FY27+ SAA-RAO FY27+ State Arts Agencies & Regional Arts Organizations

Rev. 5/1/25

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PARTNERSHIP AGREEMENTS
FY27 & Later FINAL DESCRIPTIVE REPORT
State Arts Agencies & Regional Arts Organizations
These are the instructions and required format for the Final Descriptive Report for State Arts Agencies' (SAA) and Regional Arts
Organizations' (RAO) Partnership Agreements, as well as guidance on completing the Federal Financial Report (FFR).
Final Descriptive Report (FDR)
Use the FDR to report on all activities conducted under the State Arts Plan or Regional Arts Plan (SAA / RAO Arts Plan)
approved as part of your National Endowment for the Arts (NEA) Partnership application and that took place within the
approved period of performance for the Partnership Agreement award.
All items listed on the FDR that are reported as part of the cost share on the FFR (whether part of the minimum required 1
to 1 cost share, or voluntary cost share) must comply with the General Terms and Conditions for Partnership Agreements.
Items listed on the FDR that are not funded with NEA award funds or cost-share funds reported on the FFR are not subject
to the General Terms and Conditions. Therefore, the amounts reported on the FDR may not be consistent with the
amounts reported on the FFR.
Federal Financial Report (FFR)
Use the FFR to report on the expenditure of NEA funds and the required cost share for the award. Refer to the award
documents in REACH for the required cost-share amount.
The FFR reflects the actual expenditure of NEA funds and verifies that the award recipient has met the required cost
share for the Partnership Award. All costs reported as part of the Federal or Recipient Share on the FFR must be fully
compliant with the General Terms and Conditions for the award.
The NEA uses the FFR to verify that the required cost share has been met. The FFR should only include allowable
expenditures that are specifically funded with NEA funds and the designated cost share.
See complete FFR instructions at Federal Financial Report Instructions.
The complete FDR consists of:

•

FDR Web Form – confirmation of FDR submission and summary of activities funded by NEA funds and the required cost
share.

•

DATA SEQUENCING FORMS – cover sheets for the DETAIL section and PROJECT ACTIVITY LOCATIONS data.

•

DETAIL – a list of all grants, awards, and activities carried out under the SAA / RAO Arts Plan as approved by the NEA.

•

PROJECT ACTIVITY LOCATION – a list of locations of project activity for selected grants, awards, and activities
carried out under the SAA / RAO Arts Plan as approved by the NEA (see guidance on page 11).

If you have questions, please contact the NEA State and Regional staff at saarao@arts.gov.

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HOW TO SUBMIT THE FINAL REPORTS FOR FY27 and LATER AWARDS
1. To the NEA:
Submit reports via REACH at https://grants.arts.gov/eGMS-Reach/Login.aspx. Go to the Forms & Reports Tab
of your award and click the “pen” icon next to the report to open the webform. You can edit each report until
the status changes to "Under Review" in REACH.
The FDR webform in REACH is a confirmation that you have submitted all required DETAILS and PROJECT ACTIVITY
LOCATION forms to NASAA, completed in their entirely, and copied to the NEA at FinalReports@arts.gov. The form
also requires a brief narrative description of activities and a calculation of total individuals supported by the NEA and
the project cost share reported on your Federal Financial Report. Failure to submit the FDR to NASAA will result in
overdue reports and will impact your ability to draw down funds and/or receive new awards.
Submit the following directly to the NEA through REACH:


Final Descriptive Report SAA-RAO (complete narrative and webform to confirm the FDR has been submitted to
NASAA by the due date)



Federal Financial Report or FFR (complete webform)

2. To the National Assembly of State Arts Agencies (NASAA):
Submit the following to NASAA via email, copying the NEA at FinalReports@arts.gov:

 DETAILS Data Sequencing Form DETAILS
 Section (electronic format)
 PROJECT ACTIVITY LOCATION Data Sequencing Form (if applicable)
 PROJECT ACTIVITY LOCATION Section (if applicable)
For additional instructions on how to submit data to NASAA see nasaa-arts.org/research/federal-reporting/.
NOTE: Do not send the FFR to NASAA. NASAA will not accept submitted forms and files if the NEA is not copied on the email
submission.

IMPORTANT: Retain a copy of the entire FDR and FFR for your records. See the General Terms & Conditions
for Partnership Agreements for record retention requirements.

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FINAL DESCRIPTIVE REPORT SAA-RAO SECTION INSTRUCTIONS

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To complete the FINAL DESCRIPTIVE REPORT SAA-RAO section, log-in to REACH at https://grants.arts.gov/eGMSReach/Login.aspx. Go to the Forms & Reports Tab of your award and click the “pen” icon next to the report to open the
webform.
Respond to each question in the fields provided. You may cut and paste the answer into the form from another
document, but please limit your response to the posted character limits. As you exit the text field, it will expand to show
your entered text.
Within your narrative, discuss only the activities funded by the National Endowment for the Arts and the project cost
share reported on your Federal Financial Report. Include any relevant weblinks. On occasion, the NEA may contact you
for copies of programs, reviews, relevant news clippings, playbills, publications, video or audio recordings, or other
evidence of your accomplishments, including evidence of your required acknowledgement of NEA support.
For the confirmation statement, select "yes" from the drop-down menu only after you have submitted your required
reporting to NASAA, with the NEA FinalReports@arts.gov copied on the email. Then, click “Submit” to record the
confirmation and submit your narrative response.

1. Briefly describe the activities in the State Arts Plan or Regional Arts Plan (SAA / RAO Arts Plan) that were funded
by the NEA and the project cost share as reported on the FFR. These activities must be consistent with your
application narrative, the approved project budget, and any approved award amendments. (1,000 character
limit)
2. Confirmation Statement (Yes Drop-down field)
I confirm that I have submitted all required documentation of award activities to the National Assembly of State
Arts Agencies (NASAA), and copied the NEA at FinalReports@arts.gov.

DETAIL SECTION INSTRUCTIONS
To complete the DETAIL section, create an electronic data file that includes all fields that constitute an award record per
the FDR Detail Data Fields List in "Table 1."
The structure of the data file should be explained in the FDR Data Sequencing Form to allow NEA to certify your data
file.
1. For each grant, award, and/or activity that you are reporting, complete a record that includes all data fields
from the FDR Data Fields List (Table 1):
a. For each field that requires a numeric code, fill in only one 2-digit number.
b. If data is not available enter "-1" or leave blank. Do not use zero for this purpose. Zero should only be
used numerically.
2. List the records for each grant, award, and/or activity on which you are reporting as described below:
a. Activity for which there is an application and award process, regardless of the funding source.
b. Other program activities of your agency or organization (for example, publication of a newsletter,
sponsorship of a statewide meeting, technical assistance, etc.).
Records may be listed in any order. However, the individual data fields must be in the prescribed sequence.
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Additional instructions are available at nasaa-arts.org/research/federal-reporting/.

DETAIL SECTION DEFINITIONS
Organizational / Individual Information
1. Applicant Name
Name of the organization or individual that applied for funds from your "Arts Agency." If your "Arts Agency" itself
used funds to carry out a non-administrative program activity, enter name of your "Arts Agency."
2. Applicant Address
Street address or Rural Route Number of applicant. Provide mailing address only if street address is not currently
being collected. Applicants based at an individual’s personal address skip to question #3.
3. Applicant City
City where "Applicant Name" is located.
4. Applicant State
Two-character state abbreviation of state or jurisdiction in which "Applicant City" is located. Enter “FO” if grant is
awarded outside the United States.
5. Applicant ZIP Code
ZIP Code for address of "Applicant Name". Leave this field blank if grant is awarded outside the United States.
6. Applicant Status
Legal status of "Applicant Name." Choose the one item which best describes the applicant.
01 Individual
02 Organization - Nonprofit
03 Organization - Profit
04 Government - Federal
05 Government - State

06 Government - Regional
07 Government - County
08 Government - Municipal
09 Government - Tribal
99 None of the Above

7. Unique Entity Identifier (UEI) number
UEI number of “Applicant Name”. On and after April 4, 2022, SAAs and RAOs must report the SAM UEI for all
subawards, including subawards issued prior to April 4, 2022. Subrecipients who are individuals are exempted from
this requirement. Enter “IND” if the grant was awarded to a recipient with a legal status of “Individual” (see question
#6).

8. Applicant Institution Choose the one item which best
describes the applicant.
01 Individual - Artist
02 Individual - Non-artist
03 Performing Group
04 Performing Group - College/University
05 Performing Group - Community
06 Performing Group - Youth
07 Performance Facility
08 Museum - Art

09 Museum - Other
10 Gallery/Exhibition Space
11 Cinema
12 Independent Press
13 Literary Magazine
14 Fair/Festival
15 Arts Center
16 Arts Council/Agency
17 Arts Service Organization
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18 Union/Professional Association
19 School District
20 Parent-Teacher Organization
21 Elementary School
22 Middle School
23 Secondary School
24 Vocational/Technical School
25 Other School
26 College/University

27 Library
28 Historical Society
29 Humanities Council
30 Foundation
31 Corporation
32 Community Service Organization
33 Correctional Institution
34 Health Care Facility
35 Religious Organization
36 Seniors’ Center
37 Parks and Recreation
38 Government - Executive
39 Government - Judicial
40 Government - Legislative (House)
41 Government - Legislative
(Senate)
42 Media - Periodical
43 Media - Daily Newspaper
44 Media - Weekly Newspaper
45 Media - Radio
46 Media - Television
47 Cultural Series Organization
48 School of the Arts
49 Arts Camp/Institute
50 Social Service Organization
51 Child Care Provider
52 Mass Transit
53 Military Base
99 None of the Above

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Award Overview
9. Discipline of Project
Choose the one item that best describes the discipline with which funded activities are involved. If funded activities
are of a technical assistance or service nature, use the artistic discipline that will benefit from the award.
01 Dance - include ballet, ethnic/jazz-folk-inspired, and modern; do not include mime (see "Theatre" 04 for mime).
02 Music - include band, chamber, choral, new, ethnic-folk inspired, jazz, popular, solo/recital, and orchestral.
03 Opera/Music Theatre - include opera and musical theater.
04 Theatre - include theatre general, mime, puppet, theatre for young audiences and storytelling as performance.
05 Visual Arts - include experimental, graphics, painting, and sculpture.
06 Design Arts - include architecture, fashion, graphic, industrial, interior, landscape architecture, and
urban/metropolitan.
07 Crafts - include clay, fiber, glass, leather, metal, paper, plastic, wood, and mixed media.
08 Photography - include holography.
09 Media Arts - include film, audio, video, and work created using technology or experimental digital media.
10 Literature - include fiction, non-fiction, playwriting, and poetry.
11 Interdisciplinary - pertaining to art forms/art works that integrate more than one arts discipline to form a single
work (e.g., collaboration between/among the performing and/or visual arts). Include performance art. Do not
include Multidisciplinary work, described below in code 14.
12 Folklife/Traditional Arts - pertaining to oral, customary, material, and performance traditions informally learned
and transmitted in contexts characteristic of ethnic, religious, linguistic, occupational, and/or regional groups.
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 or 02, respectively.)
13 Humanities - pertaining but not limited to the following fields: history, philosophy, languages, literature,
linguistics, archaeology, jurisprudence, history and criticism of the arts, ethics, comparative religion, and those
aspects of the social sciences employing historical or philosophical approaches. This last category includes
cultural anthropology, sociology, political theory, international relations, and other subjects concerned with
questions of value and not with quantitative matters.
14 Multidisciplinary - pertains to grants (including general operating support) that include activities in more than
one of the above disciplines; use this code to describe only those grants in which the majority of activities
cannot be attributed to one discipline. If the majority of supported activities are clearly within one discipline,
that discipline should be used instead of Multidisciplinary. Do not include "interdisciplinary" activities or
events - see Interdisciplinary, code 11.
15 Non-arts/Non-humanities - none of the above.

10. Type of Activity

Choose the one item from either Column A or Column B that best describes the funded activities.

02
04
05
06
07

Column A
audience services - e.g., ticket subsidies,
busing senior citizens to an arts event
creation of a work of art - include
commissions
concert/performance/reading - include
production development
exhibition - include visual arts, film, and
video; exhibition development
facility construction, maintenance,
renovation

08 fair/festival

10 institution/organization establishment - for
creation or development of a new
institution/organization
12 arts instruction - include lessons, classes and
other means used to teach knowledge of
and/or skills in the arts
16 recording/filming/taping - do not include
creating art works or
identification/documentation for archival or
educational purposes
18 repair/restoration/conservation
20 school residency - artist activities in
educational setting wherein one or more core
student groups receive repeated artist
contact over time

Column B
01 acquisition - expenses for additions to a collection
03 fellowship - i.e., to individuals
09 identification/documentation - e.g., for archival &
educational purposes
11 institution/organization support - general
operational support
13 marketing - all costs for
marketing/publicity/promotion specifically
identified with the project
14 professional support, administrative - payments for
administrative salaries, wages, and benefits
specifically identified with the project
15 professional support, artistic - payments for artistic
salaries, wages, and benefits specifically identified
with the project
17 publication - e.g., manuals, books, newsletters

19 research/planning - include program evaluation,
strategic planning, and establishing
partnerships/collaborations between agencies
23 equipment acquisition
26 regranting

Column A
21 other residency - artist activity in a nonschool setting wherein one or more core
student groups receive repeated artist
contact over time
22 seminar/conference
24 distribution of art - e.g., films, books, prints
(do not include broadcasting)
25 Apprenticeship

29 professional development/training - activities
enhancing career advancement

33 building public awareness - activities
designed to increase public understanding of
the arts or to build public support for the arts

34 technical assistance - with
technical/administrative functions
37 public art/percent for art
38 arts and health - include creative arts therapies
and other arts and health programs

Column B
27 translation

28 writing about art (criticism)
30 student assessment - measurement of student
progress toward learning objectives. Not to be used
for program evaluation.
31 curriculum development/implementation - include
design, implementation, distribution of instructional
materials, methods, evaluation criteria, goals,
objectives
32 stabilization/endowment/challenge - grant funds
used to reduce debt, contribute to endowments,
build cash reserves, enhance funding leverage or
stabilization
35 website/internet development - include the
creation or expansion of existing web sites (or
sections of web sites) and mobile and tablet
applications 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

99 none of the above

11. Arts Education
Did this project include an organized and systematic educational effort with the primary goal of increasing an
identified learner’s knowledge of and/or skills in the arts with measurable outcomes? Choose the one item which
best describes the funded activities.
01
02
99

50% or more of the funded activities are arts education
Less than 50% of the funded activities are arts education
No activities in this project involved arts education

Population Benefited
Provide data for individuals who directly benefited during the period of support. If actual figures or reliable estimates
cannot be secured, leave these fields blank or enter a “-1” to indicate that data are not available.
12. Adults and Youth Engaged in “In-Person” Arts Experiences
Enter the number of people who directly engaged with the arts, whether through attendance at arts events or
participation in arts learning or other types of activities in which people were directly involved with artists or the
arts. Do not count individuals reached through TV, radio or cable broadcast, the Internet, or other media. Include
actual audience numbers based on paid/free admissions or seats filled. Avoid inflated numbers, and do not doublecount repeat attendees.

12a. Adults engaged
12b. Children/Youth engaged (0-17 years)

13. Adults and Youth Engaged in “Virtual” Arts Experiences (optional)
Enter the number of people who directly engaged with the arts, whether through attendance at virtual arts events
or participation in virtual arts learning or other types of activities in which people were directly involved with artists
or the arts in an “online” setting. Do not count individuals reached through TV, radio or cable broadcast, the
Internet, or other media. Include actual audience numbers based on paid/free admissions or seats filled. Avoid
inflated numbers, and do not double- count repeat attendees.
13a. Adults engaged
13b. Children/Youth engaged (0-17 years)

14. Provide counts of individuals who directly benefited from award activities. Leave blank any items that are not
applicable or for which actual figures do not exist.
Individuals Compensated from the Project Budget
1.

Enter the number of individuals paid, in whole or in part, with
project funds (both the NEA and the cost share)

a.

Artists

b.

Others (includes non-artist employees, temporary staff, support and
technical staff, and contractors who did not work as artists on this
project)

Number of
individuals

Financial Information
15. Grant Amount Requested
Amount requested by "Applicant Name" in support of this grant. If formal grant award process did not take place,
include the amount allocated by "Arts Agency".
16. Grant Award
Dollar amount of grant awarded. If formal grant award process did not take place, enter amount allocated by "Arts
Agency". If the application or activity was not funded, enter 0.
17. Grant Amount Spent
Actual grant amount spent by "Applicant Name."
18. Actual Total Cash Expenses
Actual total of all cash payments made by "Applicant Name" specifically identified with the grant.
19. Actual Total Cash Income
Actual total of all cash income specifically identified with the grant including "Grant Amount Spent."
20. Actual Total In-Kind Contributions
The actual total value of expenses specifically identified with the grant that is provided to "Applicant" by volunteers
or outside parties at no cash cost to "Applicants." If there were no in-kind contributions enter 0.
21. NEA Share
Amount of Partnership Agreement grant funds included in "Grant Amount Spent." If no Partnership Agreement grant
funds were included enter 0.
22. NEA Cost Share
Amount of Partnership Agreement cost share funds included in "Grant Amount Spent." If no Partnership
Agreement cost share funds were included, enter 0.
23. SAA / RAO Share
State funds included in "Grant Amount Spent."
24. Other Share
Other funds, such as private contributions, included in “Grant Amount Spent.” Applicant cost share should not be
entered under “Other Share.” If no “Other” funds were included enter 0.
25. SAA / RAO Unique Identifier
Agency’s in-house application/grant identifier. Each grant, award, and/or activity on which you are reporting should
have a unique identifying number. This field will be used to join the FDR DETAIL data to the Project Activity Location
data.

TABLE 1 – NEA FDR DETAIL DATA FIELDS LIST
Field Name

Corresponds to
National Standard GMS Field

1

Applicant Name

GMS #1

2

Applicant Address 1

GMS #1

3

Applicant City

GMS #1

4

Applicant State

GMS #1

5

Applicant ZIP Code

GMS #1

6

Applicant Status

GMS #1A

7

Applicant UEI

8

Applicant Institution

GMS #1B

9

Project Discipline

GMS #38

10

Type of Activity

GMS #39

11

Arts Education

GMS #39C

12a

Adults engaged: In-person arts experience

12b

Children engaged: In-person arts experience

13a

Adults engaged: Virtual arts experience

13b

Children engaged: Virtual arts experience

14

Actual Artists Benefited

15

Population Benefited by Age

16

Population Benefited by Distinct Groups

17

Grant Amount Requested

GMS #81

28

Grant Award

GMS #24

19

Grant Amount Spent

GMS #124

20

Actual Total Cash Expenses for Project

GMS #100

21

Actual Total Cash Income for Project

GMS #125

22

Actual Total In-Kind Contributions for Project

GMS #112

23

NEA Share of Grant Award

n/a

24

NEA Cost Share

n/a

25

SAA / RAO Share of Grant Award

n/a

26

Other Share of Grant Award

n/a

27

SAA / RAO Unique Identifier

n/a

n/a

GMS #128

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PROJECT ACTIVITY LOCATION SECTION INSTRUCTIONS
The PROJECT ACTIVITY LOCATION section is required only if the funded activity is best described using one of
descriptors from Column A of Field 12 (Type of Activity) in the Detail section of this report. The descriptors in Column A
for Field 12 are: 02, 04, 05, 06, 07, 08, 10, 12, 16, 18, 20, 21, 22, 24, 25, 29, 33, 34, and 37.
To complete the PROJECT ACTIVITY LOCATION section, create an electronic data file that includes either:
• venue address information or
• venue geographic location information (latitude and longitude) for the activity.
To find the latitude and longitude of a location using Google Maps, just right-click the location and select "What's
here?". The latitude and longitude coordinates will appear in the search bar.
Table 2 is a chart of the FDR project activity location section data fields. Records may be listed in any order. However,
the individual data fields must be in the prescribed sequence.
The structure of the data file should be explained in the PROJECT ACTIVITY LOCATION Data Sequencing Form to allow
NEA to certify your data file. If data is not available enter "-1" or leave blank. Do not use zero for this purpose. Zero
should only be used numerically.
Reminder: the PROJECT ACTIVITY LOCATION section is submitted in electronic format to
NASAA, with FinalReports@arts.gov copied.
Additional instructions are available at nasaa-arts.org/research/federal-reporting/.

PROJECT ACTIVITY LOCATION SECTION DEFINITIONS
1. Venue Address (Latitude and Longitude can be provided in lieu of Venue Address, City, State & Zip)
Street address or Rural Route Number of venue. Provide mailing address only if street address is not currently being
collected. Venues based at an individual’s personal address skip to question #3.
2. Venue City
City where the venue is located.
3. Venue State
State where the venue is located.
4. Venue Zip
ZIP Code for address of the venue. Leave this field blank if the venue is outside the United States.
5. Venue Latitude (Venue address can be provided in lieu of Latitude and Longitude)
Geographic coordinate for the latitude of the venue. Use Decimal Degrees, without the degree symbol (DDD.DDDDD).
For example, the latitude of the NEA's current building is 38.883671.
6. Venue Longitude (Venue address can be provided in lieu of Latitude and Longitude)
Geographic coordinate for the longitude of the venue. Use Decimal Degrees, without the degree symbol
(DDD.DDDDD). For example, the longitude of the NEA's current building is -77.021439.
7. Number of days on which activities occurred
Estimated number of days during the funded grant period on which activities occurred at this venue. For projects that
involve a permanent installation, enter 999.
8. SAA / RAO Unique Identifier
Agency’s in-house application/grant identifier for each record. This field will be used to join the Project Activity
Location data to the FDR DETAIL data.
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TABLE 2 – NEA FDR PROJECT ACTIVITY LOCATION SECTION DATA FIELDS LIST
Field Name
1

Venue Address

2

Venue City

3

Venue State

4

Venue ZIP

5

Venue Latitude

6

Venue Longitude

7

Number of days on which activities occurred at this venue

8

SAA / RAO Unique Identifier

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NEA FINAL DESCRIPTIVE REPORT: DETAIL DATA SEQUENCING FORM
SAA / RAO:
NEA Grant #:
Total # of grants/records in file:
Export Format of File--select one
ASCII text delimited (preferred)
ASCII tab delimited

Name of File:

Software used to produce the file:

Access
Other:

Excel

List of fields IN THE EXACT ORDER in which they appear in the data file:

FieldName
1
2
3
4
5
6
7
8
9
10
11
12a
12b
13a
13b
14
15
16
17
18
19
20

FieldName

Type* MaxLength

Type* MaxLength

21
22
23
24
25
26
27

*Text/character, numeric, or logical

Contact information for questions about the content or format of the data file:
Name:
Title:
Phone:
E-mail:

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NEA FINAL DESCRIPTIVE REPORT: PROJECT ACTIVITY LOCATION DATA SEQUENCING FORM
SAA / RAO:
NEA Grant #:
Total # of locations/records in file:
Export Format of File--select one
ASCII text delimited (preferred)
ASCII tab delimited

Name of File:

Software used to produce the file:

Access
Other:

Excel

List of fields IN THE EXACT ORDER in which they appear in the data file:

FieldName

Type* MaxLength

1
2
3
4
5
6
7
8
*Text/character, numeric, or logical

Contact information for questions about the content or format of the data file:
Name:
Title:
Phone:
E-mail:
PAPERWORK REDUCTION ACT STATEMENT
The public reporting burden for this collection of information is estimated at an average of 4.5 hours per response. This includes
the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing
and reviewing the collection of information. If you have comments concerning the accuracy of the time estimate(s) or
suggestions for improving this form, please send your comments to: research@arts.gov, Attention: Reporting Burden. According
to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless it displays a
valid U.S. Office of Management and Budget (OMB) control number.