United States Newspaper Program : Florida

Material Information

United States Newspaper Program : Florida
Jenkins, Dolores
Place of Publication:
Gainesville, Fla.
University of Florida
Publication Date:


Grant documentation related to the Florida newspaper project in microfilm which later evolved into the Florida Digital Newspaper Library.

Record Information

Source Institution:
University of Florida
Holding Location:
University of Florida
Rights Management:
Copyright University of Florida. Permission granted to University of Florida to digitize and display this item for non-profit research and educational purposes. Any reuse of this item in excess of fair use or other copyright exemptions requires permission of the copyright holder.

Full Text
Project Profile

Project Number: 5501477-12 PI
Sponsor: National Foundation on Arts and Humanities CFDA#
Contract #
Title: U.S. Newspaper Program-Florida Start Date: 03/01/95 End Da
Award Amount: $338,730.00 Cost Share:

: Hruska

ite: 05/31/01


Date: J wC1e2 [q
C3 postmark r receipt

University Project # 94 Q to q .
TitleofProposal: United States Newspaper Program: Florida
Submitted to Agency/Program: National Endowment for the Humanities: Preservation Program
(NOTE TO THE P.I.: Please provide mailing instructions on page 2)
UNIVERSITY ENDORSEMENTS: The attached proposal has been examined by the officials whose signatures appear below. The principal academic review of the proposal is the responsibility of the Department/Center and College. If additional space is needed for signatures, please provide them on a separate sheet of paper.

Principal Investigator: (Project Director)

6 q -9?l

NAME: Dolores Jenkins Date
TITLE: Associate Librarian CAMPUS ADDRESS: 140 Library West TELEPHONE: 392-4919 SOC. SEC. NO.
Co-Principal Investigator: (If Applicable)
NAME: Date
Departme ad:
N. ,ad Gowan Dt
TITLE: Associate Director for Collection
Management and Chair, Department of
Collection Management
Department Head: (If more than one)
NAME: Date
Approval by Dean or Director:
NAME: Dale B. Canelas Date
TITLE: Director of Libraries

DSR-1 (61/8)

Approval by Dean or Director: (If more than one)
NAME: Dote
Other Endorsement (If Needed):
NAME: Date
Approval by Vice-President for Agricultural Affairs (For all projects involving IFAS Personnel)
Approval by Vice-President for Health Affairs: (For all projects involving JHMHC Personnel)



Official Authorized to Sign for the University: (Leave Blnk

NAME: VLIARD MAM1'AM TITLE. ASSISTANT DIRECTOR OF RESEARCH Division of Sponsored Research University of Florida

The University of Florida
Division of Sponsored Research 219 Grinter Hall
Gainesville, FL 32611
(904) 392-1582


OMB No. 3136-0111 Expires: 11/30/92

1. Individual applicant or project director a. Name and mailing address

ii---,. .Tenkirs

o (ores

(lastd -Ifrst) ntal
Address 14 2 L; bra.r -St
n;tersif-q of Florida.
C-x ncsitli'- FL 3al
(City) (state) zp code)
b. Form of address:
c. Social #Date ofSecurity. Z( OL7-8 4'ltl birth (m, d yt7
(mo daly yr)
d. Telephone nuu ber iome: o 377- 24
office: q0o /3W qI-oe:.' ,'7"
(area co e} area code)
e. Major field of applicant
or project director LihrF Sdwoe
-1! Y% Ki ri

f. Citizenship U.S.

7. Field of project


2. Type of applicant a. f by an individual b. Y through an org,/institution If a, indicate an institutional affiliation, if applicable, on line 11 a. If b, complete block 11 below and indicate here: c. Type
d. Status
3. Type of application a. new c. renewal
b. revision and resubmission d. Z supplement If either c or d, indicate previous grant number:
4. Program to which application is being made
Office of Preservation [
Endowment Initiatives:
5. Requested grant period From: -- 1. 3 To: 3L-3
(month year) (monthyear)

6. Project funding a. Outright funds b. Federal match c. Total from NEH d. Cost sharing e. Total project costs

$ 4
$ 2 C,--$ <9,:Q ti_!

8. Descriptive title of project
P4 U5. M Aljspaper Prvq-roam : Florida~

9. Description of project (do not exceed space provided)

To ae;(eIop 6t L 6tWC4N Oauf djsthLtC e it- frCou(At ~ ftt.~*eJet~
~d~s(iers ThaAic~ hsI6rC~soc.-Cfil!Sd/ efc. rdii. kzdjvw&~s o
P~riL-~,~bL~-4 ~p-~(-~A~6Yi~ivLs ad/or m~rfie'mr);rc-(e actA'&e r -t~rse su~rvc~ s~ pro cezcd -fo I~fJ~ ~&

10. Will this proposal be submitted to another government agency or private entity for funding? (if yes, indicate where and when): 4
11. Institutional data
a. Institution or organization: d. Name and mailing address of institutional grant administrator:
(.vnw rs;'s- Horid. 1)ivisio of Sposore-4 Rese~ardi .
(name) tlasrsts tnbal)
(ra CesTOJ rSll. FL as Crriyier Wo(I ...
cb. )Employer identification number 51(p 0 o g /4 (hversi -d Fioridc.
c. Name of authorizing official: .tCSVlI FL. Z'
I las) nir DoA MAR HALT Sa (city) (stale) (Zip code)
ASSISTANT DIRECTOR f"RESEARCH o,,,ai Telephone qo 0 2- 1682 Form of address
(title) (area code)
12. Certification
By signing and submitting this application, the Individual applicant or the authorizing official of the applicant Institution (block 1 c) Is providing the applicable certifications regarding the nondiscrimination statutes, federal debt status, debarment and suspension, a drug-free workplace, agd lobbying activities, as set forth In the appendix to these application guidelines.
(signature) (date)
Note: Federal taw provide cri pn e upt or imponment uptotv s. or both. for knowingly providing false informationtoanagencyof the U.S. government 18 .s.c. Section 1001. ..


For NEH use only Date received Application # Initials

q !Mue'tofilMi1

National Endowment for the Humanities

OMB No. 3136-0111 Expires: 11/30/92

Project Director If this is a revised budget, indicate the NEH application/grant
Dolores C. JerKinr5
Applicant Organization Requested Grant Period
(rver 4 F/~l k L r ;eis From -/ 3 to !y '13
n 1 f Flor;dA 1j4raries mo/yr mo/yr
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 I q3 to ,. 3
mo/yr mo/yr
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 p sition no. (see sample) . (a) (b) (c)
Jso/ore5 C. ICA i~ "IS~ ~ 20/e0 K4~O$___ ''0 __l-, ;',A. invitsAek _____ _____ 1._5L__(___$ .1
I r .
L br4'riAn [SP Co- 0'4 ] 12. Mn0 s ( o0% of 25s000 1s-5O00 2500 0
n.e. 4TZl-.t i L
E. 'KCSS 4 reser. or l
OffCAc I-41I~ / -oe 33,000 6_ /50 ____T
ra ,S~i 11 1 1T- w-[s ] 5'/ A-,, coo 2. 5_0 tz__" 01
a ____ 2S If~
udi<.t ASsiSh4l 1W i/ oawks 5 ( oo/o I 700 1700 170
SUBTOTAL $ 2.6 700 13 300 $ go oo0
2. Fringe Benefits
If more than one rate is used, list each rate and salary base.


rate salary base
.265 s% of $ 38 o00
2 30 ( kospga tfw 7% of $s
2820 ". e2 O % SUBTOTAL
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)
$ b375 $ 3317ZZ Z0 If 28
$ $



s 1767.
3 47 3$'T'4
s$__ 1S


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 completed.

Budget Categories
1. Salaries and Wages
2. Fringe Benefits 3. Consultant Fees
4. Travel
5. Supplies and Materials
6. Services
7. Other Costs
8. Total Direct Costs (items 1-7)
9. Indirect Costs
0. Total Project Costs (Direct & Indirect

First Year/ from: to:
:5) 0
$ ~I5

Second Year/ from: to:

Third Year/ from: to:


Requested frc
Federal Ir


Outright 57'5 S If Cash Contributions
Watching $ In-Kind Contributions
Project Income
Total Project Funding (NEH Funds + Cost Sharing)' $ " .

$. z tqa

'Indicate the amount of outright and/or federal matching funds that is requested from the Endowment. 2Indicate 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. It this is the case, the total value of in-kind contributions should be indicated.
When a project will generate income that will be used during the grant period to ,support expenses listed ir, the budget, indicate the amount of income that will be expended on budgeted project activities.
3Total 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."
ame and Title (please type or print) area code
I/I ~ Date/'
Si nature
NEH Application/Gran umber: __

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.

item basis/me
lW111 lt SO CA as ove adk Ac.

(hod of cost com oyifMC13 A~

mutation SUBTOTAL

8. Total Direct Costs (add subtotals of items 1 through 7)

NEH Funds Cost Sharing
(a) (b)
s $ -726
$ 0 $Z7Z
$ 0 $ :27-Z 5"

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. PHHS 7 oz- 9/
name of federal agency date of agreement

OA e" Y, l,% 5o re-

of $ ?redt3 ro fc TOTAL INDIRECT COSTS

10. Total Project Costs (direct and Indirect) for Budget Period

NEH Funds
$ 1 35
s- t1

Cost Sharing
$ 5m7 .
s 51-4
$ Z&72

s- I q 440C?
$ ) C- 4 $ a T's

$ 27Z5
$ 2-7Zs

NEH Budget Form Page 2
4. Travel
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)
cl-s $Si's Con' $j y'$___ i o $ __7_$ $ ?_('ville /Taialessee 1 ('2. 0 227 22. 2.
Gvit. I A~ [ I J [ 2. Io~o 132. 2 3(e 23 (
vit- / ttPcn5&co1o. [ I 10I 132. 23(p 23(,
G'va(W. /OrlAd [ I I I I ______ ____ ____ _____ __ '
Gv,Ilc IT-rw,.,, t.Pd? II 4... 40o ___,__ ___G'v,11 JJ sodni.5_lle { I ll 65# I 754 72I1aZO 16 3 (P 534
Ash D.C. /G'Vile 2 SUBTOTALs $ $ $. _3
P ece Ua.&cked sheet 632 53Z
5. Supplies and Materials 3 2
Include consumable supplies, materials to be used in the project, and items of expendable equipment; i.e., equipment items costing less
than $500 or with an estimated useful life of less than two years.
item basis/method of cost computation (a) (b) (c)
le she pAp:r 0 /cIrse 2 cases s s$ /Zo0 /Z 0
J dc
t&!f2 [4r',d Pff:-r 'o /:%5 3 o 0
disks 6r 340 /b_


$ $ 51o $ 5"1 0

6. Services
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)
Soo1000 survS 5 5f ea. s '1o S 10
1000 SAsE e M e.. 24v Zq0

SUBTOTAL $ 100 0

s O $ i OQ


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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 pr event 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.
2.1 Create in-house database for titles, locations, and holdings from which will later be developed the master file for Florida USNP applications.
3. 11Re-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 non-respondents.
4ISecure 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. 1Try 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 significantly enhanced.
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, th el 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 theWells 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 until 1849.
Historian James Owen Knauss concluded that at least forty-four newspapers we republished 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 Pensacola.
"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 tni-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, tni-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 (P1(Y), 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 re trospective 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 gu idelines 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 th at 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 w orking 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, Fl iorida 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 WPTA 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 [midcroform), (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 project.
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 staff.
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.
Advisory Board
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 project.
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 cri teria, 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.
First quarter:
Multiple copies of the survey will be printed, accompanied, by stamped, selfaddressed 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 (USNPT 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 As sociated Press regional office in Miami, the Florida News Network, the Florida Association of Broadcasters, etc.

Second quarter:
i 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 UP preservation officer, regarding locations and conditions of newspapers. A UP 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 UP College of journalism is working on 20th century Black newspapers and the coordinator can check with him about accessing his records. Because the papers halve 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. UP'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 AkNPA 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.
Third quarter:
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.
Fourth quarter:
As the survey part of the project comes to a close, the transfer of the day-today 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 UP 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.
Project staff
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 P1. 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.
Appendix 1
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 underway.

Appendix 2
The Survey
United States Newspaper Program. FLORIDA
1. Institution .................................................................
2. Person completing form ......................................
3. 'Mailing address .......................................................
4. Telephone number (FAX number if available) ...............................
N ew spaper Title ...............................................................................................
Place of Publication (City, County) .........................................................
Language (if not English) ..............................................................................
Paper Holdings
First date held .................... Last date held ..............................
List dates if holdings are scattered/incomplete
Microform Holdings
First date held ................ Last date held ...................................
List dates if holdings scattered/incomplete
Number of reels, fiche or microcards

Filmed by

Locations of master negatives (if known)
Other comments
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
Appendix 3
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 low' er 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 Observer.
l 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 (ProEarth 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 Place 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 192 'Os 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 id entification 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. (Dean DeBolt)
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. T he 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 n i 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 su port 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 (fom-tats 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,

December 3, 1992
Mr. Dillard Marshall Assistant Director of Research University of Florida 219 Grinter Hall Gainesville, FL 32611
Ref: PS-20640-93
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 notification.
I am pleased that the Endowment is able 'to provide support for this project.
Ch rmnan
cl-- o ur s
L yn rr-, e V C! h e} n

cc: Jolore C. Jenkins

NH 1092j10-87)
, 001535


University of Florida
Insti bitiontial Grant Admi i nisrator:
Dillard Marshall
Assistant Director of Research
University of Florida
219 Grinter Hall
Gainesville, FL 32611


New Grant


FROM 01/93 THRU 11/93



Florida Newspaper Project: Plannirng


55, 864.00


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 granted's acceptance of the award.
The administration-of :this grant anrd the expenditure of funds are subject to:
-General Grant Provisions for Grants to Organizations (Revised May 1988);
-Uniform Administrative Requirements of OMB Circular A-110;
-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
Instructions 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 notic-e..
Payment of this grant will be made on an advance basis.
Information on requesiting payment will be found in Enclosure 1.
This award was funded by the NEH program described in CFDA section 45.149.


David J. Wallace Director, Grants, Office

3 /9i

' I =I I I N

^uuivB I salnc/I Ii:

GRANTEE: University of Florida GRANT NO: PS-20640-93
This grant is made in support of the activities described in Endowment application PS-20640.
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.
The following conditions and provisions apply to this grant:
1. The budget submitted 4wth theI application is approved. Any
variations from the approved budget will"hesubject 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 (ntl 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 ofthe award. In no
event will NEH provide grant funds in excess of actual
project costs.
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 publicizingIor resulting from grant activities must contain an acknowledgment of Endowment support. The grantee should consult with Endowment staff to determine appropriate wording and placement.

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.


Interim Performance Report Final Financial Report Final Performance Report Federal Cash Transactions Report Federal Cash Transactions Report Federal Cash Transactions Report

Due Date
07/31/93 02/28/94 02/28/94 04/30/93

Period To Be Covered
01/01/93 to 06/30/93 01/01/93 to 11/30/93 01/01/93 .to 11/30/93 01/01/93 to 03/31/93 04/01/93 to 06/30/93 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 KEH 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..

University of Florida


N National Revised
Endowment May 1988
for the
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 NEE 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 NEE. 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 NEE to be critical to
theproject's successful completion. The replacement of
professional personnel, other than those identified above, does
not require NEE approval, but such changes should not be
effected before NEE 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


Budget Revisions
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 amobint of such transfers
is expected to exceed $10,000 or 5 percent (whichever is greater) of the total project budget as last approved by
NEE. The limitations on the transfer of funds as provided in this section do not apply when the NEH grant is $100,000
or less.
All requests for budget revisions shall be submitted to the NEEl
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
grant funds.
All requests for extensions must be signed by the institutional
grant administrator and submitted to the NEE Grants Office no
later than thirty days prior to the expiration date of the grant.
F Foreign Travel
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
NEB 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 tr-aveler 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
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 NEE funding of a project amounts to $50,000 or more and the
cumlatvenet 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, NEEl 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 NEHl 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 NEEl 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 NEEl, 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 NEE.
The purchase of special-purpose equipment (that is, equipment
that is usable only for research, medical, scientific, or
technical activities) requires NEEl 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
material; and
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
-H for the
Ef Humanities OMB No. 3136-0069, expires 7/31/94
Performance Reporting Requirements

Those who direct Endowment-funded projects are required to submit a report of project accomplishments at the conclusion of the grant. Frequently, performance reports are also required during the course of a project. When events that have a significant impact on the project occur between scheduled performance reporting dates, these should be reported to the Endowment immediately.
If a grantee is required to submit interim performance reports, the due dates for these reports will be listed on the last page of the award document. The final performance report is due within ninety days after the end of the grant period. [When a grantee has submitted an application for a continuation of a project, the appropriate Endowment program should be contacted to determine if the application may serve as a final report of accomplishment for the earlier grant.]
Two copies of each report should be submitted through the institutional grant administrator of the grantee organization (if applicable) and forwarded to the
Grants Office, Room 310
National Endowment for the Humanities
1100 Pennsylvania Avenue, N.W.
Washington, D.C. 20506
Interim performance reports serve as a measure of progress achieved on a project and help to identify programmatic and administrative problems that may need to be resolved. Final performance reports become a permanent record of project accomplishments. These rep orts provide information that the Endowment staff uses to construct descriptive and statistical profiles of programs and grant categories that are used in responding to inquiries regarding the significance and impact of Endowment grants.. Most importantly, the reports help us to determine how well the NEH program addresses particular issues in the humanities and, more immediately, to evaluate and improve our review process.
Performance reports should be arranged as follows:
1. Cov ier Page
2. Narrative Description
3. Consultant Report (when required as a
condition of a grant)
4. Appendices (as needed)

Provide the following information in the order requested:
-type of report (interim or final performance report),
-grant number, -title of project,
-name of project director(s),
-name of grantee institution (if applicable),
-date report is submitted.
The items listed below are provided as guidance to the project director in developing the narrative description of project activities. Because projects vary considerably, not all items will be relevant to a particular project. Please feel free to organize this portion of the report in the way that most clearly presents what has taken place during the grant period.
Interim Performance Reports
" Compare actual accomplishments with goals established for the report period. Whenever possible, describe the work accomplished in both quantitative and qualitative
terms. If project goals have not been met, explain the
reason for this, what steps have been taken to get the
project back on,schedule, and whether it seems likely that the project will be completed by the expiration date of the
grant. Favorable developments that will enable project
goals to be realized sooner or at less cost than anticipated
should be described.
" Describe any changes that have been made or are
anticipated in the project work plan or methodology.
* If the role of consultants, as outlined in the approved
project plan, has changed, explain how and why it has
* If applicable, describe how automation contributed to the
project and whether hardware, software, or staffing
problems have been encountered.
* If federal matching funds are a component of the award
and the full amount of gifts has not yet been raised,
provide information on ongoing fund-raising activities
and the prospects for raising additional gifts.
The narrative description of an interim performance report should average between one and three pages in length.

Final Performance Reportthreusofhepor.

* Using the project description and plan of work that were
approved by the Endowment as a point of departure,
I provide a description of the major activities that occurred
during the grant period,
2. compare the accomplishments of the project in quantitative and qualitative terms with the objectives proposed in
the application;
3. indicate the reasons for omissions and changes in project
activities whenever a planned activity did not occur, the scope of an activity was curtailed or expanded, or a new
activity was added to the project;
4. if project performance was affected by changes in key
project personnel, explain why the changes were made
and how performance was affected;
5. when project goals were not achieved, indicate what
plans there are to continue the project after the grant
period, how project activities will be funded, and when
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
and the interest it has generated.
When there was a commitment on the part of the grantee
institution to continue a program after the grant period,
explain how the commitment will be honored. If the
program will not be continued, provide a detailed
explanation for the change in plans.
When an evaluation of the project has been performed,
briefly describe how the evaluation was performed and by
whom. Describe the results of the evaluation and your
own assessment of the program. Discuss both the
weaknesses and the strengths of the program. A discussion that includes how problems were dealt with will be more helpful to Endowment staff than one that focuses
exclusively on the project's successes.
When project activities have been addressed to an
audience, indicate the nature and size of the audience and assess the impact that the project had on this audience. It is particularly important to compile quantitative informnation for this section of the report. In the case of grants whose purpose was to affect a number of other institutions, include in the report a complete list of participants
and appropriate statistical profiles that show the impact of
the project by geographical region (if possible), kind of
institution, and level and type of participant.
For projects involving computer applications, describe
any changes that were made in the method of data entry, the specific data to be encoded, software, hardware, file
systems, or search strategies.
Indicate what grant products were available during the
course of the project and any future publication plans for
materials resulting from grant activities.
Briefly describe any efforts thatwere made to publicize

When federal matching funds were a component of the
award, summarize fund-raising experiences and the major factors believed to be responsible for success or failure in
raising third-party support.
Normally, the information that is to be included in a final narrative description can adequately be covered in a report that does not exceed ten typewritten pages.
As a condition of a grant, the Endowment may require the submission of a consultant's report during the course of the project or at its conclusion. This report should include details on the consultant's project-related activities and an evaluation of his or her role in the development of the project. Two copies of the consultant's report should be submitted with the project director's interim or final performance report.
Enclose with the report any supporting material that would contribute to an understanding of the project and its accomplishments to date. This would include:
- representative samples of completed work,
- preliminary products such as conference or workshop
- course syllabi and manuals,
- written evaluations of a project,
- articles submitted to journals,
- illustrated field reports,
- copies of published announcements or other formal
efforts to recruit participating scholars,
- copies of any mailing, fliers, newspaper releases or
articles, or other media coverage.
It is not necessary to append work in progress, such as draft chapters of a book or other manuscript material. However, unless otherwise specified in the conditions of the grant award, two copies of any publication, film, videotape, or slide presentation resulting from the grant should be forwarded to the appropriate Endowment program once it becomes available.
The Office of Management and Budget requires federal agencies to supply informaation on the time needed to complete forms and also to invite comments on the paperwork burden. NEH estimates the average time to complete this form is 2 hours per response. This estimate includes the time for i nstructions; researching, gathering, and maintaining the information needed; and completing and reviewing the final performance report. Please send any comments regarding the estimated completion time or any other aspect of this form, including suggestions for reducing the time to complete. to the Office of the Assistant Chairman for Operations, National Endowment for the Humanities, Washington, D.C. 20506; and to the Office of Information and Regulatory Affairs. Office of Management and Budget, Paperwork Reduction Project (3136-0069), Washington, D.C. 20503.

the results of the program.