Managing Records: Laws & Regulations

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Part 189, 8NYCRR
Documentary Heritage Grants and Aid

(effective May 11, 1990)

(Statutory authority: Education Law, §§ 140, 207; L. 1988, ch. 679)

Sec.
189.1 Grants
189.2 Aid to regional advisory and assistance agencies
189.3 Distribution of aid
189.4 Aid to SUNY and CUNY
189.5 Cost-sharing
189.6 Schedule of payments
189.7 Reports

Historical Note
Part (§§ 189.1-189.6) filed: Sept. 28, 1988 as emergency measure; Nov.22, 1988; re- pealed, new (§§ 189.1-189.7) filed March 26, 1990 eff. May 11, 1990.

Section 189.1 Grants.
(a) Grants for cooperative projects. For cooperative projects, grants shall be used to support study and investigation of problems affecting more than one historical records program; collaborative efforts to identify, appraise, collect, arrange, describe, and make available historical records and efforts to encour- age their use; and professional training and program development consultation.

(b) Allowable expenditures.

(1) Allowable expenditures for historical records program projects may include personnel, travel, service contracts, and supplies and equipment.

(2) Allowable expenditures for cooperative projects may include personnel costs, travel costs, service contracts, supplies and equipment, and the costs of necessary reproduction of material on historical records issues or techniques and procedures.

(c) Approval. In approving any application pursuant to this subdivision, the com- missioner will consult, as necessary, with the State Historical Records Advisory Board and/or with other historical records program experts.

Historical Note
Sec. filed: Sept. 28, 1985 as emergency measure; Nov. 22, 1988; repealed, new filed
March 26, 1990 eff. May 11,1990.

189.2 Aid to regional advisory and assistance agencies.
Allowable expenditures may include personnel costs, travel costs, supplies and equipment, costs of necessary reproduction of material on historical records techniques and procedures, and appro- priate costs for office space, telephones, and related overhead costs.

Historical Note
Sec. filed: Sept. 28, 1988 as emergency measure; Nov. 22, 1988; repealed, new filed
March 26, 1990 en. May 11, 1990.

189.3 Distribution of aid.
In determining the distribution of aid pursuant to Education Law, section 140(8)(c), the commissioner shall allocate at least $50,000 to each regional advisory and assistance agency receiving aid. The amount remaining after such distribution shall be distributed to each regional advisory and assistance agency receiving aid as follows:

(a) One-sixth of such remaining amount shall be distributed to each such agency on a pro rata basis, with the pro rata share to be computed in accordance with the ratio which the number of square miles of the area served by the agency bears to the total number of square miles served by all regional advisory and assistance agencies receiv- ing aid.

(b) Five-sixths of such remaining amount shall be distributed to each such agency on a pro rata basis, with the pro-rata share to be computed in accordance with the ratio which the population served by the agency bears to the total population served by all regional advisory and assistance agencies receiving aid.

Historical Note
Sec. filed: Sept. 28, 1988 as emergency measure; Nov. 22, 1988; repealed, new filed
March 26, 1990; amd. filed May 24, 1994 eff. July 8, 1994.

189.4 Aid to SUNY and CUNY.
Aid to the central administrations of the State University of New York (SUNY) and the City University of New York (CUNY) shall be used to develop guidelines, policies and procedures, training, technical assistance, ma- terials, oversight, and retention and disposition schedules for university records, and to promote, guide and direct the component institutions of such universities in the sound administration of archival records.

Historical Note
Sec. filed: Sept. 28. 1988 as emergency measure; Nov. 22, 1988; repealed, new filed
March 26, 1990 eff. May 11.1990.

189.5 Cost-sharing.
The amount of cost-sharing for historical record program grant projects, other than those involving arrangement, description and other work relating directly to the administration of historical records held by a program, shall be 20 percent. For historical records program grants to the State University of New York (SUNY) only, funds provided from the SUNY budget shall be deemed to be local funds and in-kind services funded from the SUNY budget shall be deemed to be local in-kind services.

Historical Note
Sec. filed: Sept. 28, 1988 as emergency measure; Nov. 22, 1988; repealed, new filed
March 26, 1990 eff. May 11,1990.

189.6 Schedule of payments.
Except for aid and grants to the State University of New York, after approval of applications, the payment schedule shall be as follows:

(a) Fifty percent of the allocation or grant amount shall be paid upon approval of the application and budget.

(b) Forty percent of the allocation or grant amount shall be paid at the mid-point of the project or of the service provided.

(c) Ten percent of the allocation or grant shall be paid upon submission of an ac- ceptable final report on the work carried out.

Historical Note
Sec. filed: Sept. 28. 1988 as emergency measure; Nov. 22, 1988; repealed. new filed
March 26, 1990 eff. May 11.1990.

189.7 Reports.
Institutions and organizations receiving grants and aid under this Part shall submit reports as required by the commissioner.

Historical Note
Sec. filed March 26 ,1990 eff. May 11, 1990.

260.28 ED 5-31-94

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