CPA Guidelines

Click on the Fall 2021 COVID policy for performing arts

  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
H. COMEDY/SPOKEN WORD

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. Funded productions and exhibitions must take place on campus. CPA applicants must be enrolled at the time of application and for the duration of the project.

The Committee on the Creative and Performing Arts meets two 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 2-5, below, for a general list of expenses the CPA Awards do not support.

Please be aware that all CPA applications will undergo full review and might need to be modified to fall within Yale regulations and guidelines. Projects that require construction will need to undergo additional reviews and consultations. Proposers may be required to undergo training as outlined by university departments such as the CEID, School of Art shop, Architecture shop, etc.  Failure to adhere to Yale regulations, timelines, and consultations with required parties may result in withdrawal of grant funding and project termination at any point in the project. Please note that visual art and collaborative art projects requiring the construction of structures that will support people, be over people, or that are over 4 feet in height are prohibited.

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2. FINANCIAL GUIDELINES

  1.   The Applicant/Treasurer must coordinate all finances for a CPA Award.
  2.   Only the Applicant/Treasurer is allowed to submit reimbursement requests.
  3.   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.
  4.   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 17, 2021 and Friday, May 6, 2022. Exceptions
      may be granted by the Head of College. See Guidelines for the Treasurer for the limits on the
      number of reimbursement submissions.
  5.   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:

              a.  Purchase of equipment or picture frames
              b.  Computer software
              c.  Support of visits by outside artists
              d.  Food other than as stage props
              e.  Rental of off-campus sites (Exception for “Video and Film” filming locations)
              f.  Travel or transportation costs. (Costs for transportation of rented props or instruments may be approved.)
              g.  Production of commercial recordings
              h.  Payments for project expenses proposed after they have taken place
              i.  Payments for professional/appearance fees, wages, honoraria or awards
              j.  Rental of digital production equipment that is available on campus free of charge
              k. Gifts
              l. Course fees (students should apply to SafetyNet for financial assistance with curricular
                 expenses)

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3. THE PROPOSAL PROCESS
     -   The primary proposer (e.g., producer, director, editor, lead actor) MUST also serve as Treasurer and
 MUST be a member of the college that sponsors the proposal. CPA applicants must be enrolled at the time of application and for the duration of the project.
     -   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.

    A guide to building a strong CPA budget can be found here.

    The Senior Administrative Assistant of the sponsoring college will coordinate the finances of a CPA
    Award project with the project Applicant/Treasurer. 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 UOFC 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 $1,200. Up to $1,000 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.

COVID: Production policies and capacity allowances will be in alignment with the Yale campus visitors policy and gatherings protocols, COVID-related and otherwise.  The university’s COVID-19 website is updated regularly with information for all members of the community.  Producers should contact the Undergraduate Production technical directors for guidance.

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B. PUBLICATIONS (Books & Magazines) 
Each college may sponsor one designated arts and/or literary magazine that can receive up to $2,200 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 $1,200. 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 and number of copies detailed must be included as part of the application.

Handmade and self-published books that showcase literature or the arts are also eligible for one-time support of up to $1,200. 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 $1,000 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.

COVID: Concert policies and capacity allowances will be in alignment with the Yale campus visitors policy and gatherings protocols, COVID-related and otherwise.  The university’s COVID-19 website is updated regularly with information for all members of the community.  Directors should contact the Undergraduate Production technical directors for guidance.

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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 $1,200.  A maximum of $200 total may be budgeted for film festivals entry fees, provided the festival is in the greater New Haven area.

 COVID: During the 21-22 year, all filmmaking must be conducted in compliance with COVID-19 policies and laws, including masking and physical distancing.  Please refer to the CCAM website for the full list of filmmaking policies.

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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 $1,000.

COVID: Dance performance policies and capacity allowances will be in alignment with the Yale campus visitors policy and gatherings protocols, COVID-related and otherwise.  The university’s COVID-19 website is updated regularly with information for all members of the community.  Dance groups should contact the Undergraduate Production technical directors for guidance.

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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. Funded exhibitions should be mounted in the proposer’s college or in a relevant cultural center. Please note that visual art projects requiring the construction of structures that will support people, be over people, or that are over 4 feet in height are prohibited.

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. Funded exhibitions should be mounted in the proposer’s college or in a relevant cultural center. Please note that collaborative art projects requiring the construction of structures that will support people, be over people, or that are over 4 feet in height are prohibited.

The maximum grant for a collective arts project is $500.

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H. COMEDY/SPOKEN WORD
The standard expenses for comedy and spoken word events are publicity, including programs, props, and costumes.

The maximum grant for comedy/spoken word is $500.

COVID: Comedy/Spoken Word event policies and capacity allowances will be in alignment with the Yale campus visitors policy and gatherings protocols, COVID-related and otherwise.  The university’s COVID-19 website is updated regularly with information for all members of the community.  Producers should contact the Undergraduate Production technical directors for guidance.

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