Yes, the DHP grant application is online.
The Application Cover Form, Budget Form, and Payee Information Sheet that you complete online will still need to be printed, signed in blue ink, and mailed to the DHP office, postmarked by the application deadline.
No. In an application that involves partners, only the lead applicant, the one that is actually signing the application, has to prequalify.
In the guidelines a "New York repository” is defined as: “a not-for-profit facility … that is organized to collect, hold, care for, and provide access to historical records.” If your facility collects, holds, cares for, and provides access to historical records your facility would qualify.
Government agencies, institutions operated by local, state or federal government agencies, and local government archives are not eligible to apply for Documentary Heritage Program Grants. You may be eligible to apply for Local Government Records Management Improvement Fund Grants (LGRMIF), another grant program of the New York State Archives. Learn more about the LGRMIF program or contact the Grants Administration Unit at (518) 474-6926.
Eligible applicants include not-for-profit community organizations, archives, libraries, historical societies, and similar institutions within New York State.
In order to apply for a DHP grant, an organization must have pre-qualified through the Statewide Financial System prior to the application deadline. In order to pre-qualify, an organization must have a 501-c3.
DHP funding is available only to chartered or incorporated nonprofit archives, libraries, historical societies and museums and other nonprofit institutions in New York State which operate historical records programs.
The prequalification process is not administered by The New York State Archives. To confirm pre-qualification status communicate with the Statewide Financial System.
Yes. Organizations can apply for grants in consecutive years.
Yes, Arrangement & Description projects can focus on one collection or on multiple collections.
A MARC (machine-readable) record is a catalog record which is designed to make information about a specific collection accessible online or via a repository's networked catalog. The record should describe the whole collection, not individual items in the collection. The DHP office can supply you with a sample MARC record. MARC records are not difficult for an archivist to write and do not require special software or equipment. Your project archivist should easily be able to create them.
You may submit a sample finding aid created by the Project Archivist you intend to hire. If you have not selected a Project Archivist at the time of application, you will be required to submit his/her resume and sample finding aid to DHP for review if your application is funded.
Yes. In fact, this is an excellent time to re-house the collections you are processing.
If the collection is held by an eligible repository, then the Arrangement & Description project would be eligible for funding.
Yes, an artificial collection would be eligible for funding. However the absence of provenance may decrease the archival value of the collection and merit of the grant application.
Arrangement & Description projects should follow best practices and archival standards. Such best practices and standards include: the finding aid template DHP makes available, HDI, MPLP, MARC, EAD, DACS, etc.
DHP recommends no specific standards for Documentation projects, but we do make available several publications on Documentation that outline best practices.
Yes. The grant review panel will need to verify that the proposed project is compatible with the missions of all collaborating organizations.
Applications that include historically valuable born-digital materials are encouraged. However, if the digital records are surrogates (digital copies of original photographs, for instance), they may not be included.
No. Attachments such as letters of justification, job descriptions, resumes, and sample pages from current finding aids are not counted in the seven-page maximum.
Discovering material not in institutional possession and ultimately insuring that it is collected by an appropriate repository is the primary goal of a Documentation project. An event designed to raise awareness about the project and interest in participating would advance project goals and be eligible for funding.
Arrangement & Description projects are eligible for funding only if the records to be processed are, or will be housed in an appropriate New York repository
DHP funding is available only to chartered or incorporated nonprofit archives, libraries, historical societies and museums and other nonprofit institutions in New York State which operate historical records programs.
The DHP does not support the development of displays or exhibits of historical records.
You must identify your Project Director and his/her resume must be included in your application. Other project personnel should be identified in your application and their resumes should be included. If these other project personnel positions have not been filled at the time of application, you are required to include a job description that specifies role, responsibilities, and qualifications for each position. If your application is approved you must submit all outstanding resumes to the DHP office for review.
Except for the Project Manager, it is not required that you have Key Personnel in place at the time of application. Your application will be stronger if you identify an archivist for your project and include the required attachments (a job description for the Project Archivist, and his/her resume and sample finding aid) in your application.
In your case, it would be acceptable to bypass Phase 1(Planning) of the Documentation process and prepare an application requesting funds for Phase 2 (Surveying) and Phase 3 (Collecting). In your Project Narrative, you should include a brief description of the planning you have done, making sure to address the activities accomplished during Phase I.
The consultant's travel between project-related sites is an additional expense and should be included and justified on the Travel Expenditure Form (Code 46).
No.
The answer to this question depends on whether the employee is paid with grant funds or by your institution.
Yes. Your Advisory Committee’s time may be allocated to your cost sharing as long as committee members volunteer their time and their activities are directly related to the project. Advisory Committee members' mileage to attend meetings, if paid by the members, may also be used as part of the cost share.
Yes.
Yes. The time that your organization’s trustees donate to the project can be considered part of your Cost Sharing contribution.
The percentage of Cost Sharing (10% for all projects) is calculated using the total cost of the project. For example, if your total project costs are $15,000, your grant request would be $13,500 and your cost sharing requirement would be $1,500.
A minimum 10% match of DHP grants funds is required for all project types. The matching requirement may be met through the institution's own resources, private sources, other government sources, and/or in-kind services. Other funds may be used to support, and not duplicate, services and resources currently provided.
Applicants may use the indirect cost calculated on their cost share amount and include that as part of their cost sharing contribution. If the applicant claims a rate higher than the current rate, they must provide justification for the higher rate. The higher rate may only be applied to the applicant’s cost sharing contribution, not to the requested grant amount
The New York State Archives is part of the Office of Cultural Education, an office of the New York State Education Department.