INDIGITIZATION GRANT PROGRAM

APPLICATION FORM

First Nation or Aboriginal Organization NameLegal Name of the Aboriginal Nation, Group or Organization1

Business/GST Number2

Address, City, Postal CodeMailing Address3

Official Contact Name & emailProject Manager Name & emailProject Manager Phone #Digitization Project Title

Grant Funds Requested: __________________________________________.

Total Cost of the Project: __________________________________________.

ITEMIZED PROJECT BUDGET 1 If different from above. The legal name is as registered in the BC Corporate Registry.2 Required for payment processing.3 If different from physical address. If you have a P.O. Box and want to borrow our equipment, please provide a physical address where we can ship it to. Couriers will not accept P.O. boxes

Indigitization Grant Program Application Form Page 1 of 13

Please review the Application Guidelines section of the Indigitization website

AND

Section D.1.1 of the Toolkit

before preparing this application.

Any questions? With the First Nation or Aboriginal Organization name in the Subject Line, email: in.digitization@ubc.ca

Please complete the worksheets later in the application to calculate these numbers

Expenses $ Contributed by your organization

Requested from grant

($)

Total Cost ($) Details

Cash ($) In-kind ($)Labour costs (from Worksheet 1)Project Manager Not eligible Not eligible

Digitization Technician Not eligible

Equipment costs (from Worksheet 2)Buying or borrowing equipmentOther equipment costs

Travel costs (from Worksheet 3)Digitization Technician Not eligible

Manager Not eligible

Other (please refer to the application guidelines to see if these are eligible expenses)Totals (please add yellow and green columns to page 1)

Indigitization Grant Program Application Form Page 2 of 13

APPLICATION QUESTIONS

Please type in the boxes directly and use as much space as is required. Hand written applications are not accepted.

Questions about your Organization & ProjectPlease provide a brief mandate of your organization. Make sure to emphasise any intersections with our program goals.

Provide a 50 word project summary that can be used in Indigitization Communications if your application is successful. This summary will appear on the Community Projects page.

Questions about the Cassette TapesApproximately how many cassettes do you expect to digitize? Consider Section D1.1 Planning of the Toolkit.

Approximately how many hours of audio do you think this is? If you can, please provide a list of individual or groups of cassettes. Attach this to the end of your application.

Are any of the cassette tapes at risk/in bad condition (mold, broken, etc.)?

Questions about the Audio ContentWhat type of content (e.g. stories, language) is on the tapes? No need to tell us specific details - a general description is fine.

Why is this content important to your organization/community?

Indigitization Grant Program Application Form Page 3 of 13

Indigitization Grant Program Application Form Page 4 of 13

How is this content be relevant to current or future community programs/ initiatives (e.g. language curriculum development)?

Questions about Ownership & CopyrightAre these tapes unique to your organization (i.e. there are not copies in other museums)?

Approximately when did you acquire the rights and/ or permission to digitize the tapes?

Have these tapes been digitized before?

Questions about Digitization TrainingWhy is it important to your organization that you build skills in digitization?

Do you think there will be an on-going need for digitization in your organization in the future?

Questions about Project StaffingWho will be doing most of the digitization work?

Is this person a new hire, or a regular staff member?

If the person is a regular staff member, how will their regular job duties be redirected or otherwise lessened so they can spend time digitizing?

Indigitization Grant Program Application Form Page 5 of 13

How is the person a good fit for this role (e.g. any formal or informal digitization training they have, general computer skills, and other digitization projects they have worked on, if any)? What about community knowledge or experience working on language projects?

Will there be a project manager for the digitization technician(s)? If so, who is this and what is their role in the organization?

Questions about Access and Who Can Listen to the AudioWho will be permitted to listen to the materials once they have been digitized?

Do you plan to make any files open access (to the public) now, or in the future? This program does not require things to be made publically accessible, but we are interested to know if it might be a possibility.

Do you have a current policy for handling requests from community members and/ or external researchers who request to listen to the audio? If you have a policy, please describe it or attach it. If you do not have a policy, please indicate if this project will consider policy development in this area.

Questions about Activities after DigitizationHow will you plan for the long-term preservation of the audio files (e.g. where and for how long will the files be stored, how will you plan for physical backups)?

How will you tell community members about the work you are doing (e.g. Community newspapers, Facebook, other social media)?

Indigitization Grant Program Application Form Page 6 of 13

WORKSHEET 1: PROJECT LABOUR

INFORMATION FOR FILLING IN LABOUR BUDGET WORKSHEET

Manager time costs are considered to be in-kind only* Hourly rates should include benefits (12% is considered a typical amount) Costs related to new or existing staff performing digitization related tasks (ie. The

Digitization Technician) can be considered as applicant cash contributions Not sure how many weeks / hours to budget for? See section Section D.1.1 of the Toolkit

Person Total weeks

Hrs / week

$ / Hr Your Cash($)

Your In-kind($)

Requested from grant

($)Total

($)

Tech $ $ $ $$

Manager $*Not eligible $

*Noteligible

$

Totals (add to page 2) $ $ $ $

Indigitization Grant Program Application Form Page 7 of 13

WORKSHEET 2: EQUIPMENT BUDGET

Please check the appropriate boxes for your project

Digitization equipment: ☐ Borrowing digitization equipment from Indigitization ☐ Buying digitization equipment with:

☐ grant funds we ask for from Indigitization☐ our own cash ☐ a combination of grant funds and our own cash

☐ Using your own digitization equipmentComputer/laptop:

☐ Borrowing a laptop from Indigitization☐ Using your own computer☐ Buying a new computer with:

☐ grant funds we ask for from Indigitization☐ our own cash ☐ a combination of grant funds and our own cash

Digital storage:☐ Using our own existing external hard drives or servers ☐ Buying new external hard drives or servers

Equipment Type Participant Cash ($)

ParticipantIn-kind ($)

Requested from Indigitization($)

Total Cost ($)

Digitization equipment(if using your own, add a pro-rated cost of 10% of the value of your equipment to the in-kind box)Laptop or computer(if using your own, add a pro-rated cost of 10% of the value of your computer to the in-kind box)Digital storage costs(e.g. external hard drives)

Shipping(if borrowing equipment, see page 5 of Application Guidelines for shipping estimate info)

Indigitization Grant Program Application Form Page 8 of 13

NOTE: IF YOU ARE BORROWING INDIGITIZATION EQUIPMENT, PLEASE PUT N/A IN THE BUDGET ROWS FOR LAPTOP AND/OR DIGITIZATION EQUIPMENT.

NARRATIVE FOR EQUIPMENT WORKSHEET:

Include the following in your narrative:

Tell us any extra info to help us understand your plans for equipment in this project. (ie. As our collection is large and we hope to do more digitization projects in the future, we plan to buy equipment. We would like to buy a computer, not a laptop. We do not plan on moving this work around much, as we have a dedicated space for this work, so we do not plan to purchase a gator case and racks for the equipment, either. Because we plan to digitize other formats in the future, we are interested in making sure what we buy now will support that future work. We would be interested in purchasing a good digitization unit for digitizing other formats.)

Add more pages as needed:

Indigitization Grant Program Application Form Page 9 of 13

WORKSHEET 3: TRAVEL COSTS

Please refer to Application Guidelines (pg. 2) for information regarding the Training Workshop. For cost estimations, see the Indigitization Training Week Guide.

Digitization Technician Travel:

Name: __________________________________________.

Expense Type Total cost per expense type ($)

1.Airfare and baggage Airfare total:

$

Baggage total:

$

$

2. Mileage (only claim mileage for one person if sharing a vehicle)

Cost/ km: # Kms:

(use Google maps to calculate)

$

Cost per day or trip Number of Days

3. Accommodation(only claim accommodation for one person if sharing a room)

$(include tax and parking)

(include the nights before and after if needed)

$

4. Taxi to/from airport

$ $

5. Per Diems(lunch is hosted for 2 days, all other meals on your own)

$ $

6. Parking at UBC or bus fare both ways to training each day

$ $

Total Technician Costs $

Indigitization Grant Program Application Form Page 10 of 13

Project Manager Travel:

Name: __________________________________________.

Expense Type Total cost per expense type ($)

1.Airfare and baggage

Airfare total:

$

Baggage total:

$ $

2. Mileage (only claim mileage for one person if sharing a vehicle)

Cost/ km: # Kms:

(use Google maps to calculate) $

Cost per day or trip Number of Days

3. Accommodation(only claim accommodation for one person if sharing a room)

$(include tax and parking if

applicable)(include the nights before and

after if needed)$

4. Taxi to/from airport $ $

5. Per Diems(lunch is hosted for 2 days, all other meals on your own) $ $

6. Parking at UBC or bus fare both ways to training each day $ $

Total Manager Costs $

Total travel costs for Tech and Manager = $___________

Please arrange to pay participants as per YOUR band or organization’s travel policies and be reimbursed from Indigitization funding. This funding may not be in place before training

week.

Please see the Training Week Guide for some itemized costs related to travel

Indigitization Grant Program Application Form Page 11 of 13

SUMMARY OF TRAVEL FUNDING SOURCES:

Participant Cash ($)

Participant In-kind Contribution ($)

Requested from Indigitization ($)

Total travel expenses ($)

Totals(add to page 2)

NARRATIVE FOR TRAVEL WORKSHEET:

Include the following in your narrative:

Tell us any extra info to help us understand your travel budget (ie. We do not have enough staff to send both the tech and the manager, so we are only sending the tech. We live in a rural community, so we have to drive to the airport. We calculated our kms one way to the airport unit using Google maps to be 150km. Our rate per km is $0.49 according to band travel policies. Therefore, 150 kms x $0.49 = $73.50 x 2 ways = $147.00)

Add more pages as needed:

Indigitization Grant Program Application Form Page 12 of 13

Indigitization Grant Program Application Form Page 13 of 13

Finished your application? Great!

Please send to in.digitization@ubc.ca with the First Nation or Aboriginal organization name in the Subject

Line for review as soon as possible before the submission deadline. It will be reviewed and you will

have a chance to incorporate feedback if sent at least 3 days in advance of the deadline.

***Please expect a confirmation email within 48 hours. If

you do not receive a confirmation email, your application has not been received. For applications

submitted on the deadline, please phone (604) 827-0342