Recipient Resources

The 2020 application cycle is now closed. Notifications for the final round will be made by April 1, 2021. No information on a 2021 cycle is available at this time. Be sure to sign up for CLIR’s Program Newsletter for the latest information. Information below pertains to the 2020 cycle and is for reference only. For questions about the program, e-mail hiddencollections@clir.org.

Submit a Report

Log in and submit your project report.

Request a Grant Modification

Request changes to your timeline, deliverables, budget, or P.I(s).

Get in Touch

Ask questions, share good news, or request a report extension.

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Recipient Webinars

Orientation Sessions

  • CLIR hosts an orientation for new Hidden Collections recipients after awards have been announced. A recording and related materials can be found below:

CLIR Coffee Breaks

  • Thursday, April 2, 2020:  Coping with COVID – All grant recipients
    See: notes
  • Thursday, September 10, 2020 (3pm EST): Making it Work – All grant recipients
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Grant Modifications

Resources

General Guidelines for Modifications

No-Cost extensions

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

Reallocation Requests

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.

Reporting

Resources

Requirements

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.

Link to online reporting system >>

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.

Due Dates

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.

Remaining Funds

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 pageDue to the substantial fees involved, payments by credit card cannot be accepted.

Citing CLIR

Resources

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 .

Meet CLIR’s Grants Team

For all program-related inquiries, email hiddencollections@clir.org. We’re always glad to meet via Zoom to talk about more complex questions or requests.

Joy Banks

Joy Banks

Program Officer

Joy handles day-to-day program communications, outreach, social media, and assessment.

Sharon Burney

Sharon Burney

Program Officer​

Sharon manages program-related systems and communications.

Becca Quon

Becca Quon

Program Officer

Becca is responsible for communications, outreach, social media, and general program support.

Senior Director of Research and Assessment Christa Williford and Chief Operating Officer Amy Lucko oversee CLIR’s regranting programs.

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