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. Once you have been added to the community you can find instructions for getting started
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 firstname.lastname@example.org.
All grant recipients must use CLIR’s annual report form to submit their required interim and final project reports. (For security purposes, a response to a Captcha security question is required to
view this form.) Each report must include a financial statement created using CLIR’s Excel template.
CLIR’s report form outline (in Microsoft Word format) is designed to help recipients prepare their reports, although all reports must be submitted via the online form. A mock-up of an exemplary financial report (in PDF format) is designed to show how financial reports should be properly filled out. Financial reports that do not meet these guidelines will require revisions.
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, such as accrued interest, but all discrepancies from the proposal
and previous report financials 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.
All original award letters include required reporting deadlines. In general, interim reports are due annually and should be submitted no later than one month after the twelve-month reporting period. 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 CLIR program officers as soon as possible.
An outline of CLIR’s web-based annual report form is available in the report form outline (.doc).
Recipients can prepare their responses using the outline before completing the online form, which cannot be saved in progress. In their responses to the prompts, recipients should describe and assess their achievements during the reporting period
and explain how grant funds were used for project activities. The final report should describe activities during the final reporting period, and should also include an overall assessment of the project. Please note that interim and final reports cannot be accepted without a clear account of all expenditures and variances.
Recipients must upload a financial report spreadsheet every time they submit a report to CLIR. This spreadsheet must be prepared using CLIR’s financial report form,
and must include :
- The original signature of an institutional financial officer and date of the signature;
- The amount of accrued interest income;
- The original amount of the award;
- A column showing the same categories that appeared in the approved proposal budget;
- A column showing the expected budget for the reporting period;
- An accounting of expenditures during the reporting period of both the grant funds and interest earned;
- A column showing the variance between the budgeted and actual expenses during the reporting period;
- A column showing the expected budget for the overall project;
- An accounting of expenditures during the overall project of both the grant funds and interest earned.
The categories reported must be identical to those listed in the budget of the most recently approved grant proposal.
NOTE: Grantees writing grant modification requests may find it useful to review the original terms and conditions of the Cataloging Hidden Collections program.
It 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 emailed to program officer Nicole Ferraiolo and must include the following information:
- 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.
- A revised project plan, including an updated timeline.
- 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 emailed to program officer Nicole Ferraiolo. 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.
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. Email program officer Nicole Ferraiolo.
Meetings and Presentations
See also Related Resources
Hidden Collections Unconference and Symposium, March 12-13, 2015
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)
- Questions and Answers about Grantseeking, compiled by panelists for this session