OMB No. 3136-0111
NEH APPLICATION COVER SHEET Expires: 11/30/92
1. Individual applicant or project director 2. Type of applicant
a. Name and mailing address a. f by an individual b. Y through an org,/institution
If a, indicate an institutional affiliation, if applicable, on line 11a.
Name JenKi S_ 30o(ofr C. If b. complete block 11 below and indicate here:
(last)l Ilrstl nstall C. Type
Address 14 Z L; bra.,rL JWest d. Status
S,* 3. Type of application
Ul;ersi f Fl r a. new c. renewal
b. revision and resubmission d. E supplement
G,&nes_____l It FEL 3 if______ either c or d, indicate previous grant number:
(city) (state) (Zrp coode
b. Form of address: 4. Program to which application is being made
Office of Preservation F -
c. Social Date of 7, I1L( Endowment Initiatives:
Security# v-Z7- 8D birth 7 lq Endowment Initiatives:( Icode)
(mo d yr
5. Requested grant period
d. Telephone nu ber 37 4 From3 To: 3*4 :3
Office: 101 /322 I'ftqome: 10' ,3-7- M4 From- -]- 1.-- To:
(area co el (area code) Imonlh year) (montthyear)
6. Project funding
e. Major field of applicant Po. Outright funds $ '5 g 4
or project director LI.r^wq ,det., -, a. Outright funds
(code) b. Federal match $
c. Total from NEH $ 5 S'i i-i
f. Citizenship U.S. d. Cost sharing $ 2 (c, 97 3 )
IOther (specily) e. Total project costs $ '< t- .'
7. Field of project 8. Descriptive title of project
P4 U.5. Nu
9. Description of project (do not exceed space provided)
To de6elIop a survc a^cd distribLLte it fArvuThou t -e sfote o 4 *e spap-r.
pjdlis(; rs, Tlhbratrics hshY6rLc& sociCfics efcC. i idti^ci khdius of
F(riideL-publ;sh5 ed ispfpw( (r 6icdr iVs a"/or mcrvfiiri); crco-fe
oa Sdckftn e frr -csc sulrvtys a d pro cezd iT Icf&-4i'a pk-$
b omt yvuoio ^ i d caft4lo gh F(Iaric; ru< spupOer f-Is tfr USU P.
10. Will this proposal be submitted to another government agency or private entity for funding?
(if yes, indicate where and when): J4O
11. Institutional data
a. Institution or organizatin: d. Name and mailing address of institutional grant administrator:
t.nr'Wrs6t of fortida. 1Dvisiol of Seposor4r Resea.rd
(name) FL lasr ~rlsll It bal)
( 6rrcngs\llleI FL 2" Crrin+ter f/(I ,t... ..,,.
"b. Employer identification number "51( 0o0 I1 (g7ers
c. Name of authorizing official: Z(iv eCSV;lI FL. Z 4 /I
Iasi LLRD MAn AT I(cty) (Istale) (zip codel
"ASSISTANT DIRECTOR ft"RESEARCH Telephone q 2 182 Form of address
(title) (area code)
By signing and submitting this application, the Individual applicant or the authorizing official of the applicant Institution (block 11c)
is providing the applicable certifications regarding the nondiscrimination statutes, federal debt status, debarment and suspension,
a drug-free workplace, and lobbying activities, as set forth In the appendix to these application guidelines.
Note: Federallaw provide cri al pnlte o up or imp onme lup to ars or boh.r knowngyproviding false information to an agency ofthe U.S. government 18
U.S.C. Section 1001 2ou
DILLARD MARSHALL For NEH use only
ASSISTANT DIRECTOR OF RESEARCH Date received
ASSISTANT DIRECTOR OF RESEARCH Application #
National Endowment for the Humanities OMB No. 3136-0111
BUDGET FORM Expires: 11/30/92
Project Director If this is a revised budget, indicate the NEH application/grant
DoIor es C. JentKV5_______________
Applicant Organization Requested Grant Period
DUnrvc^^h ^ Fli^-dat L-$ai;s ___ From j 3 to i! 3
The three-column budget has been developed for the convenience of those applicants who wish to identify the project costs that will be
charged to NEH funds and those that will be cost shared. FOR NEH PURPOSES, THE ONLY COLUMN THAT NEEDS TO BE
COMPLETED IS COLUMN C. The method of cost computation should clearly indicate how the total charge for each budget item was
determined. If more space is needed for any budget category, please follow the budget format on a separate sheet of paper.
When the requested grant period is eighteen months or longer, separate budgets for each twelve-month period of the project must be
developed on duplicated copies of the budget form.
SECTION A budget detail for the period from / 43 to .11 13
1. Salaries and Wages
Provide the names and titles of principal project personnel. For support staff, include the title of each position and indicate in brackets
the number of persons who will be employed in that capacity. For persons employed on an academic year basis, list separately any
salary charge for work done outside the academic year.
method of cost computation NEH Funds Cost Sharing Total
name/title of pqsition no. (see sample) (a) (b) (c)
'.so/s C. 1hi 8 A ______ s4 '(00 64o ^0
r osg C. JtxAlrsl
n ia A IonltIS .M20/a $ (CJL41) $ $
Li;brh4i n U4SP CoWd 1] 12- htis 4 /100% of 2O5000 S ____ 25-o oo
Carep L;b. WP F.14. ] 1.] m(2 f l'4s % 4 35-0O _____ 3;7SO l^ W0 3'
0. r. Ac s7# 5q u e Cha.4"k
____-5 per_ ho_ /1 hS.1wk.)_ _
SUBTOTAL $ fZ 700 13 300 $ go 000
2. Fringe Benefits
If more than one rate is used, list each rate and salary base.
rate salary base (a) (b) (c)
.265 % of $ 38300 $ b375 s 331 $ 1767.
2szO ko spi a_'_fi_ % of S Z Z028 11 28 3q4O
pC ,e, ) .8 20 A 1'/0% SUBTOTAL $ $ $__1_ I
3. Consultant Fees
Include payments for professional and technical consultants and honoraria.
no. of days daily rate of
name or type of consultant on project compensation (a) (b) (c)
goic relu4lf, A$ $_ $__ $
SUBTOTAL $ $ $
NEH Budget Form Page 4
SECTION B Summary Budget and Project Funding
Transfer from section A the total costs (column c) for each category of project expense. When the proposed grant period is eighteen
months or longer, project expenses for each twelve-month period are to be listed separately and totaled in the last column of the
summary budget. For projects that will run less than eighteen months, only the last column of the summary budget should be
First Year/ Second Year/ Third Year/ TOTAL COSTS FOR
from: from: from: ENTIRE GRANT
Budget Categories to: to: to: PERIOD
1. Salaries and Wages S__-' O-- $ --- $ $
2. Fringe Benefits
3. Consultant Fees
5. Supplies and Materials 5) O
6. Services ./- o=
7. Other Costs
8. Total Direct Costs (items 1-7) $ 7( $ $ --- = $
9. Indirect Costs $$ =-
10. Total Project Costs (Direct & Indirect ---- ------ -
PROJECT FUNDING FOR ENTIRE GRANT PERIOD
Requested from NEH:' Cost Sharing:'
Outright $ 55 b Cash Contributions $
Federal Matching $ In-Kind Contributions $ 2 2
Project Income $
TOTAL NEH FUNDING S b TOTAL COST SHARING $ 2 4 1 2. /
Total Project Funding (NEH Funds + Cost Sharing)3 $"
'Indicate the amount of outright and/or federal matching funds that is requested from the Endowment.
2lndicate the amount of cash contributions that will be made by the applicant or third parties to support project expenses that appear in
the budget. Include in this amount third-party cash gifts that will be raised to release federal matching funds. (Consult the program
guidelines for information on cost-sharing requirements.)
Occasionally, in-kind (noncash) contributions from third parties are included in a project budget as cost sharing; e.g., the value of
services or equipment that is donated to the project free of charge. If this is the case, the total value of in-kind contributions should be
When a project will generate income that will be used during the grant period to support expenses listed in the budget, indicate the
amount of income that will be expended on budgeted project activities.
'Total Project Funding should equal Total Project Costs.
Institutional Grant Administrator
Complete the information requested below when a revised budget is submitted. Block 11 of the application cover sheet instructions
contains a description of the functions of the institutional grant administrator. The signature of this person indicates approval of the
budget submision and the agreement of the organization to cost share project expenses at the level indicated under "Project Funding.
ASSISTANT DIRECTOR OF RESEARCH Telephone ((94) 392-1582
ame and Title (please type or print) area code
NEH Budget Form Page 3
7. Other Costs
Include participant stipends and room and board, equipment purchases, and other items not previously listed. Please note that
"miscellaneous" and "contingency" are not acceptable budget categories. Refer to the budget instructions for the restriction on the
purchase of permanent equipment.
NEH Funds Cost Sharing Total
item basis/method of cost computation (a) (b) (c)
I Aain shi y .2 stol. Floaifm I.S $_- s s Z726 $ 27Z5-
Jld'l aor sr:cd 5 ve0 e -wsadde -c.
SUBTOTAL $ 0 $ Z72 $ 2 5
8. Total Direct Costs (add subtotals of items 1 through 7) $ 0 $-7 15 $ 2---7
9. Indirect Costs [This budget item applies only to institutional applicants.]
If indirect costs are to be charged to this project, check the appropriate box below and provide the information requested. Refer to the
budget instructions for explanations of these options.
"O Current indirect cost rate(s) has/have been negotiated with a federal agency. (Complete items A and B.)
"O Indirect cost proposal has been submitted to a federal agency but not yet'negotiated. (Indicate the name of the agency in item A
and show proposed rate(s) and base(s), and the amount(s) of indirect costs in item B.)
"O Indirect cost proposal will be sent to NEH if application is funded. (Provide an estimate in item B of the rate that will be used and
indicate the base against which it will be charged and the amount of indirect costs.)
"O Applicant chooses to use a rate not to exceed 10% of direct costs, less distorting items, up to a maximum charge of $5,000. (Under
item B, enter the proposed rate, the base against which the rate will be charged, and the computation of indirect costs or $5,000,
whichever sum is less.)
A. HH HS 7-0 9/
name of federal agency date of agreement
B. NEH Funds Cost Sharing Total
rate(s) base(s) (a) (b) (c)
.3? % of $s. O 5) $ s3 3 sI s$ ? 40 C
% of $
OCer S foisoreJ ?Ped ct rofte TOTAL INDIRECTCOSTS $_i 3 $ 5"4 $. $ C .l4
10. Total Project Costs (direct and indirect) for Budget Period S-'5 ---- -- $- -
NEH Budget Form Page 2
For each trip, indicate the number of persons traveling, the total days they will be in travel status, and the total subsistence and
transportation costs for that trip. When a project will involve the travel of a number of people to a conference, institute, etc., these costs
may be summarized on one line by indicating the point of origin as "various." All foreign travel must be listed separately.
no. of total subsistence transportation NEH Funds Cost Sharing Total
from/to persons travel costs + costs = (a) (b) (c)
o icAd.si'$so 6Con C 4' $ -7Z i8'I $ 2$y$ 2 $ ?s2 IZ
l'villde/ 'Ta1lalossee. I J3 1. '0 _222_ 2. 2
&'v;.- / Alnli I I i 2 IO 132. 2 3(p 23 (
vilt /t Pcnst5&col. ] 1 i 132. 23( ____ 23(.
G'Qkc /OrlA^ i 5 ____ ___0 ______o
GvII.l / ITrapa& / .& [ it ] i I ] 4 40 1/ /l4
G'v,11 J Jacson -le I]l 1 5 # /g 72 72-
I1aZO 16 3 (PI5 4
WAs2. 2 ./ G'VWil.e SUBTOTAL $ $/63( $
P see ola.XckLed Sheet 532 53Z
5. Supplies and Materials
Include consumable supplies, materials to be used in the project, and items of expendable equipment; i.e., equipment items costing less
than $500 or with an estimated useful life of less than two years.
item basis/method of cost computation (a) (b) (c)
&S;le shee paer O0 /rse 2 cases s s$ /Zo0 / ZO
(thf2 [4rd PAp-r .5o /c ____ 30 30
disks 6r C 3340/,o /O baye, 3(oO
SUBTOTAL $ $ 5"/0 $ 5" 0
Include the cost of duplication and printing, long distance telephone, equipment rental, postage, and other services related to project
objectives that are not included under other budget categories or in the indirect cost pool. For subcontracts over $10,000. provide an
itemization of subcontract costs on this form or on an attachment.
item" basis/method of cost computation (a) (b) (c)
IoDS-.f& I OO survc4S Q 5 2 ea. s 1 $_ s $10
looo SAsE M e. 2o 2o0
SUBTOTAL $ 1100 $ 0 $ li 00
LOD04 US A/lP T7 1 LEL
/c/isory >nmift e
Ta//acssa AiSSle (/ 'I /30. Oo
^-e2A 2 f7 D
ir^ Gair sw 5e 2 Af-I f 36 q72
^ ^ ^5n e ^ ^-r A. / 2 ^4 /
UNITED STATES NEWSPAPER PROGRAM: FLORIDA
The George A. Smathers Libraries of the University of Florida present this
grant proposal for the planning phase of the USNP for the state of Florida. The P.K.
Yonge Library of Florida History (hereafter PKY) has since 1947 via its Florida
Newspaper Archives endeavored to collect and preserve Florida newspapers for
research purposes. Despite the current recession and attendant funding cutbacks,
PKY remains committed to maintaining and enhancing its own newspaper
collections and cooperating with other libraries, archives, and research centers to
enhance their holdings and also to prevent needless duplication of microfilming or
cataloging. These institutions include the University of West Florida in Pensacola,
the State Library of Florida in Tallahassee, the University of Miami in Coral Gables,
Florida State University in Tallahassee, and the University of South Florida in
Tampa; the first three are to be co-sponsors for the Florida USNP.
The curator for the PKY collection, Elizabeth Alexander, previously surveyed
several academic, public, and special libraries, plus numerous newspaper publishers
in 1981. While a valuable effort, it was informal and no attempt was made to be
exhaustive. The proposed grant requests the hiring of a full-time coordinator with
several part-time assistants to distribute a new survey attuned to the needs of the
USNP and "saturate" the state: Several directories will be used to develop a mailing
list of over 1000 institutions.
Library staff have already-identified persons and institutions who are willing
to serve as statewide support and as the advisory body to the Florida USNP to
prepare the implementation proposal regarding bibliographic control and
preservation microfilming and access to Florida newspapers.
1. Staff will review core/major bibliographic sources (published, archival, or
electronic) to identify and locate Florida newspapers.
2. Create in-house database for titles, locations, and holdings from which will later
be developed the master file for Florida USNP applications.
3. Re-examine the 1981 PKY survey and use whatever elements seem useful; draft a
new survey with a more extensive mailing list( in excess of 1000 institutions
(libraries, societies, newspaper publishers, court houses, etc.); distribute the survey
and collect the results. Follow up with telephone calls or electronic mail or faxing to
4 Secure the holdings of known Florida newspaper repositories; incorporate them
into the in-house database.
5. Interpret the survey's data to plan the implementation proposal for bibliographic
control and preservation.
6. Try to secure ongoing support, funding, and publicity for the Florida USNP.
Florida is currently the fourth most populous state with a variety of research
centers in its midst and a long and checkered newspaper publishing history. Since
newspapers are a form of public memory, their social worth is beyond price.
However, because of the vicissitudes of news pulp, Florida's semi-tropical climate,
flora and fauna, institutional funding vagaries, etc., many titles have been lost to
today's researchers, and more will be lost or at least draped in obscurity if those
institutions with substantial holdings do not begin to inventory, preserve, and
catalog more so than in times past. With these institutions' leading the way and
publishing/publicizing the results, the collective memory of Florida will be
BRIEF HISTORY OF FLORIDA NEWSPAPERS & PRESERVATION EFFORTS TO
Although Florida was claimed for Spain by Juan Ponce de Leon in 1513 and
the first permanent European settlement in what would become the United States
was established at St. Augustine in 1565, the first Florida Spanish colonial period
produced neither a local press nor a newspaper. In fact, Florida's first newspaper,
the original copies of which survive only at the British Public Records Office, came
into existence during the last year of the British Florida colonial period. In 1783,
William and John Wells left Charleston, South Carolina, along with the withdrawal
of British troops from the city, and sought refuge with other loyalists in St.
Augustine. The Charleston press-noted that copies of the East Florida Gazette
reached the city, "wherein the good people of these States are insulted," in August
1783. (Knauss, 1926) This royalist newspaper did not continue publication
following the Revolutionary War and the return of Florida to Spanish control, and
the Wells brothers removed to the Bahamas where they published the Bahama
Gazette at New Providence. No newspaper was founded during the second Florida
Spanish colonial period.
When Florida became a United States territorial possession in 1821, both
printing and newspapers assumed an important communication role. By July 1821,
Richard Walker Edes, a member of a distinguished family of patriot printers, began
publication of the Florida Gazette at St. Augustine, the initial newspaper of the
American era. The paper was short lived, however, for Edes fell sick and died on
October 15, 1821, and his associates continued publication only through remaining
months of the year. In August 1822, Elias B. Gould established the St. Augustine
East Florida Herald which continued publication under a series of variant titles
Historian James Owen Knauss concluded that at least forty-four newspapers
were published in Florida during the territorial period (1821-1845). (Knauss, 1926)
The majority of the papers were printed in the towns of Tallahassee, Apalachicola,
Jacksonville, St. Augustine, Pensacola, and St. Joseph. Approximately 6,800 issues
were published altogether; 1,800 at Tallahassee, 1,500 at St. Augustine, and 1,200 at
"A Century in Florida Journalism," J. Pendleton Gaines Jr.'s master's thesis
(University of Florida, 1949) provides a detailed overview of newspapers and
printing during the first 100 years after Florida's admission to statehood. Gaines
documents the steady and sometimes explosive spread of newspaper publication as
the Florida peninsula changed from a virtual wilderness to a tourist mecca. In brief,
Gaines concludes that newspapers appeared in almost every town and village
during the 19th century, but many of the papers which came into existence between
1870 and 1900 lasted for no more than a few months. Florida's first daily paper, the
Daily Florida Union, appeared in Jacksonville in 1871, but within three months it
had become tri-weekly. The boom in newspaper publication, however, led to the
creation of the Florida Press Association in 1879. By 1900, 147 newspapers were
being published in the state and of that number 11 were dailies. After the turn of
the century, entrepreneurs grew somewhat more cautious and much more
successful in establishing newspapers.
Florida newspaper publishing reflected the state's economy as a whole. The
tremendous growth and increased prosperity in the state between 1900 and WWI
was able to sustain the largest number of daily and weekly newspapers published at
any time between 1845 and 1945. (Gaines, 1949) The surveys undertaken under the
authority of the WPA and the surveys conducted in connection with the
development of the Union List of Newspapers (Gregory) located 366 Florida
newspapers by 1936.
In the post-WWII era population growth led to the creation of a vast number
of suburban weeklies and the expansion of many papers from weeklies to dailies.
Competing papers have merged-or were driven out of business; others have been
acquired by out-of-state interests. The Gale Directory for 1990-91 registers 53 daily
papers and other variants, tri-weekly to monthly, for a total of 376 published in the
state. Of particularly interest during the current period is the emergence of a
Spanish-language press, particularly in Miami, as a result of the Cuban Revolution.
There are other examples of ethnic or minority press, religious, student, commercial
or trade press, etc. for which a comprehensive survey would reveal the richness and
diversity for the state.
Florida Newspaper Programs:
With several important exceptions Florida newspapers are treated as
ephemera. The P.K. Yonge Library of Florida History (PKY), a special collection
within the University of Florida Library system, produced a questionnaire in 1981
concerning retrospective newspaper holdings which was mailed to 56 Florida
newspaper publishers and 150 Florida public and academic libraries. Of the 56
newspapers contacted, 23 responded and of these 23, six owned substantial
retrospective runs, which have been scheduled into the library's Florida Newspaper
Archives microfilming program. Of the 150 libraries contacted, 88 responded and no
runs were discovered. No responding library reported any printed newspaper
holdings other than the most recent three months.
The PKY Florida Newspaper Archives was established in 1947 with the
specific objective to collect and preserve Florida newspapers for research purposes.
While the program is by no means comprehensive, its collection development
guidelines call for the acquisition, in both print and microform, of at least one
newspaper published in each of Florida's 67 counties. In several cases, two
newspapers are acquired for a particular county, especially where a large
metropolitan daily is published in a city other than the county seat. The current
program includes eighty -two titles.
University Microfilms International (which acquired Bell & Howell)
currently microfilms thirty-four Florida newspapers, of which the library purchases
eighteen. Research Publications (which acquired Microfilm Corporation of
America) currently films ten Florida papers, of which the library purchases eight Of
the remaining titles in the program, microfilm copies of three newspapers are
bought from the publishers who maintain private microfilming contracts, and the
other sixty-six are filmed in the library's in-house microfilming unit. Of the 376
Florida newspapers currently published, approximately 100 are microfilmed and of
that total eighty-two are collected by the Florida Newspaper Archives. Since public
libraries typically do not maintain newspaper collections, retrospective copies of the
unmicrofilmed newspapers will be available only if runs are held by the publisher, a
local historical society, or an individual. (Individuals have, in fact, been in touch
with Ms. Elizabeth Alexander, curator of PKY, from time to time about preserving
their holdings. Because of their demands and time frames, PKY has not often been
able to comply with their requests, but Ms. Alexander can be consulted upon these
past requests to re-establish contact.)
While PKY is the only systematic program for statewide newspaper collection
and preservation, the Florida State Library has on several occasions filmed
retrospective runs of newspapers heretofore unavailable, and, the University of
Miami has seriously collected the emigre and refugee Spanish language press from
the late 1960s to date. Florida A & M in Tallahassee, a historically Black university
in the state system, has a comprehensive collection of the Black press in Florida.
The University of West Florida in Pensacola in conjunction with the Florida State
Library has collected and microfilmed several newspapers from the Florida
Panhandle. Lastly, the Strozier Library at Florida State University in Tallahassee has
significant holdings in Florida newspapers.
Certainly PKY's Florida Newspaper Archive constitutes the major program
dedicated to collecting, organizing, and preserving newspapers published in the
state, but, as noted, the program is not comprehensive. Whenever additional
funding has become available, however, PKY has attempted to secure originals for
filming or to purchase microfilm copies of all retrospective newspaper titles,
including predecessor titles. In addition to these titles, the library has attempted to
secure originals for filming of all newspapers published in Florida before 1900. A
good deal of the very early material has been added from other repositories,
especially the Library of Congress, the New York Public Library, and the British
Public Records Office.
There have been three published research projects (and a recent flurry of
master's theses) dealing with Florida's newspaper publishing history, and each
endeavor has proven valuable to PKY's program to locate and add retrospective
titles to its collection. Dr. Kevin McCarthy of the UF Department of English is
working on projects involving extensive analysis of 19th century Florida
newspapers and he has contacted many collections outside the state and made notes
on these holdings and in many cases bought microfilm copies. He has agreed to let
library staff access these items.
Of the published works the first, James Owen Knauss's book, Territorial
Florida Journalism, remains the major reference to papers published in Florida
before 1845. It is important to note, however, that since its publication a good deal of
material has been located, e.g., copies of the 1783 run of the East Florida Gazette,
which the author thought had not survived, have been located and copied at the
British Public Records Office.
The second attempt consisted of the compilation of survey forms under WPA
authority which were collected in Survey of State and Local Historical Records, 1936,
Florida Historical Records Survey: Newspaper Forms (n.p., 1936). This survey
formed the basis for the Florida entries in the Winifred Gerould (Gregory) work,
American Newspapers, 1821, 1936, A Union List of Files Available in the United
States and Canada...(New York, 1937). As is true of all WPA work in Florida, the
accuracy and completeness of the survey reports vary.
The third work deals with newspapers published between 1845 and 1945, and
the resulting research was compiled in an unpublished MA thesis by J. Pendleton
Gaines, Jr. (Gainesville, FL, 1949). While the information is useful in that it
establishes the year and place a particular newspaper began publication and, in some
cases, the publication frequency, -the thesis was intended as a general history rather
than as an attempt to establish bibliographic control. No attempt has been made to
update the 1936 union list, and no recent conference on the topic has been
organized. Other bibliographic tools include Newspapers in Microform: United
States (1972) and its supplements issued to 1983, and the third edition of the United
States Newspaper Program National Union List [microform], (1989).
Erich Kesse, the University of Florida Preservation Librarian, has designed
the attached survey [ appendix 2]. Other members of the group have also had input
regarding the design, content and wording. While the survey has been mailed and
staff are waiting for the responses or follow-up for the non-responses, the USNP's
full-time librarian's position will incorporate information from the 1981 PKY
survey into the Florida USNP database; he/she will also collect data from those
collections for which we know there are significant holdings. The survey results
from the rest of the state will then be compiled and entered into the Florida USNP
database On occasion when advisory board members around the state cannot make
onsite visits, the USNP librarian will examine the materials or make other
arrangements for a local substitute to examine materials and report back. The
survey should be able to identify holdings and physical condition of paper and/or
microform copies, also bibliographic control, if any.
In addition to the survey mailed to various institutions the project staff can
use the Associated Press office in Miami to publicize the project statewide; Dolores
Jenkins can request from the Florida news librarians that they approach their
features editors with copy about the project. Particularly with the local historical
and genealogical societies staff can also enlist their help in publicizing the project.
As a result of the survey data can be extracted from the database to determine the
amount of effort needed to implement the preservation and cataloging parts of the
Survey Results and Database
The George A. Smathers Libraries already has several projects mounted on
flexible bibliographic software--Pro-Cite-- which is compatible with MARC records,
has a lengthy abstract field which project workers can use to advantage storing the
assorted data re: the Florida USNP, and it is a relational database, making keyword
searching or whatever other tags are used quite easy. Other softwares to which staff
will have access include Microsoft (word processing)and Microsoft File (for mailing
labels, etc.), Double Helix (database manager), Excel (spreadsheet), Super Paint and
MacDraw (graphics--if needed for reports, etc.). The UF staff have found it quite easy
to learn and adapt to assorted projects, one of which is the Preservation Office's
record of microfilmed materials, Filmlog, generated from Pro-Cite software. [Sample
entry in appendices]. The hardware consists of access to two MacIntosh personal
computers, model SE/30, already inhouse. As part of UF's cost sharing an SE/30 has
specifically been budgeted for in the grant proposal for the exclusive use of USNP
The results of the Florida USNP survey will also be entered on Pro-Cite. The
UF systems office has translation softwares with which the inhouse staff can send
copies of the survey or any portion thereof (paper or diskette) to any requestor.
Using criteria developed by the advisory committee, data will be analyzed to
determine which which titles are most representative of their genre; which titles are
already microfilmed but not to Research Libraries Group (RLG) preservation
standards and which should be redone; where are the highest concentrations of
unfilmed papers so staff and filming processes can be used most effectively, etc.
Several people have been contacted and have agreed to serve on the advisory
board. They represent scholars, librarians, and newspaper interests.
Membership of the Statewide USNP Committee
Buddy McKay, Lt. Governor, State of Florida, Tallahassee, FL
Mary Ann Cleveland and Lorraine Summers, Florida Collection
State Library of Florida, Tallahassee, FL
Dean DeBolt, Head, Special Collections, Library, University of West
Florida, Pensacola, FL
Bob Isaacs, Head, Information Services, Sun-Sentinel, Ft. Lauderdale, FL
Nora Paul, Head Librarian, Poynter Institute for Media Studies, St.
Petersburg, FL (Affiliated with the St. Petersburg Times)
Ralph L. Lowenstein, Dean, College of Journalism and Communications,
University of Florida, Gainesville
Bill Brown, Head, Special Collections, Library, University of Miami,
Coral Gables, FL
Dr. Jerrell H. Shofner, Chairman, Department of History, University
of Central Florida, Orlando, FL
Dr. Samuel Proctor, Distinguished Service Professor, Department of
History, University of Florida, Gainesville, FL
The USNP will also solicit-the support of the Florida Press Association, the
Florida Historical Society, the Florida Library Association, the Florida News
Librarians Association, the Poynter Institute, and the foundations associated with
the Gannett and Knight-Ridder newspaper chains whose publications are well
represented in this state. The board will be given information regarding current
bibliographic tools and other types of access, the amount of microfilming done thus
far, etc. and from this information develop initial criteria as to what ought to be
looked for and preserved. After the survey results are obtained, they will examine
those results and determine the priorities and levels thereof. The board will also
provide support for publicity and suggestions for funding for the later phases of the
Since Florida is such a stretched out state and the instate travel times can be
horrendous and the instate airfares are rather costly, the project will have to be
realistic about how many meetings it can afford to support or expect board members
to absorb. In many instances the project can take advantage of current technologies
(e-mail, faxing, telephone conferencing) to substitute for face-to-face meetings. The
project will plan for at least two meetings, the first one month or so into the year's
schedule and the second at about the ninth month to evaluate survey data, establish
criteria, etc. and plan the implementation phase for microfilming and cataloging
and supplementary funding for these two activities. Within this timeline the
project cataloger, Cecilia Botero, CONSER-trained, and the rest of the inhouse staff
will meet with members from the Library of Congress and the National Endowment
for the Humanities to discuss and plan training levels and types of liaison with
other institutions when the project moves to the implementation phase.
Multiple copies of the survey will be printed, accompanied by stamped, self-
addressed envelopes to facilitate returns.
The principal investigator (hereafter, PI) and the USNP coordinator will
develop the contact/mailing lists from the following core directories; of course, if
other possibilities present themselves, they will be incorporated.
1. Directory of Historical Associations in the United States and Canada
2. Directory of Special Libraries and Collections in Florida
3. Editor and Publisher Yearbook
4. Encyclopedia of Associations, Regional, State and Local Organizations:
Southeastern States. (especially to identify genealogy groups)
5. Gale Directory of Publications and Broadcast Media
6. Florida Library Directory with Statistics
7. Florida News Media Directory
Concurrently, the coordinator will check the records from the newspaper
survey conducted by Elizabeth Alexander in 1981 and see how much of this work
can be incorporated into the current project. Coordinator (USNP fulltime librarian)
will phone or fax or e-mail as warrants a large number of specific contacts to make
sure where the surveys should be sent so they do not fall into some institutional
black hole; also to ensure better liaison if/when follow-up is needed. The
coordinator and the student assistant will then begin mailing out the surveys. The
PI, coordinator, and student assistant(s) will also start familiarizing themselves with
the intricacies of the various softwares. They will design the Pro-Cite abstract field
to allow several points of access, in addition to the regular MARC fields. As the
records return, the coordinator will begin checking for completeness of information
and phone, fax, write, or e-mail back to the respondent if clarification is needed.
Typically the coordinator will be the person in charge of inputting the data and
devising methods for "proofing."
The coordinator will contact the the advisory board members to decide upon
the meeting dates for the first and second meetings, the first of which should occur
one month or so into the project. Representatives from Library of Congress and
NEH will also be in attendance at the second meeting.
Publicity begun: Contacts through Florida Press Association, Florida News
Librarians Association, newsletters of the Florida Library and Florida Chapter of
Special Libraries Associations, various local historical and genealogical societies, the
Associated Press regional office in Miami, the Florida News Network, the Florida
Association of Broadcasters, etc.
Publicity well underway to various organizations' newsletters, noting
progress and asking others to spread the word and contribute whatever copy they
can. The coordinator will begin experimenting with different levels of access in the
database, i.e., an unofficial state union list of newspapers, sublists as needed, e.g., a
list of Florida Afro-American or religious newspapers from which the advisory
committee can analyze and advise the project as to priorities in preservation. More
input from Cecilia Botero and Erich Kesse, the UF preservation officer, regarding
locations and conditions of newspapers. A UF professor, Dr. Kevin McCarthy, is
working on a literature in 19th century Florida newspapers project and has a dossier
of over 300 titles which have not been identified elsewhere. He has given
permission to photocopy what is needful from his files. A doctoral candidate in the
UF College of Journalism is working on 20th century Black newspapers and the
coordinator can check with him about accessing his records. Because the papers
have had such a lively publishing history, the coordinator will sample earlier
editions of what is now called Gale's Directory and was formerly called Ayer's to
trace Florida titles. UF's Ayer's holdings do not go back much further than 20-30
years. There is a contact at the American Newspaper Publishers Association, the
ANPA librarian, Yvonne Egertson, who has a run of Ayer's back to the 1880s and
she can provide the project with missing copy for Florida.
Onsite sampling/verification of newspapers. The coordinator will contact the
most appropriate local representative (or advisory board member) to examine those
collections that seem most in need of surveying in person and check their papers
and cataloging and indexing against what was initially reported in the mail survey.
In other instances the coordinator will go into the field to verify and codify. Very
early in this quarter there should be the second general meeting with the advisory
board and it should examine the the data and plan the implementation phase of the
project. Library of Congress staff will arrive for consultation. The PI and the
coordinator will begin work on the proposal for the next phases of the USNP: the
microfilming and cataloging. Botero and Kesse will be quite involved at this stage.
The advisory committee can assist in approaching foundations and implementing
the development plan for USNP supplementary funding Prospects and proposals
will then be forthcoming.
As the survey part of the project comes to a close, the transfer of the day-to-
day management of the project from the USNP coordinator and Dolores Jenkins to
Erich Kesse (for the microfilming/preservation aspects) and to Cecilia Botero (for
the OCLC input and quality control) will occur. Jenkins will continue as the
principal investigator, nonetheless. The UF staff expects to be in this project from
start to finish, but because of the shifts in emphasis, they are presuming shifts in the
actual calls upon expertise, percentage of staff time allocated, etc. A progress report
will be issued and the final version of the survey data, i.e., newspaper titles,
locations and holdings, will be set up in the database.
The inhouse staff will consist of the following UF personnel:
Dolores Jenkins, Journalism Librarian & Principal Investigator
(Jenkins has an M.S. in library science from Florida State University and 22
years of experience as a professional librarian. She is active in the Association for
Education in Journalism and Mass Communications and the Florida News
Librarians Association. In a recent sabbatical she toured several media research
centers in Florida and Washington, D.C. She regularly cooperates in research
projects with colleagues at other institutions, e.g., James P. Danky's Afro-American
periodicals and newspapers project at the State Historical Society of Wisconsin.)
Cecilia Botero, CONSER-trained cataloger
(Botero is the head of the serials cataloging unit at UF wherein she
coordinates UF's participation in CONSER and NACO with the Library of Congress.
She trains all cataloging dapartment personnel in all apsects of serial cataloging and
name authority work for NACO and catalogs original titles and upgrades shared
serials bibliographic records following CONSER standards and NACO guidelines.
Her M.S. in library science is from the University of Texas at Austin.)
Erich Kesse, Preservation Officer
(Kesse's degrees are the M.S. from the University of Kentucky and a
Certificate of Preservation Administration from Columbia University--a one-year
program. At UF he is responsible for the creation and implementation of
preservation policies and procedures. His current budget is $500,000, including
several grants. He has done much consulting work and held numerous workshops
for the Research Libraries Group, OCLC, etc. He holds membership in various
committees in ALA, RLG, OCLC,
Society of American Archivists, Association for Informstion and Image
Management, and Association of College and Research Libraries.)
Bernard McTigue, Chair, Special Collections
(McTigue, retired from the curatorship of the Arents Collections and Keeper
of Rare Books, New York Public Library, now heads the Special Collections Division
at UF which includes the PKY Newspaper Archives. He has extensive experience in
fundraising and grant proposal writing and will be available for consultation to the
project coordinator and PI. His M.S. is from Columbia University.)
Elizabeth Alexander, Head, PKY Library of Florida History
(Alexander holds a 5th year degree in library science from the University of
North Carolina at Chapel Hill. She has been associated with UF libraries in various
positions for over 40 years; since 1973, she has been head of the PKY Library, the
foremost collection of Floridiana in the country. She has been most active in
pursuing the needs of the Florida Newspaper Archives Project which will serve as
the springboard for the Florida USNP.)
Coordinator (to be hired)
Student assistant(s) (to be hired)
The inhouse staff will work closely with certain members of the advisory
board and their institutions, e.g., University of West Florida--Dean DeBolt,
University of Miami-Bill Brown, State Library of Florida--Mary Ann Cleveland and
Lorraine Summers, etc.
Evaluation of project
The advisory board and the staffs of the sponsoring and co-sponsoring
institutions will survey and evaluate the work done by the coordinator for the
statewide effort. The local efforts will perform self-evaluations and submit them to
the coordinator for the Florida USNP files.
Project coordinator's job description:
The coordinator should have a bachelor's degree or demonstrated equivalence,
although a master's degree in library science is highly desirable. This person will be
responsible for the day-to-day management of the Florida USNP and will see to the
distribution of the surveys, the follow-up, and the processing of the data into the
inhouse database. The coordinator will maintain a log of the project's activities and
expenditures to allow for accountability to NEH and UF's Division of Sponsored
Research. The coordinator will also serve as a backup for the co-sponsoring
institutions' staffs when they are not able to go into the field to examine newspaper
holdings. This person will supervise student assistants assigned to the USNP project
and consult daily with the principle investigator whenever possible; will also plan
the meetings, secure local arragements for the advisory board and NEH/LC
representatives, and any other sessions deemed necessary once the project is
United States Newspaper Program. FLORIDA
1. Institution................................... ....................
2. Person completing form..................................
3. M ailing address..................................................
4. Telephone number (FAX number if available)...........................
N ew spaper Title........................................................................................
Place of Publication (City, County)...................................... ............
Language (if not English)..................................................................
First date held.................... Last date held........................
List dates if holdings are scattered/incomplete
First date held.............. Last date held.................................
List dates if holdings scattered/incomplete
Number of reels, fiche or microcards
Locations of master negatives (if known)
NOTE: IF YOU HAVE NO HOLDINGS TO REPORT, SIMPLY RETURN THE
ENCLOSED POSTCARD WHICH NOTES "NO HOLDINGS" AND NAME OF
Please return this form to [Project Coordinator], Florida USNP, 142 Library West,
University of Florida, Gainesville, FL 32611
(904) 392-4919; FAX (904) 392-7251
SPONSORING / CO-SPONSORING INSTITUTIONS
University of Florida. The George A. Smathers Libraries.
Newspapers collected by the University of Florida are in the process of being
put under bibliographic and physical control. More than 3/4 of UF's microfilmed
runs are under bibliographic control (provisional records); detailed accession files
are available in the library, and the holdings acquired before 1977 are listed in the
Catalog of the P.K. Yonge Library of Florida History, 4 volumes, (Boston, 1977). The
newspaper titles held by other repositories are accessible through their catalogs, but
no union list, other than Gregory, exists. Scholarly access to newspapers, therefore,
is limited to a small proportion of the state's newspapers and the individual's
persistence in searching potential archives.
Support for the Florida Newspaper Archives has been sustained and
enhanced by the University of Florida since 1947. Newspapers are recognized as
important primary research materials and the library has organized as extensive a
program as possible with its means. The library has a fine record in securing grants
from the National Endowment for the Humanities and other sources. The catalog
department has been a key member of several networked projects requiring a high
degree of cataloging excellence, e.g., the CONSER program. Cecilia Botero, our
catalog liaison, has already been in touch with the Library of Congress, touching
upon Florida newspaper titles input and is no stranger to the ultimate demands of
the US Newspaper Program. We have a preservation officer who has secured
specialized training from Columbia University's Library School, study beyond his
master's degree in library science. Erich Kesse has been involved in several
preservation grants, projects and consultations nationwide. Elizabeth Alexander
has been involved with PKY for over 30 years and has a wealth of experience that
researchers in Floridiana call upon constantly. Dolores Jenkins, the journalism
librarian, has numerous press contacts and access to newspaper libraries around the
state as a result of her membership in the Florida News Librarians Association.
The University of West Florida. John C. Pace Library
The University Library is the largest on the Gulf Coast in the 400 mile stretch
between New Orleans and Tallahassee. The book collections exceed 525,000 volumes
and these are supplemented by substantial microform holdings, the government
documents depository, and serial subscriptions. The Special Collections Department
holds the largest West Florida research collection in existence, numbering some
650,000 manuscripts, letters, diaries, photographs, maps, books, newspapers, and
other documentary sources. (The West Florida region is defined as the area between
the Apalachicola and Mississippi Rivers, extending northward into the present-day
lower Mississippi, Alabama, and Georgia. This area comprised the Spanish colony
of West Florida and the later British colony. Since 1821, when the Territory of
Florida was created, West Florida is defined as the Panhandle of Florida covering
the ten counties west of the Apalachicola River.
Whenever possible, the Special Collections Department has acquired West
Florida newspapers. Some of these holdings have been received from newspaper
publishers and families, others from courthouses in the Panhandle. A large holding
of the Pensacola Journal and Pensacola News were received from the Library of
Congress after dispersal of their original holdings in the 1970s; few of these were
microfilmed. Other West Florida newspapers have been located in libraries such as
Harvard or the American Antiquarian Society and acquired through contracting for
and purchase of microfilm copies. In some cases, the Pace Library has purchased
newspapers, discovering ownership of several unique titles such as the Florida
Chautauqua (1886-1909?) and Civil War issues of the extremely rare Pensacola
The Special Collections Department holds nearly 200 West Florida
Newspaper titles published between 1821 and the present. The ongoing
Bibliography of West Florida Newspapers is an attempt to record newspaper titles
and holdings at UWF, if any. Current subscriptions cover approximately 25 titles
ranging from weekly to daily newspapers and including special interest items (Pro-
Earth Times), neighborhood publications, and free items (Islander). 19th century
West Florida newspapers are extremely rare; the hot and humid climate of the Gulf
Coast, the frequency and total destruction wrought by hurricanes, and the
occasional courthouse and town fires have left us with many newspapers known in
title only. It may be that a comprehensive newspaper project will locate some of
these items in other libraries or unknown corners of courthouses outside of the
West Florida area.
The fragility and continued acidic deterioration of the West Florida
newspapers have been a major concern. A paper preservation laboratory within the
Special Collections Department has been able to treat some materials but the
untreated materials far outstrip the ability of the laboratory to handle. In 1989, the
Pace Library with assistance from the Northeast Document Conservation Center
established preservation microfilming criteria and entered into a contract with
Research Publications, Inc. to produce stringent master and copy negatives and
positive films of newspaper holdings To date the Pensacola News, 1906-1912, has
been filmed; this period is an important era for West Florida, including the
Hurricane of 1906.
The small town newspapers in the Panhandle mirror Gulf Coast life. Some
of these towns produced governors of Florida, while in others the newspaper editor
reigned supreme, a strong voice in the area's culture. For example, Governor Sidney
Catts of DeFuniak Springs--his rise to power is chronicled in the DeFuniak
newspapers, run by Larkin Cleveland, well-known in the 1920s as the "H.L.
Mencken of the South." It is perhaps from papers like these that an understanding
of Gulf Coast life, passions, viewpoints, and social structure is more evident than
any other source. It is in these papers that we find sources for the rise of the Ku
Klux Klan and conservatism in the South.
In-house reference tools such as the Bibliography of Florida and the
Bibliography of West Florida Newspapers will provide the Florida USNP project
initial bibliographic information and control for newspapers and entries. Holdings
of the Special Collections Department will provide on-site information for the
identification of materials. We hope to be able to assist in inventorying off-site areas
such as courthouses and through our many contacts throughout the Panhandle.
State Library of Florida
The State Library of Florida was established in 1845 by the first legislative
council of Florida to be used by the executive officers of the state. The role of the
State Library has expanded through the years to include new services to the people
of Florida and professional leadership to the state's library community.
Several special collections are maintained, including the Florida Collection.
The collection development goal is to maintain an outstanding research collection
with attention to subject comprehensiveness. The State Library owns 76% of the
entries listed in Florida History: A Bibliography, compiled by Michael H. Harris
(Scarecrow, 1972). The Florida Collection houses approximately 22,000 cataloged
volumes, 280 periodical titles, 900 maps, 200 broadsides, 184 collections of
manuscripts, 840 reels of microfilm, including 154 reels of 19th century Florida
newspapers; 264 original newspapers and many subject, biography, clippings, and
church records files. The primary research materials in this collection make it a
vital information source for all scholars concerned with the state of Florida.
The original Florida newspaper holdings and the newspapers on microfilm
support the work of social geographers, historic preservationists, archaeologists,
local historians, students, genealogists, and museum curators. The scope of the
newspaper collection covers Florida from the territorial period to the present. Less
than 30% of the original papers in the collection have been microfilmed by other
institutions. (Mary Ann Cleveland)
The University of Miami. Otto G. Richter Library.
At the heart of the University of Miami Library system is the Otto G. Richter
Library which houses the bulk of the university's research collections. Holdings of
the university libraries in June 1991 totalled 1,739,855 cataloged volumes, to which
must be added 2,874,699 pieces of microform, a large collection of government
documents, maps, archival and manuscript material. In 1990/91, 51,526 volumes
were added to the collections. The libraries receive 18,349 current serial titles.
The library holds several Florida newspaper titles in microfilm, plus an
extensive collection of titles in paper copy. The collection of particular note for
research purposes is the Cuban Exile Newspapers Collection.
The library founded the Cuban Exile Collection in 1959. In 1961 it developed
an expanded program to acquire materials produced by Cuban exiles in the United
States and abroad, in recognition of the unique historical situation and growing
importance of the Cuban exile experience. Today the University of Miami Library
houses the largest collection of Cuban exile material in the world.
Among the most important groups of materials in the Cuban Exile Collection
are the Cuban Exile Archives and the Cuban Exile Periodicals Collection, housed in
the Archives and Special Collections Department of the Richter Library.
The Cuban Exile Periodicals Collection includes 777 separate publications
(newspapers, magazines, bulletins, and newsletters), totalling approximately 250,000
issues. The newspaper component has about 95 titles (formats and frequencies
changed a great deal from mimeographed efforts in the garage to typically
professionally printed newspaper tabloid.) A bibliography, Cuban Exile Periodicals
at the University of Miami Library, compiled by Esperanza de Varona (SALALM,
1987), provides detailed information on the holdings. It contains a complete
physical description of holdings with annotations for frequency of publication,
NATIONAL ENDOWMENT FOR THE HUMANITIES
WASHINGTON, D.C. 20506
December 3, 1992
Mr. Dillard Marshall
Assistant Director of Research
University of Florida
219 Grinter Hall
Gainesville, FL 32611
Dear Mr. Marshall:
It is with pleasure that I write to advise you that
the National Endowment for the Humanities has awarded a
grant of $55,864 in support of the project referred to
above. This grant is made after careful consideration
of the application by the agency's peer review panels
and the National Council on the Humanities.
Enclosed is the official notice of action which
includes information on the length of the grant period
and the terms and conditions that apply to this project.
Please review this material carefully and feel free to
address any questions concerning the award to the person
whose name appears on the second page of the award
I am pleased that the Endowment is able 'to provide
support for this project.
Ly n-e V. Cheney
cc: Dolores C. J3 nkin
NH 0109210-87) NATIONAL ENDOWMENT FOR THE HUMANITIES
SOFFICIAL NOTICE OF ACTION
AWARD RECIPIENT ACTION TAKEN: DATE OF ACTION:
University of Florida New Grant 12/03/9.
Inst i tl t t i oal Grant: A(dm ni nis rator: PS-20640-93
Dillard Marshall FROM 01/93 THRU 11/93
Assistant Director of Research FUNDING
University of Florida OUTRIGHT $ 55,864.00
219 Grinter Hall
Gainesville, FL. 32611 GIFT $
FEDERAL MATCH $
"PROJECT DIRECTOR TOTAL AWARDED $ 55864. 00
Dolores C. Jenkins FEDERAL MATCHING FUNDS
PROJECT TITLE AMOUNT
OFFERED $ N/A
Florida Newspaper Project: Planning
The conditions and special provisions that apply to this grant are
attached and will be considered acceptable unless a written objection
is submitted within thirty days of the date of this notice. The first
request for payment will indicate the grantee's acceptance of the award.
The administration of :this grant and the expenditure of funds are subject to:
-General Grant Provisions for Grants to Organizations (Revised May 1988);
-Uniform Administrative Requirements of OMB Circular A-1.0;
-Audit Requirements of OMB Circular A-133; and
-Cost Principles for Educational Institutions (OMB Circular A-21).
Copies of these documents may be obtained from the NEH Grants Office, Room 310
Infstructions for the submission of financial and performance reports
-will be found in Enclosures 1 and 2 and on the financial reporting forms.
A complete schedule of report due dates appears on the last page of the
attachment to this notice.. --
Payment of this grant will be made on an advance basis.
Information on requiesiting payment wuill be found in Enclosure 1.
This award was funded by the NEH program described in CFDA section 45.149.
NEH GRANTS OFFICE OFFICIAL
Davidi J .a Walace
Signature "' and Title D:i rector, GrT n s Office
FOR AGENCY SE ONLY:
ta N IZiuh
GRANTEE: University of Florida GRANT NO: PS-20640-93
BASIS OF 'AWARD
This grant is made in support of the activities described in
Endowment application PS-20640.
ENDOWMENT ADMINISTRATION OF THE AWARD
"This grant has been funded by the Division of Preservation and
Access. Questions relating to project activities,, the scope of
the project, or changes in key project personnel should be
addressed to Jeffrey Field of this division. Questions about the
regulations that apply to the grant or requests for budget
changes or extensions of the grant period should be addressed to
Jerri L. Shepherd of the NEH Grants Office.
SPECIAL CONDITIONS AND PROVISIONS
The following conditions and provisions apply to this grant:
1. The budget submitted ith the application is approved. Any
variations from the approved budget wl1"bE 'su&bject to the
limitations set forth in the general grant provisions under
the heading "Budget Revisions."
2. The indirect cost rate of 32% of modified total direct costs
is accepted as a predetermined rate from the commencement
date of this award to June 30, 1994 and as a provisional rate
thereafter- ntil amended.
As a matter of policy, the Endowment does not anticipate an
increase in the award to cover additional costs resulting
from the negotiation of an indirect cost rate greater than
the rate proposed in the budget; however, the negotiation of
a lower rate may result in a reduction of-the award. In no
event will NEH provide grant funds in excess of actual
3. The plan of work contained in the application is approved.
Please refer to this plan of work in interim performance
reports, comparing goals established in the plan with actual
4. Please note that the project title which was used in the
application has been replaced by the working title which
appears on the Official Notice of Acti'on form. Grantees are
requested to use the working title in corresponding with the
Endowment but retain complete freedom with respect to choice
and use of titles for articles, books, films, or any other
product resulting from grant activities.
5. It should be noted that this award does not carry with it
either the implication or the guarantee of continued support
beyond the completion of this grant. A subsequent
application for further funding will be evaluated under our
normal competitive review process.
6.All materials publicizing for resulting from grant activities
must contitn an acknowledgment of Endowment support. The grantee
should consult with Endowment staff to determine appropriate
wording and placement.
ALL CONDITIONS AND PROVISIONS OF THIS GRANT WILL BE
CONSIDERED ACCEPTABLE TO THE GRANTEE UNLESS A WRITTEN
OBJECTION IS SUBMITTED WITHIN THIRTY DAYS FROM THE DATE OF
University of Florida PS-20640-93
The following is a listing of the due dates of the reports required
for this grant. A copy of this listing should be forwarded to those
individuals responsible for the submission of the required reports.
Report Due Date Period To Be Covered
Interim Performance Report 07/31/93 01/01/3? to 06/30/93
Final Financial Report 02/28/94 01/01/93 to 11/30/93
Final Performance Report 02/28/94 01/01/93 .to 11/30/93
Federal Cash Transactions Report 04/30/93 01/01/93 to 03/31/93
Federal Cash Transactions Report 07/31/93 04/01/93 to 06/30/93
Federal Cash Transactions Report 10/31/93 07/01/93 to 09/30/93
The original and one copy of interim and final performance reports,
and challenge grant annual reports should be forwarded to the NEH
Grants Office, Room 310. The original and two copies of final
financial reports and program income reports should be forwarded to
the NEH Grants Office, Room 310. The Federal Cash Transactions
Reports and all requests for payments.should be forwarded to the
NEH Accounting Office, Room 317.:
Endowment May 1988
General Grant Provisions for Grants to Organizations
Excerpted here are those sections of the General Grant Provisions
for Grants to Organizations that are of particular interest to
project directors. The entire Provisions, along with the payment
and financial reporting forms, are sent to the institutional grant
administrator of the award.
Changes in Project Scope or Objectives
A project that is carried out under a grant agreement shall be
consistent with the proposal that is approved for funding by
NEH. Changes may not be made in the subject or the proposed
objectives and products of grant activities without prior
written approval from the appropriate NEH program officer. All
requests for a change in the scope or objectives of a grant
shall be submitted in writing through the institutional grant
Changes in Project Personnel
As a rule, only the replacement of the project director or the
co-director or a substantial change in the level of their effort
or involvement in the project requires prior written approval
from NEH. When it is specifically required as a condition of an
award, written approval will also be needed for the replacement
of other personnel whose work is deemed by NEH to be critical to
the.project's successful completion. The replacement of
professional personnel, other than those identified above, does
not require NEH approval, but such changes should not be
effected before NEH is notified in writing.
All notices of proposed changes in professional project staff
shall be submitted through the institutional grant administrator
and shall include evidence of the qualifications for replacement
The project budget is the schedule of anticipated project
expenditures that is approved by NEH for carrying out the
purposes of the grant. When grantees or third parties support a
portion of the project costs, the project budget includes the
nonfederal as well as the federal share of project expenses.
The grantee shall obtain prior written approval from NEH
whenever a budget revision is necessary because of
a. changes in the scope or objectives of the project;
b. the transfer to a third party (by subgranting, contracting,
or other means) of substantive project activities;
c. the addition of costs requiring prior approval under the
applicable cost principles, e.g.., equipment purchases,
foreign travel, professional services;
d. the addition of costs that are specifically disallowed by
the terms of the grant agreement;
e. the transfer of funds allotted to training allowances
(stipends and other payments to fellows) to other categories
of expense; and
f. the transfer of funds among direct cost categories, between
direct and indirect costs, or among separately budgeted
programs, functions, and activities when the NEH grant
exceeds $100,000 and the cumulative amount of such transfers
is expected to exceed $10,000 or 5 percent (whichever is
greater) of the total project budget as last approved by
NEH. The limitations on the transfer of funds as provided
in this section do not apply when the NEH grant is $100,000
All requests for budget revisions shall be submitted to the NEH
Grants Office through the institutional grant administrator.
Grant Period and Extensions
Grantees have the responsibility of insuring that all project
activities and the commitment of project funds take place within
the official grant period, i.e., the period stated in the award
notice or an amendment thereto. All obligations incurred under
a grant shall be liquidated within ninety (90) days after the
end of the grant period.
Grant Period and Extensions (continued)
If additional time beyond the established grant expiration date
is needed to complete the original scope of the project with the
funds already available, a grantee may request an extension of
the grant period. The maximum length of an extension normally
will not exceed twelve months, and only under the most unusual
circumstances will a second extension of the grant be
considered. Requests for extensions of six months or longer
shall include a summary of the progress achieved, a detailed
justification for the extension, an estimate of the unexpended
grant funds, and a plan of work for the activities that will be
undertaken during the requested extension period. Grant periods
will not be extended solely to enable grantees to use unexpended
All requests for extensions must be signed by the institutional
grant administrator and submitted to the NEB Grants Office no
later than thirty days prior to the expiration date of the grant.
All travel outside the United States, its territories and
possessions, and Canada that is not included in the approved
project budget must be specifically approved by the appropriate
NEH program officer before travel is undertaken.
Any air transportation-of persons or property from, between, or
within a country other than the United States that is paid in
whole or in part with NEH funds must be performed on a U.S. air
carrier when such service is available. U.S. air-carrier
service is considered available even though'a comparable or
different kind of service can be provided at less cost by a
foreign carrier or foreign air-carrier service is preferred by,
or is more convenient for, the traveler.
U.S. air-carrier service is considered to be unavailable under
the following conditions:
a. when the traveler's origin or destination airport is a
gateway airport abroad* and the use of a U.S. air carrier
would extend the time in travel status by at least
twenty-four hours more than travel by a foreign air carrier;
b. when a traveler while en route must transfer to another
flight and the use of a U.S. air carrier would extend his or
her time in travel status by at least six hours more than
travel by a foreign air carrier;
c. when travel time on a scheduled flight by a foreign air
carrier is three hours or less and service by a U.S. air
carrier would involve twice as much travel time; or
Foreign Travel (continued)
d. when travel is between two points outside the United States
and the use of a foreign air carrier would eliminate two or
more aircraft changes in route.
"*A gateway airport abroad is the airport from which the traveler
last embarks en route to the United States or at which he or she
first arrives when traveling from the U.S.
Dissemination of Project Results
Grantees are expected to publish or otherwise make publicly
available the results of work conducted under a grant. Two
copies of any published material resulting from grant activities
should be forwarded to the appropriate NEH program officer as
soon as it becomes available. This material should be labeled
with the identifying NEH grant number.
Data collection activities performed under a grant are the
responsibility of the grantee, and NEH support of the project
does not constitute approval of the survey design, questionnaire
content, or data collection procedures. The grantee shall not
represent to respondents that such data are being collected for,
or in association with, NEH or any other government agency
without the specific written approval of the data collection
plan or device by NEH, However, this requirement is not
intended to preclude mention of NEH support of the project in
response to an inquiry or acknowledgment of such support in any
publication of this data.
Commercial Publication and Distribution of Grant Materials
When it is specifically required by the terms and conditions of
an award, the grantee shall submit a publication and
distribution plan to NEH for approval before materials developed
under a grant are commercially published or distributed. The
plan shall include a description of the materials, the rationale
for commercial publication and distribution, the criteria to be
used in the selection, and, to assure reasonable competition,
the identification of firms that will be approached.
All publication and distribution agreements shall include
provisions giving the government a royalty-free license to use
the material for government purposes and requiring the
acknowledgment of NEH support. When it is specifically
requested by NEH, the publication shall also include the
disclaimer contained in article 24 of these general grant
Program Income (Project Income)
When NEH funding of a project amounts to $50,000 or more and the
cumulative net program income earned by the grantee during the
grant period(s) and the five year period following the
completion date of the grant exceeds $50,000, NER reserves the
right to make a claim to or restrict the use of the federal
share of the program income, including but not limited to income
from copyright royalties and license fees, in proportion to the
amount of funding NEH has provided to the project.
Unless a different timetable is specified in the award notice,
once net program income earned during the grant period and the
five year period following the completion date of the grant
exceeds $50,000, a report must be submitted to NEH immediately.
The program income report shall indicate the sources of income
earned, the auditable expenses that have been deducted to arrive
at net income, and the percentage of funding provided to the
project by NEH.
When the special conditions and provisions of the grant
agreement require income to be returned to NEH, a check made
payable to the National Endowment for the Humanities and
identified as program income must be submitted with the report.
When the grant agreement allows the grantee to retain the
federal share of income for use on the project or other projects
in the humanities, the report shall indicate how this income has
been or will be used.
The purchase of general-purpose equipment (for example, office
equipment and furnishings, reproduction and printing equipment,
or automatic data processing equipment) is allowable only if the
equipment is primarily used to carry out project activities and
the purchase has been approved by NEH.
The purchase of special-purpose equipment (that is, equipment
that is usable only for research, medical, scientific, or
technical activities) requires NEH approval when the item costs
$1,000 or more.
Unless otherwise specified in the award document, the grantee
may copyright any books, publications, films, or other
copyrightable material developed as a result of grant
activities. The National Endowment for the Humanities, however,
reserves a royalty-free, irrevocable, worldwide, nonexclusive
license to reproduce, perform, translate, publish or otherwise
use, and authorize others to use, for federal government
a. any material developed under a grant, subgrant, or contract
under a grant or subgrant, including any copyrighted
b. any copyrighted material when the copyright was purchased
with grant funds by a grantee, subgrantee, or contractor.
Any transfer, sale, or other like disposition of the copyright
in such materials shall be made subject to the above rights
reserved by the National Endowment for the Humanities.
Resolution of Conflicting Conditions
Should there be any inconsistency between these general grant
provisions and the terms and conditions of a grant award notice,
the latter will govern.
National ENCLOSURE 2
Endowment Revised July 1988
E for the
Humanities OMB No. 3136-0069, expires 7/31/94
Performance Reporting Requirements
GENERAL REPORTING REQUIREMENTS 1. COVER PAGE
Those who direct Endowment-funded projects are required to Provide the following information in the order requested:
submit a report of project accomplishments at the conclusion -type of report (interim or final performance report),
of the grant. Frequently, performance reports are also -grant number,
required during the course of a project. When events that -title of project,
have a significant impact on the project occur between -name of project director(s),
scheduled performance reporting dates, these should be -name of grantee institution (if applicable),
reported to the Endowment immediately. -date report is submitted.
If a grantee is required to submit interim performance
reports, the due dates for these reports will be listed on the 2. NARRATIVE DESCRIPTION
last page of the award document. The final performance
report is due within ninety days after the end of the grant The items listed below are provided as guidance to the project
period. [When a grantee has submitted an application for a director in developing the narrative description of project
continuation of a project, the appropriate Endowment pro- activities. Because projects vary considerably, not all items
gram should be contacted to determine if the application may will be relevant to a particular project. Please feel free to
serve as a final report of accomplishment for the earlier organize this portion of the report in the way that most clearly
grant.] presents what has taken place during the grant period.
Two copies of each report should be submitted through
the institutional grant administrator of the grantee organiza- Interim Performance Reports
tion (if applicable) and forwarded to the
Grants Office, Room 310 Compare actual accomplishments with goals established
National Endowment for the Humanities for the report period. Whenever possible, describe the
1100 Pennsylvania Avenue, N.W. work accomplished in both quantitative and qualitative
Washington, D.C. 20506 terms. If project goals have not been met, explain the
reason for this, what steps have been taken to get the
PURPOSE OF REPORTS project back on,schedule, and whether it seems likely that
the project will be completed by the expiration date of the
Interim performance reports serve as a measure of progress grant. Favorable developments that will enable project
achieved on a project and help to identify programmatic and goals to be realized sooner or at less cost than anticipated
administrative problems that may need to be resolved. Final should be described.
performance reports become a permanent record of project
accomplishments. These reports provide information that the Describe any changes that have been made or are
Endowment staff uses to construct descriptive and statistical anticipated in the project work plan or methodology.
profiles of programs and grant categories that are used in re-
sponding to inquiries regarding the significance and impact of If the role of consultants, as outlined in the approved
Endowment grants. Most importantly, the reports help us to project plan, has changed, explain how and why it has
determine how well the NEH program addresses particular changed.'
issues in the humanities and, more immediately, to evaluate
and improve our review process. If applicable, describe how automation contributed to the
project and whether hardware, software, or staffing
FORMAT OF REPORTS problems have been encountered.
Performane reports should be arranged as follows: If federal matching funds are a component of the award
1. Cover Page and the full amount of gifts has not yet been raised,
2. Nariative Description provide information on ongoing fund-raising activities
3. Consultant Report (when required as a and the prospects for raising additional gifts.
condition of a grant)
4. Appendices (as needed) The narrative description of an interim performance
Sreport should average between one and three pages in
Final Performance Report the results of the program.
Using the project description and plan of work that were When federal matching funds were a component of the
approved by the Endowment as a point of departure, award, summarize fund-raising experiences and the major
factors believed to be responsible for success or failure in
1. provide a description of the major activities that occurred raising third-party support.
during the grant period;
2. compare the accomplishments of the project in quantita- Normally, the information that is to be included in a
tive and qualitative terms with the objectives proposed in final narrative description can adequately be covered in a
the application; report that does not exceed ten typewritten pages.
3. indicate the reasons for omissions and changes in project
activities whenever a planned activity did not occur, the 3. CONSULTANT REPORT
scope of an activity was curtailed or expanded, or a new
activity was added to the project; As a condition of a grant, the Endowment may require the
4. if project performance was affected by changes in key submission of a consultant's report during the course of the
project personnel, explain why the changes were made project or at its conclusion. This report should include details
and how performance was affected; on the consultant's project-related activities and an evaluation
5. when project goals were not achieved, indicate what of his or her role in the development of the project. Two
plans there are to continue the project after the grant copies of the consultant's report should be submitted with the
period, how project activities will be funded, and when project director's interim or final performance report.
they are likely to be completed.
Indicate if there are any plans to continue the project after
the grant period because of the success of the program Enclose with the report any supporting material that would
and the interest it has generated. contribute to an understanding of the project and its accom-
plishments to date. This would include:
When there was a commitment on the part of the grantee representative samples of completed work,
institution to continue a program after the grant period, preliminary products such as conference or workshop
explain how the commitment will be honored. If the papers,
program will not be continued, provide a detailed course syllabi and manuals,
explanation for the change in plans. written evaluations of a project,
articles submitted to journals,
When an evaluation of the project has been performed, illustrated field reports,
briefly describe how the evaluation was performed and by copies of published announcements or other formal
whom. Describe the results of the evaluation and your efforts to recruit participating scholars,
own assessment of the program. Discuss both the copies of any mailing, fliers, newspaper releases or
weaknesses and the strengths of the program. A discus- articles, or other media coverage.
sion that includes how problems were dealt with will be
more helpful to Endowment staff than one that focuses It is not necessary to append work in progress, such as
exclusively on the project's successes. draft chapters of a book or other manuscript material. How-
ever, unless otherwise specified in the conditions of the grant
When project activities have been addressed to an award, two copies of any publication, film, videotape, or slide
audience, indicate the nature and size of the audience and presentation resulting from the grant should be forwarded to
assess the impact that the project had on this audience. It the appropriate Endowment program once it becomes avail-
is particularly important to compile quantitative informa- able.
tion for this section of the report. In the case of grants
whose purpose was to affect a number of other institu- The Office of Management and Budget requires federal
tions, include in the report a complete list of participants agencies to supply information on the time needed to complete
and appropriate statistical profiles that show the impact of forms and also to invite comments on the paperwork burden.
the project by geographical region (if possible), kind of NEH estimates the average time to complete this form is 2
institution, and level and type of participant. hours per response. This estimate includes the time for
reviewing instructions; researching, gathering, and maintain-
For projects involving computer applications, describe ing the information needed; and completing and reviewing the
any changes that were made in the method of data entry, final performance report. Please send any comments regard-
the specific data to be encoded, software, hardware, file ing the estimated completion time or any other aspect of this
systems, or search strategies, form, including suggestions for reducing the time to complete.
to the Office of the Assistant Chairman for Operations,
Indicate what grant products were available during the National Endowment for the Humanities, Washington, D.C.
course of the project and any future publication plans for 20506; and to the Office ofInformation and Regulatory
materials resulting from grant activities. Affairs, Office of Management and Budget, Paperwork
Reduction Project (3136-0069), Washington, D.C. 20503.
Briefly describe any efforts thatwere made to publicize