at that if you’re interested.
A .PDF document will pop up with the application summary. So my version here has the big DRAFT
watermark and there’s very little information because I haven’t filled out too much in the application. but you should have all of these fields filled in, if you have already submitted your application. So as I mentioned in the introduction in the
first video in this series, Mid Atlantic Arts Foundation administers the application submission
and review on behalf of the New Jersey State Council On The Arts through an ongoing partnership,
and we are here to help you through the application process. Please feel free to be in touch.
Questions regarding the program guidelines, application process, or other technical issues
should be directed to me and again my name is Kimberly Steinle-Super and I am Program
Officer, Fellowships & Visual Arts. You can reach me by email at [email protected]
or by phone at 410-539-6656×101, Monday through Friday, 9am to 5pm. Assistance will only be
available until 5:00pm on the day of the deadline and will not be available on federal holidays.
I do want to mention that applicants receive assistance from MAAF staff on a first-come,
first-served basis and should be aware that demand increases significantly shortly before
the deadline so please be in touch as early in the application process as possible if
you need assistance to make sure we can get back to you in a timely fashion.
We hope this series of Application Assistance Videos has been helpful. Thank you for watching
this presentation and for your interest in the New Jersey State Council on the Arts individual
Artist Fellowships.

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