Major Grants Administration
Major Grant Award Forms (follow the links to forms listed below)
Note: The Major Grant Final Financial Report is not available online.
- Project Directors Handbook
- Revised Budget Form (.doc file)
- Major Grant Final Report (.doc file)
- Humanities Evaluator Guidelines
- Presenter’s Contract Sample (.doc file)
- Program Statistics Form (.doc file)
- Participant Evaluation Sample (.doc file)
- Participant Sign-up Sheet (.doc file)
- HI Logo.docx (for use in promotional and program information)
- Congressional Delegation
- Assurance as to Labor Standards Contract (.doc file)
- Practical Points for Public relations for Awarded Projects
Humanities Iowa requires a Humanities Evaluator to be a scholar in one of the disciplines in the humanities. In order to be an independent, unbiased observer, he or she may not have participated in the project in any other capacity, be employed by the Sponsoring Organization or be a family member of a Sponsoring Organization employee.
The Project Director is responsible for inviting the evaluator to attend project programs. The Sponsoring Organization must provide the Humanities Evaluator with a copy of the proposal in order to enable him or her to judge whether or not the project met the goals and objectives stated in the proposal.
The Humanities Evaluator is expected to attend project activities (agreed upon with the Project Director) and to submit a written narrative report to Humanities Iowa and to the Project Director. If the project extends over multiple days, weeks, or months, the Humanities Evaluator is not expected to attend all the events. The Project Director should be able to recommend a representative event(s) to attend.
While there is no prescribed form for the narrative, Humanities Iowa suggests that it include:
- a general description of the project activity (what, when, where, facilities, etc.)
- an assessment of the humanities content. For example: Was this a humanities program? Were the humanities central to the project? Did the activities focus on the text(s) or objects(s) of study whether written, visual, oral or a cultural artifact?
- an assessment of whether or not the methods of the humanities were evident; i.e., critical thinking and interpretation? Did the project promote disciplined dialogue?
- a general description of the audience (size, make-up, participation, interest, etc.)
- suggestions for improvement, or suggestions for additional programs
PLEASE FORWARD A COPY OF THE EVALUATION TO THE HUMANITIES IOWA OFFICE AND ALSO TO THE PROJECT DIRECTOR.
Charles Grassley (R)
111 7th Avenue SE, Box 13
307 Federal Bldg
201 West 2nd St. Ste 720
721 Federal Bldg
120 Federal Bldg
210 Waterloo Building
Joni Ernst (R)
111 7th Ave. SE, Box 16
1606 Brady St Ste 323
210 Walnut St
320 6th St
310 3rd Street SE
1050 Main Street
209 W. 4th, #104
125 S Dubuque St
2700 Grand Ave., Suite 109
208 West Taylor
501 5th Ave
1421 S. Bell Ave., Ste. 102
723 Central Ave.
526 Nebraska St
306 N Grand Ave., PO Box 650
202-1st Street SE, Ste. 126
The following stipulations apply to grantees that are recipients of grants in support of media projects.
A. Progress Reports
Recipients of grant awards for media projects may be required to submit quarterly narrative progress reports to HI staff until the final project has been completed.
Media projects must mention Humanities Iowa and the National Endowment for the Humanities as funders in the credits of the finished product.
Media projects must include a disclaimer stating that the project views do not necessarily reflect those of Humanities Iowa or the National Endowment for the Humanities.
D. Ownership and Copyright
The grantee owns the product of the media project, and may copyright that product or assign this right. Transfer of copyright must be approved by Humanities Iowa.
Humanities Iowa and the National Endowment for the Humanities retain a non-exclusive right to use and reproduce copyrighted materials arising out of grant activities. This reservation will continue following any transfer of the product or copyright.
During the grant period, or following its termination, any royalties or proceeds that arise from the sale, rental, or use of a media product funded by Humanities Iowa must be returned to HI in an aggregate sum not to exceed the total amount of HI’s award.
The formula for this repayment will be calculated on the percentage of HI grant funds to the total production costs.
F. HI Requests for Materials
The producer will furnish to HI, upon request, a copy of any materials arising out of grant activities. The use of this material by HI or NEH is restricted to internal HI or NEH activities, workshops, conferences, and educational settings.
G. Final Materials
Within thirty (30) days after the final date of the grant period, the grantee must submit to HI at least one copy of the media materials produced under the terms of the grant.
The following suggestions have been developed to assist groups who are preparing programs for Humanities Iowa to publicize their programs in radio, television, and newspaper media.
Every day the media receives numerous press releases, handouts, and junk mail. Since they operate under deadline pressure, any way you can help them do their job more effectively may help you get better coverage.
As a community group, you will probably benefit more from these three types of publicity:
- Public Service Announcements for radio and TV: Brief (30 seconds or less), forceful messages aimed at putting across a specific idea.
- News releases: Newsworthy events included in regular local newscasts and published in local newspapers.
- Interviews and panel discussions.
If you are dealing with the media more than once or twice a year, it is highly recommended that you contact those involved, first through a letter, then through a personal visit.
When you make your first visit you should be prepared to do the following:
- Establish your group’s interest in serving the community.
- Explain your program briefly.
- Describe your objectives and the kinds of activities the group does or will be doing.
- Outline in general terms how you would like them to help you.
RADIO AND TELEVISION
Public Service Announcements—Things to keep in mind:
Radio and television spots come in several “sizes,” 10 through 60 seconds. The most common spots are 10, 20, and 30 seconds. Most stations prefer 30-second spots. It is worth your time to survey the stations in your area to determine if any use 10 or 20-second spots, to save your time sending them. If the station has to write the copy, it will take three to four days longer to get your message on the air than if you send in your own copy.
The following is an approximate word count for 10, 20, and 30-second spots:
- 10 seconds—22-25 words
- 20 seconds—40-50 words
- 30 seconds—60-70 words
- Some radio stations will accept audio files. If you have the capability of recording your PSA yourself, you may have a better chance to getting it aired. Check with your media contact to see if they will accept recorded messages emailed to them.
- Emphasize the positive.
- Be sure that a contact point, phone number or address, is given to which a listener can respond. If a telephone number is used, repeat it as often as possible.
- Always give specific dates and times, such as “The program will begin Friday, December 20, at 7:00pm” (not “The program will begin Friday at 7″).
- Some stations ask that you type each announcement on separate sheets of paper. Some do not. Some will accept email PSAs, some will not. Check with your local stations on their preferences. In any case, leave a number of spaces between each spot you describe.
- Spots are scheduled five to ten days ahead of time, so get them in early.
- Always indicate the number of seconds on each spot.
- A written news release should be shorter than the average newspaper story. Many newscasters will not use a story that takes longer than 30 seconds to read. The absolute time limit is one minute. Most newspapers will not use a release that is longer than 200-300 words. Check with you local media for the preferred length of releases.
- Releases should contain simple sentences and familiar words. Avoid technical terms and acronyms. Make sure the most important information is included in the first paragraph (i.e. name of speaker, new program, major gift, milestone, etc.).
- Make sure ALL information is included in the press release: who, what, when, where, why and how much it will cost. Do not include a log of unnecessary information.
- Many media contacts now prefer to have releases emailed to them. Check with the contact to see if they will accept email news releases and get the proper email address. If sending a news release via email, do not double space the copy.
- Type ALL releases using one side only of a white 8 _ x 11-inch sheet of paper.
- Always make sure the following information appears in the upper left corner of the press release: name of the group sending in the release; a person and telephone number to contact for more information; and a release date. Specify a Sunday release date on newspaper releases. Most newspapers have a larger Sunday circulation.
- As a convenience to newscasters, type at the top of a radio release the estimated time of delivery in minutes and seconds.
- Double space copy (unless it is emailed to the media contact). Leave a 1-inch margin on the left, right, and bottom. Leave a 4-inch margin at the top of the first sheet and a 1 inch margin at the top of succeeding sheets.
- Indicate that the story is to be continued to a following page by typing “MORE” centered in the bottom margin. Indicate the end of the release by typing “30” or double crosses “###”, or “END” centered below the last line of copy.
- Never erase. Mark out mistakes with a soft pencil. Never strike over words or letters.
- Read each release carefully and correct it before submitting to the media. Verify figures, dates, names and addresses. Draw a box around unusual spellings to indicate that they are correct. Keep a copy of every release. You may need to refer to it in follow-up conversations with the media.
- If you know the name of a specific person at the media, send your release to his or her attention. If not, send a radio or television release to the attention of the assignment editor and newspaper releases to the news editor.
- If possible, a release should be sent one or two weeks before the event. Weekly papers may need information three weeks prior to an event. Follow up each release with a phone call. Ask if the information has been received and when it will be used.
- Be aware of deadlines. Check with your local media for deadlines days and times.
When interviewed by a radio or television newscaster, there are certain things that you must keep in mind:
- If you desire airtime for an interview, contact the station two (2) to three (3) weeks in advance. Direct your request to the news assignment editor.
- Find out how much time you will have on the air so you can plan for your story to be completely told. Arrive several minutes before your scheduled interview to receive instructions on where to go, camera and microphone cues, etc.
- Always mention who, what, when, where, why, and how.
- If you are on television, wear clothes of soft, medium or pastel colors. Avoid patterns, as people will tend to watch your clothing and not you. Avoid highly polished or sparkling jewelry. Don’t worry about glasses—the studio crew will adjust lights accordingly. Unless otherwise directed, look at the camera when you talk.
- If you are being interviewed by a newspaper reporter, provide a simple news release of your event with basic information on who, what, when, where, why, and how. Provide a quality black and white photo of yourself, plus any logos, graphics or other artwork that effectively illustrates your program. (Do not expect to have these materials returned.) Emphasize the importance of acknowledging your program’s sponsors. Many newspaper editors do not realize that your funding depends in part on crediting in all promotional materials both Humanities Iowa and the National Endowment for the Humanities.
OTHER PUBLIC RELATIONS TIPS
- Do not buy time or space in other media if a station or newspaper gives you free publicity.
- Do not give one of the media an advantage over the others.
- Always send a letter of thanks after your material has been used.
OTHER METHODS OF PUBLICITY
POSTERS: Posters announcing your program are effective. All you need to do is have someone print the important information (date, time and place) then distribute the posters to business places and public buildings. Don’t forget the HI logo and acknowledgment.
NEWSLETTERS: When your program chairperson contacts organizations to invite them to meetings, he or she may want to ask those organizations to include and item in their newsletters alerting their members to the program and urging them to attend. Church bulletins also have a wide distribution.
DIRECT CONTACT: Word of mouth is still one of the most effective ways to share news. Telephone calls are a good way to reach people directly with little cost. Rely on your planning committee. A few calls from each committee member to selected individuals can carry your message a long ways.
LEAFLETS: Leaflets are a good way to remind people about your program. A supply of leaflets can be provided to business places for handing out to customers. The leaflet should be brief and easy to read. It, too should bear the HI logo and acknowledgment.
ADULT EDUCATION: If adult education classes are held in your community, you could personally invite humanities instructors and their students to your program.
SPECIAL DISPLAYS: Your committee may want to consider a special display at the public library or other public buildings. A display could complement a table of special reading material your librarian could be asked to assemble.