This page contains information for recipients of the Cataloging and Digitizing Hidden Special Collections and Archives programs. Additional information can be found in CLIR’s award letter.
Have you heard? CLIR is holding a Digitizing Hidden Collections Symposium for program grant recipients in November 2020. Share your experiences and lessons learned, and connect with other members of the DHC community. Learn more!
CLIR’s Grants Team
Staff supporting the Digitizing Hidden Collections program include:
- Program Officer Joy Banks, who is responsible for communications, outreach, social media, and assessment;
- Program Officer Becca Quon, who is responsible for communications, outreach, social media, and general program support;
- Program Administrator Kristen Blair, who manages all program-related data and systems;
- Program Assistant Sharon Burney, who assists with program-related systems and communication; and
- Chief Operating Officer Amy Lucko and Director of Research and Assessment Christa Williford, who oversee CLIR’s regranting programs.
For all program-related inquiries, email firstname.lastname@example.org.
Reporting and Modification Resources
- Financial Report Form, Digitizing Hidden Collections
- Sample Financial Report
- 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)
- Digitization File Manifest Template
- Grant Modification Form Template
- Grant Modification Financial Template (used for grant reallocation requests)
Recipient Informational Webinars
CLIR hosts an informational webinar for new Hidden Collections recipients after awards have been announced. A recording and related materials can be found below:
- 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
- Thursday, April 2, 2020: Coping with COVID – All grant recipients
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.
Your username and password will be sent to you approximately one month prior to your reporting deadline. If you would like them sooner, email email@example.com. Report form questions can also be viewed using the Digitizing Hidden Collections Report Form Template.
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.
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.
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)
CLIR’s Grants Team understands that staffing changes can 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.
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 CLIR’s Returned Funds Policy for Grants and Grant-Funded Fellowships, available on the CLIR Policies web page. Due to the substantial fees involved, CLIR cannot accept payments by credit card.
CLIR has published Acknowledgment Guidelines grant recipients can follow when citing CLIR in publications, presentations, and other outreach. Downloadable versions of CLIR’s logo can be found . If you have questions regarding forms of acknowledgment, contact CLIR’s Director of Communications Kathlin Smith at 202-939-4754, or email@example.com.