Documentary Heritage Program (DHP) grants-in-aid are designed to encourage more inclusive documentation of New York State’s history and culture by supporting projects that identify, survey, collect, and make available important records relating to traditionally under-represented groups and topics. It is a statewide program established by law to provide financial and technical support to nonprofit organizations, including, but not limited to archives, libraries, historical societies and museums and other organizations, that hold, collect and make available historical records. The New York State Archives, a unit of the State Education Department, administers the program.

Timetable for Grant Projects: Grant applications must be postmarked by December 1, 2005. Grant-funded projects may begin July 1, 2006 and must be completed by June 30, 2007.

Eligibility: Applicants must meet certain eligibility requirements in order to apply.

Range of funds available: A total of $275,000 is expected to be available for grant projects, thanks in part to a grant from the National Historical Publications and Records Commission (NHPRC). Grants will be available in amounts from $1,000 to $25,000

Funding Priorities: Several topical areas are available for projects. Such projects are supported to provide a more even historical record in New York State.

• First level priority topics are Mental Health, Environmental Affairs, Latino/a History and Culture in New York State, Word Trade Center--Attack, Response, Recovery, and Education Policy.

• Second level topics priorities are Population groups in the Twentieth and Twenty-First Century and De-industrialization and economic revitalization in the Twentieth Century.

Project Categories: Four types of projects are eligible for consideration:

1. Documentation projects to identify, survey, and plan for the collection of records

2. Arrangement and description of historical records.

3. Historical records strategic planning projects.

4. Regional documentation planning initiatives

Ineligible Projects: The following types of projects are not eligible for funding

• Non-New York focus. Projects that do not demonstrate a primary New York State focus will not be considered for funding.

• Newspapers. Newspapers are not considered historical records within the meaning of the DHP law.

• Preservation. The DHP law does not fund preservation, meaning physical work to conserve, restore, or repair records, or microfilming or other reproduction primarily for preservation purposes.

• Oral history and videotaping. The DHP does not support projects to create oral history tapes or videotapes, or to transcribe oral history tapes.

• Item-level description and indexing. The DHP does not support projects that involve item-level description or indexing of historical records.

Application: Please submit one signed (BLUE INK) original and nine (9) copies of the application and Proposed Budget Worksheet.

1. Grant Application Cover Sheet (form provided in guidelines, signed in blue ink by chief authorizing official).

2. Charity Registration Number Status (Unless you are exempt from this requirement in which case you must fill out this form to explain why you are exempt).

3. Narrative Project Description.

4. Project Position Description for each proposed grant-funded position and consultant to be hired with grant funds.

5. Proposed Budget Worksheet (form provided).

6. Resumes of consultants (if applicable).

7. Letters of Intent from other participants in a cooperative project (if applicable).

8. Proof of Not-for-Profit Status (501(c)(3) or other documentation.

9. Description of Other Grants Received (if applicable).

Review Criteria: Reviewers will use the following criteria when reviewing applications:

1. Does the application address DHP priorities?

2. Is the plan of work sound and clearly presented?

3. Is the project compatible with, and will it contribute to, the applicant’s overall program

4. Are the records involved accessible to the public?

5. What is the research value of materials?

6. Is the budget appropriate for the work?

7. What is the institutional contribution to the project?

Questions: If you have any questions about eligibility, please call the DHP central office at 518.474.6926, or Jenny Rosenzweig, DHP Regional Archivist, at 800.895.1648.