The Things They Carried Home: Preservation Project

The Things They Carried Home: Preservation Project
Special Veterans Initiative
Museums, libraries, and other nonprofit organizations are invited to apply for grants of up to
$3,000 for projects that preserve and create access to material related to military service.
Special consideration is given to service in the Korean, Vietnam, Afghanistan, and Iraq Wars.
Eligible projects include collections care, digitization, transcription, research, or other creative
preservation ideas. Funds will be used to preserve and document uniforms, medals, letters,
photographs, email correspondence, or other important items - in other words, the things
soldiers carried home. There are over 223,000 veterans in Kansas, many only recently returning
from abroad. How will we preserve their stories for the future?
Goals
• Preserve and document items that tell stories of American service members
• Promote a deeper understanding of war and its aftermath
• Engage veterans and their families in a dialogue about their service experience
Who Can Apply? In-state nonprofits are eligible, except colleges and universities. 501c3
status is not required, but applicants must provide a DUNS number. Organizations with an
open KHC grant over $500 may not apply.
Award Amounts: Grants are competitive and awarded up to $3,000.
Important Dates
EXTENDED Draft Deadline
Final Application EXTENDED Deadline:
Projects should begin after:
Projects must be completed by:
December 10, 2014
December 17, 2014
February 4, 2015
May 31, 2016
Grant recipients are asked to:
• Identify a local veteran to serve as a project advisor
• Identify a preservation consultant to advise on best practices
• If grant is awarded, attend a planning meeting with KHC
• Plan a public “hands-on” preservation workshop
• Submit a final report that explains project results, grant expenditures, and cost share
This program is part of a larger KHC initiative that includes community-wide reading projects
centered on The Things They Carried, Tim O’Brien’s novel of the Vietnam War. Funding for this
grant opportunity is provided through Standing Together, a National Endowment for the
Humanities initiative. The Kansas Humanities Council is a nonprofit organization that connects
communities with history, traditions, and ideas to strengthen civic life. For information, visit
www.kansashumanities.org
For More Information
Contact Murl Riedel, Director of Grants, 785-357-0359, [email protected]
Nov 10, 2014
GETTING STARTED: What Makes a Good Preservation Project?
In his classic Vietnam War novel The Things They Carried, Tim O’Brien writes that the physical
items carried by soldiers – helmets, can-openers, letters, etc. – were reflective of their
emotional burden. From uniforms to digital images posted online, this material tells us a great
deal about the experiences of veterans. A good preservation project explores, organizes,
documents, and preserves this material so it is available to future generations. Projects must
involve material related to military service. Eligible projects include:
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Cataloging, indexing, or inventorying efforts that organize and document a collection
Care of collection efforts that involve housing artifacts, photographs, or documents in
archival material so they are safely preserved and shared
Digitization or scanning projects that involve photographs, film, audio, or video
Pro-active collecting efforts that seek to document and preserve example items from
the community that are connected to recent military service, such as digital
photographs, video, or emails
Transcription of diaries, letters, or audio/video recordings in order to preserve their
content and enhance public access
Public programs that encourage the documentation and preservation of material related
to military service
Other creative preservation projects
Select a Preservation Consultant
Every project must involve a Preservation Consultant, usually a museum professional, archivist,
or conservator with a Masters degree. KHC staff can help identify this person. This consultant
cannot be the Project Director. The Preservation Consultant can:
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Talk with you about the project and discuss similar projects
Offer ongoing advice and guidance via phone or email
Conduct a site visit once the project has begun, and provide training
Help select appropriate materials and identify “best practice” methods
Select a Veterans Advisor
Every project must involve at least one veteran from the community to serve as project advisor.
The Veterans Advisor can:
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Provide context and relate personal knowledge and experience
Help decipher military terms and acronyms
Connect the project with the expertise of other veterans or veterans groups
Plan a Preservation Workshop
Each organization is required to plan a public “hands-on” workshop aimed at helping
community members – veterans and nonveterans - learn how to preserve personal material
related to military service. Grant funds should be used to bring a preservation consultant to
your community to lead the workshop. The workshop can also serve as a culminating event for
your preservation project.
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Preservation Consultant should provide a 30-minute presentation with 30 minutes of
discussion and demonstration.
The public is encouraged to bring personal items and share stories
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Grant Funds CAN be Used for:
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Part-time or temporary staff to conduct the work of the project
Supplies such as archival storage material, CDs, or DVDs. External drives are
considered special purpose equipment and costs up to $200 is allowable.
Honorarium for preservation consultants, advisor, and/or special speakers. Standard
rates:
o Preservation Consultant: $200
o Veterans Advisor: $150
o Speaker/Workshop Facilitation: $150
In-state travel expenses for consultant, advisor, and project staff. Standard rates:
o Mileage: $.50/mi
o Lodging: $75/night
o Meals: $25/day
Digitizing services or rental of equipment for the project, such as a scanner
Production of finding aids, event hand-outs, copy prints of photographs or negatives
Development of a small display related to the preservation project
Publicity and promotion directly related to the project
Grant Funds CANNOT be used for:
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Salary for full-time staff employed by the sponsor organization
Bookkeeper cannot be paid with grant funds. This cost is typically an in-kind
contribution of $200. The Project Director cannot serve as bookkeeper.
Publishing a book
The purchase of equipment (computers, scanners, shelving, cameras, etc.), computer
software, domain names, website hosting, or insurance
Lumber, building materials, HVAC equipment, or other forms of hardware
The purchase, construction, restoration, or preservation of a building
Creation or purchase of memorial or monument
Food, beverages, entertainers, or re-enactors
The support of individual research or projects for academic credit. Students may be
involved, but only as volunteers.
Any expense incurred prior to grant award
Advocacy or social service programs
Projects that discriminate on the basis of race, color, national origin, gender, age, or
physical abilities
What will KHC look for in a The Things They Carried Home preservation project?
Successful applications will demonstrate the ability to plan a preservation project that focuses
on material from the Korean, Vietnam, Afghanistan, and Iraq Wars; the ability to engage
veterans; and a plan for at least one preservation workshop. KHC programs are intended for
an out-of-school adult audience. Events should be free and open to the public. Publicity should
not be released prior to notification of funding decision.
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HOW TO APPLY:
Step 1
Contact KHC to learn about the initiative and see if you have a project that is eligible.
Interested in a conference call to hear tips about applying? Email Murl Riedel, Director of
Grants, [email protected], 785-357-0359.
Step 2
Review what KHC funds can and cannot be used to support. Contact a Preservation
Consultant and local Veterans Advisor to discuss the following:
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The type of material that will be the focus of the project
Tentative dates
Methods for involving local veterans
Step 3
Submit a draft application to KHC. Answer the questions listed on the attached The Things
They Carried Home: Preservation Project application. Include preliminary budget details. KHC
staff will review and provide feedback. The draft is a “work in progress” and does not commit
the organization to anything. A draft is not required; however, it is strongly encouraged.
Step 4
Submit a final The Things They Carried Home: Preservation Project application as a Word
document or PDF to [email protected]
Final Application EXTENDED Deadline
5:00 PM, Friday, December 17, 2014
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The Things They Carried Home: Preservation Project
Application
EXTENDED DEADLINE: Dec 17, 2014
Please answer the following questions and submit a Word document or PDF by email to
[email protected]
Questions? Contact Murl Riedel, Director of Grants, at [email protected], 785-3570359.
CONTACT INFORMATION
1. Organization Name, Address, City, ZIP, and Website
2. DUNS Number. Receive a DUNS number free-of-charge by calling (866) 705-5711 or by
visiting http://fedgov.dnb.com/webform.
3. Name of Project Director, Title, Organization, Address, City, State, ZIP, Phone, and Email
4. Name of Bookkeeper, Organization, Address, City, State, ZIP, Phone, and Email
5. Name of Preservation Consultant, Title, Organization, Address City, State, ZIP, Phone, and
Email
6. Grant Amount Requested from KHC (should not exceed $3,000)
PROJECT INFORMATION
7. PROJECT TITLE:
8. COMPLETION DATE:
9. Why is your organization interested in this veterans initiative?
10. PRESERVATION PROJECT: Describe your plans for a preservation project that connects
to the theme of The Things They Carried Home. The project must involve material related to
military service, with a special focus on service in the Korean, Vietnam, Afghanistan, and
Iraq Wars. Specify details about the amount and type of material involved.
Provide Budget Details:
11. VETERANS ENGAGEMENT: Explain how this project will engage veterans and their
families. Describe partnerships you plan to forge with veterans groups or community
organizations as part of this project.
Provide Budget Details:
12. VETERANS ADVISOR: Who is your Veterans Advisor and why was this person selected?
Describe how the Veterans Advisor will contribute to the project. Provide contact
information.
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Provide Budget Details:
13. PRESERVATION WORKSHOP: Describe your plans for hosting the required public
“hands-on” preservation workshop. Provide tentative date, time, and location. The
workshop must involve the Preservation Consultant.
Provide Budget Details:
14. PROMOTION: Describe your plans for promoting the project and workshop. This might
include social media, article submissions to a local newspaper, flyers, invitations, or paid
advertising through the local radio.
Provide Budget Details:
15. Additional Activities Planned but Not Using KHC Funds: Activities might include a book
discussion of Tim O’Brien’s The Things They Carried, festivals, Memorial or Veterans Day
events, or student projects.
16. COST SHARE: How will you provide the required cost share? Sponsor organizations are
asked to donate goods and services equal to or greater in value than the amount of money
requested from KHC. This is called “cost share” and includes several options:
• Staff time dedicated to managing the project. Bookkeeper costs.
• Volunteer hours devoted to the project and workshop. Standard rate: $10/hr.
• The use of office space, telephone, equipment, and supplies
• Expenses related to the “Additional Activities” listed above.
• Refreshments or beverages for the workshop or related public programs
• Public service announcements, ads on local public access television station, or other
free publicity
Cost share can only be accrued after the official start date of the project.
17. Provide a Letter of Support from the Preservation Consultant.
EXTENDED DEADLINE: December 17, 2014
Emailed applications must be received by 5:00 PM
Send to:
Murl Riedel, Director of Grants, Kansas Humanities Council
112 SW 6th Ave, Suite 2012, Topeka, KS 66603
Email: [email protected]
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EXAMPLE #1
The Things They Carried Home: Preservation Project
Application
CONTACT INFORMATION
1. Name of Organization
Example Public Library
112 SW 6th Ave
Topeka, KS 66604
www.examplelibrary.com
2. DUNS Number
123456789
3. Project Director
Murl Riedel, Librarian
Example Public Library
112 SW 6th Ave
Topeka, KS 66604
785-357-0359
[email protected]
4. Name of Bookkeeper
Ruth Madell, Board Treasurer
123 Main St
Topeka, KS 66604
785-357-0359
[email protected]
5. Preservation Consultant
John Doe, Archivist
University of Kansas Libraries
1425 Jayhawk Blvd
Lawrence, KS 666045
785-864-8983, [email protected]
6. Grant Amount Requested from KHC
$2,960
PROJECT INFORMATION
7. PROJECT TITLE: Images of Vietnam
8. COMPLETION DATE: May 30, 2016
9. Why is your organization interested in this veterans initiative?
The library will use this grant to organize and digitize a collection of nearly 100 photographs
related to the Vietnam War. The library maintains a local history collection of photographs and
among this collection is a small group of photographs we believe are linked to the Vietnam
War. Little is known about these photographs, but several veterans that serve as library
volunteers have indicated a Vietnam connection. Most likely, the photographs once belonged
to a veteran. For years, the library has relied on veterans as volunteers. They rarely speak
about their service; however, these photographs have sparked much discussion. The library
feels it is important to explore this story, particularly as we commemorate the 50th anniversary
of events connected to the Vietnam War.
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10. PRESERVATION PROJECT
The library will use grant funds to hire a cataloger that will research, catalog, and digitize 100
photographs related to the Vietnam War. The photographs are black & white. Some depict
soldiers training stateside, while others appear to show soldiers in Vietnam. Multiple families
throughout the years donated the photographs, so records are somewhat incomplete. Some
information is known about the donors and several photographs are labeled with fragmented
notes. The cataloger will review donor records and search for clues in the photographs to
identify people, location, and activity. Two library volunteers will enter information into the
library’s database and assist with scanning. John Doe, the Preservation Consultant, will
conduct a site visit to train staff on handling and scanning photographs. He will continue to
advise by email and phone. Photographs will then be stored in acid free envelopes.
Hire a part-time cataloger to research and scan
150 hrs x $15
John Doe, Preservation Consultant, honorarium
Preservation Consultant travel for site visit, Lawrence – Topeka
60 mi RT x $.50/mi
Unbuffered Print envelops 50-pack (Gaylord Archival Supplies)
2 x $55
Subtotal
$2250
$200
$30
$110
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$2590
11. VETERANS ENGAGMENT
The library has two volunteers who are veterans and they are excited to help with this project.
They will assist the cataloger with identifying elements of the photographs. They will also assist
with data entry and labeling archival envelopes. We plan to involve the local VFW Post. On
March 13, 2015, the Project Director will give a presentation at a VFW meeting to inform them
of the project and listen to what they have to say about the photographs.
12. VETERANS ADVISOR
Jennifer Smith, a retired Army Sergeant, has agreed to serve as our Veterans Advisor. In 2003,
Smith served in Afghanistan. Though not a Vietnam veteran, Smith has a deep interest in the
untold story of Vietnam veterans and the challenges they faced when returning home. Smith is
a member of the local VFW post and has already helped arrange the March 13 presentation.
Smith will periodically meet with project staff to explain terminology and acronyms. She has
also agreed to participate in the public workshop.
Contact Information: Jennifer Smith, 1173 SW Randolph, Topeka, KS, 785-357-0359,
[email protected]
Jennifer Smith, Veterans Advisor, Honorarium
Subtotal
$150
$150
13. PRESERVATION WORKSHOP
The library plans to host the Preservation Workshop at 2:00 PM on May 9, 2016. The
Preservation Consultant has agreed to return to Topeka to facilitate the workshop. He will give
a 30-minute presentation about simple tips to care for artifacts and documents, and then lead
a demonstration and answer questions. According to our Veterans Advisor, recent veterans
often used digital cameras and mobile phones to take pictures and make short videos, so
we’ve asked the Preservation Consultant to discuss this. Other veterans and their spouses
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have requested information about preserving uniforms. The workshop will be held in advance
of Memorial Day and will be a culminating event for the library’s preservation project. Before
the workshop begins, project staff will take a few moments to show some of the Vietnam
photographs and discuss new information that was discovered.
John Doe, Preservation Workshop facilitation
Preservation Consultant travel for workshop
60 mi RT x $.50/mi
Subtotal
$150
$30
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$180
14. PROMOTION
To announce the project, the library will send a press release to the local newspapers and
television channels. One newspaper has invited the library to submit photographs with
captions in the four months leading up to the workshop. We hope this will promote the
workshop and lead to more information about the photographs. The captioned photographs
will also be shared online through the library’s social media. The local radio station has
expressed interest in interviewing the project staff and the Veterans Advisor. In addition to
hanging flyers around town, the library will send Preservation Workshop invitations to special
guests and members of the local VFW.
Invitation Mailing
60 invitations x $.49
Workshop Flyers
40 flyers x $.25
Subtotal
$30
$10
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$40
15. Additional Activities Planned but Not Using KHC Funds
In recognition of Veterans Day, the library’s book club will read and discuss Tim O’Brien’s
book, The Things They Carried, in November 2015. Members of the VFW and other local
veterans will be invited to participate in the discussion. The library will also show a small
display of the Vietnam photographs in March and April, prior to the Preservation Workshop.
16. COST SHARE
Murl Riedel, Project Director
40 hrs x $20/hr
Ruth Madell, Bookkeeper
Volunteers
2 volunteers x 150 hrs x $10/hr
Materials for Photo Display
Refreshments at Workshop
Scanner Use
100 photographs x $.10
Articles in the local newspaper
4 photo articles x $100
Article in the library’s newsletter
Total Cost Share
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Kansas Humanities Council, Nov 10, 2014
$800
$200
$3000
$200
$25
$10
$400
$25
$4660
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EXAMPLE #2
The Things They Carried Home: Preservation Project
Application
CONTACT INFORMATION
1. Name of Organization
Example Museum of History
112 SW 6th Ave
Topeka, KS 66604
www.examplemuseum.com
2. DUNS Number
987654321
3. Project Director
Murl Riedel, Curator
Example Museum of History
112 SW 6th Ave
Topeka, KS 66604
785-357-0359
[email protected]
4. Name of Bookkeeper
Ruth Madell, Office Manager
123 Main St
Topeka, KS 66604
785-357-0359
[email protected]
5. Preservation Consultant
Jane Doe, Digital Librarian
Forsyth Library, Fort Hays State University
600 Park St
Hays, KS 67601
785-628-4437, [email protected]
6. Grant Amount Requested from KHC
$2,810
PROJECT INFORMATION
7. PROJECT TITLE: Finding the Iraq War in Topeka
8. COMPLETION DATE: November 30, 2015
9. Why is your organization interested in this veterans initiative?
In 2003, the local National Guard unit was sent to Iraq as part of Operation Iraqi Freedom. It
was the first time the unit had been activated since the Korean War, and it was a major event
for the community. Over a decade later, the museum finds it has very little material to
document this significant period. We will use this grant to launch a community initiative to
collect information, photographs, and some artifacts related the local National Guard unit’s
deployment to Iraq. Prior to 9/11, most community members had little experience with sending
family and friends to war. We know some about the homefront story through the newspaper’s
coverage of the departure ceremony, welcome home, and various community events; however,
we know very little about soldiers’ experiences. Several of these veterans remain in the
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community today, but more are leaving each year and memories are fading. The museum will
explore the following questions with these Iraq War veterans as part of the initiative:
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How did it feel to shift from a citizen to a soldier
What were the moments or events that defined their experience in Iraq?
What are the personal items that best represent their experience? Why?
What do they remember about returning home?
10. PRESERVATION PROJECT
The museum will contact ten veterans from this Iraq War deployment and ask to make copies
of digital photographs, emails, and letters that document their experience. When appropriate,
we will encourage veterans to donate items. The museum has limited storage space, so we will
only be able to accept ten items. The project curator will meet with these veterans and their
family members in order to make notes regarding the date, location, and use of each item. The
project curator and one volunteer will catalog material and enter information into the museum’s
database. Donated items will be stored using archival material. Staff will ensure that
participating veterans sign appropriate documentation. Some items will be featured in a small
display at the end of the project in November 2015, around Veterans Day. The Preservation
Consultant has agreed to conduct a site visit in to discuss methods for duplicating material,
cataloging, and interviewing.
Hire part-time project curator , 100 hrs x $15/hr
Jane Doe, Preservation Consultant, honorarium
Preservation Consultant travel for site visit, Hays – Topeka
410 mi RT x $.50/mi = $205
Hotel: $75
Archival Letter Size File Folders (50-Pack), 2 x $30
320 GB Hard Drive for storing and transferring digital material
Museum display
Subtotal
$1500
$200
$280
$60
$60
$100
$2200
11. VETERANS ENGAGMENT
The museum will contact the staff at the local National Guard Armory to generate leads for
veterans that will participate in the project. The local American Legion Post is supportive of the
project and has agreed to include information in their quarterly newsletter. The Iraq &
Afghanistan Veterans of America organization was also contacted and we are awaiting a reply.
The primary engagement with veterans will occur when the project curator meets with these
Iraq War veterans to discuss material related to their deployment.
12. VETERANS ADVISOR
James Smith, a retired Navy aviator, has agreed to serve as the Veterans Advisor. Smith
served for 30 years in the US Navy, including a tour in Vietnam. He is a previous museum
trustee and remains active with the organization. During the unit’s 2003 deployment to Iraq,
Smith helped organize a departure parade and welcome home ceremony. Many of the local
veterans are familiar with him. Smith will attend the meeting with the Preservation Consultant
and plans assist project curator with three visits with the Iraq veterans. He has also offered to
write an editorial about the project for the local newspaper.
Contact Information: James Smith, 1173 SW Randolph, Topeka, KS, 785-357-0359,
[email protected]
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James Smith, Veterans Advisor, honorarium
Subtotal
$150
$150
13. PRESERVATION WORKSHOP
The museum plans to host the Preservation Workshop at 6:00 PM on November 11, 2015, as
part of the museum’s Veterans Day activities. The Preservation Consultant has agreed to
return to Topeka to lead the workshop. She will give a 30-minute presentation about simple
ways to care for artifacts and documents, and then lead a demonstration and answer
questions.
Jane Doe, Preservation Consultant, workshop facilitation
Preservation Consultant travel for site visit, Hays – Topeka
410 mi RT x $.50/mi = $205
Hotel: $75
Subtotal
$150
$280
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$430
14. PROMOTION
The museum will send a press release to local newspapers and radio stations. The Project
Curator will photograph Iraq Veterans and their material for use in weekly Facebook and
Twitter updates. The local radio station has expressed interest in interviewing project staff and
participating veterans. Posters that promote the workshop and museum display will be hung at
the American Legion Hall and local businesses.
Promotional posters, 40 x $.75
Subtotal
$30
$30
15. Additional Activities Planned but Not Using KHC Funds
In collaboration with this initiative, the local library has agreed to host a book discussion
featuring Tim O’Brien’s book, The Things They Carried. The book discussion will happen in July
2015. The museum will also screen “The Hurt Locker,” a 2008 film that explores the emotional
impact of serving on a bomb squad during the Iraq War. The film screening will take place at
the museum on Friday, October 2, 2015, 6pm.
16. COST SHARE
Murl Riedel, Project Director, 100 hrs x $20/hr
Ruth Madell, Bookkeeper
Volunteer, 100 hrs x $10/hr
Travel to meet with veterans, 200 mi x $.50/mi
Supplies for processing material (pen, paper, gloves, tags)
Wood for museum display
Film projector and sounds equipment rental
Refreshments at Workshop
Total Cost Share
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$2000
$200
$1000
$100
$50
$100
$150
$25
$3625
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