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					                                                METRO Collaborative Digitization Grants Program | Revised 03.01.11




              METRO 2011
              COLLABORATIVE DIGITIZATION GRANT
              APPLICATION INSTRUCTIONS
GENERAL INSTRUCTIONS:

METRO’s 2011 digitization grant program will be dedicated to supporting collaborative
digitization projects. The purpose of the funding is to facilitate the collaboration between two or
more institutions converting regionally significant non-digital materials to digital format thereby
enhancing the availability of the information resources to METRO members. Additionally, this
program will also assist members in preparing for future larger-scale collaborative digitization
projects.

METRO member institutions located in New York City and
Westchester County are eligible to apply. Funding is open             KEY DATES
for all types of materials including text, photographs,
postcards, maps, newspapers, two- and three-dimensional                 03.01.11 Applications
objects, audio, video, etc. Preference will be given to first-                   available
time applicants.                                                        04.09.11 Information
                                                                                 webinar for
APPLICATION PROCEDURE:                                                           applicants
                                                                                 (optional)
   Completed applications must include partner
    information sheet, project budget, project management               08.01.11 Applications due.
    timeline, and the project narrative.                                10.03.11 Award
   Please limit your project narrative answers to one page                      notification
    per question. Pages must be formatted using a
                                                                        11.01.11 Project launch &
    typeface of no less than 12 points on 8.5" x 11" paper
    with one-inch margins on all sides.
                                                                                 meeting
   Submit one complete copy of your application as a PDF               05.01.12 Midyear report &
    via email to Jason Kucsma (jkucsma@metro.org).                               reimbursement
   Proposals are due at METRO no later than 2:00 PM. on                         requests due
    Monday, August 1, 2011. Fax copies will not be                      10.31.12 Project
    accepted.                                                                    completion
                                                                                 Final report &
APPLICATION REVIEW PROCESS:                                                      reimbursement
                                                                                 due
METRO will determine whether an application is eligible
and complete. METRO may contact applicants for                         December Wrap meeting &
additional information about their applications. Ineligible                2012 project showcase
and incomplete applications will be rejected without evaluation.

All eligible and complete applications will be evaluated by a panel composed of members of
relevant METRO Advisory Committees, experts from the field, and METRO staff. METRO will
make final funding decisions based on the evaluations by reviewers.

Examples of previously funded projects are available on the METRO website at:
http://www.metro.org/digital-collections/.
                                             METRO Collaborative Digitization Grants Program | Revised 03.17.11


GENERAL INFORMATION:

  1. The purpose of funding is to facilitate the collaboration between institutions toward the
     conversion of significant non-digital materials to digital format; thereby enhancing the
     quality of the region’s library information resources.
  2. Beginning with the 2010 grant cycle, METRO digitization grants will be used to create
     new opportunities for collaboration between METRO member libraries, archives, and
     museums. All partner institutions must be METRO member institutions located in New
     York City and Westchester County, and one partner is expected to assume the role and
     responsibilities of “Lead Partner.” Lead partners will serve as the financial agent for any
     grant awarded.
  3. Partner institutions should be knowledgeable about digital conversion standards and
     best practices or work with partners or vendors with the necessary experience.
     Information about and links to standards, vendors, and best practices may be found
     online at http://libguides.metro.org/digitization.
  4. The digital collections created with these funds must be made accessible without charge
     to the general public via the Internet. A website with a searchable interface to the digital
     collection is highly recommended.
  5. Grant recipients must provide to METROa collection level record for inclusion in
     digitalMETRO (http://nycdigital.org), a directory of digital collections created and
     maintained by METRO member libraries. Criteria for collection level records are
     available on the site.
  6. Source materials must be in the public domain, or the institution must discuss their rights
     management for materials under copyright in their proposal.. For more information and
     links about copyright issues please see http://libguides.metro.org/digitization.
  7. Collaborating institutions may apply for one grant (up to $25,000) to offset the technical
     and personnel costs associated with collaborative digitization projects. Approved uses
     for funds include hardware, software, outsource services, consulting services, staffing,
     training, web design, project evaluation, and promotion.
  8. Grant recipients will have the option to use CONTENTdm digital collection management
     software, licensed by METRO and hosted by OCLC, at no charge for two years. After
     that, the grantee may continue using CONTENTdm at the then prevailing METRO
     charge.. CONTENTdm users will be granted two Acquisition Station seats and the ability
     to store up to 1,000 images on METRO’s CONTENTdm server. Grant recipients are
     welcome to use their own collection management and web presentation solutions (e.g.,
     Ex Libris DigiTool, DSpace, Greenstone, Luna Insight, Omeka, etc…).
  9. Grant recipients will agree to attend a minimum of two meetings throughout the year
     (project launch and conclusion). Grant recipients will also agree to make presentations
     about their digital collection and lessons learned at a future METRO event.
  10. Grant recipients must file a midyear report, which is due six months after the project
      begins, and a final report, which is due twelve months after the project is launched.
      Reimbursement for grant expenditures will be made at these times. Additional
      information and forms will be made available on the METRO website.
  11. Grant recipients must agree to publicly acknowledge activities supported by METRO
      funds with the following tag line:
      ”The (name of institution and project) was supported in part by funds from the
      Metropolitan New York Library Council (METRO) through the New York State Regional
      Bibliographic Databases Program.”
                                            METRO Collaborative Digitization Grants Program | Revised 03.17.11



             METRO 2010
             COLLABORATIVE DIGITIZATION GRANT
             APPLICATION
DATE SUBMITTED:


PROJECT TITLE:



PARTNER INFORMATION:
LEAD PARTNER                                     PARTNER
Institution Name                                 Institution Name


Name of Respondent                                Name of Respondent


Title of Respondent                               Title of Respondent


Address                                           Address




Name of Project Manager                           Name of Project Coordinator



Title of Project Manager                          Title of Project Coordinator



Email                                             Email



Phone                                             Phone



Name of Library Director or Authorized Person     Name of Library Director or Authorized Person



Electronic Signature of Authorized Person         Electronic Signature of Authorized Person
                                            METRO Collaborative Digitization Grants Program | Revised 03.17.11


Please complete for projects with more than two partners

PARTNER                                           PARTNER
Institution Name                                  Institution Name


Name of Respondent                                Name of Respondent



Title of Respondent                               Title of Respondent


Address                                           Address




Name of Project Coordinator                       Name of Project Coordinator



Title of Project Coordinator                      Title of Project Coordinator



Email                                             Email



Phone                                             Phone



Name of Library Director or Authorized Person     Name of Library Director or Authorized Person



Electronic Signature of Authorized Person         Electronic Signature of Authorized Person
                                              METRO Collaborative Digitization Grants Program | Revised 03.17.11


                                      PROJECT BUDGET

CATEGORY (provide details under each category)                   PARTNER(S)               AMOUNT
                                                                 RESPONSIBLE
HARDWARE (50% cost-share required for hardware)




SOFTWARE




STAFFING (specify if staff is for metadata creation,
scanning, etc.)




SERVICES (consultants, outsourcing, etc.)




WEB DEVELOPMENT




PROMOTION




OTHER
                                     METRO Collaborative Digitization Grants Program | Revised 03.17.11


                  PROJECT MANAGEMENT TIMELINE

MONTH                        TASKS                                           PARTNER(S)
        (i.e. planning, scanning, metadata, web development                 RESPONSIBLE
                           promotion, etc…)
11/10


12/10


01/11


02/11


03/11


04/11


05/11


06/11


07/11


08/11


09/11


10/11
                                               METRO Collaborative Digitization Grants Program | Revised 03.17.11


PROJECT NARRATIVE

Attach extra sheets as needed, clearly labeling them to correspond to the items below.

Applications for collaborative digitization projects must include the following specific information
in the Project Narrative in addition to information requested in the other forms.

A. PURPOSE AND AUDIENCE

What is the purpose for digitizing these collections? What are the goals and objectives of the
project? Describe intended audiences and how the digital collection will be accessible to these
audiences. For more information please see Questions to Ask Before Starting a Digitization
Project available at: http://www.lib.sk.ca/staff/digitization/colorado.pdf

B. PARTNER RESPONSIBILITIES

Identify the roles and responsibilities assumed by each partner. This may include information
about partner institutions’ missions, areas of expertise, and service area (audience served,
including size, demographic characteristics, and geographic area). Also explain the benefits of
this collaboration for each institution and their respective communities.

C. PROJECT DESCRIPTION

       1. Describe the collection/s to be digitized. What is the significance of the collection?
          Include how the materials will be selected and the types, formats, and quantity of the
          source materials. As a collaborative initiative, describe how the partners worked
          together to select the materials.

       2. Describe copyright issues, privacy issues, and other potential restrictions with regard
          to the materials to be digitized. The materials in the digital collection must be in the
          public domain or the institution must demonstrate copyright or the right to make the
          materials available.

       3. Describe the specifications for each digital file format used (e.g., TIFF, JPEG,
          MPEG, WAV). For images, this would include resolution, depth, tone, pixel
          dimension, etc., for the master, access, and thumbnail images. Each partner must
          provide the specifications being used for the project. It is recommended that the
          collaborative will adopt an established standard/best practice for the project that all
          partners will follow.

       4. Describe how metadata will be produced and what schema (Dublin Core, MARC,
          VRA, EAD, etc.), standard, or best practice the collaborative will use to describe
          content.

       5. Describe how users of the partner institutions will access the collections. Describe
          the collection management system (e.g., CONTENTdm, Ex Libris DigiTool,
          Greenstone, Luna Insight, etc.) that the collaborative plan to use.

       6. Describe how the collaborative proposes to publicize and promote the digital content
          created through this initiative to the intended audiences.

       7. Describe how partners will evaluate the project. This should be directly tied to the
          purpose, goals and objectives stated above. The project should have acceptable
          evaluation and design components including assessment methods that will describe
                                                METRO Collaborative Digitization Grants Program | Revised 03.17.11


           measurable project outputs and outcomes. For more information about evaluating
           digital projects please see the NINCH Guide to Good Practice: XII. Assessment of
           Projects by User Evaluation at http://www.nyu.edu/its/humanities/ninchguide/XII/ and
           IMLS Outcome Based Evaluation at http://www.imls.gov/applicants/obe.shtm


D. PERSONNEL

NB: For the management of the project it is recommended that you have a Project Manager
who will have overall management responsibilities for the grant. Then each institution will have
a project coordinator who will be responsible for the project activities at each partner institution.
This group can serve as the project planning committee.

Describe all personnel who will work on the project, including the roles that the Project Director
and the project coordinators will assume. Discuss each individual’s experience and commitment
to the project (i.e., will they be granted adequate time to work on the project?). Discuss training
taken and training needed to complete the project. Describe the institutions’ ability to
successfully execute the project. Provide specific information how the collaborative will
communicate, how different staff within the partner institutions will share responsibility for
executing the grant.

Grant applicants must have demonstrated digitization experience or plan to enroll in digitization
workshops. Grant recipients are urged to send appropriate staff to METRO’s series of
digitization workshops.

E. PRESERVATION AND SUSTAINABILITY

       1. Describe how the partner institutions will maintain the digital collection, metadata,
          and website after the conclusion of the grant.

       2. Describe how the partner institutions will continue the project’s activities after its
          completion.

F. BUDGET JUSTIFICATION

       1. Collaborating institutions may apply for up to $25,000 to offset the technical and
          personnel costs associated with collaborative digitization projects. Approved uses for
          funds include hardware, software, outsource services, consulting services, staffing,
          training, web design, project evaluation, and promotion. The budget justification
          should explain all elements of the budget. Every component listed in the budget must
          be adequately described including institutional

       2. Grant funds cannot be used for fringe benefits, travel costs, or conference fees.

       3. Grant funds cannot be used for permanent staff.

       4. Hardware (including computers, monitors, and scanners) requires a 50% match.

				
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