Secretary of StateVermont State Archives
Secretary of StatePURPOSE: VHRAB has set aside $6,000 to support planning grants for projects that will assess the need and produce a plan of action for improving the archival management of significant Vermont historical records.
Projects funded by VHRAB planning grants must result in proposals to support implementation of the work plan that can be submitted to potential public or private funding agencies, foundations, and charitable organizations. (Examples: the National Historical Records and Publications Commission; National Endowment for the Humanities; local, statewide, or national private foundations. A memorandum on identifying funding sources through the Vermont Department of Libraries is attached to these guidelines).
Eligible planning projects could be for, but are not limited to the following:
- surveys of a large collection held by one institution, of related records held by one institution, or collections of related documents in multiple institutions. The survey MUST BE to plan and improve access to and care of the records.
- arrangement and description of significant collections or groups of records;
- management of electronic records;
- improve access to specific collections or records groups, including entry of records into on-line databases, such as ARCCAT;
- preservation of historic records, ONLY IF preservation planning is part of a larger project to improve access to and management of the records;
- generate greater public awareness of the value and uses of historical records.
For the purposes of these grants, historical records include manuscripts, (loose or bound), photographs, maps, scrapbooks, oral and video history tapes, and collections of paper ephemera. Printed books, periodicals, and artifacts will not be included in arrangement and description projects supported by these grants.
The Planning Grant proposals must specify the collection or group of records that will serve as the focus of the planning project. This includes a description of the collection, its size (linear or cubic feet, number of boxes, etc.), its significance for Vermont history or national history; the current location and condition of the records; and what work is necessary to make the records accessible for public use.
ELIGIBILITY:
- Vermont non-profit organizations and municipalities may apply for these grants. For organizations and institutions, the application must include documentation (copy only ) of your tax-exempt or IRS 501(c)(3) status.
- Historical records MUST be available for study and use by the public.
- VHRAB encourages but does not require collaborative projects.
WHAT THESE GRANTS PAY FOR: Proposals may be in the range of $750 to $3,000. VHRAB requires that an archivist be part of the planning team. VHRAB funds may be used to pay for the participation in the planning process of an archivist, other consultants (e.g., a librarian, records specialist, computer consultant, or grant specialist); research related expenses; and photocopying. Participation by the grantee institution's staff or volunteers will normally be submitted as match for VHRAB funds.
FINAL PRODUCT AND REPORTS: The final product of this grant must be a written proposal to a funding organization that outlines a plan for the management and improved access to the collection, including a time frame, proposed activities, personnel required to accomplish the proposed tasks (e.g., archivist, records specialist, secretarial or clerical assistance), and budget (including personnel, travel, supplies and materials), along with a list of agencies or organizations to which the proposal will be submitted for funding. At the conclusion of the project the grantee must submit final narrative and financial reports (forms included in the grant notification package); copies of publicity about the grant; and letters to the Vermont congressional delegation and grantee's state legislators informing them of the grant.
MATCHING REQUIREMENT: The grantee MUST make a cash and/or in-kind contribution equal to at least 25% of the VHRAB grant (e.g., for a grant of $1,000, there is a required match of $250). The grantee's expenses for participating personnel, project-related supplies (for example, archival storage supplies), services, and duplication may be submitted as match. All expenses must be recorded and all match--cash and in-kind--must be documented and auditable. Sample documentation forms will be included in the grant package.
TRAVEL AND EXPENSES GUIDELINES:
Travel: $.30/mile or full amount for public transportation, receipt required.
Meals: Maximum of $30/day, distributed as follows:
Breakfast $ 5.00
Lunch $ 6.00
Dinner $19.00
APPLICATION INSTRUCTIONS: Answer every question on the application form. Make sure that you submit the appropriate number of copies of each document requested (see application checklist). Incomplete applications will not be considered.
PROJECT PERIOD: Applicants will be notified of a decision on their proposal within one month of the deadline for submitting an application. Projects must be completed by August 15, 1998.
DEADLINE: February 1, 1998. Your complete application (signed original and ten copies), plus support materials must be postmarked by this date. Late applications will not be accepted.
| PLANNING GRANT APPLICATION | PLANNING GRANT BUDGET PAGE |
|VHRAB | VHRAB MEMBERS | NHPRC GRANTS TO VERMONT, 1976-1996 | | FINDING FUNDING SOURCES | NHPRC INFORMATION |
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