Recipient Resources

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Form to request changes to your timeline, deliverables, budget, or P.I(s).
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CLIR’s Grants Team

Staff supporting the Recordings at Risk program include:

  • Program Officer Joy Banks, who handles day-to-day program communications, outreach, social media, and assessment;
  • Senior Program Officer Nicole Ferraiolo, who leads CLIR’s grant team;
  • Program Administrator Kristen Blair, who manages all program-related data and systems;
  • Director of Research and Assessment Christa Williford and Deputy to the President Amy Lucko, who oversee CLIR’s regranting programs.

For all program-related inquiries, email recordingsatrisk@clir.org.

Reporting and Modification Resources

  • Online Reporting Form: Login to submit your report. Your username and password will be sent to you approximately one month prior to your reporting deadline. If you would like them sooner, email recordingsatrisk@clir.org.
  • Google Doc Report Form Template: Recipients may use this template to assist with collaborative writing on draft reports. If you are working with this template, you will need to copy your final answer from each question into the official report form and submit your completed report by the deadline.
  • Digitization File Manifest Template: This template is also available in the online reporting form as well as the Google Doc Report Form Template. Instructions on completing the form are included in the template.
  • Grant Modification Form Template: Recipients may use this template to assist with collaborative writing on modification requests. If you are working with this template, you will need to copy your final answers from each question into the official modification form and submit your request by the deadline.

Recipient Informational Webinars

At the start of each award term, CLIR schedules an orientation webinar for Recordings at Risk recipients. Dates for upcoming webinars and recordings of previous webinars can be found below:

Reporting Requirements

All recipients of the Recordings at Risk program are required to submit a final project report by the deadline specified in their award letters.

Link to online reporting system >>

Your username and password will be sent to you approximately one month prior to your reporting deadline. If you would like them sooner, email recordingsatrisk@clir.org. Report form questions can also be viewed using the Recordings At Risk Report Form Template.

All reports should demonstrate consistency with the original proposal; 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.

Due Dates

All original award letters include required reporting deadlines. In general, the final report should be submitted no later than three month after the project end date. If unusual circumstances arise that cause reporting delays, recipients must inform program staff as soon as possible.

Grant Modifications

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, and budget modifications. You are able to request more than one type of modification request 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 recordingsatrisk@clir.org.

General Guidelines for Modifications

No-Cost Extensions

  • No-cost extensions should be requested between 4-6 weeks prior to a project’s end date.
  • Extensions cannot be granted for project whose approved end dates have already passed.
  • By default, one 6-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, the CLIR Grants Team 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 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 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.

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.

Remaining Funds

Occasionally, grant funds remain at the close of a project. Institutions are required to report this to CLIR and return all unspent funds to CLIR at 1707 L Street NW, Suite 650, Washington, DC 20036, in care of Diane Ramirez. The enclosing letter should reference the grant program and grant number listed in the project award letter.

Citing CLIR

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 on the  CLIR Brandmark Files webpage; additional information can be found in CLIR’s Brand Guidelines. If you have questions regarding forms of acknowledgment, contact CLIR’s Director of Communications Kathlin Smith at 202-939-4754, or .