PKG00263876-instructions.pdf

NOTICE OF FUNDING OPPORTUNITY

Funding Opportunity Title:

National Digital Newspaper Program

Funding Opportunity Number: 20210114-PJ

Funding Opportunity Types: New, Supplement

Federal Assistance Listing Number: 45.149

Application Due Date: January 14, 2021

Ensure your SAM.gov and Grants.gov registrations and passwords are current.

NEH will not grant deadline extensions for lack of registration.

Registration in all systems, including SAM.gov and Grants.gov, may take up to 1 month to complete.

Division of Preservation and Access Telephone: 202-606-8570 Email: preservation@neh.gov

TTY: 800-877-8399

OMB control number 3136-0134, expiration date June 30, 2021 mailto:preservation@neh.gov

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Executive Summary The National Endowment for the Humanities (NEH) Division of Preservation and Access is accepting applications for the National Digital Newspaper Program. The purpose of this program is to create a national digital resource of historically significant newspapers published between 1690 and 1963 from all the states and U.S. territories. This searchable database will be permanently maintained at the Library of Congress (LC) and will be freely accessible online.

Funding Opportunity Title: National Digital Newspaper Program Funding Opportunity Number: 20210114-PJ Federal Assistance Listing Number (CFDA):

45.149

Application Due Date: January 14, 2021, 11:59 p.m. Eastern Time Anticipated Announcement: August 2021 Anticipated Total Annual Available FY 21 Funding:

Approximately $2,000,000

Estimated Number and Type of Awards:

Approximately 10 cooperative agreements

Funding Range: Up to $325,000 Cost Sharing/Match Required: No Period of Performance: Two years with a start date of September 1, 2021.

Eligible Applicants: U.S. nonprofit organizations with 501(c)(3) tax-exempt status, public and 501(c)(3) accredited institutions of higher education, state and local governmental agencies, and federally recognized Native American tribal governments.

See Section C for additional information.

Program Resource Page: https://www.neh.gov/grants/preservation/national-digital-newspaper-program https://www.neh.gov/grants/preservation/national-digital-newspaper-program

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Table of Contents

A. Program Description

1. Purpose

2. Background

B. Federal Award Information

1. Type of Application and Award

2. Summary of Funding

C. Eligibility Information

1. Eligible Applicants

2. Cost Sharing

3. Other Eligibility Information

D. Application and Submission Information

1. Application Package

2. Content and Form of Application Submission

3. Unique Entity Identifier and System for Award Management

4. Submission Dates and Times

5. Intergovernmental Review

6. Funding Restrictions

E. Application Review Information

1. Review Criteria

2. Review and Selection Process

3. Assessment of Risk and Other Pre-Award Activities

4. Anticipated Announcement and Award Dates

F. Federal Award Administration Information

1. Federal Award Notices

2. Administrative and National Policy Requirements

3. Reporting

G. Agency Contacts

H. Other Information

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A. Program Description

1. Purpose This notice solicits applications for the National Digital Newspaper Program (NDNP).

NDNP is a partnership between NEH and the Library of Congress (LC) to create a national digital resource of historically significant newspapers published between 1690 and 1963, from all the states and U.S. territories. This searchable database will be permanently maintained by LC and will be freely accessible online (see Chronicling America: Historic American Newspapers). An accompanying national newspaper directory of bibliographic and holdings information on the website directs users to newspaper titles available in all types of formats.

During the course of its partnership with NEH, LC will also digitize and contribute to the NDNP database a significant number of newspaper pages drawn from its own collections.

Over a period of two years, successful applicants will select newspapers—published in their state or territory between 1690 and 1963—and convert approximately 100,000 pages into digital files (preferably from microfilm), according to the technical guidelines outlined by the Library of Congress. Applicants may select titles published in any language with a valid ISO 639-2 language code. For languages that are not represented in the ISO 639-2 specification, the ISO 639-3 code may be used if appropriate. For newspapers published after 1925, only those published without copyright or for which the copyright was not registered or renewed by 1963— in other words, only those considered to be in the public domain—are eligible for selection.

Recipients wishing to select titles for digitization that were published after 1925 must adhere to a condition of award according to which the recipient will indemnify LC and NEH.

NEH welcomes applications that involve collaboration between prior NDNP recipients and new partners. Such collaborations might involve arranging with current recipients to manage the creation and delivery of digital files; offering regular and ongoing consultation on managing aspects of the project; or providing formal training for project staff at an onsite institute or workshop. NDNP has supported such collaborations between the following partners: Arkansas and Mississippi; Florida and Puerto Rico; Louisiana and Mississippi; Minnesota and Iowa;

Minnesota and North Dakota; Minnesota and South Dakota; Montana and Idaho; Texas and New Mexico; Texas and Oklahoma; and Virginia and West Virginia.

NDNP can support dissemination activities that engage the wider public in exploring the digitized content, within appropriate limits. Your budget may include staff time and other eligible expenses related to disseminating the NEH-funded products, but keep in mind that the primary purpose of this program is to create a national digital resource of historically significant newspapers. Applicants seeking to disseminate project results through major exhibits or other large-scale public humanities programs should consider programs offered by the NEH Division of Public Programs.

Prior recipients may apply for subsequent awards to further newspaper digitization efforts.

Depending on how many NDNP awards an applicant has previously received, NEH has distinct programmatic expectations.

During their first three awards, recipients will become proficient in newspaper digitization production workflows and standards through their partnerships with NEH and LC.

Applications at this stage must ensure that they or their partner institutions have access to large quantities of master negative microfilms of the state’s or territory’s newspapers for the period from 1690 through 1963.

http://chroniclingamerica.loc.gov/ http://chroniclingamerica.loc.gov/ https://www.loc.gov/ndnp/guidelines/NDNP_202123TechNotes.pdf https://www.neh.gov/divisions/public https://www.neh.gov/divisions/public

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Applicants seeking their first, second, or third NDNP awards should develop selection criteria with the following principles in mind:

• Titles should reflect the political, economic, and cultural history of the state or territory.

• Preference should be given to titles that are recognized as “papers of record” at the state or county level and that contain published legal notices, news of state and regional governmental affairs, and announcements of community news and events.

• Selected titles should provide state, or at least multi-county, coverage of the majority of the population areas.

• Newspapers with a broad chronological span are preferred to those with short runs or those that published sporadically.

Applicants seeking their fourth, fifth, or sixth NDNP awards should develop selection criteria with the following principles in mind:

• Title selection should develop selection criteria that moves beyond the newspapers of record in their state or territory.

• With the help of a carefully selected advisory board, title selection should focus on including titles with underrepresented perspectives and histories. Special consideration should be given to titles that have ceased publication and/or lack ownership, and therefore would be less likely to be digitized by other sources. While a previously digitized newspaper normally would not be a good candidate for inclusion, applicants may justify selecting such a paper in special circumstances.

In addition to more nuanced considerations of title selection, applicants at this phase might also advance the technological reaches of newspaper digitization through development of content platforms; innovative uses of their NDNP data and metadata; and collaborations with educators, scholars, and/or technical experts.

Unallowable activities are described in section D6. Funding Restrictions.

2. Background NDNP builds on the foundation established by an earlier NEH initiative conducted from 1982 to 2011: the United States Newspaper Program (USNP). The USNP was a cooperative national effort to locate, catalog, and preserve on microfilm American newspapers published from the eighteenth century to the present. Projects in all fifty states, the District of Columbia, Puerto Rico, and the Virgin Islands collaborated to provide bibliographic control to widely scattered newspapers and preserved on microfilm (to consistent national standards) selected titles from this vulnerable corpus. LC provided technical assistance for USNP throughout its existence.

NEH has funded NDNP projects in 48 states and two territories. Previous award recipients have represented Alabama, Alaska, Arizona, Arkansas, California, Colorado, Connecticut, Delaware, Florida, Georgia, Hawaii, Idaho, Illinois, Indiana, Iowa, Kansas, Kentucky, Louisiana, Maine, Maryland, Michigan, Minnesota, Mississippi, Missouri, Montana, Nebraska, Nevada, New Jersey, New Mexico, New York, North Carolina, North Dakota, Ohio, Oklahoma, Oregon, Pennsylvania, Puerto Rico, Rhode Island, South Carolina, South Dakota, Tennessee, Texas, Utah, Vermont, the Virgin Islands of the United States, Virginia, Washington, West Virginia, Wisconsin, and Wyoming.

http://www.neh.gov/projects/usnp.html https://www.loc.gov/ndnp/awards/

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NEH intends to support projects in all states and U.S. territories. Awards are made to an organization within each U.S. state or territory, which typically collaborates with relevant state partners in this effort. After their initial NDNP awards, state partners are encouraged to seek second and third awards, to produce a total of approximately 300,000 pages of digitized newspapers per state. Recipients may receive support for continued work beyond the third award, but the program gives priority to applications from those states and territories that have not received NDNP funding—as well as applications from states and territories that have received fewer than three awards.

This program is authorized by 20 U.S.C. §956, et seq. Awards are subject to 2 CFR Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, and the General Terms and Conditions for Awards to Organizations (for grants and cooperative agreements issued December 26, 2014 or later).

According to the 1965 National Foundation on the Arts and the Humanities Act, “The term ‘humanities’ includes, but is not limited to, the study of the following: language, both modern and classical; linguistics; literature; history; jurisprudence; philosophy; archaeology;

comparative religion; ethics; the history, criticism and theory of the arts; those aspects of the social sciences which have humanistic content and employ humanistic methods; and the study and application of the humanities to the human environment with particular attention to reflecting our diverse heritage, traditions, and history and to the relevance of the humanities to the current conditions of national life.”

Examples of previously funded projects may be found by using the NEH's Funded Projects Query Form available online at https://securegrants.neh.gov/publicquery/main.aspx.

To learn more about NEH, visit https://www.neh.gov/about.

NEH Areas of Interest NEH is especially interested in supporting projects that advance humanities-related work in the following areas:

“A More Perfect Union”: NEH Special Initiative Advancing Civic Education and Commemorating the Nation’s 250th Anniversary As our nation approaches its 250th anniversary in 2026, NEH encourages projects that promote a deeper understanding of American history and culture and that advance civic education and knowledge of our core principles of government. The agency-wide “A More Perfect Union” initiative will help Americans better understand the world’s oldest constitutional democracy and how our founding ideals are met in a modern, pluralistic society.

NEH welcomes consideration of diverse topics in American history, from Native American culture to rural life to the rise of the industrial city, from the Civil War to the Cold War to the Civil Rights movement, etc. We also seek projects that examine foundational documents in U.S.

history, as well as projects that examine historical objects, places, traditions, events, and individuals who collectively shaped our states and nation. Applications about the contributions of under-represented communities are highly encouraged.

In addition, NEH especially encourages projects that include Native American organizations and communities as lead applicants and project partners.

https://uscode.house.gov/view.xhtml?req=(title:20%20section:956a%20edition:prelim) https://www.ecfr.gov/cgi-bin/text-idx?SID=236bb02f01d2e050f7a5b60c88a67066&mc=true&node=pt2.1.200&rgn=div5 https://www.ecfr.gov/cgi-bin/text-idx?SID=236bb02f01d2e050f7a5b60c88a67066&mc=true&node=pt2.1.200&rgn=div5 https://www.ecfr.gov/cgi-bin/text-idx?SID=236bb02f01d2e050f7a5b60c88a67066&mc=true&node=pt2.1.200&rgn=div5 https://www.neh.gov/grants/manage/general-terms-and-conditions-awards-organizations-grants-and-cooperative-agreements-issued-december https://www.neh.gov/grants/manage/general-terms-and-conditions-awards-organizations-grants-and-cooperative-agreements-issued-december https://securegrants.neh.gov/publicquery/main.aspx https://www.neh.gov/about https://www.neh.gov/250

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B. Federal Award Information

1. Type of Application and Award NEH seeks new and supplemental applications in response to this notice.

NEH will provide funding in the form of cooperative agreements. A cooperative agreement is a financial assistance mechanism where substantial programmatic involvement is anticipated between NEH and the recipient during performance of the contemplated project.

In collaboration with the recipients, and in partnership with technical advisors at LC, NEH responsibilities will include the following:

a. convening an initial workshop for recipients and subsequent program meetings or workshops

b. consultation regarding the final selection of titles

c. consultation regarding the production schedule for sample and final files

d. consultation regarding the required sample of digital assets (TIFF, OCR output, PDF, JP2, and metadata) to ensure compliance with the LC’s technical specifications for the program

e. ensuring LC review of all updated bibliographic records of digitized titles in WorldCat to ensure CONSER authentication and conformity with current cataloging practices for US newspapers

f. reviewing and editing newspaper title essays

In collaboration with NEH staff, who will be assisted by LC technical advisors, the recipient will perform all tasks needed for the continued development of Chronicling America. Recipient responsibilities will include the following:

a. establishment of an advisory board responsible for applying selection criteria for digitization to state newspaper titles published from 1690 through 1963 now in the public domain

b. compilation of a list of newspapers selected for the project containing information about each title, its geographic and chronological coverage, its LCCN (Library of Congress Control Number) identifying number, estimated number of pages to be digitized, number of reels (LC to supply barcode for each reel), and confirmed public domain status

c. evaluation and documentation of copyright status for any material not currently in the public domain (only material published without copyright or with a copyright not registered or renewed before 1964 (and therefore considered to be in the public domain) is eligible for selection)

d. technical analysis of available microfilm for optimal scanning of the selected titles (the format of analysis that was provided in the technical specifications of the guidelines)

e. development of a production schedule with an agreed-upon timetable for sample and final files

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f. submission of a mutually agreeable number of pages, established in the work plan, and according to NDNP technical specifications (approximately 100,000 pages of digitized newsprint and associated files)

g. creation of a summary description (a maximum of 500 words each) of the scope, content, and significance of each digitized newspaper title; title descriptions should be delivered simultaneously with the associated assets

h. surveying digital newspapers in the state in order to identify open-access (free) digital titles that are not included in NDNP (a spreadsheet format to conduct this survey to be provided by LC)

i. updating bibliographic records of digitized titles in WorldCat to ensure CONSER authentication and conformity with current cataloging practices for US newspapers

j. submitting all deliverables to LC for review of conformance with the program’s technical guidelines and subsequent NEH review (instructions for delivery will be provided)

k. for projects that involve digitizing newspapers not held in the public domain based on published date , and to the extent permitted by law, the recipient will indemnify the United States (and its licensees and assigns) against all claims, damages, liabilities, losses, costs, and expenses (including reasonable attorney’s fees) arising out of or caused by recipient’s breach of any warranty or agreement contained in this cooperative agreement

l. attendance at an initial workshop and annual program meetings or workshops in the Washington DC area (or the virtual equivalent)

m. research, write, and revise newspaper title essays

n. quarterly data deliveries throughout the period of performance

2. Summary of Funding Approximately $2,000,000 is expected to be available to fund 10 recipients. You may apply for a ceiling amount of up to $325,000.

NEH will not determine the amount available until Congress has enacted the final FY 2021 budget. This program notice is subject to the appropriation of funds, and is a contingency action taken to ensure that, should funds become available for this purpose, applications can be processed and funds awarded in a timely manner.

The period of performance is two years, with a start date of September 1, 2021.

C. Eligibility Information

1. Eligible Applicants Eligible applicants include U.S. nonprofit organizations with 501(c)(3) tax-exempt status, public and 501(c)(3) accredited institutions of higher education, state and local governmental agencies, and federally recognized Native American tribal governments.

An eligible entity may apply on behalf of a consortium of collaborating organizations. The lead applicant would be programmatically, legally and fiscally responsible for the award.

http://www.loc.gov/ndnp/guidelines/NDNP_202022TechNotes.pdf http://www.loc.gov/ndnp/guidelines/NDNP_202022TechNotes.pdf

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Individuals, foreign and for-profit entities are not eligible to apply.

2. Cost Sharing Cost sharing is not required in this program, unless federal matching funds are requested.

Applicants may use voluntary cost sharing for projects in which the total costs exceed the amount awarded by NEH.

Cost sharing or matching is the portion of the project costs not paid by NEH funds. Cost sharing will not be considered in the evaluation of applications.

Voluntary cost sharing consists of the cash contributions made to a project by the applicant, including unrecovered indirect costs, and by third parties as well as third-party in-kind contributions. Third-party in-kind contributions means the value of non-cash contributions (such as property or services) that benefit the funded project, and are contributed by non-federal third parties, without charge, to the recipient of the federal award.

When federal matching funds are requested, the recipient must raise dollar-for-dollar cash contributions from nonfederal third parties and have them certified by NEH before the funds are released (see NEH’s Federal Matching Funds Guidelines). The full amount of federal matching funds may not be available for release in the first year of a multi-year period of performance.

Federal matching funds are typically distributed on an annual basis over the life of the award.

Recipients are responsible for maintaining auditable records of the source and use of cost sharing contributions. See 2 CFR §200.306 for additional information.

3. Other Eligibility Information An applicant may not submit multiple applications under this announcement.

If for any reason an application is submitted more than once prior to the application due date (including submitting to the wrong funding opportunity number or making corrections/updates), NEH will only accept your last validated online submission, under the correct funding opportunity number, prior to the Grants.gov application due date as the final and only acceptable application.

Two or more applications for federal funding and/or approved federal award budgets are not permitted to include overlapping project costs.

NEH does not make awards to other federal entities or to applicants whose projects are so closely intertwined with a federal entity that the project takes on characteristics of the federal entity’s own authorized activities. This does not preclude applicants from using funds from, or sites and materials controlled by, other federal entities in their projects. Such resources may not, however, be used as gifts to release NEH matching funds.

NEH does not provide financial assistance to foreign institutions or organizations.

Nevertheless, otherwise eligible American institutions may apply for collaborative projects involving U.S. and foreign organizations provided they do not use NEH funds for the purpose of issuing subawards to any foreign organization, as defined by 2 CFR §200.92 and 2 CFR §200.330(a). This limitation does not preclude American institutions from obtaining the services of foreign individuals and consultants to carry out various programmatic activities on a fee-for-service basis, as specified in 2 CFR §200.459; it also does not preclude vendor contracts such as in-country transportation services. If you are interested in submitting an application for a project involving international collaboration, please consult beforehand with the division staff.

http://www.neh.gov/grants/manage/federal-matching-funds-guidelines http://www.neh.gov/grants/manage/federal-matching-funds-guidelines https://www.ecfr.gov/cgi-bin/text-idx?SID=3aeab4e3a836f5b6807999701e518c94&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1306 https://www.ecfr.gov/cgi-bin/text-idx?SID=35fcd29238edd42c8b1f8b1628e39d47&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_192 https://www.ecfr.gov/cgi-bin/text-idx?SID=b76712a585433486e57dafcd521c952e&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1330 https://www.ecfr.gov/cgi-bin/text-idx?SID=b76712a585433486e57dafcd521c952e&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1330 https://www.ecfr.gov/cgi-bin/text-idx?SID=35fcd29238edd42c8b1f8b1628e39d47&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1459

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All application materials must be received by the application deadline. Late, incomplete, nonresponsive, or ineligible applications will not be considered for funding under this notice.

Applications that exceed specified page limits will not be reviewed. See the Application Components Table.

D. Application and Submission Information

1. Application Package You must apply electronically through Grants.gov, using either Workspace or your organization's system-to-system software. Use the Standard Form 424 - Short Organizational (SF-424 Short) application package associated with the funding opportunity, and follow the instructions provided by Grants.gov unless otherwise noted below. The Grants.gov registration process is described in Section D3.

The application package is available in Grants.gov. A link to the application package can be found on the program resource page.

To request a paper copy of this announcement, contact preservation@neh.gov. Applicants who are deaf or hard of hearing (TTY users) can contact NEH via Federal Relay at 800-877-8399.

2. Content and Form of Application Submission Your application will consist of a narrative, budget, and other required forms and components described below.

i. Project Narrative The narrative provides a comprehensive framework and description of all aspects of the proposed project. It should be succinct, self-explanatory, well organized, and free of technical terms and jargon so that peer reviewers can understand the proposed project.

Applicants seeking their first, second, or third NDNP award must limit the narrative to ten double-spaced pages with one-inch margins and a font size no smaller than eleven points.

Applicants seeking their fourth, fifth, or sixth NDNP award must limit the narrative to fifteen double-spaced pages with one-inch margins and a font size no smaller than eleven points.

Applicants should note the differentiated narrative instructions depending on their project’s phase.

If relevant, include sample materials (such as URLs or screen shots) and statistics (the number of projects undertaken and of digitized materials) that illustrate the experience of the project staff in doing comparable digital conversion projects.

NEH has aligned each section of the narrative with a corresponding review criterion. Refer to Section E1. Review Criteria for full descriptions.

Successful applications will contain the information below. Use the following section headings for the narrative.

History and scope of the project (corresponds to Review Criterion 1) Provide a concise summary of how the state’s or territory’s newspapers add new perspectives or insights into regional and national history. How do the newspapers’ chronological or geographical reach, their voicing of either popular or underrepresented perspectives, or their https://www.grants.gov/ https://www.grants.gov/web/grants/applicants/workspace-overview.html

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unique publishing history illuminate major historical events and/or uncover lesser known events?

All but first round applicants should describe the project’s work to date, including specific information about deliverables in comparison with projected goals.

Applicants seeking their first, second, or third NDNP award should describe newspaper collections within the state or territory and the extent to which they have been cataloged and microfilmed. Discuss past or current efforts to digitize these collections. You may opt to provide additional supporting documentation regarding newspaper collections in Attachment 6: Appendices.

Applicants seeking their fourth, fifth, or sixth NDNP award should describe the themes guiding the next round of title selection. Provide evidence of user interest in and need for this thematic direction.

Methodology and standards (corresponds to Review Criteria 2, 3, 4, and 5) Indicate whether the applicant institution or its partner institutions have access to large quantities of master negative microfilms of the state’s or territory’s newspapers for the period from 1690 through 1963 and whether the film was produced to USNP microfilming guidelines.

If microfilm that was not created to USNP standards is being proposed for inclusion in the project, describe the overall quality of the microfilm and its suitability for digitization, including general information about such factors as the density, resolution, reduction ratio, focus, and physical condition of the film.

Discuss the plan for selecting newspapers published between 1690 and 1963 and ensuring that those selected are in the public domain.

If relevant, discuss the institution’s capacity to administer a project that involves multiple partners. Explain the role of any proposed partners and include letters from those institutions that indicate their commitment to the project in Attachment 5.

Explain the process used to evaluate and document copyright registration and/or renewal for all material not held in the public domain based on published date. The inability to locate the copyright holder for titles with registered or renewed copyrights does not mean that the titles are in the public domain. Explain how you will ensure that “orphaned works” of this sort will not be selected for digitization.

All applicants should describe their selection criteria, keeping in mind the principles described in Section A1. Purpose.

Applicants seeking their first, second, or third NDNP award should describe the institution’s existing infrastructure for undertaking digital projects. Discuss the institution’s experience with large digital conversion projects, especially from microfilm, and with projects that involve serials or newspapers. Discuss any initiatives and / or partnerships to advance technological capacities—such as platforms, IIIF, or OCR—for digital newspapers.

Applicants seeking their fourth, fifth, or sixth NDNP award should explain what kind of information about individual titles would be made available to the advisory committee members to allow them to select papers that reflect diverse coverage—owing to differences in readership, editorial stance, or political orientation—as well as linguistic, geographical, ethnic, and racial representation.

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Work plan (corresponds to Review Criterion 6) Summarize your work plan, providing an overview of what will be accomplished during each stage of the project. Describe a set of activities for each stage and specify the project team members involved. For multi-institutional collaborative projects, discuss the distribution of responsibilities across each institution. Provide a detailed version of your work plan in Attachment 2: Work Plan.

Staff (corresponds to Review Criterion 7) Identify the project staff, including consultants, advisory board members, and other technical and production staff hired for the project. Describe their duties and qualifications for the specific responsibilities assigned to them. Applicants proposing to digitize titles in languages other than English must include staff with the relevant language expertise to review the quality of the converted content and related metadata. Indicate the amount of time that the principal members of the project staff will devote to the project.

Describe the advisory board of scholars (including experts on the history of print journalism), teachers, librarians, and archivists involved in the selection process. Because advisory board members should hold a number of different professional roles, they should come from a variety of different institutions.

Applicants seeking their fourth, fifth, or sixth NDNP award should describe how new or existing members of the advisory board are particularly well suited to address the proposed selection criteria.

NARRATIVE GUIDANCE

To ensure that you fully address the review criteria, this table provides a crosswalk between the narrative language and where each section falls within the review criteria.

Narrative Section Review Criteria

History and scope of the project Review Criterion 1 Methodology and standards Review Criteria 2, 3, 4, and 5 Work plan Review Criterion 6 Staff Review Criterion 7

ii. Research and Related Budget Applicants must submit a project budget using the Research and Related Budget Form found in the Grants.gov application package, and attach a budget justification in section L of this form.

Complete a detailed budget for the period of performance requested. The form will generate a cumulative budget for the period of performance.

Required fields are indicated in yellow. You must round to the nearest whole dollar amount in all dollar fields.

Applicants requesting federal matching funds must submit a budget reflecting total project costs that include the one-to-one required cost share for the federal matching funds. As an example, an applicant requesting $100,000 in outright funds and $20,000 in federal matching funds must submit a budget that includes $140,000 in total project costs. See Section C2 Cost Sharing.

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All of the items listed, whether supported by NEH funds or required cost sharing contributions (if applicable), must be reasonable, necessary to accomplish project objectives, allowable in terms of 2 CFR 200 Subpart E - Cost Principles, auditable, and incurred during the period of performance. All costs are subject to audit, record retention, and other requirements set forth in 2 CFR 200 Subpart F.

Your budget may not include any costs to support federal agencies or employees in any capacity (for example, fees paid to or travel expenses for NEH or Library of Congress staff).

The inclusion of a cost category on the Research and Related Budget Form does not automatically indicate that an expense is allowable in this program. See D6. Funding Restrictions for a list of unallowable costs. Carefully review these instructions to ensure that costs are not disallowed.

When indirect costs are charged to the project, ensure that expenses included in the organization's indirect cost pool are not charged to the project as direct costs. For further information, see Section H. Indirect Costs.

Introductory Fields If not pre-populated, indicate your organization’s D-U-N-S® number, the name of your organization, and the period of performance start and end dates. The period of performance start and end dates should be the same as your SF-424 Application for Federal Assistance - Short Organizational. Check “Project” for budget type.

Section A. Senior/Key Person Include the names of the project director and other senior/key persons who are employed by the applicant organization who are involved in the project.

For each senior/key person list their name and project role. Enter the annual compensation and identify the number of months the senior/key person will devote to the project in the applicable box (i.e., calendar, academic, summer). Use either calendar months or a combination of academic and summer months.

If level of effort does not change throughout the year, you may use only the calendar months column. You may use both the academic and summer months columns if your institutional business process requires noting each separately even if effort remains constant. If effort varies between academic and summer months, leave the calendar months column blank and use only the academic and summer months columns. If your institution does not use a 9-month academic year or a 3-month summer period, indicate your institution's definition of these terms in Section L. Budget Justification.

Regardless of the number of months being devoted to the project, indicate the salary and amount of fringe benefits being requested for the senior/key person. Per 2 CFR §200.431, fringe benefits are allowances and services provided by employers to their employees as compensation in addition to regular salaries and wages. Fringe benefits include, but are not limited to, the costs of leave (vacation, family-related, sick, or military), employee insurance, pensions, and unemployment benefit plans. The sum of requested salary and fringe benefits will be automatically calculated for each senior/key person.

The form can accommodate up to eight senior/key persons. If you are requesting funds for more senior/key persons than the form allows, you must include an attachment listing the additional senior/key person(s) in the "Additional Senior/Key Persons" field. Attach only one PDF file named additionalpersonnel.pdf. Use the same format as the budget form and include all the information identified in this section. If you have attached a file with additional https://www.ecfr.gov/cgi-bin/text-idx?SID=3aeab4e3a836f5b6807999701e518c94&mc=true&node=pt2.1.200&rgn=div5&sp2.1.200.e https://www.ecfr.gov/cgi-bin/text-idx?SID=3aeab4e3a836f5b6807999701e518c94&mc=true&node=pt2.1.200&rgn=div5&sp2.1.200.e https://www.ecfr.gov/cgi-bin/text-idx?SID=686905e3d7f57006ca9c74e5515eea78&mc=true&node=pt2.1.200&rgn=div5#sp2.1.200.f https://www.ecfr.gov/cgi-bin/text-idx?SID=35fcd29238edd42c8b1f8b1628e39d47&mc=true&node=pt2.1.200&rgn=div5#se2.1.200_1431

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senior/key persons, enter the total funds requested for everyone listed in the attachment in the "Total Funds requested for all Senior/Key Persons in the attached file" field.

All salaries and wages claimed must be in compliance with 2 CFR §§200.430 and 466. All fringe benefits claimed must be in compliance with 2 CFR §200.431.

Do not list details of collaborators at other institutions or consultants here, as they will be included in Section F. Other Direct Costs.

Section B. Other Personnel For each project role category described below, identify the number of personnel proposed, the total number of months, the total salary, and total fringe benefits requested as described in Section A. Senior/Key Person. Totals will be automatically calculated.

Post-doctoral associates, graduate students, and undergraduate students For all post-doctoral associates, graduate students, and undergraduate students, individually list names, roles, associated months, and requested salary and fringe benefits in Section L. Budget Justification.

If applicable, include charges for tuition remission and other forms of compensation paid to students as, or in lieu of, salaries and wages. Such costs are subject to the reporting requirements in 2 CFR §200.430, and must be treated as direct or indirect costs in accordance with the actual work being performed. Tuition remission may be charged on an average rate basis.

Secretarial/Clerical In most circumstances, the salaries of administrative, secretarial, or clerical staff at educational institutions and nonprofit organizations are included as part of indirect costs (see Section H.

Indirect Costs). However, examples of situations where direct charging of administrative or clerical staff salaries may be appropriate may be found at 2 CFR §200.413 (c).

Inclusion of such costs may be appropriate only if all of the following conditions are met:

1. Administrative or clerical services are directly involved in a project or activity (for example, a project coordinator).

2. Individuals involved can be specifically identified with the project or activity.

3. Such costs are explicitly included in the budget or have prior written approval of the federal awarding agency.

4. The costs are not also recovered as indirect costs.

Requests for direct charging for secretarial/clerical personnel (i.e., administrative and clerical staff) must be appropriately justified in Section L. Budget Justification. For all individuals classified as secretarial/clerical, provide a justification (in the budget justification) documenting how they meet all four conditions. NEH may request additional information for these positions in order to assess allowability.

Other Project Roles List any additional project role(s) in the blank(s) provided. Identify the number of each personnel proposed.

You may include up to six named roles. If you have more than six, you must combine project roles here and add an explanation about the named roles in Section L. Budget Justification.

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All salaries and wages claimed must be in compliance with 2 CFR §§200.430 and 466. All fringe benefits claimed must be in compliance with 2 CFR §200.431.

Do not list details of collaborators at other institutions or consultants here, as they will be included in Section F. Other Direct Costs.

Section C. Equipment Description List each item of equipment to be purchased with federal funds and its estimated cost (including shipping and maintenance), and justify each in Section L. Budget Justification.

Equipment may be purchased for a project if an analysis demonstrates that purchasing is more economical and practical than leasing (equipment rental/user fees should be included in the budget in Section F. Other Direct Costs). Equipment is defined as nonexpendable personal property costing $5,000 or more and having a service life of more than one year (unless the organization has established a lower level). See 2 CFR §§200.313 and 439.

Consistent with Executive Order 13788 (“Buy American and Hire American”), recipients and subrecipients who purchase equipment and products costing $10,000 or more per unit with grant funds should purchase only American-made equipment and products. This encouragement does not apply to commercial information technology.

You may add up to ten equipment items to this list. If you request funds for more equipment than the form allows, you must include an attachment listing the additional equipment items in this "Additional Equipment" field. Attach only one PDF file named additionalequipment.pdf. In this attachment, specify each additional item and the funds requested for each individual item.

If you have attached a file with additional equipment, enter the total funds requested for all the equipment listed in the attachment.

Total equipment costs will be automatically calculated based on the sum of the "Funds Requested" column and the "Total funds requested for all equipment listed in the attached file" field.

Section D. Travel Enter the total funds requested for both domestic (local and long-distance) and foreign travel.

In Section L. Budget Justification, include the purpose, destination, dates of travel (if known), and the names and number of travelers for each trip. If the dates of travel are not known, specify the estimated length of trip (e.g., 3 days). All trips—both foreign and domestic— must be justified individually.

For local travel, outline the mileage rate, number of miles, reason for travel and staff member/consumers completing the travel. For long-distance travel, calculate per diem amounts for meals and lodging using written institutional policy. The lowest available commercial fares for coach or equivalent accommodations must be used. Any arrangements made on a non-refundable basis are at the risk of the recipient if the services must be cancelled for any reason. All travel costs claimed must be in compliance with 2 CFR §200.474, and foreign travel must comply with article 10 of the General Terms and Conditions for Awards to Organizations.

Include funds for two members of the project team to attend two-day meetings at NEH’s offices in Washington, D.C. in September 2021 and September 2022. Attendance at an annual program meeting or workshop held in Washington, D.C., is mandatory. Two representatives with major responsibility for the project should attend these meetings. One should be knowledgeable about the state’s or territory’s newspaper collections; the other should have technical experience with digitization projects.

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NEH funds may not be used to support attendance at regularly-occurring professional meetings.

Total travel costs will be automatically calculated based on domestic and foreign travel costs.

Travel to Canada and Mexico is considered foreign travel.

Section E. Participant/Trainee Support Costs Per 2 CFR §200.75, participant support costs are direct costs for expenses such as stipends, travel allowances, subsistence allowances, and registration fees paid to or on behalf of participants or trainees (but not employees) in connection with conferences or training projects.

Per 2 CFR §200.432, a conference is defined as a meeting, retreat, seminar, symposium, workshop or event, the primary purpose of which is the dissemination of technical information beyond the non-federal entity and is necessary and reasonable for successful performance under the federal award.

Justify participant support costs in Section L. Budget Justification.

Total participant support costs will be automatically calculated based on the sum of the Funds Requested column.

1. Tuition/Fees/Health Insurance Leave this field blank.

2. Stipends List the total funds requested for participant stipends.

3. Travel List the total funds requested for participant travel. In Section L. Budget Justification, name the travelers (if possible) and reflect the travel expenses for each (e.g., roundtrip airfare, mileage or public transportation, related parking, etc.). Any arrangements made on a non-refundable basis are at the risk of the recipient or participant if the services must be cancelled for any reason.

4. Subsistence List the total funds requested for participant subsistence. Subsistence expenses include:

(a) lodging and service charges;

(b) meals, including taxes and tips; and

(c) incidental expenses (fees and tips given to porters, baggage carriers, hotel staff, etc.).

5. Other Describe any other participant support costs (e.g., local ground transportation to various venues, admission fees, bottled water, etc.) and list the total funds requested for all other participant costs described.

Number of Participants/Trainees List the total number of proposed participants. The value of this field cannot exceed 999.

Section F. Other Direct Costs Total Other Direct Costs will be automatically calculated based on the sum of the Funds Requested column.

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1. Materials and Supplies List the total funds requested for materials and supplies. Include the total funds requested for materials and supplies to be used in the project costing the lesser of the capitalization level established by the applicant or $5,000, regardless of the length of its useful life. See 2 CFR §§200.314 and 453.

Per §2 CFR 200.421(e)(3), promotional items and memorabilia, including gifts, and souvenirs , are not allowed.

In Section L. Budget Justification, indicate general categories, including an amount for each category. Categories with amounts less than $1,000 are not required to be itemized.

2. Publication Costs List the total funds requested for publication costs. The proposed budget may request funds for the costs of documenting, preparing, publishing, or otherwise making available to others, the findings and products of the work conducted under the award. Include supporting information in Section L. Budget Justification.

3. Consultant Services List the total funds requested for all consultant services. Identify the following items in Section L. Budget Justification, as applicable:

• each consultant, the services he/she will perform, total number of days, travel costs, and the total estimated costs; and

• persons who are confirmed to serve on external advisory committees to the project.

Describe the services they will perform.

All consultant fees claimed must be in compliance with 2 CFR §200.459.

4. Automated Data Processing (ADP)/Computer Services List the total funds requested for ADP/computer services. The cost of the applicant’s computer services, including computer-based retrieval of scientific, technical, and education information may be requested. In Section L. Budget Justification, include the established computer service rates at the proposing organization, if applicable. If such services are provided by a third-party, include them in line 5 Subawards/Consortium/Contractual Costs.

5. Subawards/Consortium/Contractual Costs List the total funds requested for project activities to be undertaken by third-party subrecipients. This includes subawards and other contractual costs proposed for the project. A complete itemization of the cost comprising the charge should be provided in Section L.