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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

Below are guidelines to assist you in preparing your interim and final narrative and financial reports for submission to CLIR. Reports should be submitted by email to CLIR program officer Amy Lucko at alucko@clir.org. All reports should be submitted as PDF, MS Word and/or Excel files - please do not send hard copies.

Due Dates
Grantees should refer to their award letter, which states the reporting dates. In general, interim reports are due annually and should be submitted no later than one month after the 12-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, please inform CLIR as soon as possible.

Reporting Components
In the interim narrative and financial reports, CLIR expects grantees to describe and evaluate the activities achieved during the reporting period and to explain how the grant funds were used for those activities. The final report should discuss activities during the final reporting period, and should also include an overall assessment of the project. Please note that interim and final reports can not be accepted without a commentary on expenditures and variances.

Narrative reports should include:
  • A brief review of the project objectives and any changes that have occurred.
  • A summary of progress achieved since the last reporting period.
  • Any setbacks or challenges since the last reporting period.
  • Significant board, management or staff changes since the last reporting period.
  • A description of any recent publications, news articles, or other materials related to the grant.
  • In an interim report, plans and goals for the upcoming year; in a final report, a full project assessment.
  • A financial section commenting on actual expenditures during the current reporting period as they relate to the proposed budget, and an explanation of any significant variance between projected spending and actual spending in each budget category, as shown in the spreadsheet described below. (Project report will not be accepted without this section.)

Financial reports should follow CLIR's financial reporting template, and must include:
  • The original signature of an institutional financial officer and date of the signature.
  • The original amount of the award and interest income accrued.
  • 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.
The financial reporting template containing all required elements is available here, and should be used unless the financial report generated by the grantee institution’s accounting system contains all of these elements. 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)