Before starting this process, you should collect the following information:
- Name, address, and email address
- Files - Documents must be in MS Word or PDF. Please use the recommended file-naming conventions.
- A timeline for completion of the digitization project (Last name_Timeline)
- A letter of commitment to digitize from the librarian/curator or other representative of the special collection should the award be granted. (Last name_CommitmentLetter)
This letter must include:
- An itemized budget of the cost of digitization, including staff time.
- A summary of any other funding received for the project.
- A point of contact for any questions the committee may have.
- Recognition of the application’s timeline for completion of the project and commitment to complete the digitization within the scholar’s timeline.
- Commitment either to host the digitized material or make it available elsewhere for public access.
N.B.: If the materials are under license to a vendor, the letter should also explain that the library has permission to reproduce and make available these materials.
- A 500-word statement from the scholar explaining the nature of their research project, how the digitization of the collection is crucial to the research, a summary of any additional funding for the project, the scholar’s projected outcome of the work with the digitized materials, and how other scholars might benefit from the digitization of the collection. (Last name_Statement)
- An itemized budget that includes both the special collection’s budget (see #2) as well as the scholar’s travel and research fees. (Last name_Budget)
- A current c.v. (Last name_CV)