Applying for a Heritage Program Grant

How to Apply for Funds

Step One: First, you'll submit a Project Outline (instructions below) that asks you to answer a series of questions. No special form is required. Just type the outline on your computer or typewriter. The outline should be no more than two or three pages in length; it describes your project as a "work in progress." Outlines may be mailed, e-mailed to info@kansashumanities.org, or faxed to KHC at (785) 357-1723.

Within two weeks, you'll receive a response from us with suggestions for your Final Application. Applicants may request a one week extension on the deadline for the outline.

Step Two: Twelve copies of the Heritage Program Final Application (instructions below) must be received in the KHC office by 5 PM on due date below. No special forms are required; just prepare the information requested on your computer or typewriter. The deadline for the Final Application cannot be extended.

Application Deadlines

Deadlines for 2005

SPRING
Project Outline (1 copy): February 3, 2005
Final Application (12 copies): March 2, 2005
Notification by: April 8, 2005
Projects may begin after: April 15, 2005

SUMMER
Project Outline (1 copy): May 12, 2005
Final Application (12 copies): June 9, 2005
Notification by: July 21, 2005
Projects may begin after: July 28, 2005

FALL
Project Outline (1 copy): September 15, 2005
Final Application (12 copies): October 20, 2005
Notification by: November 16, 2005
Projects may begin after: November 23, 2005

Application Forms

A. PROJECT OUTLINE: Type up and submit one copy to the Kansas Humanities Council according to the schedule of deadlines listed above. Many details will likely not be finalized; the outline should describe your project as a "work in progress." Staff will review the outline and offer advice on your Final Application. The completed outline is usually two or three pages in length. Groups that are advanced in their planning are welcome to submit a longer, more detailed draft.

Sponsor Information:

1. Title of the Project
2. Heritage Program Category (check one or more):
   ___Basic Research ___Oral History ___Cataloging/Indexing
   ___Care of Collections ___Collections Access ___Language Preservation
3. Name and Address of the Sponsoring Organization(s)
4. Phone Number, E-mail Address, Website Address, and Fax Number
5. Name of the Authorizing Official: (director/chief officer of the organization)
6. Address, Phone Number, E-mail Address, and Fax Number: (if different from 3 & 4 above)
7. Name of the Project Director: (person who will oversee the project and complete reports)
8. Address, Phone Number, E-mail Address, and Fax Number: (if different from 3 & 4 above)
9. Name of the Heritage Program Consultant: (from the Directory of Heritage Program Consultants)
10. Have you discussed project with consultant? ___ yes, by telephone ___yes, in person ___not yet ___meeting planned for______________.

B. Project Description: Answer each of the following questions briefly, i.e., a paragraph.

1. Who is the sponsoring organization? Tell us briefly about your group.
2. What do you plan to do? Give an overview of the project. Include the starting and ending dates.
3. Why is your project important? How will this activity benefit your organization and the community at large? What makes this topic or historical collection significant?
4. How will the consultant assist your group? Are training workshops, visits, and/or phone calls planned?
5. Who else will be involved? L ist the project director, major volunteers, and any special assistants or researchers, along with a line about what they will do and their relevant experience.
6. How will you share the results of your Heritage Program project? What methods (public meetings, displays, news stories, publications, etc.) will you use to publicize your project and its results?

C. Budget Estimate:

1. How much do you plan to request in KHC grant funds?
2. List major items for which grant funds are needed, along with estimated costs for each.
3. How much cost share will your group provide?
4. List examples of your cost share, with approximate value of each. No cash cost share is required. Call for assistance if you're not sure how to value your in-kind donations.
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FINAL APPLICATION

Type up and submit 12 copies to the Kansas Humanities Council by the deadline(s) listed above. Follow the instructions below to prepare the application on your word processor or typewriter. Part A is considered your cover page.

Part B, the Project Description, is usually four to six pages in length, double-spaced. Part C, the Budget, is an additional one or two pages. Appendices may be attached, such as letters of support or sample forms.

A. Sponsor Information:

1. Title of the Project
2. Heritage Program Category (check one or more):
   ___Basic Research ___Oral History ___Cataloging/Indexing
   ___Care of Collections ___Collections Access ___Language Preservation
3. Name and Address of the Sponsoring Organization(s)
4. Phone Number, E-mail Address, Website Address, and Fax Number
5. Name of the Authorizing Official: (director/chief administrative officer of the organization)
6. Signature of the Authorizing Official: (original required on one copy only)
7. Address, Phone Number, E-mail Address, and Fax Number: (if different from 3 & 4 above)
8. Name of the Project Director: (person who will oversee the project and complete reports)
9. Address, Phone Number, E-mail Address, and Fax Number: (if different from 3 & 4 above)
10. Name of the Heritage Program Consultant: (from the Directory of Heritage Program Consultants)
11. Name of the Bookkeeper: (must be different from the project director)
12. Address, Phone Number, E-mail Address, and Fax Number for the Bookkeeper: (if different from 3 & 4 above)
13. Amount of Heritage Program Grant Request
14. Amount of Cost Share Provided
15. Project Starting Date/Ending Date

B. Project Description: Please answer the following questions. These are based on your project outline, but should be more detailed.

1. Who is the sponsoring organization? Tell us briefly about your group. How long have you been in existence, what are your goals, how large is your staff and/or your key group of volunteers?
2. What do you plan to do? Tell us about your project, providing a clear picture of what will take place, including the time frame. What techniques and methodologies will you employ? If your project involves oral history, photographs, or collections access, be sure to provide information requested in the special guidelines for these categories.
3. Why is your project important? Tell us why the topic or historical collection you have chosen as your focus is significant and how the project will benefit your community. Do you expect the project to have lasting value for your organization, for your immediate community, and/or for others?
4. What will the humanities consultant(s) do? Tell us about your work with the consultant(s) to date in planning the project. Then, explain what role the consultant will play once you receive the grant. The consultant's role may range from hands-on training to offering general advice and a final evaluation.
5. Who else is involved in the project and what will they do? List other individuals who will help carry out the project and briefly explain what they will do. Be sure to list the project director and anyone who will be paid with grant funds or play a major volunteer role. If a job requires special skills, briefly explain the qualifications of the person who will perform it.
6. How will you share your project with the community and ensure public access to the results? Tell us how you plan to share the results of your project (exhibit, news articles, meetings, publications, etc.). Where will the project materials (tapes, transcripts, reports, photographs, collections, etc.) be housed once the project is over, and how will public access be provided? Which state archive will you notify about your project?

C. Budget Estimate: Create a budget estimate for your project, using the sample budget format as a model. The budget should have two columns: one showing KHC Grant Funds, and the other for Cost Share (donated goods, time, services, equipment use; cash cost share is not required). In the space immediately below each item, show how you calculated its value. Remember, the total Cost Share must be equal to or greater than the KHC Grant Funds.

1. Project Staff. Show here the value of the time which the project director, bookkeeper and other members of your organization will devote to planning, research, coordination, etc. Use a rate of $10/ hour for volunteers, or actual hourly rate for paid staff. Staff members may be partially paid with KHC Grant Funds a) if he or she is not employed full time by the sponsoring organization and b) if he or she will play a significant role in the project activities beyond administration. The bookkeeper's time is always donated as Cost Share. Finally, list any researchers, clerical assistants, catalogers, photo technicians, etc., who will be hired specifically for the project and show the amount they will receive.
2. Heritage Program Consultant(s). Show here the honorarium for the consultant for his/her continuing role in the project, including evaluation. A standard consultant honorarium is $200; however, the amount should correspond to the activities described in the Project Description and may be higher if visits and training are anticipated. (This item is usually listed under KHC Grant Funds. Kansas State Historical Society consultants donate their services, which count toward your Cost Share.)
3. Travel & Per Diem. Show here the cost of travel, meals, and lodging for the staff and /or consultant. Travel funds may be requested from KHC Grant Funds for consultants to travel to meetings with the sponsoring organization, or for staff to travel to research sites within Kansas. Rates are $.29/mile for car travel, $23/day for meals, and $63/night for motel. Local, in-town travel counts toward Cost Share.
4. Supplies & Equipment. Show here the cost of consumable supplies you will purchase (audio tapes, acid-free folders, boxes, etc., but not furniture such as filing cabinets) as well as the value of supplies you will donate (paper, pads, pencils). Equipment such as computers, camcorders, shelving, and furniture may not be purchased with grant funds, but you can place a fair value on their donated use as part of your Cost Share. Usually, fair value is based on an hourly, weekly, or monthly rate for renting or leasing similar equipment.
5. Duplicating & Printing. Show here your costs for duplicating photographs, archival documents, printing meeting announcements, reports, etc. The cost of printing books must be listed under Cost Share.
6. Local Facilities. Show under Cost Share the value of donated meeting and/or office space, telephone, and meeting rooms. KHC Grant Funds may be requested for long distance telephone calls.
7. Other. Include here other costs essential to the project which are not identified above.
8. Totals. Remember that Cost Share should equal or exceed the KHC Grant Funds requested.
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