1. Artists in Communities and Schools Arts After Hours
Project
Information
Arts Board
Contacts
Template
Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End:
Financial Report
Statistics
Feedback
Artists in Communities and Schools Arts After Hours
Documentation and Final Report Template

2. Project Information Lead Partner Name: Contact Name: Phone: E-mail:
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
Lead Partner Name:
Contact Name:
Phone:
Arts Board File ID No.:
Deadline Application Submitted:
Grant Amount Received:
Project Term:
Project Location:
Artist’s Name:
Attach a sample of the data collection tool you used (surveys, test, checklists etc.)
Achievement Data
Report Card
Classroom assessments
Large-Scale assessment
Course work
Diagnostic Tests
Attitude Data
Surveys
Journals
Interviews
Other
Attendance
Behavior (observation)
Anecdotal Notes
How will you collect this information?
Would it be worthwhile collecting this information more than once to compare and contrast?
How often will you collect this information?
When will you collect this information?
Are you collecting not enough or more information than you need?

3. Arts Board Contacts
Project
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
If you have any questions about completing this template and your final report:
Contact:
Jay Kimball
Program Consultant
Community Engagement
(306) (Regina) or
For projects serving Aboriginal communities and/or related to Aboriginal art, skills or knowledge, contact:
Lindsay Knight
Aboriginal Arts and Community Engagement
Saskatchewan Arts Board
(306) (Saskatoon) or
Attach a sample of the data collection tool you used (surveys, test, checklists etc.)
Achievement Data
Report Card
Classroom assessments
Large-Scale assessment
Course work
Diagnostic Tests
Attitude Data
Surveys
Journals
Interviews
Other
Attendance
Behavior (observation)
Anecdotal Notes
How will you collect this information?
Would it be worthwhile collecting this information more than once to compare and contrast?
How often will you collect this information?
When will you collect this information?
Are you collecting not enough or more information than you need?

4. Template Instructions
Project
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
This template is designed for you to fill in as your project progresses.
Questions 1 to 5 should be completed before the project begins or after the participants’ first encounter with the artist(s).
Questions 6 and 7 comprise a mid-project reflection.
Questions 8 to 12 should be completed at the end of the project.
The final report includes:
The completed template on a USB drive,
Ten photographs (maximum), and
Instructions for selection of the ten photos are included in different sections of the template.
Other documentary material (such as programs, news articles, etc.).
Final reports are due no later than 30 days after the approved project end date.
Send the final report to:
Arts After Hours
Saskatchewan Arts Board
1355 Broad Street
Regina, SK S4R 7V1
Attach a sample of the data collection tool you used (surveys, test, checklists etc.)
Achievement Data
Report Card
Classroom assessments
Large-Scale assessment
Course work
Diagnostic Tests
Attitude Data
Surveys
Journals
Interviews
Other
Attendance
Behavior (observation)
Anecdotal Notes
How will you collect this information?
Would it be worthwhile collecting this information more than once to compare and contrast?
How often will you collect this information?
When will you collect this information?
Are you collecting not enough or more information than you need?

5. Project Planning
Project
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
Complete the questions in this section as part of your project pre- planning and after your initial meeting with the artist.
Some of the information should come from your planning meeting (e.g., work plan).
1. Reflection
Why have you chosen to participate in an Arts After Hours project?
Also include a reflection based on these questions:
What is unique about your class?
Why did you decide to participate in ArtsSmarts?
Why/How did you choose your generalquestion?

6. Project Planning Research Question
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
Research Question
What was your original research question as stated in the approved application?
After additional discussion, would you like to revise the original research question?
If “yes”, what is the new question?
Also include a reflection based on these questions:
What is unique about your class?
Why did you decide to participate in ArtsSmarts?
Why/How did you choose your generalquestion?

7. Project Planning 3. Inquiry Questions (Youth Learning)
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
3. Inquiry Questions (Youth Learning)
What were your original inquiry questions?
Do the inquiry questions you stated on your application relate to the learning you hope will happen through the project?
Would you like to change your questions?
If “yes”, state the new questions.
Also include a reflection based on these questions:
What is unique about your class?
Why did you decide to participate in ArtsSmarts?
Why/How did you choose your generalquestion?

8. Project Planning 4. Project Work Plan
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
4. Project Work Plan
Describe your project work plan, including the plan for artist visits.
Also include a reflection based on these questions:
What is unique about your class?
Why did you decide to participate in ArtsSmarts?
Why/How did you choose your generalquestion?

9. Project Planning 5. Photograph Selection
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
5. Photograph Selection
Early in your project, choose two photographs that show participants engaged in early inquiry and initial interaction with your project artist(s).
Create captions for the two photographs.
Create new slides for the photos if you wish to include them here.
Also include a reflection based on these questions:
What is unique about your class?
Why did you decide to participate in ArtsSmarts?
Why/How did you choose your generalquestion?

10. Mid-Project: Reflections
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
6. Reflections
So far, what is the project documentation telling you about the research question?
What insights have been gained?
Also include a reflection based on these questions:
What is unique about your class?
Why did you decide to participate in ArtsSmarts?
Why/How did you choose your generalquestion?

11. Mid-Project: Reflections
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
6. Reflections (continued)
What do you see the participants learning?
Can participant learning be connected to the project’s stated outcomes?
How are they connected?
Also include a reflection based on these questions:
What is unique about your class?
Why did you decide to participate in ArtsSmarts?
Why/How did you choose your generalquestion?

12. Mid-Project: Reflections
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
The project leader, artist(s) and participants can discuss and complete this section together.
7. Photograph Selection
Choose three photographs that best represent participant engagement with the artist and in their own learning, mid-project.
Create captions for the three photographs.
Create new slides for the photos if you wish to include them here.
Also include a reflection based on these questions:
What is unique about your class?
Why did you decide to participate in ArtsSmarts?
Why/How did you choose your generalquestion?

13. Project End: Reflections
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
The project leader, artist(s) and participants can discuss and complete this section together.
8. Tell Your Story
Tell the story of the project as it unfolded.
Include any significant events or ‘peak experiences’ that occurred.
What does the documentary material tell you about the impact of the project on participant learning?
Was there a turning point where the true impact of the project could be seen?
Was there a project-end celebration of any kind?
If so, tell us about it.
Describe the response to the project.
Create new slides here to tell your story.
Also include a reflection based on these questions:
What is unique about your class?
Why did you decide to participate in ArtsSmarts?
Why/How did you choose your generalquestion?

14. Project End: Reflections
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
9. Photograph Selection
Choose five photographs that best represent the impact of the project on participant learning and deep understanding.
Create captions for the five photographs.
Create new slides for the photos if you wish to include them here.
Also include a reflection based on these questions:
What is unique about your class?
Why did you decide to participate in ArtsSmarts?
Why/How did you choose your generalquestion?

15. Project End: Financial Report
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
10. Financial Report
USE THE EXCEL BUDGET TEMPLATE FROM YOUR ORIGINAL APPLICATION TO REPORT THE “ACTUALS”.
Explain the 25% Lead Partner/Community Partners contribution.
Revenue:
Include the grant received from the Saskatchewan Arts Board and any community or school contributions.
In-kind donations should be included under revenue and expenses, and marked with an asterisk(*).
Expenses:
Include all expenses related to the project. In-kind donations should be included under expenses [in relation to those listed in your revenue reporting, and marked with an asterisk(*)].
Revenue and Expenses MUST balance and be the same amount. Any grant money not accounted for must be returned to the Arts Board or utilized for a further exploration of arts and culture in relation to your initial project (e.g., a community celebration, additional time with artist, additional materials for artistic production, etc.)
Attach a sample of the data collection tool you used (surveys, test, checklists etc.)
Achievement Data
Report Card
Classroom assessments
Large-Scale assessment
Course work
Diagnostic Tests
Attitude Data
Surveys
Journals
Interviews
Other
Attendance
Behavior (observation)
Anecdotal Notes
How will you collect this information?
Would it be worthwhile collecting this information more than once to compare and contrast?
How often will you collect this information?
When will you collect this information?
Are you collecting not enough or more information than you need?

16. Project End: Statistics
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
11. Final Project Statistics
Questions
Core1
Secondary2
How many artists were involved in the project?
How many youth participated?
How many of the participants self-identify as First Nations or Métis?
How many of the participants are newcomers to Canada?
How many schools were involved?
How many teachers were involved?
How many community organizations participated?
How many businesses contributed in some way?
How many volunteers assisted?
Attach a sample of the data collection tool you used (surveys, test, checklists etc.)
Achievement Data
Report Card
Classroom assessments
Large-Scale assessment
Course work
Diagnostic Tests
Attitude Data
Surveys
Journals
Interviews
Other
Attendance
Behavior (observation)
Anecdotal Notes
1 Core is defined as relationships with deep impact (e.g., main class of 20 students).
2 Secondary is defined as relationships with auxiliary impact (e.g., 200 students who watched the performance at the end of the project).
How will you collect this information?
Would it be worthwhile collecting this information more than once to compare and contrast?
How often will you collect this information?
When will you collect this information?
Are you collecting not enough or more information than you need?

17. Project End: Feedback 12. Feedback
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
12. Feedback
Was this template useful for documentation and reporting? If not, how could it be improved?
What were the biggest challenges and/or barriers that existed for this project?
Implementation – What did you do and how did you go about doing it?
E.g. field trips, class working with the artist, development of final project product
If you were to participate in ArtsSmarts again, is there anything you would change the next time?
What surprises (good/bad) did you encounter in your project? How did you handle the surprises?

18. Feedback 12. Feedback (continued)
Project
Information
Arts Board Contacts
Template Instructions
Planning
Mid-Project: Reflections
Project End: Reflections
Project End: Financial Report
Project End: Statistics
Project End: Feedback
12. Feedback (continued)
Were there any major issues encountered in engaging with youth outside of a strict school/classroom setting?
Do you see a need for support of out-of-school experiences for youth?
How did this project address that need for your participants?
Implementation – What did you do and how did you go about doing it?
E.g. field trips, class working with the artist, development of final project product
If you were to participate in ArtsSmarts again, is there anything you would change the next time?
What surprises (good/bad) did you encounter in your project? How did you handle the surprises?