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Welcome! We’re glad you’re here. �There is no audio at the moment. 👋

We’ll begin the webinar at 2pm ET.

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Digitizing Hidden Collections: Amplifying Unheard Voices Cohort 1 Recipient Webinar�July 12, 2022

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Recipient Informational Webinar

July 12, 2022

A program of

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Overview

Getting to know CLIR (and one another!)
Resources

Grant Modifications
Reporting Requirements

Ways to stay in touch with CLIR
Questions/Discussion

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Part One: Introductions

Part Two: Grant Management

Part Three: Project Support

Sharon

During today’s session, we’ll provide a brief orientation to things you may need to know as work on your grant project begins. We’ll be covering the following topics:

In Part One, we’ll talk about CLIR, our own team, and you—the 2021 recipients of Digitizing Hidden Collections: Amplifying Unheard Voices grants.

In Part Two, we’ll transition to grant management and talk about grant modifications and reporting requirements—covering how to make changes to your project, and how and when to report on activities.

In Part Three, we’ll share ways to stay in touch over the course of your project, and talk through any questions you have. As we mentioned, feel free to type your questions into the Q&A box at any point, and we’ll get to them during this third portion of the session.

We especially want to welcome staff who may not be overseeing these projects, but working on them day to day. It’s really important to us that you hear about all of these details too, so that you understand how your work fits into your organization’s grant and into larger cultural heritage preservation efforts at CLIR. ��So with that, let’s get started.

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Part One

Introductions

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The Webinar Platform

Click ‘CC Live Transcript ’ to turn on captions
All attendees are muted
Set chat to “All panelists and attendees”
Submit questions any time through “Q&A”
Upvote questions that may be similar to your own
Recording in progress

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Sharon

We have a few logistical notes about how you can use Zoom during this session.

A live transcript is being generated if you’d like to utilize it. To turn on this feature, click the “CC Live Transcript” button at the bottom of your Zoom window.

Attendees will be muted throughout the presentation. However, you’re welcome to use chat for general conversation. If a chat box isn’t already displaying on your Zoom screen, you can hover your mouse toward the bottom of the screen and open it manually. In order to send a message to everyone, remember to change the default setting in the drop-down menu from “All Panelists” to “All panelists and attendees”. �
We ask that you use the separate Q&A box to ask questions today. You can open Q&A in the same way as the chat box. You can submit questions at any point during the webinar, and we’ll save them until end. At that point, for those of you who would like to stick around for questions and conversation, we’ll enable everyone to speak using audio/video if you’d like. This changes some of the functionality of Zoom, so we won’t do that until the end of the presentation. We’ll give you a heads-up before we get there.

If you’re following along with questions as they come in, you can “upvote” them if they’re similar to your own to let us know that it would be helpful to you to have them answered live.

The session recording and transcript will be made available on the “Recipient Resources” page of our website by the end of the week.

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Program Staff

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Sharon Burney

PROGRAM OFFICER

Based in Florida

Alyson Pope

GRANTS AND CONTRACTS MANAGER

Based in Pennsylvania

Louisa Kwasigroch

Managing Director

Based in Illinois

Sharon

Today’s webinar is led by the CLIR Grants Team, which administers CLIR’s active regranting programs, offering support for the entire grant cycle--from application to final report. Some or all of you may already know us from applicant webinars and email exchanges, but we’ll do some quick introductions so you can put names with faces.

Sharon Burney | Program Officer | Florida
Louisa Kwasigroch | Managing Director| Illinois
Alyson Pope | Grants and Contracts Manager | Pennsylvania
Christa Williford | Senior Director of Research and Assessment | Pennsylvania

We also want to extend our thanks to our colleagues from AI Media who are providing the transcription for today’s session.

Our small team will provide you support through the entire grant cycle--from application to final report. Our work also includes the upcoming Digitizing Hidden Collections Symposium to be held in Baltimore in October as well as occasional site visits to recipient organizations. We look forward to meeting some of you in person in the coming months and years.

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Lǝnape Haki-nk (Lenni-Lenape)

Nacotchtank (Anacostan)

𐓏𐒰𐓓𐒰𐓓𐒷 𐒼𐓂𐓊𐒻 𐓆𐒻𐒿𐒷 𐓀𐒰^𐓓𐒰^ Osage

Piscataway

Peoria

Potawatomi

Seminole

Shawandasse Tula (Shawanwaki/Shawnee)

Timucua

Visit Native-Land.ca to learn about Indigenous lands where you live.

CHAT: https://native-land.ca/

Alyson

Our team would like to center today’s conversation by acknowledging that, as residents of the United States, we are speaking to you from unceded land of many Indigenous peoples. I’d like to respectfully acknowledge and recognize the original and current caretakers of the land, water, and air where I live: the Seminole, Timucua peoples and all of their ancestors and descendants. I am grateful to have the opportunity to live and work on their homelands, and ask you to join me in acknowledging all Indigenous communities, their elders both past and present, as well as future generations. May this acknowledgement remind us of our shared commitment to beginning the process of working to dismantle the ongoing legacies of settler colonialism.�

_____________

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Grant Recipients (you!)

MARMIA
National Museum of African American History and Culture; Clark Atlanta University; Florida A & M University; Jackson State University; Tuskegee University; Texas Southern University
Japanese American National Museum
University of California, Irvine
Office of the Treaty Commissioner
Christiansburg Institute; Virginia Polytechnic Institute and State University
College of the Holy Cross
Sealaska Heritage Institute
Creative Growth Art Center
Haida Gwaii Museum
Northeastern University; American Antiquarian Society; The ArQuives ; The Lesbian, Gay, Bisexual, and Transgender Community Center (NY); Louise Lawrence Transgender Archives; ONE Archives at University of Southern California Libraries; Tretter Collection, University of Minnesota; Harry Ransom Center, University of Texas, Austin; Transgender Archives, University of Victoria; OUTWORDS; University of Winnipeg

Iowa State University; African American Museum of Iowa; Des Moines Public Library; Grout Museum District; State Historical Museum of Iowa; Nodaway Valley Historical Museum; Grinnell College; Fort Des Moines Museum & Education Center
Washington State University; American Philosophical Society; University of Washington, in partnership with Coeur d’Alene Tribe; Confederated Tribes of the Colville Reservation; Confederated Salish and Kootenai Tribes; Spokane Tribe of Indians; Confederated Tribes of Warm Spring; Nimíipuu (Nez Perce) Tribe; Quinault Indian Nation; Snoqualmie Indian Tribe; Yakama Nation
The Juan Antonio Corretjer Puerto Rican Cultural Center
Beck Cultural Exchange Center

Feel free to introduce yourself + your role in the chat box.

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CLIR

9

Libraries

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115

6.2 million +

US$28,218,357.13

About

Funded digitization projects since 2015

Master digital files created

Funds awarded since 2015

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Alyson

Digitizing Hidden Collections is just one of many programs administered by CLIR and is generously supported by The Andrew W. Mellon Foundation. In 2021, with the Foundation’s support, the program transitioned to a new thematic focus: Amplifying Unheard Voices.��There are many metrics by which the program measures its progress; including but absolutely not limited to the numbers of funded projects, awarded funds, and digitization outputs. As we look to increase the program’s reach and quality of service, we’ve engaged an assessment team to walk with us through this year’s thematic call for proposals. Many of you will have had contact with this team during the past year, and we really appreciate all you have shared with them. We look forward to being able to share their report on that project in Fall 2022.

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Resources from CLIR

Free publications on libraries and higher education

➡️ https://www.clir.org/pubs/

Conversations on partnership, project design, and collections in crisis

➡️ 5 for 5 event https://www.clir.org/hiddencollections/2020-conversations/

➡️ Digitizing Hidden Collections Symposium https://www.clir.org/hiddencollections/events/2022-symposium/

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Hādhā kitāb sih zabān. �Manuscripts of the Muslim World

Free Library of Philadelphia Foundation & Partners (Funded 2017)

Alyson

We encourage you to take advantage of any of our resources that might be of use. CLIR has long been known for its free and open publication series on a range of topics, including but not limited to audio archiving, library and library service design, email archiving, 3D/VR visualization, data management, digital preservation, and more.

Our team also hosted 5 for 5: Conversations on Five Years of Digitizing Hidden Collections in November 2020. This virtual gathering shared lessons and resources centered on 5 themes that have emerged in the first 5 years of the program. Recordings of that event and community notes are available on our website (https://www.clir.org/hiddencollections/2020-conversations/). We will hold an in-person conference on October 12-13, 2022, which will take place in conjunction with the DLF Forum. Information on the Digitizing Hidden Collection Symposium is available on our website ( https://www.clir.org/hiddencollections/events/2022-symposium/).

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Join a DLF Working Group

www.diglib.org/groups/

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The DLF Digitizing Special Formats Wiki

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wiki.diglib.org/Digitizing_Special_Formats

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Part Two

Grant Management

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Grant Modifications

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The Greer Lankton Collection: documenting the life and work of transgender artist Greer Lankton (1958-1996) (Funded 2019)

The Mattress Factory, Ltd.

Sharon

Although we hope (and expect) that project activities listed in your approved proposals will be executed as described, we understand that unanticipated issues can arise. These may require that you deviate from the original plans you submitted. We realize that many of you will face operational hurdles that may cause delays. We hope you understand that our job is to support your teams as you encounter the unexpected during your project timelines.

Some project changes won’t require pre-approval from CLIR, such as a change in project staff other than the principal investigators (PI) or small shifts in budget expenditures. Generally, such small changes can be addressed in a project’s interim narrative and financial reports. However, changes that affect the underlying terms of the grant must receive prior approval by CLIR. Examples include extensions of the project end date, changes to PIs, any changes to the collections being digitized through the project, and significant budget reallocations.

Modification requests are common for this program, and you should not hesitate to ask us for what you need to do to successfully complete your project. Program staff can always be reached by email at hiddencollections@clir.org. To move forward with a modification, CLIR has an online form through which recipients can initiate modification requests.

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Grant Modification Request Form

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https://www.clir.org/hiddencollections/recipient-resources/

Sharon

Access to the Grant Modification and Extension Request form is available through a link at the top of the Recipient Resources web page (https://www.clir.org/hiddencollections/recipient-resources/). The form will always be available on this page and is designed to allow for the submission of multiple types of modification requests. The form includes sections on descriptive information, questions about extension requests, other types of modification requests, and a space to provide a brief explanation and justification of the modification.

Once the form has been submitted and received, you should hear from CLIR staff within two weeks. For that reason, if you find you need a modification, it is important to request at least a few weeks (and ideally, no less than one month) before the final end date for your grant. Some modifications, such as changes in Principal Investigators, should be requested immediately rather than waiting until the end of your project. Project end dates were included in the award letter emailed to PIs at the time that funds were distributed; if you ever need a reminder of your project end date or award number, just ask program staff.

In many cases, completing the form will be all you need to do to seek approval for a modification. However, under certain circumstances, additional documentation may be required in order to move forward with the request.

The guidelines for modification requests vary slightly between CLIR’s different grant programs, so be sure to check the Recipient Resources pages for the most up to date information. If you have any questions about the process, CLIR staff is always available via email through our program email address: hiddencollections@clir.org.

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Grant Modification Template

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No-Cost Extensions (NCEs)

Any request to push back a project’s end date without requesting budgetary changes
Should be requested between 1-3 months prior to a project's end date
Only one extension request per project
Extensions cannot be granted for projects whose approved end dates have already passed
The default extensions for this program are 6 or 12 months

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Alyson

No cost extension requests are exactly what they sound like: a request to push back the project end date and final report, without requesting additional funding. These may be requested in the case of unforeseen project delays which may include prolonged personnel searches, staff turnover, delays when working with a vendor partner, illnesses, or delays caused by institutional infrastructure issues.

No-cost extensions should be requested between 1-3 months prior to a project's end date. The reason we ask you to wait until these final months is that only one no-cost extension can be granted per project, and we have found that requests made closer to the end date provide more accurate estimates of the amount of extra time that’s actually needed. We encourage you to take time now to set a calendar reminder for your team for your end date AND for 3 months before the end of your project so you’ll know when it’s time to request an extension if you need one. You may also want to set similar reminders for your annual interim and final reporting deadlines. Keep in mind that your end date and your final reporting deadline are two different dates–the end date is the point at which all work on your project must be completed and all grant funds expended. You cannot spend grant funds after your end date without first being granted an extension. Your final reporting deadline is set later so that you have time to reflect upon your work and complete final accounting for your grant.

It’s important to note that extensions cannot be granted for projects whose end dates have already passed; we really cannot emphasize enough the importance of paying attention to your end date. The project end date typically comes three months before your final report deadline. Some people have been confused about this in the past.

We recommend standard project extension lengths of either 12 or 6 months. On the request form, you are also able to enter a custom date, but we may choose to make an alternative recommendation.

In most cases, the modification form is often sufficient for staff to evaluate extension requests, but we may follow up to ask for additional information or documentation, such as a revised project plan, collections list, or project budget.

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Change of Principal Investigators (PIs)

Notify CLIR of changes to PIs through the Grant Modification Form as soon as possible
In addition to the form, be prepared to supply the following via email:

CV of new PI
Letter on institutional letterhead from head of organization or department noting change and effective date

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Alyson

If one of the principal investigators, also known as PIs, changes during the grant, the grantee must inform CLIR immediately by completing the Grant Modification Form. All of CLIR’s grant management tasks–including setting up our grant management system to accept your reports–require current contact details for all principal investigators, so it is important we know when a principal investigator departs your organization and that their responsibilities have been transferred to someone else.

In order to complete a change of PI, you will also be required to supply via email a letter on institutional letterhead from the head of your organization or department. The letter doesn’t need to be long, but should include the name and title of the new PI as well as the date the change will become effective. A CV for the new PI will also be required for our files.

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Budget Reallocation Request

To allocate funds in a manner different than the original budget approved by CLIR
Request budget reallocations through the Grant Modification Form prior to making any new, unbudgeted expenditures
New activities should be aligned with the goals and scope of the original proposal and be within program guidelines
Prior approval is not necessary for reallocations less than 5% of the total project budget and/or are less than $10,000.

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Alyson

On occasion, grantees find it necessary to spend grant funds in a manner other than originally proposed in their application. Reallocations of grant funds are allowable, but these changes must be carefully reviewed and approved by CLIR staff prior to the reallocated funds being spent. To initiate this process, complete the Grant Modification Form.

Any proposed use of reallocated funds should be aligned with the original goals and scope of the project and within the current guidelines and limits for allowable and disallowed costs for the Hidden Collections program.

As a rule of thumb, for smaller Hidden Collections projects (defined as under $200K) CLIR generally doesn’t require notification for reallocations that amount to less than 5% of a project’s total budget. Larger projects (those over $200K), and all projects really, should contact CLIR about any reallocations that are over $10,000. When in doubt, just ask us or go ahead and complete the Grant Modification Form.

When completing the Grant Modification Form, you’ll be asked to provide the amount of funds remaining in the grant; how much, if any, of the original funds will remain at the close of the project; and, a brief description of how the funds will be spent. CLIR program staff may request additional information, such as a revised project budget, to complete review of the request.

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Grant Modification Request

For more information and instructions:

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Alyson

All of this information can be found on the Recipient Resources page. Should we update any of our grant modification procedures, we’ll post the most up-to-date information there for your reference. Do be sure to share this webpage with all staff who may be involved in the management of your project.

CLIR program staff are available to answer any of your questions related to modifications, so don’t hesitate to reach out via our program email account. As we mentioned, modifications are not uncommon with this program, and we always seek to find ways to make your projects successful. For more complicated grant modification requests, you may find it helpful to set up a conversation with a program officer prior to submitting your request. We’ll be happy to talk through any possible changes.

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Reporting Requirements

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Completed Los Angeles Aqueduct

Digitizing Southern California Water Resources (Funded 2016)

Pomona College & Partners

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Reporting Requirements

Reporting deadlines are included in your award letters
CLIR should receive one project report each year
CLIR submits a report to The Andrew W. Mellon Foundation on June 30 each year which includes all reports submitted in the previous year
Reports must be submitted through the online form

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Sharon

Recipients of the Hidden Collections grant are required to submit reports, both narrative and financial, through our online system on or before the dates outlined in each of your award letters. If you don’t have access to a copy of your letter and need to know your designated report dates or any other information related to your report, do let us know. Your first report is due a year and one month after the start date of your project, and then each interim report after that is due exactly one year after the previous one. Your final report is then due 3 months after your project end date. This means we should be receiving one report from you each year. If your project is only 12 months, you will just submit your final report 3 months after the end date of your project. An email reminder from CLIR will be sent to the PIs and additional contacts that we have on file around a month prior the due date for each of your annual interim reports and around three months prior to your project’s end date.

Your annual reports to CLIR are a deeply important part of the agreement between our grantees; CLIR; and our own funder, the Mellon Foundation. Our team compiles its own reports on the Hidden Collections program each year, which we submit to Mellon on March 31 and June 30th. This report also includes all of the reports we received from our recipients in the previous 12 months and communicates to Mellon the importance of the work that all of you are doing.

Just a few more words on reporting…

● Reports are not only a way to help us keep up with your progress but also a means for us to provide the best support to you as your project evolves. For instance, we may be able to connect you with others in the Hidden Collections community who have faced similar challenges as the ones you report facing.

● Your reports can also help us to help you identify and mitigate potential issues in advance. For example, we may notice from your reports that you may need a no-cost extension and can remind you of that process. However, if an issue is time-sensitive or if you have a specific question, we encourage you to reach out about it directly to program staff rather than waiting until your next report.

● If you find that your report is likely to be late due to circumstances beyond your control, which we know can happen, let us know as soon as possible. We are glad to work with our grantees in these situations, but it’s important that we hear about them before your report is overdue.

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Report Submission Form

https://clir.smapply.io/

Sharon

To submit your reports, you will use the same system - SurveyMonkey Apply or SMApply - that your team used to apply for your grant. We’ve linked to that on this slide as well as on the Recipient Resources page. All communication and reminders for reporting will be sent to the PIs on file, so if there are any others involved in project work who need such notifications, you will need to send us names and contact information for those people. Please share this additional contact information as soon as possible so we can keep our records up to date.

It is a good idea to login to SM Apply at your earliest convenience using the same email address and password you used to submit your application. If you use these same credentials, you should automatically see the reporting form for your project when logged in. If you forget these credentials or lose access to them for any reason (for example, if the person who created your application leaves your organization), you will need to contact us through the program email (hiddencollections@clir.org) so that we can link your report to the correct credentials.

One way to future-proof your team’s access to the report would be to log in using the application credentials, hit “start” to pretend like you’re starting your report, then add other team members’ email addresses as “collaborators” on your report. Collaborators will then receive an automatic invitation to verify their email addresses and create their own passwords to access the system. Once they accept the invitation and create their credentials, they will also be able to login to view the report and enter data. One of the system’s safety measures insures that only the proposal owner is able submit a report, so if one of the collaborators eventually needs to submit, that person will need to contact us to make sure this can happen. Collaborators do not have to be limited to PIs. If your financial reporting is handled by a research office or grant manager you may want to add them as well.

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Report Template

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Reporting Form: Overview

Section 1: General Information
Section 2: Narrative Assessment
Section 3: Quantitative Assessment
Section 4: Financial Assessment
Section 5: Final Project Assessment (Final Reports only)

It is important to frame your accomplishments around your application proposal and demonstrate consistency with the goals and scope that were selected for funding by CLIR’s review panel.

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Sharon

The report form is organized into 4-5 sections:

General Information
Narrative Assessment
Quantitative Assessment
Financial Assessment
Final Project Assessment (Final Reports only)

When writing your report the first place to start is the final proposal you submitted to CLIR during the application process. All sections of the report should demonstrate the project’s consistency with these original ideas. Of course, some variations are to be expected as the project adapts to real life scenarios and new opportunities. Small differences between the planned approach and actual project work can be explained in the narrative report. However, as mentioned earlier, grantees will need to request Grant Modifications for more substantive changes, particularly those regarding the budget, timeline, or deliverables. Overall, it is important to demonstrate to CLIR and the Mellon Foundation that the scope and goals of the project continue to reflect the proposal selected for funding by CLIR’s independent review panel.

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Reporting Form: Overview

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Reporting Form: General Information

Grant reference number
Project Title
Institution/organization
PI(s)
Contact information of person submitting report

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Reporting Form: General Information

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Reporting Form: General Information

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Narrative Assessment

Progress and impact
Challenges
Future plans

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Narrative Assessment

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Quantitative Analysis

Digitization proposed and actual
Preservation files proposed and actual
Metadata creation

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Quantitative Analysis

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Quantitative Analysis

Sharon

You will be able to consult the figures you proposed, then share what you actually digitized during the reporting period.

Begin by selecting the number of categories of source materials you actually digitized. Up to 10 categories are allowed, but unless you have added materials to your project plan you will probably need the same number of categories you proposed, or fewer, if you haven't yet started working on some types of materials. Categories should match the order of the categories defined in your final application and auto-generated within the report.

The questions regarding preservation file formats will be structured the same way, will the information regarding what you originally proposed pre-populated from your final application.

Compiling these numbers will be much easier if you plan now to track them as your project proceeds, so setting up a shared document to do that will be something you’ll thank yourself for later. CLIR does have an Excel template you can use for this if you wish, located on the Recipient Resources page.

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Financial Assessment

Narrative Report: explanation of actual grant expenditures vs. proposed.

Address each budget category
Include detailed explanation of variances of 5% or more

Financial Report: Budget submitted with proposal, updated to reflect actual expenditures

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Sharon

Next up is the Financial Assessment, which comes in two parts.

The first is the Financial Narrative. In the Narrative report, this is a place for you to comment on actual grant expenditures during the reporting period as they relate to your proposed budget. Every budget category should be at least mentioned here and, if there are any variances of 5% or more between projected and actual spending, make sure to include a detailed explanation of the reasons for that over- or under-expenditure. You should also discuss any approved budget modifications since your last report.

The second part is the Financial Report, which is an upload using the same budget and financial report spreadsheet that you submitted with your proposal. The only difference is that you will have both the Budgeted and Actual fields filled in this time for the current reporting period, instead of just the budgeted column. A budget template specific to your project was sent as an attachment with your award letter email as well as with your report reminder email, and this is the file you should edit and submit. If you have any budget reallocations or no-cost extensions approved in the course of your project, we will provide you with an updated financial report form to use that reflects the approved changes.

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Financial Report Budget

Alyson

This screen shot of the financial report budget detail template is just a reminder of what this looks like. If you ever lose track of this file, email us and our team can provide you with a replacement. Note the field for “Investment Income” on this sheet–all CLIR grantees are expected to keep grant funds in a secure interest-bearing account and to report on interest income here. Interest earned on grant funds may be used to support direct costs for your project, so you should be prepared to indicate how much interest has been earned each period and how that interest has been spent.

The template is cumulative and will be built upon over the course of the project. Grantees are expected to update this spreadsheet with the actual spending for the period in question, which may vary from the amount budgeted. Variance of more than 5% in any category must be explained in the financial narrative and may require a modification request to be submitted.

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Final Project Assessment

Final project narrative
Final financial narrative and report
Collection access URLs
Project Manifest, including URLs for access copies to digital files created through the project

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Alyson

When it comes time to submit your final report (as opposed to your interim reports), you will include a final project assessment, which has four required components:

The final project narrative, which will be an overall assessment of your project, including the most significant outcomes, challenges, and lessons learned
The final financial narrative and report, which will show all actual expenses, interest earned, and indicate and explain any remaining award funds (these will have to be returned to CLIR as directed by CLIR’s Returned Funds Policy)
URLs or other instructions to access the digitized collections and metadata in any catalogs, repositories or services you’ve used, and finally
A Project Manifest, which is a spreadsheet containing a sampling of URLs linking to actual digital files created through your project

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Project Manifest

Complete and upload CLIR’s template

File name and location (URL), checksums, and restrictions (if any)
Covers access copies only

Alyson

The project manifest is a spreadsheet which includes the names and locations of a representative sampling of the digital files (normally, the access copies), as well as notations about any checksums and restrictions for those files. We’re requiring this because we are using an automated tool--a kind of web crawler--that allows us to conduct periodic checks that the online files created through CLIR’s digitization regranting programs remain, in fact, online.

Note that CLIR’s template for this has multiple tabs, including one with instructions, so be sure to read through all of them.

Taking a look at this template now, and building completion of this document into your workflow, will help you save time later. For those of you who work with vendors, often your digitization vendor will return a spreadsheet to you that will be very similar to what you need to submit here, and you should be able to adapt the vendor’s spreadsheet for this template. If you work out your file naming conventions at the start of your project and insure your vendor names your files exactly according to your needs, most of your work for this requirement will be done. If you leave it until the end, it might take some scrambling to pull it together, so we do strongly recommend coming up with a strategy for compiling this data during the course of project work.

Of all of the pieces of the final report, this document is what allows us to verify that you have created all the deliverables agreed upon when you accepted the grant. This evidence is critical to our own reporting to the Mellon Foundation, so we really appreciate your help in making this possible for us.

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Report Submission

Alyson

Once all report tasks are completed in SM Apply for either the interim or final report, there is a final step necessary in order to submit your report to CLIR. Click the green SUBMIT button once you have reviewed all answers and documents and are ready to submit. Once you hit Submit the first time, you will be prompted to hit Submit again or given one last chance to review. A quick warning-- if you choose "review," then you are presented with all of the content associated with the application--initial application, final application, and all related forms and reports. You’ll need to scroll down a bit to see the newly completed tasks, if you’d like to review the parts of the report you’ve just completed.

As we mentioned, there can be multiple collaborators within one project’s reporting space. However, only the application owner is given the option to submit. If you have completed the report and need to submit it to CLIR but do not see the option to submit, that indicates that you are not the application owner. Contact hiddencollections@clir.org to complete submission for you in instances where the application owner is not available to do so, or if the project team is unsure who owns the application.

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Part Three

Project Support

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Promoting DHC Projects

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CLIR Acknowledgement Guidelines

https://www.clir.org/fellowships/acknowledgment-guidelines

If discussing CLIR in press releases, our Director of Communication is happy to review: ksmith@clir.org

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Finding Resources + Contacting CLIR

Recipient Resources
Funded Projects
Email: hiddencollections@clir.org
Twitter: @CLIRH C | #DigHC
Instagram: @CLIRNews
Subscribe to our Grants + Programs Newsletter: https://share.hsforms.com/19R_7ZyemSLOtl9fanrNGEAc21y3

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Sharon

CLIR’s website contains quite a lot of information for you as you move into your grant recipient role. Just as you may have used the resources of the Applicant Resources page during the grant writing process, we have a similar Recipient Resources page (https://www.clir.org/hiddencollections/recipient-resources) that we’ve talked about quite a lot today as you work through your project. Here, you will find information on grant modification and reporting that we discussed earlier. Additionally, contact information for the CLIR Grants Team, templates, and information on citing CLIR are all contained on this page.

On the Funded Projects page (https://www.clir.org/hiddencollections/funded-projects), you can find descriptions of each of the projects that have been funded by the Hidden Collections program to date. If you have not already done so, please proofread the summary of your project that’s currently posted there and send us any proposed changes.

The best way to contact us is through the hiddencollections@clir.org email box.

We also love to hear about your progress. If you are sharing updates on Twitter or Insta, please feel free to tag us or use #DigHC so we can repost. If there is something you would like us to share directly with our followers, just email the team. We love to be able to spread the word about the amazing work you’re doing. We also try to share your news in CLIR’s Grants & Programs Newsletter, so check our website for details on how to subscribe to that if you haven’t already done so.

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Looking ahead

Save the date - DHC Symposium 2022
CLIR Coffee breaks
Finding ways to connect - Humanities Commons or other space for grantees to share resources + documents

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Sharon

As you think about any questions you might have, we’ll end with a few more community building activities on the horizon.

As we mentioned at the very beginning, we hope that you’ll keep in mind the Digitizing Hidden Collections Symposium scheduled to take place in-person in Fall 2022. The program for the symposium has just been released today; our website (https://www.clir.org/hiddencollections/2022-symposium/) has more details on the event.
We plan to publish the findings of the external assessment team who worked with us through the first Amplifying Unheard Voices call in the fall. Afterwards, we hope to have more information about potential future Digitizing Hidden Collections calls. The earliest we would know anything about a 2023 call would be late in 2022, but at this stage we are working under the assumption that we will be able to resume accepting applications sometime in 2023.

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Questions + Discussion

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Images courtesy of 2020 grant recipients

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Digitizing Hidden Collections: Amplifying Unheard Voices

Recipient Informational Webinar

July 12, 2022

Website: clir.org/hiddencollections/

Email: hiddencollections@clir.org

Twitter: @CLIRHC