The Things They Carried Home: Preservation Project
The Things They Carried Home: Preservation Project Special Veterans Initiative Museums, libraries, and other nonprofit organizations are invited to apply for grants of up to $3,000 for projects that preserve and create access to material related to military service. Special consideration is given to service in the Korean, Vietnam, Afghanistan, and Iraq Wars. Eligible projects include collections care, digitization, transcription, research, or other creative preservation ideas. Funds will be used to preserve and document uniforms, medals, letters, photographs, email correspondence, or other important items - in other words, the things soldiers carried home. There are over 223,000 veterans in Kansas, many only recently returning from abroad. How will we preserve their stories for the future? Goals • Preserve and document items that tell stories of American service members • Promote a deeper understanding of war and its aftermath • Engage veterans and their families in a dialogue about their service experience Who Can Apply? In-state nonprofits are eligible, except colleges and universities. 501c3 status is not required, but applicants must provide a DUNS number. Organizations with an open KHC grant over $500 may not apply. Award Amounts: Grants are competitive and awarded up to $3,000. Important Dates EXTENDED Draft Deadline Final Application EXTENDED Deadline: Projects should begin after: Projects must be completed by: December 10, 2014 December 17, 2014 February 4, 2015 May 31, 2016 Grant recipients are asked to: • Identify a local veteran to serve as a project advisor • Identify a preservation consultant to advise on best practices • If grant is awarded, attend a planning meeting with KHC • Plan a public “hands-on” preservation workshop • Submit a final report that explains project results, grant expenditures, and cost share This program is part of a larger KHC initiative that includes community-wide reading projects centered on The Things They Carried, Tim O’Brien’s novel of the Vietnam War. Funding for this grant opportunity is provided through Standing Together, a National Endowment for the Humanities initiative. The Kansas Humanities Council is a nonprofit organization that connects communities with history, traditions, and ideas to strengthen civic life. For information, visit www.kansashumanities.org For More Information Contact Murl Riedel, Director of Grants, 785-357-0359, [email protected] Nov 10, 2014 GETTING STARTED: What Makes a Good Preservation Project? In his classic Vietnam War novel The Things They Carried, Tim O’Brien writes that the physical items carried by soldiers – helmets, can-openers, letters, etc. – were reflective of their emotional burden. From uniforms to digital images posted online, this material tells us a great deal about the experiences of veterans. A good preservation project explores, organizes, documents, and preserves this material so it is available to future generations. Projects must involve material related to military service. Eligible projects include: • • • • • • • Cataloging, indexing, or inventorying efforts that organize and document a collection Care of collection efforts that involve housing artifacts, photographs, or documents in archival material so they are safely preserved and shared Digitization or scanning projects that involve photographs, film, audio, or video Pro-active collecting efforts that seek to document and preserve example items from the community that are connected to recent military service, such as digital photographs, video, or emails Transcription of diaries, letters, or audio/video recordings in order to preserve their content and enhance public access Public programs that encourage the documentation and preservation of material related to military service Other creative preservation projects Select a Preservation Consultant Every project must involve a Preservation Consultant, usually a museum professional, archivist, or conservator with a Masters degree. KHC staff can help identify this person. This consultant cannot be the Project Director. The Preservation Consultant can: • • • • Talk with you about the project and discuss similar projects Offer ongoing advice and guidance via phone or email Conduct a site visit once the project has begun, and provide training Help select appropriate materials and identify “best practice” methods Select a Veterans Advisor Every project must involve at least one veteran from the community to serve as project advisor. The Veterans Advisor can: • • • Provide context and relate personal knowledge and experience Help decipher military terms and acronyms Connect the project with the expertise of other veterans or veterans groups Plan a Preservation Workshop Each organization is required to plan a public “hands-on” workshop aimed at helping community members – veterans and nonveterans - learn how to preserve personal material related to military service. Grant funds should be used to bring a preservation consultant to your community to lead the workshop. The workshop can also serve as a culminating event for your preservation project. • • Preservation Consultant should provide a 30-minute presentation with 30 minutes of discussion and demonstration. The public is encouraged to bring personal items and share stories The Things They Carried Home: Preservation Project Kansas Humanities Council, Nov 10, 2014 2 Grant Funds CAN be Used for: • • • • • • • • Part-time or temporary staff to conduct the work of the project Supplies such as archival storage material, CDs, or DVDs. External drives are considered special purpose equipment and costs up to $200 is allowable. Honorarium for preservation consultants, advisor, and/or special speakers. Standard rates: o Preservation Consultant: $200 o Veterans Advisor: $150 o Speaker/Workshop Facilitation: $150 In-state travel expenses for consultant, advisor, and project staff. Standard rates: o Mileage: $.50/mi o Lodging: $75/night o Meals: $25/day Digitizing services or rental of equipment for the project, such as a scanner Production of finding aids, event hand-outs, copy prints of photographs or negatives Development of a small display related to the preservation project Publicity and promotion directly related to the project Grant Funds CANNOT be used for: • • • • • • • • • • • • Salary for full-time staff employed by the sponsor organization Bookkeeper cannot be paid with grant funds. This cost is typically an in-kind contribution of $200. The Project Director cannot serve as bookkeeper. Publishing a book The purchase of equipment (computers, scanners, shelving, cameras, etc.), computer software, domain names, website hosting, or insurance Lumber, building materials, HVAC equipment, or other forms of hardware The purchase, construction, restoration, or preservation of a building Creation or purchase of memorial or monument Food, beverages, entertainers, or re-enactors The support of individual research or projects for academic credit. Students may be involved, but only as volunteers. Any expense incurred prior to grant award Advocacy or social service programs Projects that discriminate on the basis of race, color, national origin, gender, age, or physical abilities What will KHC look for in a The Things They Carried Home preservation project? Successful applications will demonstrate the ability to plan a preservation project that focuses on material from the Korean, Vietnam, Afghanistan, and Iraq Wars; the ability to engage veterans; and a plan for at least one preservation workshop. KHC programs are intended for an out-of-school adult audience. Events should be free and open to the public. Publicity should not be released prior to notification of funding decision. The Things They Carried Home: Preservation Project Kansas Humanities Council, Nov 10, 2014 3 HOW TO APPLY: Step 1 Contact KHC to learn about the initiative and see if you have a project that is eligible. Interested in a conference call to hear tips about applying? Email Murl Riedel, Director of Grants, [email protected], 785-357-0359. Step 2 Review what KHC funds can and cannot be used to support. Contact a Preservation Consultant and local Veterans Advisor to discuss the following: • • • The type of material that will be the focus of the project Tentative dates Methods for involving local veterans Step 3 Submit a draft application to KHC. Answer the questions listed on the attached The Things They Carried Home: Preservation Project application. Include preliminary budget details. KHC staff will review and provide feedback. The draft is a “work in progress” and does not commit the organization to anything. A draft is not required; however, it is strongly encouraged. Step 4 Submit a final The Things They Carried Home: Preservation Project application as a Word document or PDF to [email protected]. Final Application EXTENDED Deadline 5:00 PM, Friday, December 17, 2014 The Things They Carried Home: Preservation Project Kansas Humanities Council, Nov 10, 2014 4 The Things They Carried Home: Preservation Project Application EXTENDED DEADLINE: Dec 17, 2014 Please answer the following questions and submit a Word document or PDF by email to [email protected]. Questions? Contact Murl Riedel, Director of Grants, at [email protected], 785-3570359. CONTACT INFORMATION 1. Organization Name, Address, City, ZIP, and Website 2. DUNS Number. Receive a DUNS number free-of-charge by calling (866) 705-5711 or by visiting http://fedgov.dnb.com/webform. 3. Name of Project Director, Title, Organization, Address, City, State, ZIP, Phone, and Email 4. Name of Bookkeeper, Organization, Address, City, State, ZIP, Phone, and Email 5. Name of Preservation Consultant, Title, Organization, Address City, State, ZIP, Phone, and Email 6. Grant Amount Requested from KHC (should not exceed $3,000) PROJECT INFORMATION 7. PROJECT TITLE: 8. COMPLETION DATE: 9. Why is your organization interested in this veterans initiative? 10. PRESERVATION PROJECT: Describe your plans for a preservation project that connects to the theme of The Things They Carried Home. The project must involve material related to military service, with a special focus on service in the Korean, Vietnam, Afghanistan, and Iraq Wars. Specify details about the amount and type of material involved. Provide Budget Details: 11. VETERANS ENGAGEMENT: Explain how this project will engage veterans and their families. Describe partnerships you plan to forge with veterans groups or community organizations as part of this project. Provide Budget Details: 12. VETERANS ADVISOR: Who is your Veterans Advisor and why was this person selected? Describe how the Veterans Advisor will contribute to the project. Provide contact information. The Things They Carried Home: Preservation Project Kansas Humanities Council, Nov 10, 2014 5 Provide Budget Details: 13. PRESERVATION WORKSHOP: Describe your plans for hosting the required public “hands-on” preservation workshop. Provide tentative date, time, and location. The workshop must involve the Preservation Consultant. Provide Budget Details: 14. PROMOTION: Describe your plans for promoting the project and workshop. This might include social media, article submissions to a local newspaper, flyers, invitations, or paid advertising through the local radio. Provide Budget Details: 15. Additional Activities Planned but Not Using KHC Funds: Activities might include a book discussion of Tim O’Brien’s The Things They Carried, festivals, Memorial or Veterans Day events, or student projects. 16. COST SHARE: How will you provide the required cost share? Sponsor organizations are asked to donate goods and services equal to or greater in value than the amount of money requested from KHC. This is called “cost share” and includes several options: • Staff time dedicated to managing the project. Bookkeeper costs. • Volunteer hours devoted to the project and workshop. Standard rate: $10/hr. • The use of office space, telephone, equipment, and supplies • Expenses related to the “Additional Activities” listed above. • Refreshments or beverages for the workshop or related public programs • Public service announcements, ads on local public access television station, or other free publicity Cost share can only be accrued after the official start date of the project. 17. Provide a Letter of Support from the Preservation Consultant. EXTENDED DEADLINE: December 17, 2014 Emailed applications must be received by 5:00 PM Send to: Murl Riedel, Director of Grants, Kansas Humanities Council 112 SW 6th Ave, Suite 2012, Topeka, KS 66603 Email: [email protected] The Things They Carried Home: Preservation Project Kansas Humanities Council, Nov 10, 2014 6 EXAMPLE #1 The Things They Carried Home: Preservation Project Application CONTACT INFORMATION 1. Name of Organization Example Public Library 112 SW 6th Ave Topeka, KS 66604 www.examplelibrary.com 2. DUNS Number 123456789 3. Project Director Murl Riedel, Librarian Example Public Library 112 SW 6th Ave Topeka, KS 66604 785-357-0359 [email protected] 4. Name of Bookkeeper Ruth Madell, Board Treasurer 123 Main St Topeka, KS 66604 785-357-0359 [email protected] 5. Preservation Consultant John Doe, Archivist University of Kansas Libraries 1425 Jayhawk Blvd Lawrence, KS 666045 785-864-8983, [email protected] 6. Grant Amount Requested from KHC $2,960 PROJECT INFORMATION 7. PROJECT TITLE: Images of Vietnam 8. COMPLETION DATE: May 30, 2016 9. Why is your organization interested in this veterans initiative? The library will use this grant to organize and digitize a collection of nearly 100 photographs related to the Vietnam War. The library maintains a local history collection of photographs and among this collection is a small group of photographs we believe are linked to the Vietnam War. Little is known about these photographs, but several veterans that serve as library volunteers have indicated a Vietnam connection. Most likely, the photographs once belonged to a veteran. For years, the library has relied on veterans as volunteers. They rarely speak about their service; however, these photographs have sparked much discussion. The library feels it is important to explore this story, particularly as we commemorate the 50th anniversary of events connected to the Vietnam War. The Things They Carried Home: Preservation Project Kansas Humanities Council, Nov 10, 2014 7 10. PRESERVATION PROJECT The library will use grant funds to hire a cataloger that will research, catalog, and digitize 100 photographs related to the Vietnam War. The photographs are black & white. Some depict soldiers training stateside, while others appear to show soldiers in Vietnam. Multiple families throughout the years donated the photographs, so records are somewhat incomplete. Some information is known about the donors and several photographs are labeled with fragmented notes. The cataloger will review donor records and search for clues in the photographs to identify people, location, and activity. Two library volunteers will enter information into the library’s database and assist with scanning. John Doe, the Preservation Consultant, will conduct a site visit to train staff on handling and scanning photographs. He will continue to advise by email and phone. Photographs will then be stored in acid free envelopes. Hire a part-time cataloger to research and scan 150 hrs x $15 John Doe, Preservation Consultant, honorarium Preservation Consultant travel for site visit, Lawrence – Topeka 60 mi RT x $.50/mi Unbuffered Print envelops 50-pack (Gaylord Archival Supplies) 2 x $55 Subtotal $2250 $200 $30 $110 ______ $2590 11. VETERANS ENGAGMENT The library has two volunteers who are veterans and they are excited to help with this project. They will assist the cataloger with identifying elements of the photographs. They will also assist with data entry and labeling archival envelopes. We plan to involve the local VFW Post. On March 13, 2015, the Project Director will give a presentation at a VFW meeting to inform them of the project and listen to what they have to say about the photographs. 12. VETERANS ADVISOR Jennifer Smith, a retired Army Sergeant, has agreed to serve as our Veterans Advisor. In 2003, Smith served in Afghanistan. Though not a Vietnam veteran, Smith has a deep interest in the untold story of Vietnam veterans and the challenges they faced when returning home. Smith is a member of the local VFW post and has already helped arrange the March 13 presentation. Smith will periodically meet with project staff to explain terminology and acronyms. She has also agreed to participate in the public workshop. Contact Information: Jennifer Smith, 1173 SW Randolph, Topeka, KS, 785-357-0359, [email protected]. Jennifer Smith, Veterans Advisor, Honorarium Subtotal $150 $150 13. PRESERVATION WORKSHOP The library plans to host the Preservation Workshop at 2:00 PM on May 9, 2016. The Preservation Consultant has agreed to return to Topeka to facilitate the workshop. He will give a 30-minute presentation about simple tips to care for artifacts and documents, and then lead a demonstration and answer questions. According to our Veterans Advisor, recent veterans often used digital cameras and mobile phones to take pictures and make short videos, so we’ve asked the Preservation Consultant to discuss this. Other veterans and their spouses The Things They Carried Home: Preservation Project Kansas Humanities Council, Nov 10, 2014 8 have requested information about preserving uniforms. The workshop will be held in advance of Memorial Day and will be a culminating event for the library’s preservation project. Before the workshop begins, project staff will take a few moments to show some of the Vietnam photographs and discuss new information that was discovered. John Doe, Preservation Workshop facilitation Preservation Consultant travel for workshop 60 mi RT x $.50/mi Subtotal $150 $30 _____ $180 14. PROMOTION To announce the project, the library will send a press release to the local newspapers and television channels. One newspaper has invited the library to submit photographs with captions in the four months leading up to the workshop. We hope this will promote the workshop and lead to more information about the photographs. The captioned photographs will also be shared online through the library’s social media. The local radio station has expressed interest in interviewing the project staff and the Veterans Advisor. In addition to hanging flyers around town, the library will send Preservation Workshop invitations to special guests and members of the local VFW. Invitation Mailing 60 invitations x $.49 Workshop Flyers 40 flyers x $.25 Subtotal $30 $10 ____ $40 15. Additional Activities Planned but Not Using KHC Funds In recognition of Veterans Day, the library’s book club will read and discuss Tim O’Brien’s book, The Things They Carried, in November 2015. Members of the VFW and other local veterans will be invited to participate in the discussion. The library will also show a small display of the Vietnam photographs in March and April, prior to the Preservation Workshop. 16. COST SHARE Murl Riedel, Project Director 40 hrs x $20/hr Ruth Madell, Bookkeeper Volunteers 2 volunteers x 150 hrs x $10/hr Materials for Photo Display Refreshments at Workshop Scanner Use 100 photographs x $.10 Articles in the local newspaper 4 photo articles x $100 Article in the library’s newsletter Total Cost Share The Things They Carried Home: Preservation Project Kansas Humanities Council, Nov 10, 2014 $800 $200 $3000 $200 $25 $10 $400 $25 $4660 9 EXAMPLE #2 The Things They Carried Home: Preservation Project Application CONTACT INFORMATION 1. Name of Organization Example Museum of History 112 SW 6th Ave Topeka, KS 66604 www.examplemuseum.com 2. DUNS Number 987654321 3. Project Director Murl Riedel, Curator Example Museum of History 112 SW 6th Ave Topeka, KS 66604 785-357-0359 [email protected] 4. Name of Bookkeeper Ruth Madell, Office Manager 123 Main St Topeka, KS 66604 785-357-0359 [email protected] 5. Preservation Consultant Jane Doe, Digital Librarian Forsyth Library, Fort Hays State University 600 Park St Hays, KS 67601 785-628-4437, [email protected] 6. Grant Amount Requested from KHC $2,810 PROJECT INFORMATION 7. PROJECT TITLE: Finding the Iraq War in Topeka 8. COMPLETION DATE: November 30, 2015 9. Why is your organization interested in this veterans initiative? In 2003, the local National Guard unit was sent to Iraq as part of Operation Iraqi Freedom. It was the first time the unit had been activated since the Korean War, and it was a major event for the community. Over a decade later, the museum finds it has very little material to document this significant period. We will use this grant to launch a community initiative to collect information, photographs, and some artifacts related the local National Guard unit’s deployment to Iraq. Prior to 9/11, most community members had little experience with sending family and friends to war. We know some about the homefront story through the newspaper’s coverage of the departure ceremony, welcome home, and various community events; however, we know very little about soldiers’ experiences. Several of these veterans remain in the The Things They Carried Home: Preservation Project Kansas Humanities Council, Nov 10, 2014 10 community today, but more are leaving each year and memories are fading. The museum will explore the following questions with these Iraq War veterans as part of the initiative: • • • • How did it feel to shift from a citizen to a soldier What were the moments or events that defined their experience in Iraq? What are the personal items that best represent their experience? Why? What do they remember about returning home? 10. PRESERVATION PROJECT The museum will contact ten veterans from this Iraq War deployment and ask to make copies of digital photographs, emails, and letters that document their experience. When appropriate, we will encourage veterans to donate items. The museum has limited storage space, so we will only be able to accept ten items. The project curator will meet with these veterans and their family members in order to make notes regarding the date, location, and use of each item. The project curator and one volunteer will catalog material and enter information into the museum’s database. Donated items will be stored using archival material. Staff will ensure that participating veterans sign appropriate documentation. Some items will be featured in a small display at the end of the project in November 2015, around Veterans Day. The Preservation Consultant has agreed to conduct a site visit in to discuss methods for duplicating material, cataloging, and interviewing. Hire part-time project curator , 100 hrs x $15/hr Jane Doe, Preservation Consultant, honorarium Preservation Consultant travel for site visit, Hays – Topeka 410 mi RT x $.50/mi = $205 Hotel: $75 Archival Letter Size File Folders (50-Pack), 2 x $30 320 GB Hard Drive for storing and transferring digital material Museum display Subtotal $1500 $200 $280 $60 $60 $100 $2200 11. VETERANS ENGAGMENT The museum will contact the staff at the local National Guard Armory to generate leads for veterans that will participate in the project. The local American Legion Post is supportive of the project and has agreed to include information in their quarterly newsletter. The Iraq & Afghanistan Veterans of America organization was also contacted and we are awaiting a reply. The primary engagement with veterans will occur when the project curator meets with these Iraq War veterans to discuss material related to their deployment. 12. VETERANS ADVISOR James Smith, a retired Navy aviator, has agreed to serve as the Veterans Advisor. Smith served for 30 years in the US Navy, including a tour in Vietnam. He is a previous museum trustee and remains active with the organization. During the unit’s 2003 deployment to Iraq, Smith helped organize a departure parade and welcome home ceremony. Many of the local veterans are familiar with him. Smith will attend the meeting with the Preservation Consultant and plans assist project curator with three visits with the Iraq veterans. He has also offered to write an editorial about the project for the local newspaper. Contact Information: James Smith, 1173 SW Randolph, Topeka, KS, 785-357-0359, [email protected]. The Things They Carried Home: Preservation Project Kansas Humanities Council, Nov 10, 2014 11 James Smith, Veterans Advisor, honorarium Subtotal $150 $150 13. PRESERVATION WORKSHOP The museum plans to host the Preservation Workshop at 6:00 PM on November 11, 2015, as part of the museum’s Veterans Day activities. The Preservation Consultant has agreed to return to Topeka to lead the workshop. She will give a 30-minute presentation about simple ways to care for artifacts and documents, and then lead a demonstration and answer questions. Jane Doe, Preservation Consultant, workshop facilitation Preservation Consultant travel for site visit, Hays – Topeka 410 mi RT x $.50/mi = $205 Hotel: $75 Subtotal $150 $280 _____ $430 14. PROMOTION The museum will send a press release to local newspapers and radio stations. The Project Curator will photograph Iraq Veterans and their material for use in weekly Facebook and Twitter updates. The local radio station has expressed interest in interviewing project staff and participating veterans. Posters that promote the workshop and museum display will be hung at the American Legion Hall and local businesses. Promotional posters, 40 x $.75 Subtotal $30 $30 15. Additional Activities Planned but Not Using KHC Funds In collaboration with this initiative, the local library has agreed to host a book discussion featuring Tim O’Brien’s book, The Things They Carried. The book discussion will happen in July 2015. The museum will also screen “The Hurt Locker,” a 2008 film that explores the emotional impact of serving on a bomb squad during the Iraq War. The film screening will take place at the museum on Friday, October 2, 2015, 6pm. 16. COST SHARE Murl Riedel, Project Director, 100 hrs x $20/hr Ruth Madell, Bookkeeper Volunteer, 100 hrs x $10/hr Travel to meet with veterans, 200 mi x $.50/mi Supplies for processing material (pen, paper, gloves, tags) Wood for museum display Film projector and sounds equipment rental Refreshments at Workshop Total Cost Share The Things They Carried Home: Preservation Project Kansas Humanities Council, Nov 10, 2014 $2000 $200 $1000 $100 $50 $100 $150 $25 $3625 12
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