WNYLRC RBDB Grant Writing Workshop August 28, 2019 Sheryl Knab and Heidi Ziemer

What is RBDB? Regional Bibliographic Data Bases and Interlibrary Resources Sharing Program (RBDB) Categorical aid each library council gets from NYS $217,783 ($230,348) Used for technology related expenses and projects NY Heritage hosting and management costs DPLA harvesting Ask Us 24/7 IT staff Training center expenses (Internet, network) Training Website development Grants to Members

Which WNYLRC Members Are Eligible to Apply? Governing Members (Majority of institutional members) Patron Organizational (DLIS, LCHIB) Individual public and school libraries must apply through their library system who must sign off on the application

RBDB Member Project Grant Application Packet Cover letter Grant Guidelines Grant Application – two ways to complete Copyright agreement Final Report Helpful Information Tip Sheet Timeline Sample agreement Check list

Great Projects Previously Funded

Consider these questions! What’s needed? What’s innovative? Who can I collaborate with? Are there hidden collections at my institution? Do I have a few items that could be combined with another institution’s items to make a really interesting online collection? Consider these questions!

Projects to Consider Developing finding aids and adding them to Empire Archival Discovery Collaborative Contribute to ESIE – Empire State Immersive Experiences Using technology to enhance regional access to resources or information Developing a service model that utilizes technology and that can be replicated by other libraries Digitization of oral histories Digitization of institutional histories of local companies and organizations Developing a tool or a process that uses existing technology that helps libraries manage their data and statistics Add digital collections to NY Heritage or NYS Historic Newspapers Create online exhibits that uses images and collections in NY Heritage Develop lesson modules that utilize collections in NY Heritage and NYS Historic Newspapers

RBDB Cycle Timeline September: RBDB Grant Application process announced on WNYLib-l. October: Deadline for RBDB Member Project Grant applications December: RBDB Member Project Grant proposals reviewed by an independent RBDB Reading Team and submit recommendations to Regional Advisory Committee (RAC) January: RAC reviews RBDB Reading Team’s funding recommendations and submit their recommendations to WNYLRC Board March: WNYLRC Board of Trustees reviews RAC’ recommendations and determines final funding and grant approvals by the WNYLRC Board of Trustees April: Grant recipients notified via email regarding grant approval July/August: Grant funding received by WNYLRC. Grant recipients notified of awards via formal letter of agreement. *Please note that grant funding is not released until the NYS Legislature and the Governor approve the state budget and WNYLRC has physically received the funding.

Common Mistakes Not reading the guidelines Not using whole numbers Not paying attention to deadlines Starting the project early before funds arrive Not demonstrating how the project impacts the region Not seeking appropriate partners Not getting proper signatures Starting a digital project without contacting WNYLRC

WNYLRC Member Benefits and Resources WNYLRC Staff When you have questions with the RBDB grant application (Sheryl) When you have questions regarding your digital project and/or CONTENTdm (Heidi) When you have questions regarding upcoming training and events (Caitlin) When you have questions on other technology (Derek) Copyright and legal concerns regarding your collections or situations Ask the Lawyer RAQ page (https://www.wnylrc.org/ask-a-lawyer/raqs ) Ask the Lawyer inquiry form (https://wnylrc.org/ask-a-lawyer-form) Business Planning, marketing, branding Ask the SCORE Business Mentor (https://wnylrc.org/ask-the-sbm-form)

What’s fundable Digitization projects – newspapers, photos, scrapbooks, oral histories, maps, directories, manuscripts, letters, and more Technology projects Professional development that is technology focused Creation of finding aids Delivery of materials to vendor for digitization Selective equipment Personnel or contracted personnel: salary and benefits* Space rental for events Vendor contracts

What’s not fundable? Food Mileage of individuals unless cleared in advance Delivery of ILLs Some equipment (check with WNYLRC) Foundation overhead or grant administrative fees Current salary and benefits of existing staff* Overhead costs including physical plant Purchase of local automated systems

What Ideas Do You Have For Your Next RBDB Grant? This Photo by Unknown Author is licensed under CC BY What Ideas Do You Have For Your Next RBDB Grant?