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Discussion List | Reporting Requirements | Meetings and Presentations

Discussion List

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

To view the list archives or modify your account settings, click here. You must be a member of the list to access the archives. If you've not yet set up a password for the listserv, click the "get a new LISTSERV password" link on the log-in screen and, using the email address subscribed to the list, you will be able to set up your own password. (This is required only if you wish to view the archives or modify your account settings. You do not need a password to send or receive messages on the list.)

Reporting Requirements

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 annual report template (in Microsoft Word format) is designed to help recipients prepare their reports.

Due Dates
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.

Reporting Components
The exact language appearing in CLIR's web-based annual report form is provided in the annual report template (a Microsoft Word document). Recipients should prepare their responses using the template before attempting to complete the form. 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 reporting template, and must include:
    1. The original signature of an institutional financial officer and date of the signature;
    2. The amount of accrued interest income;
    3. The original amount of the award;
    4. A column showing the same categories that appeared in the approved proposal budget;
    5. A column showing the expected budget for the reporting period;
    6. An accounting of expenditures during the reporting period of both the grant funds and interest earned;
    7. A column showing the variance between the budgeted and actual expenses during the reporting period;
    8. A column showing the expected budget for the overall project;
    9. An accounting of expenditures during the overall project of both the grant funds and interest earned.
    The financial reporting template contains all required elements and should be used unless the financial report generated by the recipient institution’s accounting system can provide all required elements in an Excel-ready format. The categories reported must be identical to those listed in the budget of the most recently approved grant proposal.

     

     

    Meetings and Presentations

    See also Related Resources

    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)