Special Funding for Chapters: Guidelines

APPLICATION DEADLINE: Sept. 1, 2012

> Click here for the Funding Application Form.

Purpose

To encourage and support ARLIS/NA Chapters in the development and completion of special projects and products that further the goals of the Society, and for which extraordinary expenses will be incurred. Requests should forward the Society's strategic plan or relate to our core competencies.

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Projects

These may involve, but are not limited to tangible products such as:

Events other than regular Chapter meetings, such as workshops, symposia, or joint meetings.
Print or electronic publications, including data migration. (If a Chapter proposes a publication that is eventually destined for the Occasional Paper series, then the production costs would come from the ARLIS/NA publishing budget and not from this award.)
Outreach activities or materials.
Translation of Chapter or Society Publications or resources.
Other projects not covered above will be considered by the Board. Priority will be given to those projects that have a lasting benefit to the Society.

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Eligibility

Funding is available to all ARLIS/NA Chapters for extraordinary expenses incurred for such projects as described above. Funding will be approved only in advance of the project, not after its completion.

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Award Amounts

There is a $500 limit on requests. The number and amount of awards will be determined by the Executive Board depending on the budget constraints for that year.

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Expenses Covered (and Not Covered)

Covered Expenses:

These may include, but are not limited to:

honoraria for non-ARLIS/NA member speakers:
maximum of $150 for a local speaker
maximum of $250 for a speaker from out of the area
equipment rental
research costs
survey costs
web designer
online publications

Expenses Not Covered:

The normal ongoing management expenses for group activities, such as, but not limited to:

chapter operating expenses
chapter business meetings
newsletters
directories
fundraising
salaries
ordinary travel expenses (such as to chapter meetings)
paper proceedings of conferences

The ARLIS/NA Executive Board expects events to have some form of partial- or whole-cost recovery, such as a fee for attendance at a workshop.

Examples of Special Funding Requests:

In 2011-12, ARLIS/SC requested $500 to purchase promotional materials for the 2013 Pasadena Conference. The request was approved.

In 2010-11, ARLIS/NA Ontario requested $400 to defray costs of honoraria for a panel discussion. The request was approved.

In 2008-09 ARLIS/DC/MD/VA asked for $161.54 to print 250 brochures to serve as outreach to library school students. It was approved.

In 2008-09 ARLIS/NY asked for $1,000 to print proceedings of a conference on art books held in Oct. 2008. The Board awarded $500 for online proceedings--we do not fund print proceedings.

In 2004-05 ARLIS/Ontario and ARLIS/WNY requested $500 for a joint meeting. It was approved.

In 2004-05 ARLIS/Mountain West and ARLIS/Central Plains requested $500 for a joint meeting. It was approved.

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Application & Grants Timetable

Funded projects must be conducted on a timetable up to, but not exceeding, a twelve-month period beginning January 1. While ongoing funding is not guaranteed, multi-year projects that progress satisfactorily during the first year will be viewed favorably for continued funding in subsequent years. Please use the Special Funding Application Form.

APPLICATION DEADLINE: Sept. 1, 2012

October: Application approval by Board and Chapter notified of decision
January 1: Beginning of grant period in the fiscal year for which funding is approved
One month after project completion: Deadline for reporting to Treasurer
December 31: End of grant period in fiscal year for which funding is approved

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Disbursement of Funds

A check will be sent to the treasurer(s) of the approved projects at the time agreed upon with the ARLIS/NA Treasurer during the application process. Some projects may require proof of completion and receipts before payment can be made; others may be payable in advance. Any unused portion of the funding must be returned to ARLIS/NA Headquarters within 90 days of the conclusion of the event or project.

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Reporting Requirements

A final report describing and evaluating the project's status and/or final product(s) must be submitted electronically to the ARLIS/NA Treasurer no later than one month after the project is completed. This report will be posted on ARLIS-L and the ARLIS/NA website. It should summarize the project, state how the funding contributed to its success, and emphasize ways in which the project could be useful to other groups or to the national organization.

A financial statement (income and expenses), with receipts where appropriate, should be submitted to the ARLIS/NA Treasurer within one month after the project is completed.

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Please contact me if you have any questions.
Deborah Barlow Smedstad
William Morris Hunt Memorial Library
Museum of Fine Arts, Boston
465 Huntington Avenue
Boston, MA 02115
(617)369-3107
dbarlowsmedstad@mfa.org

> Click here for the Funding Application Form.

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