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;
- 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
- Director of Research and Assessment Christa Williford and Chief Operating Officer Amy Lucko, who oversee CLIR’s regranting programs.
For all program-related inquiries, email firstname.lastname@example.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 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.
- 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:
- 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
- Wednesday, November 15, 2017: Cycle 2 Recipient Informational Webinar
- See: slides
CLIR Coffee Breaks
- Thursday, April 2, 2020: Coping with COVID – All grant recipients
All recipients of the Recordings at Risk program are required to submit a final project report by the deadline 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 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.
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 email@example.com.
General Guidelines for Modifications
- 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.
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.
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 on the CLIR Brandmark Files webpage. If you have questions regarding forms of acknowledgment, contact CLIR’s Director of Communications Kathlin Smith at 202-939-4754, or firstname.lastname@example.org.