This page contains information for recipients of the Cataloging and Digitizing Hidden Special Collections and Archives programs. See below for guidance on reporting requirements, grant modifications, citing CLIR, and CLIR’s online discussion community. Additional information can be found in CLIR’s award letter.
Since 2015, Hidden Collections has also held an annual webinar in the spring to orient new grantees. If you were unable to attend this webinar, you can contact email@example.com to request a recording of the session.
CLIR’s Grants Team
Staff supporting the Digitizing Hidden Collections program include:
- Program Officer for Scholarly Resources Nicole Ferraiolo, who is responsible for project communications, social media, and outreach;
- Interim Grants Officer Joy Banks, who contributes to program communications, outreach, social media, and assessment;
- Program Administrator Kristen Blair, who manages all program-related data and systems and handles applicant inquiries;
- Director of Program Administration Amy Lucko and Director of Research and Assessment Christa Williford, who oversee CLIR’s grant programs.
For all program-related inquiries, email firstname.lastname@example.org.
Templates and Resources
- Financial Report Form, Digitizing Hidden Collections
- Financial Report Form, Cataloging Hidden Collections
- Collaborative Google Docs Template for Report Form
- Sample Financial Report
- Digitization File Manifest Template
- 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:
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. The two programs use different reporting forms and templates, which can be accessed using the links below.
- Cataloging Hidden Collections Reports (for projects funded from 2008 to 2014)
- Digitizing Hidden Collections Reports: 2015 grant recipients*
- Digitizing Hidden Collections Reports: 2016 grant recipients*
*Use the username and password you established with your original application to log into the online reporting system. If you have forgotten your password, use the “Forgot Password?” link on the log-in page.
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 formal 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 Officer Nicole Ferraiolo and the grants team as soon as possible.
It may occasionally be necessary for a grantee to request a no-cost extension due to unforeseen project delays. No more than one no-cost extension will be granted per project.
No-cost extensions should be requested between 1-3 months prior to a project’s end date; extensions cannot be granted for projects whose approved end dates have already passed. Extension requests should be emailed to program officer Nicole Ferraiolo and the grants team and must include the following information:
- A letter addressed to Nicole Ferraiolo on institutional letterhead outlining the reasons behind and need for the request. Requests to use remaining funds to catalog or digitize new collections should provide a brief description of each additional collection and explain how it aligns with the original project’s goals and the overall goals of the Hidden Special Collections and Archives program.
- A revised project plan, including an updated timeline. The revised plan and timeline should cover the entire grant project, including the proposed extension, and will replace the original document submitted with the application. A summary of the changes made from the original project plan should be included with the revised project plan.
- A revised budget, using our Grant Modification Financial Template. The budget must show funds remaining in each budget category as of the date of the request and demonstrate how those funds will be spent through the end of the proposed extension.
Changes to the project’s Principal Investigator
If the principal investigator changes during the period of the grant, the grantee should inform CLIR immediately in writing. Letters can be emailed to program officer Nicole Ferraiolo and the grants team. They should be on institutional letterhead and come from the head of the institution, and should provide the name and title of the proposed new Principal Investigator and the date the change will become effective. A C.V. for the new Principal Investigator should also be included as an attachment.
A grantee wishing to allocate funds in a manner different than the original budget approved by CLIR should provide program staff with a brief description of the substance and extent of the proposed modification, including the total amount of funds to be reallocated. If staff determine that additional documentation is necessary, we will invite the grantee to submit a formal reallocation request, including a revised budget and a narrative justification of the proposed changes. Email program officer Nicole Ferraiolo and the grants team.
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.
CLIR hosts a private discussion community for the principal investigators and project staff working (or who have worked in the past) on a funded Hidden Collections project.
To join the CLIR Connect discussion community for Hidden Collections grantees, click here. Note that this community is only for members of those projects which have been awarded a Hidden Collections grant, and all members must be approved by the community moderator. If you have questions please contact us at firstname.lastname@example.org.