CFDA Number: 45-201
Funding Opportunity Number:
The National Endowment for the Arts administers the U.S. Government's Arts and Artifacts Indemnity Program on behalf of the Federal Council on the Arts and the Humanities (FCAH). The Indemnity Program was created by Congress in 1975 for the purpose of minimizing the costs of insuring international exhibitions. In December 2007, Congress expanded eligibility under the Program to include coverage of works of art owned by U.S. entities while on exhibition in the United States.
Museums and other non-profit organizations planning temporary exhibitions may be eligible for coverage. Details appear below.
The indemnity agreement is backed by the full faith and credit of the United States. In the event of loss or damage to an indemnified object, the Federal Council must certify the validity of the claim and request Congress to authorize payment.
The Arts and Artifacts Indemnity Act and the Federal Regulations may be found at the following link:
Arts and Artifacts Indemnity Act and Federal Rules and Regulations.
The Arts and Artifacts Indemnity Act (P.L. 94-158) as amended (P.L. 110-161, Sec. 426) authorizes the Federal Council on the Arts and the Humanities to make indemnity agreements with non-profit, tax-exempt organizations and governmental units for coverage of eligible items owned by public and private collections in the United States, while on exhibition in the United States.
If an exhibition is being shown at several institutions, one institution should apply on behalf of all participants. The Federal Council requires that the applicant have previously organized at least one exhibition containing loans borrowed from one or more public or private collections.
Applicants requesting coverage for international exhibitions should refer to the guidelines and application under Funding Opportunity Number 2009FCAH01.
Applicants may submit only one application, either under the domestic or the international program, for the same exhibition.
Eligible objects include art works, other artifacts or objects, rare documents, books and other printed materials, photographs, films, and videotapes. Such objects must have educational, cultural, historical, or scientific value.
Note: For reasons of risk, the Federal Council is generally opposed to indemnifying oil on copper paintings, pastels, lacquer objects, certain types of glass (including enamels), works on parchment or vellum, marquetry, frescoes, and other fragile objects. Oversized works and oil on wood panel paintings will be reviewed on a case by case basis. Oil on single wood panels larger than two feet by three feet will not be indemnified. Please see Question 11(c) in the Indemnity Narrative instructions for more information.
Credit Requirement:
In all published material and announcements concerning this exhibition, the following acknowledgement must appear: “This exhibition is supported by an indemnity from the Federal Council on the Arts and the Humanities.”
The Arts and Artifacts Indemnity Act allows coverage for a single exhibition up to $750,000,000. The total dollar value of the U.S. loans in the exhibition must exceed $75,000,000 for eligibility. The total dollar amount of indemnity agreements which can be in effect at any one time is $5,000,000,000. The deductible amounts follow.
If the value of items covered by an indemnity agreement for a single exhibition is:
$75,000,000 or more, but less than $125,000,000, the first $50,000.
Not less than $125,000,000, but less than $200,000, the first $100,000.
Not less than $200,000,000, but less than $300,000,000, the first $200,000.
Not less than $300,000,000, but less than $400,000,000, the first $300,000.
Not less than $400,000,000, but less than $500,000,000, the first $400,000.
$500,000,000 or more, the first $500,000.
Organizations interested in seeking indemnity must submit an application for review by the Indemnity Advisory Panel and the Federal Council on the Arts and the Humanities. Announcements of Certificates of Indemnity will be made after the Federal Council has met. If an application or object has been rejected, the applicant may submit a request to the Indemnity Administrator to provide a written response stating the reasons for rejection (please see Contact below).
Please click here to view application instructions.
The application deadlines are , for Certificates of Indemnity that may be issued as early as the following ; and January 2, for Certificates that may be issued as early as the following April 1. (The Panel and Council meetings occur approximately one month and two months, respectively, following those deadline dates.) An application should not be submitted more than one year and three months in advance of the indemnity period.
To assist the Panel and Council with long range planning of indemnity allocations, future applicants are encouraged, but not required, to submit preliminary statements about future exhibitions as much as four years in advance of the indemnity period. Updated material may be submitted every six months, as appropriate. Please send all material directly to the Indemnity Administrator (see Contact below).
OMB 3135-0094
Exp.
Please read these instructions carefully before completing your application. Only applications which provide thorough answers to each question can be considered for a Certificate of Federal Indemnity. No indemnification agreement may be entered into unless a completed application has been received in accordance with the provisions of Public Law 94-158 (20 USC 973).
If you have questions about eligibility, the content of your application, or the Indemnity Program, please contact the indemnity Administrator:
Alice M. Whelihan
Indemnity Administrator
National Endowment for the Arts
ll00 Pennsylvania Avenue, N.W.
Washington, D.C. 20506
telephone: 202-682-5574
fax: 202-682-5603
whelihaa@arts.gov
* * * * * * * * * * * *
How to Prepare and Submit Your Application for Indemnity
Applicants must submit their applications electronically through Grants.gov, the federal
government’s on-line application system. The Grants.gov system must receive your application no later than 11:59 p.m., Eastern Time, on the deadline date ( for Certificates of Indemnity that may be issued as early as the following ; and January 2, for Certificates that may be issued as early as the following April 1).
We strongly recommend that you submit at least one week in advance of the deadline to give yourself ample time to resolve any problems that you might encounter.
In addition to applying through Grants.gov, applicants must submit one set of visual
documentation directly to the Arts Endowment. Details on the visual documentation that is
required are provided at the end of these instructions. This material must be postmarked (or
show other proof of mailing) no later than (for applicants under the
deadline) or January 3 (for applicants under the January 2 deadline). We provide this extra business day to allow applicants ample time to receive and include with their mailed material a copy of the notification from Grants.gov that confirms their electronic submission and provides the Grants.gov Tracking Number.
Register with Grants.gov OR Renew/Verify an Existing Registration
All applicants must be registered with Grants.gov in order to submit their application. If your
organization has already registered with Grants.gov, verify the registration and make sure that all of the information is up to date. [Your organization’s registration with the Central Contractor Registry (CCR) – part of the Grants.gov registration process – must be renewed each year or it will expire.] Make certain that the individual who will be submitting this application is registered as an Authorized Organization Representative (AOR) and has a Username and Password. Organizations that are not already registered should allow at least two weeks to complete this process. The Arts Endowment has created an easy-to-follow checklist for registering for organizations. Step-by-step instructions for registering are also available at Get Registered.
If you have questions about your Grants.gov registration or the mechanics of getting
your application through the Grants.gov system, call the Grants.gov help desk at 1-800-518-4726, e-mail support@grants.gov, or consult the information on the Grants.gov Web site at Applicant Help. The Grants.gov customer service hours are 7:00 a.m. until 9:00 p.m., Eastern Time, Monday to Friday.
You do not need to complete the registration process to download the application package and to prepare your material. However, you will need your Username and Password that you obtain during the final step of the registration process to submit your application.
Prepare your application materials
1. Verify your software.
You must have Adobe Reader (version 8.1.1 or higher), a small, free software
program, installed on your computer before you download your application package from
Grants.gov. Earlier versions of Adobe Reader or other Adobe products will lead to errors
and prevent you from submitting your application. If more than one computer will be involved
in the preparation of the application package, ensure that the same version of Adobe
Reader is used.
To verify that you have a compatible version of Adobe Reader installed, click on the test
application package link below:
Adobe Reader Version Test Application Package
If you do not already have Adobe Reader (version 8.1.1 or higher) installed on your
computer, please download and follow these installation instructions.
2. To apply under the deadline, click on the link below to go to the application
package on Grants.gov. (The application package for organizations applying under the January 2, 2009 deadline will be available after the deadline.)
Funding Opportunity Number:
This will bring you to the “Selected Grant Applications for Download” screen.
Download the application package and follow the instructions below. It is not necessary to
download the instructions from Grants.gov as you will merely be directed back to the
instructions in this document.
3. Save the application package (using the “Save” button at the top of the form) to a location
on your computer or network where you can find it readily. Close the saved application
package before you start to work on it for the first time. Always open and work on
your application from this location. You do not need to be connected to Grants.gov or the
Internet until you are ready to submit your completed application.
4. Open the application package. In the “Application Filing Name” box, enter your
organization’s legal name. In the “Mandatory Documents” box, you will see two forms: the
Application for Federal Domestic Assistance/Short Organizational Form (SF-424) and the
Attachments Form. You must move these two forms to the “Mandatory Documents for
Submission” box before you can open and complete them. Once moved, the two forms
merge into a single document. You can access each form by clicking on it to highlight it and
then clicking on the "Open Form" box OR you can scroll down your screen and you will
come to each form in succession.
You can move around within and between forms by scrolling, or by using the small blue
arrows or the "Next" or "Previous" buttons at the top of the forms. Do not use the Back
Button at the top of your screen as this will take you out of the Grants Application Package
altogether.
5. Clicking on the "Close Form" button at the top of a screen will capture your information and return you to the "Grant Application Package" screen. Before closing the "Grant Application Package" screen, click on the "Save" button and respond “Yes” to the message, “The File already exists. Replace existing file?” to make sure that your most recent information is saved.
Instructions for the Application for Federal Domestic Assistance/Short
Organizational Form (SF-424)
All asterisked (*) items and yellow fields on this form are required and must be completed before you will be able to submit the form. Items 1 and 2 have been pre-populated. Item 3, Date Received, will be filled in automatically with the date that you submit your application; leave this field blank. Item 4 has been pre-populated.
SF-424 Question 5. Applicant Information:
a. Legal Name: Enter the legal name of the nonprofit organization or government entity
applying for indemnity as it appears in the current IRS 501(c)(3) status letter or in the
official document that identifies the organization as a unit of state or local government, or
as a federally recognized tribal community or tribe. If an exhibition is being shown at
several institutions, one institution should apply on behalf of all participants. The Federal
Council requires that the applicant must have previously organized at least one
international exhibition.
b. Address: Use Street 1 for your street address or post office box number, whichever is
used for your U.S. Postal Service mailing address. Street 2 should be used only when a
Suite or Room Number or other similar information is a necessary part of your address.
In the Zip/Postal Code box, enter your full 9-digit zip code (you may look it up at
www.usps.com/zip4/).
c.
d. Type of Applicant: Select the item that best characterizes your organization from the
menu in the first drop down box. Additional choices are optional.
e. Employer/Taxpayer Identification Number (EIN/TIN): Enter the 9-digit number that was
assigned by the Internal Revenue Service; do not use a Social Security Number.
f. Organizational DUNS: All organizational applicants for federal funds must have a DUNS
number, which is recognized as the universal standard for identifying organizations
worldwide. The number that you enter here must agree with the number (either 9 or 13
digits) that you used with the Central Contractor Registry as part of the Grants.gov
registration or your application will be rejected.
g. Congressional District: Enter the number of the Congressional District where the
applicant organization is located. Use the following format: two-character State
Abbreviation-three-character District Number. For example, if your organization is
located in the 5th Congressional District of California, enter "CA-005." If your state has a
single At-Large Representative or your territory has a single Delegate, enter your two digit
state/territory abbreviation and “-000.” If you need help, visit the House of
Representatives Web site at www.house.gov and use the "Find Your Representative"
tool.
SF-424 Question 6. Project Information:
a. Project Title: Enter the title of the exhibition.
b. Project Description: In two or three sentences, provide a concise description of your
exhibition. Include the subject matter of the exhibition, the type of objects in the
exhibition (paintings, sculpture, manuscripts, etc.), the individual responsible for
organizing the exhibition, and the exhibition catalogue author(s).
c. Proposed Project Start Date/End Date: Enter the beginning and ending dates for the
period for which you are requesting indemnity coverage. The time period of indemnity
begins on the date that condition reports are prepared prior to initial packing at the
lenders' premises. Coverage includes the time the objects are in transit and while they
are on exhibition. Indemnity coverage ends on the date that condition reports are
prepared upon return to the lenders' premises or the place designated by the lender.
Note: The Federal Council rarely approves indemnity coverage for a time period greater
than two years.
SF-424 Question 7. Project Director: Provide the name of the person responsible for organizing
the exhibition. Please leave the Social Security Number box blank. Select a Prefix (e.g., Ms.,
Mr.) even though this is not a required field.
SF-424 Question 8. Primary Contact/Grant Administrator: Provide the requested information for
the individual who should be contacted on all matters involving this application and the
administration of any indemnity agreement that may be awarded. Please leave the Social
Security Number box blank. Select a Prefix even though this is not a required field. If this
individual is the same as the Project Director, you may just check the "Same as Project
Director" box.
SF-424 Question 9. Authorized Representative: Enter the requested information for the AOR
(Authorized Organization Representative) who will be submitting this application to Grants.gov.
The AOR must have the legal authority to obligate your organization. If the Primary
Contact/Grant Administrator is the same as the Authorizing Official, please complete all items
under both 8 and 9 even though there will be some repetition.
By clicking the "I Agree" box at the top of Item 9, this individual certifies that:
The information contained in this application, including all attachments and supporting
materials, is true and correct.
The valuations for the objects to be indemnified are accurate and represent current fair
market values to the best of his/her knowledge.
The dated loan agreements, including U.S. dollar valuations and agreement to Federal
indemnity, will be in his/her hands prior to packing and shipping of indemnified items.
The "Signature of Authorized Representative" and "Date Signed" boxes will be populated by
Grants.gov upon submission of the application.
Instructions for the Indemnity Narrative (Attachment 1 of the Attachments Form)
How to Use the Attachments Form
You will use the Grants.gov Attachments form to attach your Indemnity Narrative. You can
create your narrative using any word processing software. When you have completed the
document, save it to your computer and convert it to a PDF document before attaching. Please
follow these instructions:
1. Label all pages clearly with your organization’s legal name and “Indemnity Narrative.”
Leave a margin of at least one inch at the top, bottom, and sides of all pages. Do not
reduce type below 12-point font size. Do not type in all capital letters. Number pages
sequentially.
2. Convert your file to PDF (portable document format) before attaching. Using PDFs
allows you to preserve the formatting of your document so it can be presented to
reviewers exactly as you intend.
3. Name your file before you attach it to the Attachments Form. The name of the file should
indicate the name of your organization or a recognizable acronym followed by “Indemnity
Narrative” (e.g., “ABCOrganizationIndemnityNarrative.pdf").
4. When you open the Grants.gov Attachments Form, you will find 15 attachment buttons,
labeled "Attachment 1" through "Attachment 15." You will use the Attachment 1
button only. Leave all remaining Attachment buttons blank. Click on this button and you
will be able to choose the file from your computer that you wish to attach.
5. If you try to view your attachment by clicking the "View Attachment" button on the
Attachments Form but are unsuccessful, check the bottom of the screen for the
message: "Pop-ups were blocked on this page." If you see this message, press "Ctrl"
Your narrative must address each of the following items. Please use the boldfaced numbers and headings below to organize your response.
Places and Dates of Exhibition
Include dates and the specific sites, cities, states, and countries where the exhibition will be viewed. If indemnity coverage is requested to begin or end at a site other than the lender's premises, indicate specific sites and dates. If indemnified objects are to be placed in storage between exhibition sites, give dates and the facilities to be used.
The Federal Council generally limits indemnity coverage for a single exhibition to five (or fewer, depending upon the type and condition of the objects) venues. The Federal Council requires that venues for indemnified exhibitions must have successfully hosted at least one previous museum‑caliber exhibition. Indemnity should not be requested for inaugural exhibitions in new buildings or substantially renovated spaces.
Total Number and Value of Objects to be Indemnified
Total number and value of United States‑owned objects for which indemnity is requested.
Amount of private insurance premium which would be required to cover objects for which indemnity is requested.
Source of that insurance premium estimate.
Total Number and Value of the Entire Exhibition
Total U.S. dollar valuation for all objects in the entire exhibition (include indemnified and non‑indemnified objects).
Total number of objects in the entire exhibition.
Exhibition Significance
State the significance and the educational, cultural, historical, and/or scientific value of the objects to be indemnified and of the entire exhibition in which the indemnified objects will appear. Explain how the risk to the objects is justified by the purposes of the exhibition.
Packing, Shipping, and Security Arrangements
Should a Certificate of Indemnity be awarded based on this application, you must notify the Indemnity Administrator IN ADVANCE of any changes affecting the time period, list of objects, or packing, shipping, security, and storage arrangements, as stated in this application, so that the Certificate can be amended.
Any changes in arrangements which affect the specifications described in this application should be submitted to the Indemnity Administrator for authorization by the Federal Council. The Council will NOT be responsible for any loss or damage to an indemnified object occurring as a result of an unauthorized change.
Indemnity is intended to cover objects in exhibitions for which the most professional and thorough care in packing, shipping, climate control, and security arrangements is provided. This section is a critical part of the application and will be examined very closely. In order for these arrangements to be assessed, it is essential that you state as completely as possible the policies, procedures, techniques, and methods to be employed with respect to the following (use the headings below to organize your response):
Packing arrangements at premises designated by the lender(s).
Give the names of the institutions and companies responsible for the initial packing and crating of the objects from the location(s) designated by the lenders, and describe the packing specifications.
Shipping and security arrangements during transport.
Indicate the shipping and security arrangements for the objects during transport, including the initial assemblage, points of transfer (between sites), and return to the lenders. The Federal Council requires that couriers accompany all shipments, unless exceptions are approved in advance. Include names (or titles) of couriers and the names of primary shipping companies (or their agents) to be used.
Packing and shipping arrangements for especially fragile objects.
For objects considered to be especially fragile and vulnerable to the hazards of travel, such as oversized works, oil on wood panel paintings, or objects comprised of multiple media, specify what special precautions are to be taken with respect to packing, shipping, handling, and installation to minimize the risk of damage.
For oil on wood panel paintings, describe the climate conditions at the lenders’ premises and how that environment will be maintained throughout the exhibition tour.
Give values, accurate descriptions of present conditions (including names and qualifications of individuals responsible for making the assessment), and your means of verifying the satisfactory condition of those objects prior to the initial packing for this exhibition.
Condition reports.
Indicate provisions for providing condition reports at the following points, giving the name or title of the person(s) responsible for filing the report:
Immediately prior to packing and shipping from the location(s) of the lender(s).
Immediately upon delivery and inspection at each location of borrower(s).
Immediately prior to packing and shipping from each location of borrower(s).
Immediately prior to packing and return shipping to location(s) of lender(s).
Immediately upon delivery and inspection at location(s) of lender(s).
If storage facilities are to be used, indicate provisions for providing condition reports, as appropriate.
All reports in 1) through 5) above must be made during the time period of indemnity.
Actual submission of condition reports to the Federal Council with the application is not required. However, an applicant may choose to provide a condition report for an especially fragile object as evidence of its stability. If a condition report is included with the application for indemnity, please include it here. In the event of a claim for loss or damage to an indemnified object, it is expected that condition reports will be available for the Federal Council's inspection.
Note: If a Certificate of Indemnity is awarded, it is the responsibility of the indemnitee to confirm the stability of the objects for travel and, if necessary, to assure the Federal Council at any time during the indemnity time period that the condition of the objects corresponds to the initial condition report. This may be accomplished by a reasonably accurate, current photograph or, preferably, by inspection by a qualified staff member of the indemnified institution. If photographs are used they should clearly demonstrate physical condition and be so certified by the lender.
Climate control conditions (at exhibition sites and storage facilities)
Describe the climate conditions at each exhibition site (the specific place in the building where the exhibition will take place) and at each storage facility in terms of:
Temperature: give degrees and range.
Relative humidity: give percentages and range.
Means of controlling the climate.
Light levels: give range in foot-candles.
Describe what special precautions are to be taken for objects most susceptible to damage as a result of fluctuations or extremes in humidity or temperature (such as wood objects, furniture, etc.).
If any objects are light sensitive, such as works of art on paper, textiles, etc., indicate the estimated number of foot-candles of lighting to which they will be exposed at each site. (The Council recommends that the level not exceed ten foot-candles for such objects.)
Security arrangements (at exhibition sites and storage facilities)
Describe the security arrangements at each exhibition site (the specific place in the building where the exhibition will take place) and at each storage facility, including:
The number of guards assigned to the exhibition area.
The number of guards on duty while the exhibition is not open to the public (the Council generally requires that there be 24‑hour guards for indemnified exhibitions).
Electronic surveillance.
Fire protection measures (also indicate if there are wet or dry sprinklers in exhibition galleries and storage areas).
General installation plans related to security for individual objects, including the use of vitrines, stanchions or pedestals, barriers for unglazed or unvarnished works of art, or any other protective measures not already described.
Any other pertinent security arrangements.
SHOULD A CERTIFICATE OF INDEMNITY BE AWARDED FOR THIS EXHIBITION, IT WILL BE BASED ON THE DETAILS PROVIDED IN THIS SECTION. IF AN INDEMNIFIED OBJECT IS LOST OR DAMAGED, INDEMNIFICATION MAY BE INVALID IF SECURITY PROVISIONS ARE DIFFERENT THAN THOSE STATED IN THIS APPLICATION.
If a Certificate of Indemnity is awarded, each participating institution must submit to the Indemnity Administrator a letter from the Chief of Security of the institution, endorsed by its Director, within 30 days of the opening of the indemnified exhibition at that site. This letter must certify that security arrangements are still as stated in the approved application.
Indicate the maximum value of indemnified objects to be transported in a single instrumentality of transportation.
The Federal Council permits a maximum of $80 million per instrumentality of transportation. However, in special circumstances, the Council may limit the amount allowable to less than $80 million.
The Arts and Artifacts Indemnity Act provides for a:
$50,000 deductible for exhibitions from $75 million up to $125 million in value
$l00,000 deductible for exhibitions up to $200 million in value.
$200,000 deductible for exhibitions up to $300 million in value.
$300,000 deductible for exhibitions up to $400 million in value.
$400,000 deductible for exhibitions up to $500 million in value.
$500,000 deductible for exhibitions above $500 million.
There is a minimum of $75 million value per exhibition for eligibility. There is a maximum limit of $750 million coverage per exhibition.
Please state the insurance or other arrangements including the name(s) of insurance companies to cover the deductible and any amount in excess of the amount to be indemnified.
Financial Arrangements
List the sources of assured or anticipated support to be used to cover the general expenses of organizing the exhibition. If you anticipate significant corporate sponsorship for the exhibition and have related commercial agreements or understandings, please describe or attach copies of such agreements.
Describe the nature and amount of any loan fees or other contractual arrangements (in excess of $l0,000 for the entire exhibition), including retail agreements, with lenders to the exhibition.
Previous Losses
Describe all losses over $5,000 to permanent or loaned collections (whether or not a claim was filed) incurred by the applicant and each participating institution during the three years prior to submitting this application. Similar losses at storage facilities during the past three years must be documented and explained. For each loss include:
Date of loss/damage.
Nature and cause of loss/damage.
Appraised value(s) of lost/damaged item(s) before and after loss.
Indication of whether there was litigation to determine blame or negligence.
Note: Should additional losses be incurred by the applicant or any of the participating institutions after this application is submitted, please notify the Indemnity Administrator to update this section.
Accreditation
State whether or not the applicant institution and participating institutions are accredited by the American Association of Museums. Accreditation is not required in order to receive an indemnity. However, if an applicant or participating institution is not accredited, the Federal Council reserves the right to request a statement from the institution describing its procedures for handling loss or damage.
Third Party Opinions
It is the responsibility of the applicant to have lender values confirmed by experts other than members of the applicant institution's professional staff or those directly involved with the exhibition. Give the name and title for each expert consulted and a brief statement that establishes his or her expertise and qualifications. This information will be used in conjunction with Questions 11 and 12.
Object Identification and Valuation
Provide a numbered list of all United States‑owned objects for which indemnity is requested. Your document must follow this format:
Number |
Object Type |
Object Description |
Lender |
1) Lender Value (U.S. Dollar) 2) 3rd Party Opinion |
Sources of Valuations |
|
|
|
|
|
|
Include the following information for each object to be indemnified:
Number: Start with number one. The number here must correlate to the number of this object in the visual documentation that you submit.
Object Type: Painting, drawing, photograph, ceramic, sculpture, furniture, jewelry, clothing, scientific instrument, manuscript, etc. (Indemnity does not cover frames or cases unless specifically itemized.)
Object Description: Artist, title, date, medium, support, dimensions, and accession number of the lending institution. If the borrower does not agree with the lender's attribution to an artist, please so indicate.
Indicate if an object contains more than one part (e.g., a pair of earrings). If an object is described as a pair or set, it is the responsibility of the applicant to advise the lender of the Council's policy regarding loss of a part of a pair or set (see Clause 7 of the Certificate of Indemnity).
In addition:
For collages, identify the medium of each collage element.
For manuscripts, indicate the number of pages, and the number and size of illuminations or illustrations.
For books, give the date of the edition and, if possible, the rarity (i.e. the number of known copies), and describe any annotations or associations.
For prints and photographs, give the date of the print and indicate whether or not the print was made by the artist or photographer.
For oversized three-dimensional works of art, give the weight of each object.
Note: For reasons of risk, the Federal Council is generally opposed to indemnifying oil on copper paintings, pastels, lacquer objects, certain types of glass (including enamels), works on parchment or vellum, marquetry, frescoes, and other fragile objects. Oversized works and oil on wood panel paintings will be reviewed on a case by case basis. (For oil on wood panel paintings, the Council expects detailed answers to Question 5 (c).) The Council may determine that these objects be moved to the list of non‑indemnified objects. Oil on single wood panels larger than two feet by three feet will not be indemnified.
Lender: Full name of the lender and the institution or individual’s city and country of residence. Private lenders must be identified by name, city, and country of residence. Any objects owned by a curator of this exhibition must be listed under Question 12 “Identification of Non-Indemnified Objects.”
U.S. Dollar Valuation: On this form, include: 1) lender value (rounded to the nearest dollar); and 2) third party opinion on the lender value (see (f) below). The list of objects and valuations is included in the Certificate of Indemnity and will be the basis for determining the amount of a claim payment.
Sources of Valuation: Include 1) name and title of individual originating the valuation (owner, lender, etc.); and 2) name and title of the third party confirming the original valuation (appraisal expert, curator, museum director, etc.).
Note: Objects owned by the applicant or participating institutions may not be indemnified while on exhibition at the lender’s premises. Such objects may be included in Question 11 for coverage while in transit or while on exhibition at other participating institutions.
Identification of Non-Indemnified Objects
This information is necessary for the Federal Council to determine the educational, cultural, historical, or scientific value of the exhibition as a whole. Using the formatting instructions for Question 11, provide a separate list, beginning with number one, of all objects to be included in the exhibition for which indemnity is not requested. For (d) Lender: if a private lender does not wish to be identified, indicate "private lender." For (e) OPTIONAL: U.S. Dollar Valuation: applicants are strongly encouraged to provide U.S. dollar valuations for any or all objects in this section. This information is reviewed to help confirm values given in Question 11. Applicants who do not furnish U.S. dollar valuations for non‑indemnified items may be requested to do so.
Submit Your Proposal
1. When you have completed your application (i.e., the SF-424 and the Attachments Form
with your Indemnity Narrative have been completed and saved), click the Check
Package for Errors button at the top of the Grants.gov menu screen. This will alert you
if you have left any required fields on the forms incomplete. This will not check the
accuracy of your information or whether you have attached your narrative. Correct any
errors and click Save to save your application package again. When your required fields
are complete, you will receive the message, "Validation Passed."
2. If you want a hard copy of your completed application, clicking the Print button will print
out the SF-424 form. For a hard copy of the Indemnity Narrative that you are attaching to
the Attachments Form, you will have to print this out separately.
3. Click the Save & Submit button. Clicking this button will prompt you to save your
application package one last time. When asked if you want to replace the existing file,
click “Yes.” You will then be reconnected to Grants.gov and the Internet. You will be
prompted to provide your Grants.gov Username and Password that you obtained
during registration.
4. Click the “Login” button. This will bring you to the “Application Submission Verification
and Signature” screen. If everything looks accurate, click the “Sign and Submit
Application” button. Grants.gov will put a date/time stamp on your application. Your
application must be stamped no later than 11:59 p.m., Eastern Time, on your deadline
date. If you do not want to submit the application at this time, click the “Exit” button. You
will be returned to the previous page where you can make changes to your material or
exit the process.
NOTE: If it appears that your submission is not being successfully transmitted to
Grants.gov (e.g., you do not receive a confirmation screen), it is possible that your
application actually was submitted. You can check if your submission was successful by
seeing if you have received the e-mail notifications from Grants.gov detailed below or by
calling the Grants.gov help desk. Do not try to submit your application again until you
have verified that your submission was unsuccessful. If the application was not
submitted successfully, close your connection to Grants.gov and resubmit. This can
happen for a number of reasons, such as heavy usage on the Grants.gov system or
security settings on your computer or your firewall.
5. After you hit the “Sign and Submit Application” button, you will receive two notifications
from Grants.gov:
a. First, you will receive confirmation that your application was received by the
Grants.gov system. This confirmation will include the Tracking Number assigned
to your application. Print out a copy to include with the material that you mail to
the Arts Endowment. The Tracking Number also will be e-mailed to your
Authorized Organization Representative (AOR).
b. Soon thereafter (generally within two business days), you will receive notification
as to whether your application was successfully validated by Grants.gov. You may include this in lieu of the confirmation with the material that you mail to the Arts Endowment. If there
are any errors in your application (e.g., the DUNS number on your application
does not match exactly the DUNS number in your registration), it will be rejected
and not delivered to the NEA. If Grants.gov rejects your application and the
deadline has not yet passed, you can correct the error(s) in your application and
resubmit.
You can also track the progress of your application by using your Username and
Password to log in to the Grants.gov system and clicking on “Application Status.”
You cannot make any revisions to your application through Grants.gov once it is
submitted. After the application is submitted, you must inform the Indemnity
Administrator directly of any changes.
Application Material to be Submitted by Mail
In addition to the material that you submit through Grants.gov, you must mail the following items to the Arts Endowment. Your application package will not be considered complete without these items:
1. A copy of the Submission Confirmation or validation e-mail from Grants.gov that includes
your Grants.gov Tracking Number.
2. One set of photographs or color photocopies of each object for which indemnity is
requested. Clearly label and number the visuals to correspond to the numbers that you
used in the lists for Questions 12 and 13.
3. A CD of up to twelve images in JPEG file format that shows highlights of the exhibition.
We will not accept slides. A brief script must be attached to the disc, with the numbers
used in Questions 12 and 13. Digital images on CD:
Must be in JPEG format. Do not submit TIFFs, PDFs, Word, or Access files, or any other non-JPEG formats.
Must not exceed 2 MB per image.
Should have a maximum image size of 800 pixels x 600 pixels.
CD must be in MS Windows readable format
Preview your samples before submitting them to ensure that there are no technical problems that might interfere with the review of your work. The Arts Endowment may copy or digitally convert work samples to facilitate review. By submitting these images, you are giving the Arts Endowment permission for reproduction and dissemination for this purpose.
Label your package as noted below. Mailed material must be postmarked (or show other proof of mailing) no later than (for the deadline), or January 3 (for the January 2 deadline).
Alice M. Whelihan
Indemnity Administrator
National Endowment for the Arts
1100 Pennsylvania Avenue, NW.
Washington, DC 20506
The National Endowment for the Arts continues to experience lengthy delays in the delivery of First-Class mail. In addition, some or all of the First-Class and Priority mail we receive may be put through an irradiation process. Support materials (e.g., CDs, photographs) put through this process have been severely damaged. Until normal mail service resumes, please consider using a commercial delivery service, particularly if you are sending time-sensitive material. Visual material will be returned upon request.
**************************************************Reporting Burden**************************************************
The public reporting burden for the collection of information is estimated to average 45 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The Federal Council on the Arts and the Humanities welcomes any suggestions that you might have on improving the instructions and making them as easy to use as possible. Send comments regarding this burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden to Alice M. Whelihan, at the address above. Note: applicants are not required to respond to the collection of information unless it displays a currently valid Office of Management and Budget (OMB) control number.
| File Type | application/msword |
| Author | Alice Whelihan |
| Last Modified By | Alice Whelihan |
| File Modified | 2008-05-29 |
| File Created | 2008-01-17 |