Process for Artists
In the first place, applicants should complete an eligibility submission to give details of their work. (Either click on this link or go to the tab in a menu.) This submission will be checked by the Trust and, if successful, an applicant will be given login details to make a particular application. Please note that confirmation of eligibility does not mean confirmation that a grant will be awarded.
In the submission form, applicants will be asked for their contact details and any professional name, and about their professional area of work: ‘painter’, ‘composer’, ‘novelist’, ‘poet’ or whatever. They will then be asked for a list of major publications, recordings or performances, exhibitions or similar. It is only necessary to give sufficient information for the Trust to check professional status.
As the Trust is not able to give grants to artists who are not tax resident in the United Kingdom, applicants are required to make a formal declaration in the eligibility submission that they are resident within the UK for tax purposes. They are also required to allow the Trust to retain their relevant data.
Applicants will then be asked if they are member of any relevant professional association. This is not a required field, but it allows artists to list any memberships which may help to establish them as professionals. Applicants are then asked to provide the name and email address (or other contact details) for a Referee, who is established in the field and knows the artist and his or her work. There is then a field for for mentioning other factors which might help establish professional status. Applicants are also required to give details of how they heard of the charity and its grants – this is quite important and, in the case of personal recommendations, the name of the contact is required.
(By the way, the “I’m not a robot” button is a built-in filter to stop machines applying, and it isn’t as non-sensical as it sounds. Please click in the box.)
If the applicant wishes to include documentation with the eligibility submission (catalogues, programmes etc), it is possible to upload .pdf files with the form. In order to send larger files, or a file in a different format, the artist should contact the office. In any case, when any additional information is being submitted, artists should indicate this in the box on the form. Please note that it is only necessary to include as much information as will establish a professional status; often a website address will be sufficient.
Most importantly, artists will be asked to create a User Name. This will be a unique identifier, and any suggestion will be automatically refused if it already occurs in our database. Returning users will retain their previous Applicant ID from the old website as their user name. They will, however, need to reset their password through the “Forgot your password” link; the new password will stay constant. Read our instructions for resetting your password. Each applicant must also have a unique personal email address, so if yours is shared with a partner or others in a group, the system will not allow more than one applicant to have that email address. You will be sent a link to find your new password by email; click on that link.
New applicants should expect to wait a few weeks while their eligibility is being checked. Please check any spam or junk folder if you do not appear to have received a response within a month. Please note, however, that artists who do not match our grants criteria or who supply incomplete information may not receive a reply to their submission.
Once granted an Applicant Login, eligibility will not normally be checked again, and further applications may be made at any time. Please keep a note of your user name and your password as you will need them for future applications.
Application For A Grant
Once you have been granted a Login (a confirmed user name and a password), applications should be made by again logging in to the site. First check the applications status page to see that there are no special circumstances applying at the time of your application, and then go to the application form and click on LOGIN. Please see the notes above if you already have a Login from our old website – your Applicant ID will not have changed, but you will be required to change your password.
Grants are offered specifically to cover food and lodging costs. In the application form you will be asked how many days’ stay you wish to make as the grants are calculated on a daily basis. Please note that you may only apply for one stay in any single grant application, and the grant may not normally be split between two different visits. You will therefore, under normal circumstances, not need to specify the amount of the grant requested. You will also be asked when approximately you would hope to make the stay supported by this grant. This will need to be within six months of the grant being awarded, and must be at least six weeks after notification of the award unless you wish to stay at Hawkwood College, in which case a couple of weeks is usually sufficient.
Applicants are reminded that the daily maximum (currently £85) is to cover food and lodging at a particular place, and any outside meals, extras or other expenses incurred during the stay will not be reimbursed. So, for example, travel costs are not included in a grant.
You will also be required to repeat your formal declaration that you are resident within the UK for tax purposes, and that we may keep your contact and professional data..
You will be reminded that, If you have already received a grant from this Trust, your new application will not be considered unless and until you have submitted a report on the previous stay. Such a report is a necessary precondition for a further grant. It is also not possible to apply for a further grant if you are currently in receipt of one which has not been used in full.
The final two questions will ask the purpose of your stay (which may be for rest, quiet work, research or whatever, and you should give details) and the reason for the grant application (which refers to why you are unable to make this stay without financial assistance; again some details would be helpful).
The trustees are happy to consider applications from groups of artists wishing to stay together for collaborative work. In such cases, each individual artist will still need to make a separate eligibility submission. Please read the notes. Once all group members have been granted eligibility, the group administrator should contact the Secretary for further information.
Applications may be made at any time. The trustees normally meet to discuss applications three times a year, and the deadline for applications is announced on the website. Applicants will receive an acknowledgement of their application but may not hear further until after the next trustees’ meeting. Furthermore, as the trustees also wish to balance their grant donations through the year, some applications may be held back for decision until a subsequent trustees’ meeting.
Although it is possible to make the application for a grant either before or after making a booking for a residency, making an application may not be taken as confirmation of a grant, and any booking made before a grant has been confirmed will be at the applicant’s risk.
The Trust will inform artists of the result of their application as soon as is possible and will not normally acknowledge requests for earlier decisions. It is usually possible for the grant to be accessed within a few weeks of the decision, but this should be checked if time-tables are tight.
For eligible artists, each particular grant application will be considered on its own merits and according to the funds available at that time. The applicant will be informed of the decision, which is final, and the trustees do not need to give a reason for their decision.
If an application is not successful, this may be because of lack of funds available at that particular time. Therefore, further applications may be made by an eligible artist later in the year.
The grant will be paid directly to the place of residence, and the value of the grant stays the same whether or not VAT is added to the bill The full balance is due from the artist.
In order to make a report on your residency, please send an email (with attachments, if required) to firstname.lastname@example.org. This may be done as soon as you like after the stay, but is mandatory before making any further application. The trustees are required to monitor that their grants are being used responsibly, and will not consider any applications from an artist with a report outstanding.
Guidelines for the report are that they should inform the Trust where and when a stay was made and also refer back to the Application, explaining 1] how the stay addressed the stated purpose of the visit, and 2] how it addressed the reason why that particular application was made. The trustees are also happy to hear about any artistic work done during your stay. In that case, you may be asked whether you are happy for all or part of your report to be available for others to see on this website; you have the right to allow or deny this as you choose.
You are advised to keep a copy of any report or other work you submit to the Trust as we cannot accept responsibility for items which are sent to us by post or email.
All other communications with the Trust must be by e-mail or post. Artists will not be able to contact the Trust by phone, but they will be asked to provide a phone number on which they may be contacted if required.
Contact and bookings with the intended place of residence (including Hawkwood College) are the responsibility of the applicant, and the Trust will not assist in making enquiries or bookings.