2009
GRAMMY FOUNDATION GRANT PROGRAM
Preservation IMPLEMENTATION Grant Guidelines
The GRAMMY Foundation® was founded in 1989 to cultivate the awareness, appreciation and advancement of
the contribution of recorded music on American culture — from the artistic and technical legends of the past to
the still unimagined musical breakthroughs of the future generations of music professionals. The GRAMMY
Foundation accomplishes this mission through programs and activities designed to engage the music industry
and cultural community as well as the general public. The Foundation works in partnership year-round with the
Recording Academy and its regional offices to bring national attention to important issues such as the value and
impact of music and arts education and the urgency of preserving our rich cultural legacy.
The GRAMMY Foundation Grant Program awards grants to organizations and individuals to
support efforts that advance the archiving and preservation of the music and recorded sound
heritage of the Americas.
Proposals must arrive in the GRAMMY Foundation office no later than October 1st.
Implementation grant amounts generally range from $10,000 – $40,000.
Grant requests may span a time period up to twenty-four months and cannot overlap with
previously awarded projects.
Written notification of grant decisions will be mailed in March. (No phone calls please)
Acknowledgment of Support:
Grantees must formally credit the GRAMMY Foundation in all published materials,
announcements and websites.
Reporting:
A final report is due to the GRAMMY Foundation within 90 days of project completion date.
Reporting details will be included in the award letter to grant recipients.
Grantees must grant permission for the GRAMMY Foundation to publish results or excerpts on its
website, www.grammyfoundation.com .
Direct all questions to grant@grammy.com
The GRAMMY Foundation Funds:
Preservation of original, pre-existing media and source material
Preservation projects which follow the recommended methodology
Projects of historical, artistic, cultural and/or national significance
Archiving projects including the rescue, organization of and access to pre-existing media and materials
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2009 GRAMMY Foundation Preservation Implementation Grant
Preservation IMPLEMENTATION Grant Guidelines (cont.)
The GRAMMY Foundation Does Not Fund:
Recording Academy Chapters, Trustees, Governors, Officers or Staff
Organizations which discriminate on the basis of race, sex, religion, national origin, disability or age
Regular ongoing business activities of individual/corporate applicant
Projects promoting advocacy issues
A single organization or individual for more than three consecutive years
Organizations or individuals not based in the Americas
Purchase of collections
Recording projects, demo tapes or performance events
Proposals for commercial purposes (such as CD reissue or textbook / A/V package)
Purchase or repairs of equipment* (individual hard drives are allowable as a working medium but not as
an archive medium)
Purchase or repairs of musical instruments
Maintenance or upgrading of computer systems
Competitions or any expense associated with competitions
Work toward academic degrees
Professional development
Music education or in-residence programs
Documentaries
Endowments and fundraising
Buildings and facilities
Marketing, publicity, design costs
Projects where copyright status is unknown
*An item is considered equipment by the GRAMMY Foundation if it meets all of the following conditions:
It has a normal useful life of at least four years.
It is more feasible to repair than replace if a part is lost or worn out.
It represents an investment which makes it feasible to maintain in inventory.
It does not lose its identity through incorporation into a different or more complex unit.
It retains its original shape and appearance with use.
AND
costs more than $500
Projects that are designed to preserve existing recordings/documents/artifacts that are imperiled will receive
funding priority.
Applicants and their technical staff should be familiar with two documents provided by the International
Association of Sound and Audiovisual Archives (IASA).
IASA TC-03 is recommended for collection managers and non-technical staff overseeing the project.
IASA TC-04 should be reviewed by technical staff for detailed technical methodology and
standards. Collection managers and non-technical staff will also benefit from the first ten pages.
The IASA TC-03 document can be downloaded free as a PDF and the IASA TC-04 technical document is
available in print for a minimal fee. Both of these documents are available at http://www.iasa-
web.org/pages/06pubs_03_new.htm.
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2009 GRAMMY Foundation Preservation Implementation Grant
Preservation IMPLEMENTATION Grant Instructions
Application must arrive in the GRAMMY Foundation office no later than OCTOBER 1st
One completed application in this order:
o Contact and Project Overview document completed and signed
o Narrative - must not exceed 5 single-sided sheets
o Budget and support materials
All application material must be typed in a 12 pt. non-condensed font, double-spaced with 1” margins
Submit all materials on 8 ½ x 11-inch white paper
Proposal must be single sided
Only use paper clips to fasten your material
NARRATIVE – Must not exceed 5 single-sided sheets. Number each narrative section as listed below
with the following headings:
1. Project description: Describe the project for which you are requesting funds.
2. Content: Discuss the specific content of the collection to be preserved, its historical and cultural
relevance and detail its current condition. If the request is part of a larger collection please address the
criteria used to prioritize the portion for which you are seeking funds. If the same or similar
materials/artists are preserved in other collections address why your collection is different, unique or
adds to the current body of work.
3. Ownership of materials: Address physical ownership of materials and any plans for donation or change
of ownership, especially to a permanent repository. Include a supporting document from that institution.
Copyright status: Address copyright issues involved with the collection, indicate status.
4. Methodology: Include specific outline of methodology. Proposals that call for transferring sources to
other media must specify those media, how and where the transfers will be done as well as the
quantities, locations and format of archival copies. It is not sufficient to simply state that the GRAMMY
Foundation methodology will be followed. The narrative must detail your methods, including but not
limited to: stabilization, equipment specifications, calibration, target formats, sampling frequency, bit
rate, track configuration and back-up frequency when applicable.
5. Preservation of original materials: All proposals must detail plans to preserve original sources with
proper materials and environments.
6. Sustainability: Describe your plan to sustain the long-term storage viability of the archival materials.
7. Accessibility and dissemination: Address accessibility and dissemination such as library, Internet or
other public access.
Key personnel: List key personnel involved in the project - include title or position. Must include a qualified
archivist.
BUDGET
Use the budget format provided. (No other format will be accepted)
Adjust line items as needed.
List all financial and in-kind partners.
The GRAMMY Foundation will pay up to 15% of indirect costs with supporting documentation.
Indirect costs are defined as expenses incurred that are necessary in order to complete the project, but
are not directly linked to the project itself. For example, indirect costs may include expenses for heat,
light, rent, telephone, security and accounting.
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2009 GRAMMY Foundation Preservation Implementation Grant
Preservation IMPLEMENTATION Grant Instructions (cont.)
SUPPORT MATERIALS (Please include all of the support documents with the application packet in the
following order. Letters of support are not to be sent separately.)
1. Progress report (1 pg. only) – Applicable if you are a prior grant recipient with a GRAMMY Foundation
grant project still in progress. Please note that any GRAMMY Foundation awards in progress must
be completed and reported on before additional funding can be awarded.
2. A current biography for the project director, key personnel and/or individual applicant.(One pg. each)
3. One page list of the collection or highlights thereof, including content, format, length and total number
of items/hours to be preserved.
4. Letters of commitment from all partnering organizations. (if applicable)
5. Two letters of support for the project. These letters may not be written by individuals of the
organization requesting funds or by individuals related to the project. General letters of support for your
organization or letters supporting a different project do not qualify.
6. Organizations must submit general description and history of organization. (One pg. only)
7. Organizational income and expense statement (audited) for last completed fiscal year.
8. IRS tax determination letter for non-profit organizations.
If you are applying from outside the United States, you are required to submit a W-8BEN tax form upon
notification of a grant award. The grant cannot be awarded to an individual or organization without a W-8BEN.
Late applications, incomplete applications and applications not within guidelines will not be reviewed
Binders or folders will not be accepted
Do not reduce or condense type or line size
Proposals by fax will not be accepted
DO NOT INCLUDE ADDITIONAL MATERIALS THAT HAVE NOT REQUESTED SUCH AS CDs,
DVDs, TAPES, FOLDERS or PUBLICATIONS.
Archiving note:
As there is no permanent digital archiving medium, we require that you seek the advice of a sound
engineer or technician knowledgeable in current archiving standards and technology. A sustainable plan
for the long-term maintenance and playback of your collection should also be defined. If you have not yet
consulted with or identified a qualified technician experienced in archiving standards, you may consider
first applying for a grant in the Planning category. Please refer to the GRAMMY Foundation Web site.
Access and dissemination:
Public access to the archived collection is a major consideration of our grant selection committee.
Collections that have a broad public accessibility will given priority over projects that have limited
access. Funding requests for projects leading only to commercial releases will rarely be considered.
TO RECEIVE NOTIFICATION THAT YOUR APPLICATION WAS RECEIVED,
INCLUDE A SELF-ADDRESSED STAMPED POSTCARD.
MAIL ORIGINAL COMPLETED AND SIGNED APPLICATION TO:
The GRAMMY Foundation Grant Program
3402 Pico Boulevard
Santa Monica, CA 90405
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