Digitizing Hidden Collections Reports

Online Reporting Form

• 2015 Grant Recipients 

Templates and Resources

• Financial report form
• Sample financial report
• Collaborative Google Docs template for reporting form

Getting Started

All Digitizing Hidden Collections grant recipients must use CLIR’s online report forms to submit their required interim and final project reports. To access your form, click on the link to the Online Reporting Form for your award year (above), and login using the same credentials used during the application period. If you do not remember your password, you may reset it through that link by selecting “Forgot Password.” If you do not remember the e-mail address associated with your application, or need to change the e-mail address associated with the account, please e-mail hiddencollections@clir.org.

While grant recipients may save drafts of their report within the report form itself, they also have the option to prepare their draft reports using a collaborative Google Docs template, with questions from the report form. Recipients can make a personal copy of the template by clicking “CLICK HERE TO MAKE A COPY OF THIS DOCUMENT” on the first page. Recipients will have editing rights in the copy document, which will only be visible to them and the individuals they invite to collaborate using the blue “Share” button on the top right-hand corner of the page. If you are working with the Google Docs template, you will need to copy your final answer from each question into the official online report form for either interim or final reports, and submit your completed report by your given deadline.

Reporting Components:

1. General Information
2. Narrative Assessment: Applicants should demonstrate consistency with the original proposal in terms of deliverables and grant activities, including outreach. In this section, grantees can share challenges, new developments, and other outcomes or accomplishments. Grantees can also upload and describe additional documentation in this section, and offer details on the information provided in the quantitative assessment spreadsheet (see below).
3. Quantitative Assessment: An individualized quantitative assessment spreadsheet will be sent to each project PI approximately 30 days prior to the project’s reporting deadline. The spreadsheet will be prepopulated with the deliverables identified in the original proposal. This Excel file includes three worksheets and tracks deliverables that can be assessed through numeric measurements. Recipients are expected to update this spreadsheet with the progress made in the given reporting period, and can explain any information provided on the spreadsheet in the narrative section of their report.
4. Financial Assessment: Each report must include a financial statement created using CLIR’s Excel template. The categories and amounts “budgeted” must be identical to those listed in the budget of the most recently approved grant proposal; “actual” amounts spent may vary (see sample financial report). Variance of more than 5% in any category should be explained in the financial narrative.
5. Final Project Assessment (final reports only): The final report should describe activities during the final reporting period and should also include an overall assessment of the project. Recipients should also provide links and instructions to where digital files produced through the project may be found on the Internet.

All of the reporting components listed above should be submitted using CLIR’s online forms. CLIR may request revisions for reports (particularly for Financial Assessments) that require clarification or are inconsistent with the original project proposal.