Grants & Awards: DHP: Grant Application & Reference Material:
Grant Application Cover Sheet instructions
The Grant Application Cover Sheet should be completed using the following guidelines:
- Chief Administrative Officer – The Chief Administrative Officer is the person who has authority to commit the organization to carrying out the project.
- Project Director - The Project Director will manage the project, insure reporting is done in a timely fashion, and attend a meeting at the NYS Archives in Albany in September.
- New York State Assembly and Senate Districts- Indicate numbers for the Assembly district and the Senate district in which your main office is located. For district maps and numbers, visit the NYS State Legislative Task Force on Demographic Research & Reapportionment website.
- Federal ID Number- All applicants must enter their Federal ID Number.
Charities Registration Number - Supply your Charities Registration Number if you have one. If you are exempt from this requirement, fill out section III of the Payee Information Form. - Grant Project Type – Select only one Project Type. The predominant project type should be selected in projects which combine Documentation with Arrangement & Description.
- Grant Project Topical Priority – Check only one priority area. Projects should focus on one priority area however, if your project also fits within another area, you may point that out in the Application Narrative. NOTE: Archival Needs Assessment projects do not have to declare a Topical Priority.
- Grant Project Title - Your Grant Project Title should include the type of grant for which you are applying and the subject, records, and/or institution involved (i.e. “Documentation of the Latino/a Population of Franklin County,” “Arrangement and Description of the Michael Broderick Family Papers,” or “Archival Needs Assessment for the Provident Public Library’s Manuscript Collections”).
- Grant Project Summary - Include the following information in this section: (1) a description of the project and, if it’s a Documentation or Arrangement & Description project, the records involved; (2) how the work will be carried out, and (3) the outcomes of the project.
- Limit the summary to the space provided on the form (10 pt font, 225-word limit). Do not refer the reader to “see attached.” Getting this summary right is important because it provides grant reviewers with their first impression of your institution and your grant proposal.
- Signature - The original signature of the Chief Administrative Officer (see Chief Administrator above) must appear on the Grant Application Cover Sheet in blue ink. His/her original signature must also appear on the Budget Summary Form FS-20.
- A signature provided “on behalf” of the Chief Administrative Officer is acceptable only if a specific designee has been authorized by the organization to sign in the absence of the officer. If this is the case, the designee should sign his/her own name and explain, in an attached Letter of Explanation, why the Chief Administrative Officer is unavailable to sign.
For Partnership Applicants (if applicable)
A partnership or consortium of organizations may collaborate on a project. (See the NYSED Consortium Policy for a full explanation.) Applicant information for all collaborative partners must be provided. Please make multiple copies of the Grant Application Cover Sheet to document all partner organizations.
Complete DHP Grant Application Guidelines PDF format (Requires Adobe Reader)