CPA Guidelines

  1. GENERAL INFORMATION
  2. FINANCIAL GUIDELINES
  3. THE PROPOSAL PROCESS
  4. BUDGETARY GUIDELINES
  5. ADMISSION FEES
  6. GUIDELINES FOR SPECIFIC TYPES OF PROJECTS

A. PLAYS AND MUSICALS
B. PUBLICATIONS
C. CONCERTS
D. VIDEO AND FILM
E. DANCE
F. VISUAL ARTS
G. COLLECTIVE ARTS PROJECT

1. GENERAL INFORMATION
The Committee on the Creative and Performing Arts of the Council of Heads of College administers the Creative and Performing Arts Awards (CPA) and welcomes proposals from students for creative arts projects in the colleges. The CPA Awards are supported by the Louis Sudler Fund, which was established in 1986 to provide support for the creative and performing arts in Yale’s residential colleges, by the Welch Art Fund, and by the Bates Fund.

CPA Awards may be used to support on-campus dramatic, musical, dance, video or film productions, literary publications, visual art projects and exhibitions. Ideally, productions should be held in the residential colleges; if that is not possible, productions must take place on campus.

The Committee on the Creative and Performing Arts meets three times each year to review student proposals and determine awards. The Committee conveys its decisions in writing to each Head of College who in turn informs her or his students. The Committee particularly draws applicants’ attention to Item 2F, below, for a general list of expenses the CPA Awards do not support.

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2. FINANCIAL GUIDELINES

  1. A project Treasurer must coordinate all finances for a CPA Award.
  2. The Treasurer must be a member of the sponsoring college.
  3. Only the Treasurer is allowed to submit reimbursement requests.
  4. If a vendor who does not have an established contractual agreement with the University is used, University purchasing guidelines must be observed. For information about the guidelines please contact the Senior Administrative Assistant in your college.
  5. Reimbursement requests must be submitted to the Head of College’s Office by the end of Reading Period for the term in which a project was produced in order to meet processing deadlines. For this academic year these dates are Friday, December 15, 2017 and Friday, May 4, 2018. Exceptions may be granted by the Head of College. See Guidelines for the Treasurer for the limits on the number of reimbursement submissions.
  6. CPA Awards may not be expended on the following items. Additionally, the Committee reserves the right to disallow spending on other items not explicitly listed below:
  1. Purchase of equipment or picture frames
  2. Computer software
  3. Support of visits by outside artists
  4. Food other than as stage props
  5. Rental of off-campus sites
  6. Travel or transportation costs
  7. Production of recordings/music videos
  8. Payments for project expenses proposed after they have taken place
  9. Payments for professional/appearance fees, wages, honoraria or awards
  10. Rental of digital production equipment that is available on campus free of charge

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3. THE PROPOSAL PROCESS

  • A primary proposer (e.g., producer, director, editor, lead actor) of the project and the Treasurer must be a member of the college that sponsors the proposal. The Proposer may also serve as Treasurer.
  • A student may only serve as primary proposer for one project produced each term.
  • Students must complete all required sections of the online application form.

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4. BUDGETARY GUIDELINES
A detailed budget should be submitted with the proposal including cost estimates for project expenditures. Cost estimates should be validated (derived from Web site order forms, phone calls to vendors, catalog listings). Reimbursements for project expenditures will be reconciled with the detailed budget.
The Senior Administrative Assistant of the sponsoring college will coordinate the finances of a CPA Award project with the project Treasurer. For this reason, the Treasurer must be a member of the sponsoring college. Instructions for the budget portion of the proposal follow:

  1. Include only the items for which CPA funding is being requested,
  2. Disclose other sources and amounts of funding (e.g., departmental subsidy or UOC funding),
  3. There is a $50 maximum on miscellaneous expenses,
  4. There is a $200 maximum on publicity costs: web pages, email, tickets, programs, invitations, table-tents, posters, and advertising for auditions or submissions; and
  5. Requests for additional funding will not be considered after the proposal is approved.

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5. ADMISSION FEES
Admission may not be charged for CPA Award projects.

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6. GUIDELINES FOR SPECIFIC TYPES OF PROJECTS

A. PLAYS and MUSICALS
The proposer should recruit as many of the staff and cast as possible from the sponsoring college. If the project is to be staged outside the sponsoring college, the proposer must show how members of the college will be involved.  The maximum grant for a play or musical is $1200. Up to $500 additional funding may be allotted in order to secure legal rights to perform a play or musical.  These additional funding requests should be included in the budget when you apply.

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B. PUBLICATIONS (Books & Magazines) 

Each college may sponsor one designated arts and/or literary magazine that can receive up to $2200 per year on an ongoing basis. Colleges may also provide start-up funding for additional magazines or publications in the form of a one-time grant of up to $1200. The value of the publication for showcasing literature or the arts must be clear. Yearbooks or facebooks are not eligible. Old publications recycled under new names or publications that do not enhance the arts are not eligible. The number of copies allowed for any publication may not exceed 300. A print budget, with all publication costs detailed, must be submitted with each publication.

Handmade and self-published books that showcase literature or the arts are also eligible for one-time support of up to $1200. Preference will be given to collaborative projects and books that feature the work of two or more contributors. The number of copies allowed for any book may not exceed 300.

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C. CONCERTS
The standard expenses for concerts are payment for rights, the purchase of parts, and publicity. The Yale Music Library should be consulted before purchasing parts.
The maximum grant for a concert is $500. Up to $500 additional funding may be allotted in order to secure legal rights to perform a concert.  These additional funding requests should be included in the budget when you apply.

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D. VIDEO and FILM
The proposer should recruit as many of the staff and cast as possible from the sponsoring college. In addition, proposers must have a clear plan to show the finished video or film to an audience from their college.
The maximum grant for a video or film is $1200.

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E. DANCE
Dance performances should be held in the proposer’s college whenever possible. If the college does not have suitable facilities, the proposer should show how a performance held at another campus location would involve members of the college.
The maximum grant for a dance recital is $1000.

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F. VISUAL ARTS
The proposal should explain how the production and exhibition of art work would enhance the artistic life of the college and how members of the college will be involved. If funding is sought for an exhibition, the show should be mounted in the proposer’s college.
The maximum grant for a visual arts project is $500.

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G. COLLECTIVE ARTS PROJECT
Collective art projects that do not fall under other categories may receive support if they involve multiple undergraduates. The proposal should explain how the production and exhibition of a project would enhance the artistic life of the college and how members of the college will be involved. If funding is sought for an exhibition, the show should be mounted in the proposer’s college.
The maximum grant for a community arts project is $500.

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