Grant Application Information Session 20092010

1
Grant Application Information Session2009-2010

• Documentary Heritage Program
• http//www.archives.nysed.gov

2
Overview of DHP Grant Program

• Provides grants to not-for-profit organizations
  in New York State
• 100,000 available this year
• Minimum 1,000
• Maximum of 25,000
• Administered by the State Archives
• For advice, consulting, and assistance
• Archives staff
• Your DHP Regional Archivist

3
(No Transcript)
4
Grant Project Timetable

• Application Due Date February 2, 2009
• Award announcement around June 25, 2009
• Projects start July 1, 2009
• Project directors meeting August/September 2009
• Mid-term report due January 15, 2010
• Project work must be completed June 30, 2010
• Final fiscal and narrative reports due July 31,
  2010

5
Changes This Year

• Coversheet has been revised
• Narrative structure has been revised, including
  creation of an application narrative form
• Review criteria have been revised to reflect
  change in narrative structure
• Regional Documentation planning has been removed
  as a category

6
Grant Project Types

• Documentation
• Arrangement and Description
• Strategic Planning

7
Documentation

• Identify, survey, and collect records
• Often done in three phases
• Planning
• Surveying records
• Collecting records
• 20 cost-sharing

8
(No Transcript)
9
Arrangement and Description

• Make records more accessible
• Records must
• already be in a repository (yours or someone
  else's) and be owned by that repository
• have high research potential
• fit in with your institutions collecting policy
• Projects must follow standard archival practice
• May be done with other institutions
• 50 cost-sharing

10
(No Transcript)
11
Archival Needs Assessment

• Evaluate archival program and plan for future
• 50 cost-sharing

12
Ineligible Activities

• Projects without focus on New York
• Newspapers
• Preservation
• Oral History and Videotaping
• Item-level Description and Indexing

Grants
13
Grant Project Priorities

• First Level Priority Topics
• Population Groups in the Twentieth and
  TwentyFirst Centuries
• Deindustrialization and Economic Revitalization
  in Twentieth Century
• World Trade Center Attack, Response, Recovery
• Education Policy

14
(No Transcript)
15
Grant Project Priorities

• Second Level Priority Topics
• Environmental Affairs
• Mental Health
• Third Level Priority Topics
• Projects falling outside Priorities 1 2

16
(No Transcript)
17
SELECTING A PROJECT

• Determine the issue or issues involved
• Decide on the best solution
• Consult with State Archives staff and/or Regional
  Archivists

18
To Choose Your Project

• Use your long range plan or other strategic
  planning documents as guide
• Find a project that would further the mission of
  your repository or organization
• Look for a project, or a phase of a
  projectdoable in one year or less
• Choose a solution that DHP supports

19
Be sure to demonstrate in your application the
process you went through in choosing this
particular project
20
Preparing an Application
21
A Complete Application Consists Of

• Project Grant Application Cover Sheet
• Grant Project Application Checklist
• Payee ID Form Standard Data Capture Form
• Grant Project Application Narrative Form
• Attachments
• Cost Sharing Form
• Budget forms
• Budget Category and Narrative Forms
• FS-20 Budget Summary Form
• Proof of not-for-profit status

ORIGINAL 7 COPIES
22
Grant Application Cover Sheet

• Its the first thing reviewers see
• It serves as a memory jogger at review

23
Cover Sheet Includes

• Institutional information
• Grant project title
• Summary description
• Amount of funding requested
• Payee information
• Administrative information
• Signature of Chief Authorizing Official (Blue ink)

24
Payee Forms

• Payee ID Form
• Is right behind the Grant Application Cover Sheet
• Instructions provided on the third page of the
  form
• Standard Data Capture Form
• Comes right after Payee ID form

25
Grant Application Narrative Form
26
Purpose of Grant Application Narrative Form

• Provide detailed information on the project
• Sell the project to reviewers
• Show institutional support for the project

27
Narrative Must Be

• Concise
• Focused
• From 3 to 10 pages
• Organized into 4 specific numbered and labeled
  sections

28
Four Sections of the Narrative

• I. Project Description
• II. Project Implementation
• III. Performance Outcomes and Evaluation
• IV. Organizational Capacity

29
Section I Project Description (30 points)

• a. Description of the Records 10 points
• What records are involved and what is their
  significance
• b. Topical Priority 15 points
• Where does your project fit in one priority topic
  area
• c. Need for Project 5 points
• Why do you need this and why is funding from the
  DHP essential to accomplishing it

30
Section II Project Implementation (25 points)

• a. Plan of Work (15 points)
• Describe the work to be undertaken to accomplish
  the outcomes by June 30, 2010
• Describe the project activities (who, what, when,
  where)
• b. Project Personnel (10 points)
• Describe key project personnel
• Indicate what role each will play
• Attach resumes and job descriptions

31
Section III. Performance Outcomes and Evaluation
(15 points)

• a) Performance Outcomes (10 points)
• Identify and list four to seven performance
  outcomes
• b) Project Evaluation (5 points)
• What method will you use to evaluate the success
  of your project Address implementation and impact

32
Section IV. Organizational Capacity (5 points)

• a) Organization Information (5 points)
• Include
• Mission statement
• Description of polices and procedures on
  acquisitions, processing, etc.
• Description of facility and ability to house
  collections and provide access to the public
• Plan to continue the work started by the grant
  project
• b) Description of previous DHP grants

33
Preparing the Budget Cost Share Forms
34
Steps for preparing budget and cost share forms

• Determine cost of entire project
• Determine what part youll cover and what part
  will be covered by grant funds
• 20 cost share for documentation
• 50 for arrangement and description and archival
  needs assessments
• Prepare the two forms

35
Important Reminder

• Do not combine grant funds and cost share funds
  on one form
• Report all cost share only on the cost share form
• Report all grant funds to be requested only on
  the budget forms

36
Eligible Expenditures

• Salaries (Codes 15 and 16)
• Benefits (Code 80)
• Purchased Services (Code 40)
• Consultants
• Contracted Services
• Publications
• Postage

37
Eligible Expenditures (continued)

• Supplies and Materials (code 45)
• Travel Expenses (code 46)
• Equipment (code 20)
• Indirect Cost (code 90)
• No more than 2.5 of grant request total minus
  equipment

38
(No Transcript)
39
Filling Out the Budget Forms

• Make blank copies for your use
• Use a typewriter/computer
• Provide a brief narrative
• Transfer dollar totals to FS-20
• Is each item listed also mentioned in the
  narrative?
• CHECK YOUR MATH!

40
Budget Narrative Forms

• Professional salaries (code 15)
• Support staff salaries (code 16)
• Purchased services (code 40)
• Supplies and materials (code 45)
• Travel expenses (code 46)
• Equipment (code 20)

41
Demonstrating salary calculations
42
FS-20 Budget Summary

• Transfer dollar totals (whole dollars only) from
  Budget Narrative forms to the FS-20
• Calculate the indirect cost (2.5 of all codes
  except equipment)
• Submit this form as a two page form not back to
  back

43
Cost-Sharing Form

• What will your institution provide for the
  project and how much is it worth?
• What will the institution provide funds for?
• Cost sharing or matching
• In-kind contributions

44
Cost sharing example 1

• Your organization has an archivist who works 15
  hours per week. You decide that 5 of her hours
  each week will be devoted to the project.
• You would apply these five hours to your cost
  share/match.
• Sally Curtis - 15 per hour, 5 hours per week, 20
  weeks 1500 cost share

45
Cost sharing example 2

• You decided to hire Fred Brown to be the
  consultant on your project. You agree to hire
  him for 12 days of consulting at 250 per day.
  You agree to pay half of his pay from your funds
  and request the other half to come from the DHP
• Fred Brown - 250 per day times 6 days (50 of
  the time allocated) 1500 cost share/match

46
In-Kind example

• Ethel Mertz is one of your most reliable
  volunteers. You decide to have her work 5 of her
  10 volunteer hours per week on the project.
  Youll estimate what her work would be worth (say
  between 15 and 20 per hour) and apply that
  amount to your match requirement.
• Ethel Mertz volunteers 5 hours per week for 20
  weeks or 100 hours, times 15 per hour 1500 as
  an in-kind/match
• Note Since Ms. Mertz is a volunteer and does not
  cost you anything, this is considered an in-kind
  contribution and is an eligible match

47
Non-personnel examples

• Youve arranged to have a sufficient number of
  containers to house the collection you are
  arranging and describing donated to you.
• Calculate the value of these containers. This
  amount is considered in-kind and may be applied
  to your match.
• You will pay for the project directors travel to
  the meeting in Albany from your institutions
  budget.
• This amount is considered a cost share and may be
  applied to your match.

48
Cost-Sharing

• Remember
• 50 for arrangement and description
• 50 for strategic planning/needs assessment
• 20 for documentation surveys
• 50 for regional documentation planning

49
a

• Attachments
• whats
• required?

50
Proof of Not-for-Profit Status

• This is usually a copy of the institutions
  501(c)(3).

51
If applicable include . . .Resumes of Key
PersonnelLetters of SupportJob Descriptions
Letter of Justification
52
Authorizing Official

• Cover sheet, the Payee ID form and the FS-2 form
  must be signed by Chief Authorizing Official
• Signature means that the Chief Authorizing
  Official
• understands eligibility requirements of the DHP
  grants program
• agrees to abide by DHP grant requirements in
  carrying out the proposed project
• Blue Ink please

53
Grant ApplicationReview
54
Application Review

• Reviewers score each application on a scale of
  1-100
• I. Project description (maximum of 30 points)
• II. Project implementation (maximum of 25 points)
• III. Performance Outcomes and Evaluation
  (maximum of 15 points)
• IV. Organizational Capacity (maximum of 5
  points)
• V. Budget and cost share (maximum of 25 points)

55
Tips for Success

• Do your homework
• Consult others
• Design a focused project
• Justify the need and benefits of project
• Be as specific as possible
• Allow Time to
• Tap into DHPs resources
• Re-read application
• Have someone else read application

56
Tips for Success Think of the reviewers

• Use proper formatting, ie. page numbers, your
  institutions name on the top of each page,
  headings and subheadings in the narrative
• Too much information is as confusing as too
  little
• Remember your application is the only opportunity
  you will have to make an impression on the
  reviewers

57
Application Checklist

• Since only complete applications are accepted,
  the checklist . . .
• Is a good way to ensure that you didnt forget
  anything
• Form should be completed
• and included with application

58
A Complete Application Consists Of

• Application Cover Sheet
• Application Checklist
• Payee ID Form Standard Data Capture Form
• Application Narrative Form
• Attachments as required
• Cost Sharing Form
• Budget Forms
• Budget Category and Narrative Forms
• FS-20 Budget Summary Form
• Proof of not-for-profit status

ORIGINAL 7 COPIES
59
Application Reminders

• Applications must be postmarked by February 2,
  2009
• Send the original plus 7 copies
• Original Application Cover Sheet, Payee ID Form,
  and the FS-10 Budget Form must be signed by
  Chief Authorizing Official in BLUE ink

60
Mail Application to...

• New York State Archives
• Grants Unit
• 9A81 Cultural Education Center
• Albany, NY 12230

61
Resources for Additional Help

• State Archives Grants Application Booklet
• State Archives publications written on each type
  of grant
• State Archives staff

62
Good Luck to you All