Discussion Community

CLIR hosts a private discussion community for the principal investigators and project staff working (or who have worked in the past) on a funded Hidden Collections project.

To join the CLIR Connect discussion community for Hidden Collections grantees, click here. Please note that this community is only for members of those projects which have been awarded a Hidden Collections grant, and all members must be approved by the community moderator. If you have questions please contact us at hiddencollections@clir.org.

Reporting Requirements

All recipients of both the Cataloging Hidden Collections program and Digitizing Hidden Collections program are required to submit interim and final project reports by the deadlines specified in their award letters. The two programs use different reporting forms and templates, which can be accessed using the links below.

TODO: What’s needed here?

All reports should demonstrate consistency with the original proposal and any previous interim reports; consistent financial reporting is essential. Some budget variations are to be expected, but all discrepancies from the proposal and previous financial reports should be explained in the budget narrative. Other narrative sections should demonstrate compliance with the original proposal in terms of deliverables and grant activities, including outreach. All changes made to the original plan should be clearly identified and explained; in some cases, a formal grant modification request must be submitted and approved prior to implementation.

Due Dates

All original award letters include required reporting deadlines. In general, the first interim report should be submitted no later than one month after the twelve-month reporting period, with each successive interim report due on the same date each following year. Final reports are due no later than three months following the end of the grant period. If unusual circumstances arise that cause reporting delays, recipients must inform Program Officer Nicole Ferraiolo as soon as possible.

Grant Modifications

NOTE: Grantees writing grant modification requests may find it useful to review the original terms and conditions of the Cataloging Hidden Collections program.

No-Cost Extensions

t may occasionally be necessary for a grantee to request a no-cost extension due to unforeseen project delays. No more than one no-cost extension will be granted per project.

No-cost extensions should be requested between 1-3 months prior to a project’s end date; extensions cannot be granted for projects whose approved end dates have already passed. Extension requests should be  and must include the following information:

  1. An explanation outlining the reasons behind and need for the request. Requests to use remaining funds to catalog new collections should provide a brief description of each additional collection and explain how it aligns with the original project’s goals and the overall goals of the Cataloging Hidden Special Collections and Archives program.
  2. A revised project plan, including an updated timeline.
  3. A revised budget, using our Grant Modification Financial Template (.xls). The budget must show funds remaining in each budget category as of the date of the request and demonstrate how those funds will be spent through the end of the proposed extension.

Changes to the project’s Principal Investigator

If the principal investigator changes during the period of the grant, the grantee should inform CLIR immediately in writing. Letters can be . They should be on organizational letterhead and come from the head of the institution, and should provide the name and title of the proposed new Principal Investigator and the date the change will become effective. A C.V. for the new Principal Investigator should be included as an attachment to the letter.

Reallocation Requests

A grantee wishing to allocate funds in a manner different than the original budget approved by CLIR should provide program staff with a brief description of the substance and extent of the proposed modification, including the total amount of funds to be reallocated. If staff determine that additional documentation is necessary, we will invite the grantee to submit a formal reallocation request, including a revised budget and a narrative justification of the proposed changes. .

Meetings and Presentations

See also Related Resources

Hidden Collections Unconference and Symposium, March 12-13, 2015

Hidden Collections Symposium, March 29-30, 2010
Full agenda, posters, and supporting documentation available on this page.

ARCHIVES*RECORDS / DC 2010 (Joint Annual Meeting of CoSA, NAGARA, and SAA), August 10-15, 2010
Several speakers representing projects funded through this program participated in this professional meeting. These included:

Session 505: Archival Grant-Making Exposed (Lucy Barber, NHPRC, Chair; C. Raymond LaFever, NY State Archives; Joel Wurl, NEH; Christa Williford, CLIR)

Session 509: Working for Freedom (Cheryl Oestreicher, Chair, Courtney Chartier, Christopher Harter, Sarah Quigley, representing three collaborating projects funded in 2008)

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