elisabeth walton potter oregon heritage ... process page 3 application process scholarship...
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Oregon Heritage, OPRD www.oregonheritage.org
ELISABETH WALTON POTTER OREGON HERITAGE PRESERVATION SCHOLARSHIP 2018 INFORMATION OREGON HERITAGE
The Oregon Heritage Preservation Scholarship provides financial assistance for Oregon residents to attend a preservation‐related conference, workshop, or training. Eligible travel expenses include registration fees, transportation (e.g. air fare, personal vehicle mileage, etc.), lodging, and meals.
Scholarships are competitive and offered twice per year. Scholarships will be offered to those actively involved in local preservation efforts and who demonstrate in their application how attendance at a preservation‐related conference, workshop, or training will help meet the preservation needs of their local community. Scholarship recipients will be expected to share what they learn from the conference, workshop, or training with others through a post on the Oregon Heritage Exchange blog, a public presentation, or some other way approved by Oregon Heritage.
The scholarship is offered by Oregon Heritage, part of the Oregon Parks and Recreation Department, in honor of Elisabeth Walton Potter. Potter was a long‐time historian with the State Historic Preservation Office and coordinator for the National Register of Historic Places program in Oregon.
FINANCIAL INFORMATION: Generally awards are $500‐$1500.
MATCH: A match is not required; however, additional support or contributions will make the application more competitive.
BUDGET INFORMATION: Include the costs for registration, travel, lodging, meal and any other expenses associated with the training.
REPORTING AND PAYMENT: Awarded projects will be the subjects of binding agreements between the State and the applicants. Scholarship funds are dispersed on a reimbursable basis. Details of payment arrangements and reporting will be provided at the time of award.
SCHOLARSHIP TIMELINE: Round 1 – For conferences, workshops, or trainings taking place between July 1 – Dec. 31.
Deadline – June 1, 2018 (11:59pm) Notification – June 25, 2018 Reporting deadline – January 31, 2019
Round 2 – For conferences, workshops, or trainings taking place between Jan. 1 – June 31 Deadline – November 30, 2018 Notification – December 28, 2018 Reporting Deadline – June 30, 2019 ELIGIBILITY:
Must be Oregon residents at least 18 years of age.
APPLICATION PROCESS
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Must be active in local preservation efforts. This includes activities in historic preservation, archives, museums, Main Street, etc.
Priority will be given to non‐state employees.
Priority will be given to applicants who have not received the scholarship before. CRITERIA:
The review committee will consider the following in ranking the grant applications:
The degree of match between the conference, workshop, or training proposed and the local preservation need identified.
An explanation of how personal attendance at a preservation‐related conference, workshop, or training will help meet the preservation needs of the applicant's local community.
Questions regarding the Elisabeth Walton Potter Oregon Preservation Training Scholarship can be directed to Katie Henry at [email protected] or (503) 986‐0671.
APPLICATION PROCESS
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APPLICATION PROCESS SCHOLARSHIP ANNOUCEMENT: The scholarship application will be announced through various media outlets. Scholarship application information and online system instructions can be found at http://www.oregon.gov/oprd/HCD/FINASST/Pages/grants.aspx (please note that the scholarship is submitted via our grants online system therefore the instructions may use the word “grants” but it also applies to the scholarship application). REGISTRATION FOR THE ONLINE APPLICATION SYSTEM: To access the application, register at oprdgrants.org. If you already have an account, then request through [email protected] or 503‐986‐0685 to add this grant option to your account. See online registration and application instructions for detailed directions to use the online grant system. http://www.oregon.gov/oprd/HCD/FINASST/Pages/grants.aspx#Grant_Planning,_Application_&_Adminstration The application must be complete and submitted online by the grant application deadline. APPLICATION QUESTIONS: The following items will be required on the online application. Be sure to use the OPRD GrantsOnline instructions as you enter the information.
Contact Information
o Applicant – Enter the organization if you applying through your organization or enter
your name if you are applying as a private individual
o Project Contact – This is the person that is applying for and would be using the
scholarship.
o Address
o Reimbursement Contact – This is the person who we contact to handle the financial
side, may organization have a person managing the books who is not the project
contact. The reimbursement contact must have an account in the system to be entered.
Please request an account or use the online registration to create one.
Project Information o Project Name – make a clear, short project title. Ideally the conference, workshop or
training that the applicant would like to attend. o Brief Project Description – please keep this brief and specific. State the conference,
workshop or training, the date, and the location. o Project start date – The start date would be when you intend to incur expenses for the
training. Keep in mind that you may need to purchase plane tickets and registration in advance of the training so it would be wise to have this start date be earlier rather than later.
o Project end date – this date should be after the training is complete o Site name – if the organization has a physical site, or enter NA o Site city/town/area – please put the city of the organization or the community that this
training would benefit o Site county ‐ please put the city of the organization or the community that this training
would benefit o Site description ‐ provide a short description of the organization or the community that
this training would benefit
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o Site acreage – enter NA, there is no need to provide this information o Latitude o Longitude
Financial Information o Requested amount o Match amount o Total amount o Budget grouped by category
Travel Lodging Registration Meals Misc.
o Show source of funding using categories like, organization contribution, personal contribution, conference scholarship (if you received a scholarship from the organization that runs the conference), etc.
o Budget must include both expenses and income sources of funding.
Supplemental o Describe a specific preservation need in your community that could benefit from your
attendance at a preservation conference, workshop, or training. o Provide information about the conference, workshop, or training that you want to
attend. Include a list of specific sessions you plan to attend. Please attach additional information about the conference, workshop, or training, such as a program schedule, brochure, flyer, etc., with this application.
o Describe how you will apply knowledge gained from the conference, workshop, or training to address the preservation need in your community. Please be as specific as possible.
Attachments: Submit additional conference, workshop, or training materials such as the conference schedule, or conference information, or other supporting material that gives the review committee an idea of what the conference entails.
Submission
o Double check your application
o Be sure to click submit, you will receive confirmation of the submission
GRANT REVIEW & AWARD
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SCHOLARSHIP REVIEW AND AWARD PROCESS SCHOLARSHIP REVIEW AND SELECTION: Following the grant deadline the application will be reviewed by staff to make sure it is complete. You will be contacted if the application needs any technical revision. Once applications pass the technical review a committee will review and score them using the following criteria. CRITERIA: The review committee will consider the following in ranking the scholarship applications:
The degree of match between the conference, workshop, or training proposed and the local preservation need identified.
An explanation of how personal attendance at a preservation‐related conference, workshop, or training will help meet the preservation needs of the applicant's local community.
PRIORITIES:
Priority will be given to non‐state employees.
Priority will be given to applicants who have not received the scholarship before SCHOLARSHIP AWARD: The grant award will be made by Oregon Heritage. Applicants will be notified by email or mail following the award decision. SCHOLARSHIP AGREEMENT: Shortly after you are notified that you have been awarded a scholarship, you will receive a Grant Agreement. By signing the Grant Agreement, you attest acceptance of a state grant for the purposes outlined in your application and those outlined in the Agreement. This manual is considered to be part of your Grant Agreement. Some of the items in the Agreement include:
1. An approved Project Budget with line items specifying project expenses covered by scholarship funds and specific project expenses covered by the applicant match. 2. Grant starting date and grant completion & final report date. 3. Special conditions for the project. 4. Specific language for the acknowledgement of public funds provided by the State of Oregon. 5. Requirements for submitting reports and reimbursement requests. 6. Requirements for inspections and audits.
AMENDMENTS TO THE AGREEMENT: You may not, without prior written approval from us, make changes that would substantively alter the scope of work stipulated in the Agreement, or make any changes that authorized the award of the grant. The contract was with the assumption that the work would be completed as agreed. If an issue arises that you think may require an amendment, contact us immediately.
GRANT MANAGEMENT & REPORTING
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GRANT REPORTING Final report: A final report is required within 45 days of completing the project or by the final deadline on your grant agreement, whichever is first. Reports are submitted through OPRD GrantsOnline. Reports must include a summary of work completed and any changes to the original plan. Submit additional documentation including:
A blog post sharing something interesting you learned at the training that will be posted on the Oregon Heritage Exchange and at least one photograph to accompany it. Posts should be 250‐300 words. Please feel free to contact Katie Henry at [email protected] or call (503) 986‐0671 if you have questions about this. OR An alternative to a blog post is to submit another public presentation or approved vehicle of sharing the knowledge you gained from the training. Alternative methods have included an article in newsletter for the recipients organization, a public meeting presentation with community members, a handout with information for stakeholder groups accompanied by a presentation, and other similar ideas.
Oregon Heritage staff will review and approve reports.
See OPRD Grants Online Reporting & Reimbursement Instructions http://www.oregon.gov/oprd/HCD/FINASST/Pages/grants.aspx#Grant_Planning,_Application_&_Adminstration for a detailed guided to completing your report online.
GRANT REIMBURSEMENT: Grant funds are dispersed on a reimbursable basis. A project report and a reimbursement request are required to receive a reimbursement.
The reimbursement request must include expense information for the period the request covers. Submit the following attachments.
Copies of invoices or receipts for expenses
See OPRD Grants Online Reporting & Reimbursement Instructions http://www.oregon.gov/oprd/HCD/FINASST/Pages/grants.aspx#Grant_Planning,_Application_&_Adminstration for a detailed guided to completing your report online.
DO NOT submit canceled checks as proof of payment. Only proof of expense is required.
AUDITS: A field or desk audit may be made after completion of the project to verify your expenditures. The auditor will contact you several days in advance to arrange a convenient time if a field audit is necessary. To expedite this audit, all supporting documents should be readily available. RECORD KEEPING: Keep records of your grant management for five years. For details about accounting procedures see Appendix C. ASSISTANCE: Grant questions and OPRD: Grants Online: Kuri Gill, [email protected], 503‐986‐0685.