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Modern Endangered Archives Program Reporting

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Reporting Details

Reporting schedules will be included in your initial grant letter and can be discussed with the MEAP team. Should the timeline of your project change (due to coronavirus or other potential issues), MEAP reserves the right to ask for reports as necessary.

All reports should be submitted by email to meap@library.ucla.edu. Include your project number in the subject line of the email and the file name of the report.

The report asks for:

  • A narrative update on the project that highlights successes and challenges.
  • An update on the project deliverables based on estimated workflow. The Progress Report is an opportunity to propose a revised timeline or updated work plan if your project is delayed or if you need to change the scope of your work.
  • A narrative financial report that addresses spending against your budget.
  • An accounting report that tracks all funds received and spent. All accounting reports must be provided in USD and the exchange rate should be based on the date the grant installment was received.
  • MEAP asks for copies of receipts for all purchases over $500 USD. Salaries can be accounted for by report or statements.

See Report Templates below for more information about the Planning Grant Final Report and the Project Grant Final Report.

Funding Dispersals

Please be aware that each funding disbursal relies on a completed Progress Report to be approved by MEAP. Reporting allows us to understand what tasks and expenses have been fulfilled so far and if there are any new aspects or issues of the project that should be addressed.

Generally, we expect to see Progress Reports alongside the following milestones:

  • Sample Files + Metadata submitted or Training completed and inventory templates defined for Planning Grants.
  • First batch of files submitted for publication or Survey work completed or nearing completion, ahead of report or inventory completion.
  • Nearly all digital files submitted for publication or digitization completed with metadata work ahead.
  • Once the project deliverables are complete, project teams should submit Final Reports based on the following templates. Final payment disbursals will only be made after all deliverables have been submitted and the Final Report has been reviewed and approved by the MEAP Review Board. The final report must be submitted no later than three months after the End Date.

Report Templates