Yes. You may hire someone to work on your project using USHRAB funding, but it is important to ensure that the work they’ll be doing falls within the scope of your proposed project. Make sure to consider, and outline in your application:
No. Unfortunately artwork, even art on paper, is not considered archival material and therefore does not qualify for grant funds. That said, art museums and organizations may still apply for funding to process archival records in their care, including artists’ sketches, notebooks, and unfinished works as well as correspondence, business papers, diaries, and other records that are considered archival.
Yes, provided that the exhibit is of archival materials and not museum objects, archeological artifacts, or art, and provided that the archival material exhibited is properly preserved. The USHRAB requires that your institution have physical and intellectual control over the records you are exhibiting. Generally speaking, exhibits are used as an outreach or public access tool and should not necessarily be the main goal of the project proposal.
No. Unfortunately funds cannot be used for books, magazines, or other library materials.
No. The goal of the NHPRC and the USHRAB is to promote access to Utah’s historical records. You may not use grant funding to process or otherwise care for collections that are not publicly accessible through online portals, exhibit, regular opening hours, or a reasonable appointment schedule.
No. Funds are meant to care for and provide access to historical records in your custody. Please negotiate custody and officially acquire the records you plan on working with prior to applying for funding to care for them.
The Board does accept proposals for phased projects but there are some things to consider. Each funding round, the Board receives requests for more money than it has to give out, meaning each round is competitive. When evaluating applications, the Board does not give more weight to proposals from previously funded organizations or for additional phases of previously funded projects. Because of this, funding for multiple phases is never guaranteed. When planning for your project, keep this in mind and treat each phase as an isolated project in its own right, even if part of a larger, ongoing project.
Your proposal should indicate a beginning, middle, and end, and should identify quantifiable goals and outcomes for that particular phase. The security and care of your collections should not be dependent solely upon continued, phased funding, and you should build in safeguards for delays or pauses that might come as a result of not getting funding.
Lastly, as you compose your application, do not assume that the person reading your application has any prior knowledge of your project. Board terms expire on a three-year cycle and are staggered, so in any given year, there is likely to be 1-3 new Board members reading your application. You will need to provide all relevant background information, demonstrate your previous successes, and explain in detail your plan for the proposed phase.
You can put together a proposal that includes in-house digitization. However, please be aware that the Board prioritizes projects that partner with a Mountain West Digital Library digitization hub, primarily because the partnership guarantees that best practices are adhered to at the highest degree. If you do not plan on partnering, make sure that your application indicates that you fully understand the work a digitization project requires. Describe, in detail:
And any other details that will help the Board understand your plan and be confident in your ability to carry it out.
The Board is seeking assurance that the original records you will be working with in the course of your project will be in your care long after the project has wrapped up. If you plan on using grant funding to preserve or provide access to historical records that are currently in the custody of another person or institution, please negotiate a permanent custody arrangement with that entity before you start your work. Negotiating custody for the duration of the project (and then returning the original records) is not sufficient.
Board members review and evaluate applications against a rubric. The rubric provides a framework with which the Board can analyze the information you’ve provided and determine numerical point values for each section of the application. After completing evaluations, Board members meet to discuss the applications and make their funding decisions. Projects are approved or denied by majority vote by Board members. The rubric is available online. We recommend reviewing it prior to and during the compilation of your application. Doing so will give you insight to what the Board is seeking in a successful project.
Applicants will be notified of the Board’s decision within 30 days of the application deadline. Decisions will come in the form of a letter signed by either the Board Chair or the Executive Secretary. Letters are attached as PDF files to emails that are sent from the Executive Secretary. The emails are sent to the contact person indicated in the application. Please ensure that information is up to date! If you do not receive an email within 30 days, check your spam folder and contact the Executive Secretary.
Unfortunately the USHRAB cannot extend your grant deadline. Rules governing the management of the State Archives’ budget prevent us from carrying over funding from one fiscal year to the next. For this reason, your project must be complete by the end of the state’s fiscal year, which is in June.
Simply put, no. The amount you are awarded is determined by the Board and outlined in your contract, which you will have signed before beginning work. This amount cannot be adjusted. However, there is room for flexibility in your anticipated spending and how you calculate your one-to-one match, so long as both fall within the guidelines established by Attachment B: Scope of Work, located in your contract. Please contact the Executive Secretary to explain your specific situation and discuss how best to move forward.
Congratulations! In order to receive funding, you will need to submit a final report. Your final report will consist of both a narrative self-evaluation of your project and a summary of your outcomes, as well as your final budget, time and expense sheets, and reimbursement request. Many of these forms can be found on our website, but you will be submitting the report and the forms through our online grants management system. Once we have received your forms, we will forward your reimbursement request to the Division of Finance, who will mail you a check. We will also be compiling the information you provide us into our own final report, which we submit in the early fall to the NHPRC, the commission at the National Archives which funds all of the USHRAB’s programs, including our grant program. Once all of the administrative details are taken care of, the Board Executive Secretary, Gen Miller, will be in touch with you regarding promoting your project on the Utah State Archives’ and USHRAB’s blog and social media accounts. View some examples from past projects here, here, and here. Successful applicants are required to promote their projects through their own channels as well. This could be in the form of press releases, social media campaigns, local news articles, public events such as lectures, curated online exhibits, curriculum and other educational programming, and more. You must acknowledge the USHRAB and the NHPRC in all of your publications and promotional material. Get creative and let us know what your plans are! We’re happy to help you publicize.