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Special Funding Requests

 Annual Funding Application     Immediate Funding Application Form     Special Funding Project Reports

Purpose

To encourage and support ARLIS/NA Chapters, Committees, Divisions, Sections, and Special Interest Groups 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 advance the society's strategic directions or relate to the Society’s core competencies. 

Types 

  • Annual Funding Request: submitted in advance of the next fiscal year, to be spent within the next fiscal year. Refer to the ARLIS/NA Policy Manual, Policy No. J-14 Honoraria for Non-conference Speakers and Written Contributions for honoraria amounts and/or limits. Reviewed at the mid-year executive board meeting.
  • Immediate Funding Request: submitted during the fiscal year, to be spent within the fiscal year. Refer to the ARLIS/NA Policy Manual, Policy No. J-14 Honoraria for Non-conference Speakers and Written Contributions for honoraria amounts and/or limits. Reviewed within 30 days of submission.

Projects

These may involve, but are not limited to, events, products, or services such as: 

  • Events that enhance chapter meetings, such as workshops, symposia, or joint meetings.
  • Print or electronic publications, including data migration. 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.

Project and Service Charter

If your project is new, fill out the project and service charter form. If your project is part of the regular business of your group, the charter is not necessary.

Eligibility

Funding is available to all ARLIS/NA chapters, committees, divisions, sections, and Special Interest Groups for extraordinary expenses incurred for such projects as described above. Funding will be approved only in advance of the project, not after its completion. 

Per ARLIS/NA Policy Manual, Policy Nos. D-4, E-4, and G-4, the Executive Bboard shall prioritize special funding monies and requests from constituency groups without a treasury, namely sections, divisions, special interest groups, committees, and appointed bodies. Funding requests from chapters will not be considered if a chapter's treasury funds exceed $2,500 USD/CAD (currency dependent on the location of the treasury). 

Award Amounts

Refer to the ARLIS/NA Policy Manual, Policy No. J-14 Honoraria for Non-conference Speakers and Written Contributions for honoraria amounds and/or limits.

The number and amount of awards will ultimately be determined by the Executive Board based on the financial health of the society. 

Guidelines for Expenses

Examples of Eligible Expenses:

  • Honoraria for non-ARLIS/NA member speakers 
  • Equipment rental
  • Research costs
  • Survey costs

Examples of Ineligible Expenses:

  • Chapter operating expenses
  • Routine chapter business meeting expenses
  • Fundraising
  • Ordinary travel expenses (such as to chapter meetings)
  • Awards
  • Graphic design services for logos or promotional material
  • Food and beverage costs

Application & Grants Timetable

Immediate Special Funding Request Application Deadline: the last day of each month

Immediate Special Funding Request projects must be conducted on a timetable up to but not exceeding a twelve-month period ending December 31 of the current fiscal year. Approximately three weeks after submission, the Executive Board will review the application and issue a decision. One month after the project's complete, the project lead shall remit a final report to the ARLIS/NA Treasurer. Requests for reimbursement with required documentation for approved immediating funding requests must be submitted no later than December 31 of the fiscal year in which the funding was approved.

Annual Special Funding Request Application Deadline: October 1

Annual special funding requests for projects must be conducted on a timetable up to, but not exceeding, a twelve-month period beginning January 1 of the next fiscal year. 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. 

Note: Annual deadline may be extended at the discretion of the Treasurer and/or the Eecutive Board.

Reporting Requirements

  1. 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.
  2. 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.
  3. If you anticipate a change in leadership in your group, please make certain to notify your successor of this request and the documents that accompany it. All group contacts will be notified of the outcome of their proposal once the funding request has been approved.