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 templates, guidelines and forms required for reporting once the award has been made. Note that all projects are required to work to the current terms and processes. We will not accept reports on old forms. It is the responsibility of the Project Lead to ensure that the current forms are submitted.
GUIDE FOR PROJECT LEADS
This guide contains details of what is required at all stages of an EAP project. It is written for Project Leads (previously the Principal Applicants), who should disseminate it to their teams. Please ensure that you are using the current version and get in touch if you have any questions.
- Guide for Project Leads 2025 version
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
- 1. Interim Report form (PDF). This should be submitted following signoff of samples by the EAP team.
- Interim Report form (Word)
- 2. Change Request form (PDF). A conversation with the EAP is advisable to explore issues prior to completing a Change Request form.
- Change Request form (Word)
- 3. Final Report form (PDF). This should be completed once the invitation to do so has been issued by the EAP team.
- Final Report form (Word)
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 2025 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)
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 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, and signed off by the Host Institution representative.
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 by the EAP team before submission of the Final Report.
