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Documentary Heritage Program (DHP) Grants

Grants to New York Nonprofits, Libraries, and Historical Societies
to Document the History of Underrepresented Topics and Groups

Agency Type:

State

Funding Source:

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New York State Education Department (NYSED) - New York State Archives

LOI Date:

12/21/19

Deadline Date:

01/14/20 5:00 PM Electronic Submission and Postmarked by Date

Description:

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Grants of up to $25,000 to New York nonprofit organizations, professional associations, archives, historical societies, libraries, colleges, and universities to document the State's historical and cultural resources that are related to traditionally underrepresented groups. Applicants are advised that the prequalification required prior to proposal submission may take up to a few weeks to complete. Funding is intended to support projects that survey, identify, collect, arrange, describe, and make available materials about the people, events, and conditions in New York.

Documentary Heritage Program (DHP) grants are designed to build a more comprehensive and equitable documentation of New York State’s history and culture. 

 There are two DHP Grant Project Types: “Documentation” and “Arrangement & Description.”

I. Documentation Projects: Documentation projects identify and collect unique, original source materials about the people, groups, events, and/or on the political, economic, and social conditions in New York, to pave the way toward making these materials accessible to all. A Documentation project typically consists of three phases (each phase typically requiring one year) —planning, surveying, and collecting—and usually takes at least two years to complete. Because DHP grant projects must be completed within one year, a multi-phase documentation project would require at least two grant applications. For full details about Documentation Projects, see http://www.archives.nysed.gov/common/archives/files/dhp_grant_guidelines_2020-2021_1.pdf#page=9.

II. Arrangement & Description Projects: Arrangement & Description projects allow organizations to gain physical and intellectual control over materials held in historical records repositories. Arrangement is the process of analyzing and then organizing materials with respect to their provenance and original order, to protect their context and to achieve physical control over the materials. Description is the process of recording details about the formal elements of a record or collection of records, such as creator, title, dates, extent, and contents, to facilitate the collection’s identification, management, and understanding. The objective of archival description is the creation of access tools (typically finding aids) to assist users in discovering desired records. For full details about Documentation Projects, see http://www.archives.nysed.gov/common/archives/files/dhp_grant_guidelines_2020-2021_1.pdf#page=11.

Topical Priorities: The New York State Archives has identified and prioritized four specific topical areas for DHP funding in order to ensure that the DHP addresses the New York State Historical Records Advisory Board’s mandate to identify, survey, collect, and make available historical records that relate to underdocumented groups or subjects. These topics are listed in Priority Level 1 below. 

  • Priority Level 1: 

A. Economic Change

B. Military History

C. New York Communities:

D. Social Reform and Activism

  • Priority Level 2:

Other Under-Documented Topics in New York State History 

GrantWatch ID#:

GrantWatch ID#: 168960

Estimated Total Program Funding:

$92,000

Estimated Size of Grant:

Grants will be made in amounts up to $25,000.

Term of Contract:

For Documentation Projects, multi-year projects will require annual, competitive applications for funding.

Project Timeline:
- July 1, 2020: Grant projects may start contingent on final administrative approval.
- June 30, 2021: All work on grant projects must be completed.

Additional Eligibility Criteria:

Eligible applicants include not-for-profit organizations, archives, libraries, historical societies, and similar institutions within New York State and consortia or partnerships of such agencies.

Historical service agencies, colleges, universities, professional associations, and other not-for-profit institutions or systems that provide public access to historical records are also eligible.

Consortia must meet the requirements outlined in the NYSED Consortium Policy for State and Federal Discretionary Grant Programs.

To be eligible to apply for a DHP Grant, applicants must have not-for-profit status under Part 501(c)(3) of the United States Internal Revenue Code unless they are a SUNY/CUNY institution.

More details about SUNY/CUNY Institutions, Religious Institutions, and Partnerships and Consortia, can be found here: http://www.archives.nysed.gov/common/archives/files/dhp_grant_guidelines_2020-2021_1.pdf#page=8.

Government agencies are not eligible for DHP Grants, except for SUNY/CUNY institutions. This restriction applies to institutions operated by local, state, and/or federal government agencies, and local government archives.

Ineligible Project Types: http://www.archives.nysed.gov/common/archives/files/dhp_grant_guidelines_2020-2021_1.pdf#page=12.

Pre-Application Information:

Timetable:
- December 21, 2019: Due date for submitting the Notice of Intent (NOI) to apply for a DHP Grant for the 2020-2021 grant year. NOI is recommended, not required.
- December 28, 2019: Deadline for questions about the grant application. Prior to this date, FAQs will be posted online on a rolling basis.
- January 14, 2020: Grant applications must be submitted electronically on or by this date at 5 pm. Also, the paper signature forms required for all applications must be mailed to DHP Office and postmarked by this date.

Grant award notifications will be emailed to all applicants in Spring 2020.

All DHP Grant applicants are required to prequalify prior to grant application. All applicants must register in Grants Gateway and complete the Vendor Prequalification process: https://grantsgateway.ny.gov/IntelliGrants_NYSGG/module/nysgg/goportal.aspx

Cost Sharing of at least 20% of the Total Project Cost is required for Documentation projects. Cost Sharing of at least 50% of the Total Project Cost is required for Arrangement & Description projects.

Payments are made as follows: a first payment of 50% of the approved project budget amount is made when the budget is processed and the Grant Award Notice is sent via email, Spring 2020. Grants above $15,000 will also require the completion of a grant contract prior to processing the first payment. Additional payments, up to 40% of the approved project budget, are made based on project expenditures and the project’s immediate cash needs as documented on the Interim Report FS-25 form. The remaining 10% of an approved project budget is paid at the end of the project following receipt by DHP of satisfactory final reports (narrative and fiscal).

Guidelines: http://www.archives.nysed.gov/grants/documentary-heritage-program-applying-for-grant
Forms: http://www.archives.nysed.gov/grants/documentary-heritage-program-your-grant-project-forms
FAQs: http://www.archives.nysed.gov/grants/documentary-heritage-program-faq

Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

Apply Online:
https://dhpgrant.fluidreview.com/

Mail forms to:
Documentary Heritage Program
New York State Archives
9C71 Cultural Education Center
222 Madison Avenue
Albany, NY 12230

Send an NOI to DHS@nysed.gov.

Send questions to:
John Diefenderfer
archdhp@nysed.gov
(518) 474-6926

URL for Full Text (RFP):

Geographic Focus:

USA: New York City;   New York