Grants & Awards: DHP: Grant Application & Reference Material:

I. Project Description [maximum 30 points]

a. Description of the Records [10 points]
Provide information about the records and their significance according to the Project Type of your proposal. Specific instructions for the three Project Types (Documentation, Arrangement & Description, and Archival Needs Assessment) follow.

Documentation (The amount of detail you can provide will depend on the project and whether you are applying for Phase One, the planning phase, or a subsequent phase.)

• Describe the topic of the documentation project
• Provide the following descriptive information about the records (if the application is for planning or surveying records and you don’t yet have specific information about the records or the organizations or individuals that created them, indicate what you anticipate finding):
  • the individuals and/or organizations who have created the records
  • the datespan of the records
  • the quantity of records (in cubic feet; see the Table of Cubic Equivalents)
  • the informational content of the records
• Describe the significance of the records including their research value, their potential audience and their importance in documenting New York State history.
• Indicate how the records will be made accessible and the anticipated level of use they will receive as a result of the project.

Arrangement & Description

• Provide the following descriptive information about the records:
  • the collection or series title(s), when possible
  • the individuals and/or organizations who have created the records
  • the datespan of the records
  • the quantity of records (in cubic feet; see the Table of Cubic Equivalents)
  • the informational content of the records
• Describe the significance of the records including their research value, their potential audience and their importance in documenting New York State history.
• Indicate how the records will be made accessible.
• Describe the current level of use and how the records will receive broader or more intensive use as a result of the project.

Arrangement & Description “Circuit Rider” Projects

• Identify the participating organizations or repositories.
• Describe the collections using the list in Arrangement & Description above.
• Describe the significance of the records including their research value, their potential audience and their importance in documenting New York State history.
• Attach letters of commitment from all the participants. These letters should express the participant’s intention to participate and should specify the cost share each will furnish.

Archival Needs Assessment

• Provide the following information:
  • the geographic area and community served by the repository
  • titles, datespans and brief descriptions of some of the more frequently used collections
  • the quantity  of records currently owned by the repository (in cubic feet; see Table of Cubic Foot Equivalents);
• Describe the current level of use and audience for the records and their importance in documenting New York State history. Indicate how the records will receive broader or more intensive use as a result of the project.
• Indicate the type and level of self-study, if any, and the results of the initial needs assessment undertaken by the DHP Regional Archivist. Include the initial needs assessment report as an attachment.

I a. Required Attachments

• For all Arrangement & Description projects: A sample finding aid, created by your repository or by your project’s Archival Consultant, must be provided. You may either include the URL to a sample finding aid in your Project Description or include a paper copy of a sample finding aid in your application package. This paper copy must be five pages or less in length. If the finding aid you wish to use is longer than five pages, attach a sample of five pages from the finding aid, being sure the sample includes the critical elements of a standard finding aid.
• For Arrangement & Description “Circuit Rider” projects: Attach letters of commitment from all the participants. These letters should express the participant’s intention to participate and should specify the cost share each will furnish.
• For Archival Needs Assessment projects: Attach the initial needs assessment undertaken by the DHP Regional Archivist.

b. Topical Priority [15 points]

Make the case that the project for which you are applying fits within the one topical area indicated on your cover sheet. Applications are scored based on the priority level of the topical area as follows: Priority One [11 to 15 points], Priority Two [6 to 10 points], and Priority Three [1 to 5 points]. See the Topical Priorities page for further information. If your project has a significant impact in another topical area (for example, a project to document mental health organizations in a predominantly Latino community), you may indicate this in your description, but the point awarded for priority will be based only on your main topical priority.
Note: Archival Needs Assessment applications do not have to declare a Topical Priority. Because of this, the point score for Archival Needs Assessment applications will be adjusted accordingly to compete fairly with the other grant project types.

c. Need for Project [5 points]

Explain the importance of the project, why you are applying at this time, why outside funds are needed, why the project cannot be carried out with funding already available, and what will happen if the funds are not provided.

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Complete DHP Grant Application Guidelines PDF format (Requires Adobe Reader)

Table of Contents | Grant Application Narrative Instructions