CLIR hosts an orientation for new Hidden Collections recipients after awards have been announced. A recording and related materials can be found below:
- Wednesday, June 10, 2020: Digitizing Hidden Collections 2019 Recipients’ Webinar. See: slides & transcript | recording
- Wednesday, June 5, 2019: Digitizing Hidden Collections 2018 Recipients’ Webinar. See: slides & transcript | recording
- Wednesday, June 6, 2018: Digitizing Hidden Collections 2017 Recipients’ Webinar. See: slides | recording | transcript.
CLIR Coffee Breaks
- Grant Modification Form Template
- Grant Modification Financial Template (used for grant reallocation requests)
To request a modification to your grant, complete CLIR’s Grant Modification Form. Grant modifications can include no-cost extensions to your project timeline, changes to the principal investigator, or budget reallocations. You are able to request more than one type of modification on the same form. For your convenience, we have created a Grant Modification Form Template so you can prepare your responses prior to completing the form.
After submitting the form, CLIR staff will review the request and determine if additional documentation is necessary to move forward with approval. All requests must be approved by CLIR staff, and PIs must receive formal approval before the proposed change(s) can be accepted as final. Recipients can expect to hear from staff within two weeks of submitting the form. Any questions about this process can be directed to the CLIR Grants Team at firstname.lastname@example.org.
General Guidelines for Modifications
No-cost extensions should be requested between 1-3 months prior to a project’s end date.
- Extensions cannot be granted for projects when the approved end dates have already passed.
- By default, one 12-month extension will be granted when warranted. If additional time is needed, provide justification in your modification request. Only one no-cost extension will be granted per project.
- After reviewing the submitted Grant Modification Form, CLIR Staff may determine additional materials are necessary for approval. Additional instructions will be provided if necessary.
Changes to a project’s Principal Investigator(s)
Staffing changes often occur during the course of a project. Project staff should inform CLIR immediately of such changes by completing the Grant Modification Form . Additional documentation may be required, including but not limited to:
- a letter on institutional letterhead which includes the name, title, and email address of the new PI and the date on which the change becomes effective and,
- a C.V. for the new Principal Investigator
Any requests for an allocation of funds different than the original budget approved by CLIR should complete the Grant Modification Form. Be prepared to share the following information:
- The amount of funds remaining in the grant;
- If funds are expected to remain at the close of the project and approximately how much; and,
- A brief description of how the funds will be spent.
Any requests to reallocate funds from salary and benefit lines to other areas of a grant budget will undergo additional scrutiny. CLIR strongly prefers that funds approved for staff support be spent on staff support.
After reviewing the submitted Grant Modification Form, CLIR Staff may determine additional materials are required for approval, such as a revised project budget. Additional instructions will be provided if necessary.
A Note about COVID-19
Grant projects always come with challenges. Those of you working on grant projects in 2020 are facing hurdles that could not be predicted when you carefully planned your project timeline and deliverables. Our greatest concern is for the health and safety of you and your project workers. Timelines and deliverables can be changed, but you are irreplaceable.
Our grants team is available to answer any questions you may have and to help determine the best path forward if your project has been affected by unexpected delays. The best way to reach us is through our program email, where you can ask us questions, schedule a Zoom meeting, or request an extension on reporting deadlines. If you will need one of the above modifications for your project, follow the steps above to submit your request. Be safe, and be in touch.
- Financial Report Form (.xlsm download)
- Sample Financial Report (.xlsx download)
- Collaborative Google Doc Template for Report Form for grants awarded 2015-2017
- Collaborative Google Doc Template for Report Form for grants awarded 2018-present
- Quantitative Reporting Tracking Template for Recipients (.xlsx) (2015-2017 grants only)
- Digitization File Manifest Template (.xlsx) (2018-present grants only)
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.
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 grant modification request must be submitted and approved prior to implementation.
Be aware that the requirements for reporting for grants awarded in 2015, 2016, and 2017 are slightly different from the requirements for grants awarded since 2018. Earlier grants report the quantities of materials digitized and files created through a customized version of the Quantitative Reporting Tracking Template Excel spreadsheet prepared by CLIR staff and recipients of awards granted 2018 and later report this information in the SM Apply form, while submitting a full File Manifest with the final report. Templates for these files are above, under Reporting and Modification Resources.
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 staff as soon as possible.
Occasionally, grant funds remain at the close of a project. Institutions are required to report this to CLIR and to return all unspent funds in amounts greater than $100, by check or ACH, to CLIR. Directions for returning funds are provided in the Returned Funds Policy for Grants and Grant-Funded Fellowships, available on the CLIR Policies web page. Due to the substantial fees involved, payments by credit card cannot be accepted.
Sample credit lines and boilerplate language can be found in CLIR’s Acknowledgment Guidelines. Please review these before citing CLIR in publications, presentations, and other outreach. If you have questions or would like someone to review draft language, get in touch with Director of Communications Kathlin Smith at 202-939-4754, or email@example.com.
Meet CLIR’s Grants Team
For all program-related inquiries, email firstname.lastname@example.org. We’re always glad to meet via Zoom to talk about more complex questions or requests.
Senior Director of Research and Assessment Christa Williford and Chief Operating Officer Amy Lucko oversee CLIR’s regranting programs.