National standard revisions technical implementation manual : 2000-2003 implementation manual

36 Pages·2001·1.9 MB·English

by  Barsdate, Kelly, writer

National Standard Revisions
Technical Implementation Manual
National Assembly of State Arts Agencies
National Endowment for the Arts
April 2001
National Standard Revisions Technical
Implementation Manual, 2000-2003
Revisions Cycle is published by the National
Assembly of State Arts Agencies (NASAA).
Written by Kelly J. Barsdate, director of
research, policy and evaluation, NASAA.
Design by Benson Design.
© 2001 NASAA. All rights reserved.
National Assembly of State Arts Agencies
1029 Vermont Avenue, NW, Second Floor
Washington, DC 20005
Phone: [phone]
Fax: [phone]
TDD: 202/347-5948
E-mail: [email protected]
www.nasaa-arts.org
TABLE OF CONTENTS
Introduction 4
Required Change Individuals Benefiting 6
1 :
Required Change 2: Folk Arts and Media Arts 8
Required Change 3: Activity Type Codes 9
Required Change 4: Project Descriptors 10
Required Change 5 Grantee Race/Ethnicity 14
:
Required Change 6: Project Race/Ethnicity 16
Getting the Most from the Standard: System Enhancements 18
Appendix Reporting Requirements 23
I:
Appendix II: Sample Application Layouts 26
Methods for Collecting Codes 26
Alternative Activity Type Groupings 27
Alternative Applicant Institution Groupings 28
Alternative Applicant/Project Discipline Sequence 29
Sample Race/Ethnicity Data Collection Form 30
Sample Project Descriptors Data Collection Form 31
Appendix III: "Cheat Sheet" of All Codes 32
Technical Implementation Manual, 2002-2003 Revisions 3
INTRODUCTION
D
eveloped by state arts agencies, the National desired changes and suggested strategies for
Assembly ofState Arts Agencies (NASAA) information classification.
and the National Endowment for the Arts (NEA) • Resulting suggestions are reviewed by a joint
in the late 1970s, the National Standard for Arts NASAA-NEA National Standard Working
Information Exchange is a tool used hy public arts Group as well as NASAA’s Research and
agencies to organize and report information about Information Committee.
their constituents and grant-making activities.
• After extensive field input and review, proposed
The National Standard is a taxonomy that NASAA
changes are submitted to the Board of
includes codes, terms, definitions, and guidelines Directors and NEA senior stafffor approval.
for reporting information about arts activities.
NASAA
administers the revisions process and
Designed to provide easy access to data that is
provides implementation support and technical
consistent from state to state, the National
assistance to help the field adopt system changes
Standard can be used to document, plan, evaluate
once they are approved.
and disseminate information about the arts
nationwide. This system forms the backbone of
grants management database programs, mailing THE 2000 REVISIONS CYCLE
list databases, application forms and the required The most recent revisions process was initiated in
Final Descriptive Reports offiscal activity that all December 1999 with the establishment ofa revi-
—
state arts agencies and regional arts organizations sions task force the National Standard Working
—
supply annually to the NEA and NASAA. Group including representatives from state arts
NASAA
agencies, regional arts organizations, and
REVISING THE STANDARD the NEA. The group involved participants with
varying perspectives, including those ofprogram-
In order to maintain the Standard as a useful
level staff, grants office staff, executive directors,
information collection tool, periodic revisions are
deputy directors, council chairs and research staff.
conducted to make sure that the system keeps
Agencies large and small (both in terms ofstaff
pace with programmatic trends and the informa-
tion needs ofits users. The NASAA Board of size and budget size) were represented, as was
NEA every geographic region ofthe country.
Directors and the have adopted a set ofpro-
cedures governing the ongoing maintenance and The revisions process began with an extensive
amendment ofthe Standard: field survey that gathered information in three
• NASAA routinely solicits feedback on the areas: (1) the way the National Standard is used,
usability and effectiveness ofthe Standard. (2) the biggest concerns related to the Standard,
and (3) the capacity ofstates and regions to
• If feedback indicates a widespread need for implement system changes. The Working Group
change to the Standard, a formal revision cycle
reviewed the field assessment results and estab-
is initiated at four-year intervals. This revisions lished revisions priorities responding to the most
process involves a thorough assessment ofthe
important needs ofthe field. Working Group
ways in which the Standard does and/or does
members took pains to strike a balance between
not meet state, regional and federal needs.
comprehensiveness (recommending changes to
• Representatives ofthe states, regions and the improve the depth, quality and accuracy ofthe
NEA
all submit detailed information about data) and feasibility (being realistic about the
National Assembly of State Arts Agencies
number and scope ofchanges that could reason- tion ofA Quick and Easy Guide to National
ably be implemented by states and regions with Standard Data Fields for more information.)
limited human and financial resources).
States and regions will have FY 2001 and FY 2002
Subsequent surveys conducted among sample (corresponding to NEA grant numbers 00-6100-
groups ofstates and regions, as well as database XXXX and 01-6100-XXXX) to prepare for these
service providers, explored specific technical ques- changes, which will be required as of FY 2003
tions about database modifications. In addition, (corresponding to NEA grant numbers 02-
two special advisory subgroups were established to 6100-XXXX) Final Descriptive Reports
advise the Working Group on matters relating to (FDRs). Meanwhile, NASAA will provide system
Folk/Traditional Arts and Media Arts. Results of documentation, training and technical assistance.
Working Group meetings and drafts ofthe revi-
In addition to the requirements, this guide also
sions proposal were circulated to states and
regions and posted on the NASAA Web site at addresses some ofthe optional system changes
that states and regions can voluntarily adopt.
regular intervals.
Supplemental materials on other special topics,
All in all, the revisions proposal ultimately such as individuals benefiting and collection of
NASAA
approved by the Research and information on detailed cultural/ethnic groups,
NASAA
Information Committee, the Board of will be distributed to the field separately.
Directors and the NEA senior staff in November NASAA
staff is available to help agencies prepare
2000, was the culmination ofa highly inclusive,
for the revisions, providing information and train-
yearlong process that provided multiple opportu-
ing, review ofdraft application materials and other
nities for input by each state and region.
support services. For assistance, contact National
Standard Associate Kelly Liu (kliu@nasaa-
IMPLEMENTATION
arts.org, 202/347-6352, ext. 101) or Director of
This Technical Implementation Manual outlines the Research, Policy and Evaluation Kelly Barsdate
system changes that states and regions will be ([email protected], 202/347-6352, ext. 107).
required to implement as a result of the most Information will also be provided via tbe research
recent National Standard revisions. (Elements of area ofNASAA’s Web site, http://www.nasaa-
the Standard unaffected by the 2000 revisions are arts.org/new/central/research/ns_center.shtml.
—
not addressed here consult the most recent edi-
Technical Implementation Manual, 2002-2003 Revisions 5
REQUIRED CHANGE
1
INDIVIDUALS BENEFITING
REPLACE THE EXISTING DEFINITION OF INDIVIDUALS
BENEFITING WITH THE FOLLOWING:
Individuals Benefiting: The total number of individuals who were directly involved in the fund-
ed activity as artists, non-artist project participants or audience members between the grant or pro-
ject start and end dates.
Figures should encompass only those individuals directly affected by or involved in the funded activ-
ity, and should include the totals from the Artists Participating and Youth Benefiting fields. Include
actual audience numbers based on paid/free admissions or seats filled. Avoid inflated numbers, and
do not double-count repeat attendees. If actual figures or reliable estimates cannot be secured, leave
this field blank or enter a "-1 " to indicate that data are not available.
Field Affected: Individuals Benefiting grant projects. That focus was maintained in the
Systems Affected: Grants Management most recent round of National Standard revisions.
Status of Change: Required Individuals Benefiting information should not be
confused with other types of research that are
Reason for Change: Users ofthe National
designed to capture overall public participation in
Standard at the state, regional and federal levels
the arts or to tally the total annual attendance of
expressed some concerns about the accuracy of
any given organization. Instead, this field provides
existing Individuals Benefiting information. Users
a narrower measure of the number ofpersons
observed that the old definition of “benefit” SAA
involved in individual projects. Figures
lacked useful parameters and was difficult to apply
across states or among multiple projects should be
consistently across different activities, sometimes
aggregated with care, due to the risk ofdouble-
resulting in inflated numbers. To address these
counting individuals attending events run by mul-
concerns and improve the consistency ofthis
tiple grantees.
data, the definition for Individuals Benefiting has
been narrowed to emphasize direct project benefit. Forfellowship awards, count the artist receiving
the award, collaborating artists and any individu-
Implementation Tips: This change will not
als reached through award-related performances,
require the addition ofany new fields or codes to
exhibitions, readings, broadcasts, etc., ofthe grant
application forms or grants management databas-
recipient’s work during the funding period.
es. The revised language will need to he substitut-
ed wherever definitions ofNational Standard Forgeneral operating or season support grants, count
terms appear (typically in appendices to guidelines artists, staff, audiences and other project partici-
or application instructions). This change in the pants directly involved with the organization’s
field definition may also affect longitudinal analy- events and services within the funding period. Do
sis ofIndividuals Benefiting data, since trend not substitute the entire population ofthe geo-
analysis should address the definitional change graphic area served. Avoid double-counting sea-
and its effects over time. son ticket holders and individuals attending multi-
ple events. Ifdisaggregating the data in this way is
This field was originally designed to count the
not possible, please note this on the Final
unique number ofpersons involved in individual
6 National Assembly of State Arts Agencies
Descriptive Reports (FDRs) you send to the NEA For broadcastinggrants (see the new definition on
and NASAA. page 9), it reliable estimates oflistenership or
viewership are available for the specific time of
Forprojects related to publications, report the num-
the broadcast, those estimates may be used. If no
ber ofpersons using the materials or the number
reliable estimates are available, leave this field
ofcopies actually distributed. Do not substitute
blank. Do not substitute the entire population of
the total number ofcopies produced.
the geographic area that may potentially have
For Intemet'based projects, report the number of been able to receive the broadcast.
unique users. Do not substitute the frequency of
As space allows, include such examples in the
“hits” or times the information was accessed if the
glossaries and application materials used hy
number ofdistinct users cannot be determined.
grantees. You may also create your own examples,
For technical assistance projects, count direct project based on typical scenarios common to grant mak-
participants, service providers and any staff, board ing in your state or region.
members or other partners directly involved with
Additional Materials: The Working Group has
the project. Do not use the total number of indi- NASAA
directed to prepare a user’s guide to
viduals served by all programs ofthe organization
Individuals Benefiting information that will elabo-
receiving the assistance.
rate on the data collection techniques that can he
For capital construction projects, include project employed, and will suggest tips for the appropriate
staffand any architects, designers and advisors use and interpretation ofthe figures. This docu-
involved between the project start and end dates. ment will be distributed to all states, regions and
Do not substitute an estimate ofthe ultimate seat- the NEA, and will be made available in electronic
ing capacity or audience eventually to be served format for easy dissemination to grantees.
by the facility.
Technical Implementation Manual, 2002-2003 Revisions
REQUIRED CHANGE 2
FOLK ARTS & MEDIA ARTS
CHANGE THE NAME OF THE APPLICANT/PROJECT DISCI-
PLINE CATEGORY "12 FOLK ARTS" TO "12 FOLKLIFE/TRA-
DITIONAL ARTS." REPLACE THAT CATEGORY DEFINITION
WITH THE FOLLOWING:
Folklife/Traditional Arts: Pertaining to oral, customary, material and performance traditions
informally learned and transmitted in contexts characteristic of ethnic, religious, linguistic, occupa-
tional and/or regional groups.
For dance, music, crafts/visual arts and oral traditions that meet the above criteria, use the subcodes
12A-12D. For other folklife or traditional art forms not itemized below (such as specific occupation-
al arts, vernacular architecture, folk/traditional theater or other performing art forms), use the
main code of 12. Do not include folk-inspired forms. (For example, interpretations of ethnic/folk
dance or music by artists outside the particular ethnic/folk tradition should be coded 01 B or 02E,
respectively.)
ADD THE FOLLOWING NEW SUBCODES TO THE "12
FOLKLIFE/TRADITIONAL ARTS" CATEGORY:
12A: Folk/Traditional Dance
12B: Folk/Traditional Music
12C: Folk/Traditional Crafts and Visual Arts
12D: Oral Traditions (include folk/traditional storytelling)
ADD THE FOLLOWING NEW SUBCODE TO THE "09
MEDIA ARTS" CODING SCHEME:
09D: Technology/Experimental (include work created using computer or other digital or experi-
mental media as the primary expressive vehicle)
Fields Affected: Applicant and Project Discipline folk/traditional arts advisory group developed a
Systems Affected: Grants Management, Mailing new series ofsubcodes to enhance the precision of
List, Constituent List the data collected in that category. This group
Status of Change: Required also noted that an overall category name of
Folklife/Traditional Arts would more accurately
Reason for Change: During the field surveys, reflect the types ofprojects that state arts agencies
many states and regions lamented the limitations and the NEA currently fund. The media arts advi-
ofthe Folk Arts and Media Arts codes used to sory group recommended a New Technology/
describe applicants and the projects they pursue. Experimental Media subcode to supplement the
The Working Group therefore sought the advice existing subcode series. Note that none ofthese
oftwo groups ofspecialists (an advisory commit- changes requires the addition ofany new fields to
tee ofmedia arts program directors and an adviso- grants management databases or application
ry committee offolk/traditional arts program forms, nor will any change to the major (numeric)
directors) to formulate recommendations for the discipline code assignments be necessary.
improvement ofthese coding schemes. The
8 National Assembly of State Arts Agencies
,
— —
Implementation Tips Folklife/Traditional Arts: Implementation Tips Media Arts: Add the
The category name and revised definition of new subcode to all application forms and databas-
Folklife/Traditional Arts will need to be updated es if the optional subdiscipline (letter) codes are
on all ofyour application forms and other materi- routinely used. Note that the emphasis here is on
als. Changes to the overall category name and the use oftechnology as an artistic medium, not
major code definition apply to all agencies. For as a means of distributing artwork (which is now
those agencies using the optional suhdiscipline covered in other places in the Standard). All
(letter) codes1 those codes will need to he updat- other Media Arts subcodes remain unchanged.
,
ed wherever they appear (on mailing, constituent
and grants databases).
1 Currently, about halfof the states andregions implement the optional disciplinesubcode letters (01A, 02C, etc.) onapplica-
tionforms, mailinglists and databases. The other halfopts to collect only the upper tierofmajordiscipline numeric codes (01
02, and soforth). The revisions task force affirmed that this flexibilityought tobe maintained, lettingstates and regions decide
whether the simple approachordetailed approach isbest suited to their unique informationneeds. Therefore, changes to the
subcodesof the Folklife/Traditional Arts and Media Arts categories will affectonly those agencies that collect data at the sub-
code level.
REQUIRED CHANGE
3
ACTIVITY TYPE CODES
ADD THE FOLLOWING ITEMS TO THE EXISTING LIST OF
ACTIVITY TYPE CODES:
35 Web Site/Internet Development: Include the creation or expansion of existing
Web sites (or sections of Web sites) as well as the development of digital art collections,
databases, discussion areas or other interactive technology services delivered via the
Internet.
36 Broadcasting: Include broadcasts via television, cable, radio, the Web or other
digital networks.
REMOVE "BROADCASTING" FROM THE EXISTING
DEFINITION OF ACTIVITY TYPE 24.
Field Affected: Activity Type ed by states and regions that were absent from the
Systems Affected: Grants Management old Activity Type code list. Many respondents
Status of Change: Required pointed to the need for a code to reflect Web
Site/Internet Development. In addition, the
Reason for Change: The field assessment
Media Arts advisory group noted that broadcast-
inquired about types ofactivities frequently fund-
ing is an area that is being actively funded.
Technical Implementation Manual, 2002-2003 Revisions 9
However, broadcasting could not be tracked as need to be added to existing Activity Type code
one of many allowable activities within a broader lists. The explanatory notes should be incorporat-
“24 Distribution ofArt” category. ed wherever other activity type definitions appear
(typically in grant application or guideline appen-
Implementation Tips: This change will not
dices). Agencies will also need to remind grantees
involve the addition ofany new fields to your
of how these new codes relate to the revision of
grants management databases or application
the Individuals Benefiting definition.
forms. However, the new items 35 and 36 will
REQUIRED CHANGE 4
PROJECT DESCRIPTORS
IMPLEMENT THE FOLLOWING NEW FIELD:
Project Descriptors: Mark which, if any, of the descriptors below comprise a significant por-
tion (50 percent or more) of the grant's resources/activities. Mark all that apply. If none apply, or if
the below descriptors apply to a small or indeterminate portion of your funding/activities, leave this
field blank.
A Accessibility: Grants or services related to ADA/504 compliance or other activities designed
to increase access to the arts for persons with disabilities.
I International: Programs or activities supporting any of the following: grantees visiting other
countries, foreign artists visiting the USA, any cultural exchange program, linkages with artists or
institutions in other countries, or establishing/administering international programs in your own
agency.
P Presenting/Touring: Grants or services resulting in the movement of artists and artworks for
performances, readings, screenings, exhibits, etc., in different geographic areas. Use this code to
indicate funds awarded for either the hosting/presentation of works originating outside of the
grantee community or for the fees paid to artists or arts organizations that will, themselves, be tour-
ing in different areas.
T Technology: Grants or services using technology for the creation or dissemination of artworks
or the use of technology for organizational management purposes.
Y Youth at Risk: Grants or services designed primarily to serve at-risk youth. Include arts-related
intervention programs (for violence, drug/alcohol abuse and crime) as well as other creative pro-
gramming specifically involving at-risk youth as primary project participants or beneficiaries.
10 National Assembly of State Arts Agencies