All EAP grants are awarded subject to the standard contract terms (Grant Agreement) which have been drawn up based on the funding agreement between the British Library and Arcadia, and the British Library’s status as a UK public body. This section contains the current templates, guidelines and forms required by grant holders and project teams once the award has been made. Note that all current projects are required to work to the most recent terms, regardless of when the award was made.
GUIDE FOR APPLICANTS AND GRANT AGREEMENT
These are the current versions. The Guide, Agreement and bank details form are reviewed from time to time.
- Guide for Applicants 2024 version
- Guide for Project Leads 2024 version
- EAP Grant Agreement text current version, for reference only
- Schedule 3 (Bank Details form) copy of form as a Word document (for completion by Principal Applicant at the award stage)
REPORT FORMS
The Interim Report and Change Request forms are referred to in all Grant Agreements.
- Checklist for grant holders to print off, to assist with workflow once the project is in progress
- Interim Report form
- Change Request form
- Final Report
TIMINGS - A SUMMARY
Once the Grant Agreement has been signed and countersigned, the EAP team processes the payment details and the first instalment is paid in time for the start of the project (month 0 - June or July of the award year). Schedule 2 of the Grant Agreement sets out the dates when the EAP team requires reports and samples of digital images and metadata in order to process further payments.
Sample images and metadata should be submitted to the EAP team, for quality assurance purposes, as soon as possible, and certainly within three months of the start of the project. When these have been signed off you will be asked to submit an Interim Report and put the date on which the samples were approved. The standard template must be used for Interim Reports, which must also include a financial report of expenditure against budget headings, in pounds sterling.
When the project is completed, grant holders must submit the digital collections and metadata and the Final Report to the EAP office, no later than three months after the grant end date. The samples must be signed off before submission of the Final Report.
