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| The Yukon Council of Archives (YCA) applies for funding from the Canadian Council of Archives (CCA) to provide financial assistance to Individual, General, and Institutional members interested in developing, maintaining, and enhancing the archival profession in the Yukon Territory through participation in professional development and training courses. A. Terms of Reference 1. The YCA's first priority for awarding grants is to support applications from Individual Members engaged in archival work. However, it may also consider applications from General and Institutional members to organize seminars and workshops where the funding requested will be used to support the attendance of participants (i.e. transportation and accommodation expenses). 2. All decisions with respect to application approval and awarding of grants shall be at the discretion of the Grants Committee of the Yukon Council of Archives. 3. Applications will receive consideration based on the amount of funds available for distribution by YCA. 4. The YCA may not support each request 100%. 5. Successful individual applicants will normally be funded only once during the year their application was successful. 6. All applicants, whether successful or not, will be notified by letter from the YCA Executive. 7. There are no deadlines for applications. Each will be reviewed and evaluated as it is submitted. 8. Should there be funding available at the end of the fiscal year, the YCA may refund a larger portion of the funding requested by applicants. 9. Grants recipients may be required to submit progress reports as is appropriate. 10. Any monies not used for the purpose for which the grant was provided shall be returned to the Yukon Council of Archives. B. Eligible Applicants are: 1. Permanent Yukon residents, and either 2. Individual Members of the Yukon Council of Archives, or 3. Individuals working in/or sponsored by a YCA General or Institutional Member. C. Eligible Training Projects are: 1. Staff exchanges between archival institutions. 2. attendance at workshops, seminars and training courses in the field of archives (excluding archival courses offered by universities and colleges, and annual conferences and general meetings offered by member institutions). D. Costs Eligible for Funding are: 1. Registration fees. 2. Transportation costs (applicants will consider the most economical way of traveling when completing their application). 3. Accommodation expenses, including meals (CCA guidelines recommend that accommodation expenses including meals should not exceed $75 per day per individual unless there are extenuating circumstances which must be explained. The YCA may consider a higher level of support where it is warranted). E. To Apply: 1. Name of Individual Member. 2. Name of the General or Institutional Member (where applicable). 3. Letter of support from General or Institutional Member ( does not need to be financial support). 4. Whenever possible, prior approval of the sponsoring institution must exist for people going to courses outside the Territory on work time. 5. Nature of the training or professional development requested. 6. Detailed budget outlining training expenses. 7. Level of experience of the individual in the archival field. 8. Other sources of funding (this can include direct funding or indirect funding such as salary support provided by the applicant's institution). 9. Reason why the training is important and what benefits will accrue to the archival community. 10. Description of how the information will be shared with the archival community. 11. Applicants should allow four weeks for their application to be processed. F. Evaluation (Education Committee) 1. Significance of the activity to be funded; 2. Evidence that applicant has applied to other possible funding sources, or is prepared to personally carry some of the cost; 3. Ability of the applicant to realize the objectives of the proposed activity; 4. Evidence of the applicant's high degree of commitment to the archival profession in the form of employment and/or volunteer time in archives, or commitment to archival education and training. 5. All applicants are treated equally, regardless of professional status or institutional affiliation. G. Responsibilities of Successful Applicants: 1.Applicants must submit receipts of approved expenses and then will be reimbursed. 2.Applicants must: * Prepare a report which summarizes the outcome of the course/workshop; * Evaluate the success of the course/workshop in relation to its objectives; * Include the following: Date, name of course/workshop, name of instructor/sponsor, number of participants, number of hours/days of classroom participation, number of hours for assignments; * Document the total cost of the training; * indicate where the course material will be located to be accessible to others (may include a list of the course content and list of handout material); * Indicate whether the applicant will be comfortable conducting a workshop or having their name placed on a resource list. 3. 10% of the funding will be held back until the report is submitted. 4. Applicants must carry out the activity they agreed to and described in their application, regarding the sharing of information. |
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