At the start of each award term, CLIR schedules an orientation for Recordings at Risk recipients. Dates for upcoming webinars and recordings of previous webinars can be found below:
- Wednesday, May 6, 2020: Cycle 7 Recipient Informational Webinar
- Wednesday, November 7, 2019: Cycle 6 Recipient Informational Webinar
- Wednesday, May 8, 2019: Cycle 5 Recipient Informational Webinar
- Wednesday, October 24, 2018: Cycle 4 Recipient Informational Webinar
- Monday, May 7, 2018: Cycle 3 Recipient Informational Webinar
CLIR Coffee Breaks
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 firstname.lastname@example.org.
Types of Modifications
Request an extension 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.
Changes to a project’s Principal Investigator(s)
Notify CLIR of a change in PI immediately to avoid lapses in communication.
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.
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.
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.
- Online Reporting Form: Login to submit your report. The username and password you will use to submit your report is the same as what was used to submit your original proposal. If you’ve lost access to that information, email email@example.com.
- 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. The manifest is only required for final reports.
All recipients of the Recordings at Risk program are required to submit a final project report by the deadline specified in their award letters. Those projects that have been granted a no-cost extension of more than 6 months may also be required to submit an interim report following the same report template as the final report. The reporting terms for Cycle 7 projects are unique due to the circumstances in the world at the time of their award.
The username and password you will use to submit your report is the same as what was used to submit your original proposal. If you’ve lost access to that information, email firstname.lastname@example.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.
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.
Due to the compact nature of the Recordings at Risk program, most projects will only be required to submit a final report; however, under certain circumstances, staff will require an interim report. In most instances, projects that are granted a no-cost extension of more than 6 months will be asked to submit an interim report according to the approval notification that will be emailed to the individual requesting the no-cost extension as well as the PI(s), if different.
The interim report will follow the same template as the final; however, several elements will not be required: links to where items and/or metadata are available and the File Manifest. The narrative portions of the report should address why an extension was necessary and the plans to complete the approved project goals. Financial documentation should show if any funds have been expended; CLIR staff will provide a budget detail with additional reporting columns for those projects that submit interim reports.
Cycle 7 projects have been awarded with modified reporting requirements. Information on completing an interim report, if necessary, will be shared directly with PI(s) and those listed as contacts.
Any questions about interim reports may be sent to program staff
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 page. Due to the substantial fees involved, payments by credit card cannot be accepted.
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 email@example.com.
Meet CLIR’s Grants Team
For all program-related inquiries, email firstname.lastname@example.org. We’re always glad to meet via Zoom to talk about more complex questions or requests.
Senior Director of Research and Assessment Christa Williford and Chief Operating Officer Amy Lucko oversee CLIR’s regranting programs.