This section contains the information, FORMS AND TEMPLATES required by all applicants. For any questions that are not covered, please contact the EAP team.
APPLYING FOR A GRANT
The call for applications goes out in September each year and the first deadline in is November. The applications process has two stages:
- Preliminary applications give an outline of the proposed project and description of the endangered material. These are reviewed in December and a subset of applications are invited to the second stage.
- Detailed applications provide a full description of the project including content to be digitised, the project team, project plan and the budget. It is especially important to provide clear evidence of rights and permissions to digitise and make the digitised content available. The detailed applications are reviewed by an extended expert team.
Past experience has shown that around a half of the preliminary applications go through to the detailed stage, and of those around 30 offers are made. Applicants are advised to contact the EAP team with any questions that they might have in order to improve the quality of their proposal and ultimately ensure their project is successful.
ANNUAL SCHEDULE FOR GRANT APPLICATIONS
September: call for applications opens
November: closing date for submissions
December: successful applicants will be notified and invited to submit a detailed application
February: deadline for detailed applications
May: notification of Panel decision
Summer: new projects start
CRITERIA FOR ASSESSING APPLICATIONS
The applications are evaluated against three broad criteria:
1. Content of archive
The case for the material to be digitised must cover the following areas:
Endangerment. Applicants must demonstrate that the material is vulnerable, due to neglect and/or environmental threats; and that there is an urgent need to safeguard the material.
Research value.Applications must demonstrate the extent to which the archive is rare or unique, its cultural importance and its potential value as a resource for research.
- Age of material. Applicants must show that the materials in the archive date from before the middle of the twentieth century.
- Legal and ethical rights to digitise the material and make it available online for research. Applicants must have the permission of the collection’s owners to digitise the materials and make them available. Applicants must also understand the copyright status of the archival materials and whether there are any data protection issues associated with them.
2. Project team
Applications must include the following information about the team you propose to put together to work on the project:
- Track record of Principal Applicant. Applicants must show that they have the experience and skills necessary to carry out the project successfully. Applications at the detailed stage may include up to three co-applicants who can provide the skills or experience that the Principal Applicant lacks.
- Skills within the project team. Applicants must identify the skills the project will require, such as language skills; project-management and financial skills; digitising and cataloguing skills; technical skills for handling equipment and vulnerable material. Applicants must demonstrate how they will ensure that the team is made up of people who meet these requirements.
- Knowledge within the team. There must be evidence that the Principal Applicant and proposed team understand the material, its condition and its research and cultural value. Indicate knowledge of the relevant languages and scripts of the materials in the archive.
3. Project plan
The proposal must contain an outline of an effective plan showing how the following questions have been addressed:
- Feasibility. Applicants must demonstrate and understanding of the practicalities and logistics of the project: Is the time frame reasonable? Are the team available at the time specified? Has a risk assessment been done? Have all costs been taken into account? Who will oversee the finances?
- Local capacity building. Wherever possible, the project should create the opportunity for future archival and digitisation work to be carried out in the region where the archive is located. Applications should include a plan for the period after the project is completed, outlining what will happen to the equipment and how the training and experience of the team will be put to further use.
- Budget. The budget must be within the limit for the type of project (see 4 below). Applicants must provide justification for the cost of all equipment, salaries, and travel, and demonstrate that the budget represents good value for money. Host Institutions should make appropriate financial contributions to these costs.
The 2019 call for applications is now closed and the next round will open in September 2020. The preliminary application form below is for reference only.
Note that all grants are awarded on the basis of our standard terms and conditions. The current version is in use for all grants awarded in the 2019 round and applies to all current grants. Applicants should be aware of these T&Cs from the start of the application process and should discuss their plans with their host institution, in order to avoid delays at the contract stage.
- EAP Grant Agreement template (PDF for reference only)
Guidance for Applicants
- Guidance for Applicants (Round 16 2019/20 version)
Preliminary application form
- Preliminary application form in PDF format (Round 16 2019/20 for reference only. The new version for Round 17 will go live in Septermber 2020)
Detailed application form
For those who are invited to submit a detailed application in December 2019, the links to the application form, referee report form and permission form are below.
Referee report form
These must be submitted with the detailed application.
Grant of permission forms
These should be submitted along with the detailed application. Applications must discuss with archive owners to ensure access to the material will be granted, and where copyright exists in the material, that this is cleared in advance of the project starting.