Guidelines for Collections Management Training

(Complete Form 11)

The following guidelines apply to the Gardiner Foundation Collections Management Training Grant only. See separate guidelines for other Foundation grant opportunities.

Accessioning, Cataloging and Basic Collection Care Training Grant

Grant range: $200.00 to $900.00 (training time between five and nine hours)

This Gardiner Foundation Training grant supports Suffolk County based cultural organizations whose primary mission is to acquire, maintain and exhibit collection materials. Grants will be used to engage All Museum Services, LLC, to provide hands-on training that will help to establish basic physical accountability of collections, develop intellectual access to collections and provides guidelines for the care of collections.

Funds will be awarded in one or all of the following categories of Collections Management: Accessioning, Cataloging and Basic Collection Care.

Eligibility Guidelines

Applicant organizations must be based in SuffolkCounty, and focused on serving a Long Island audience.

Applicants must be 501(c)(3) nonprofit organizations with the arts at the core of their mission statement (i.e., no community service groups, senior centers, educational organizations, etc).

Organizations must have been in existence for over three years and have an active board of directors that meets regularly.

Organizations must apply on their own behalf (no fiscal sponsors).

All funded training projects must take place between January 1, 2018 and December 31, 2018.

Funding Categories

Accessioning— For projects requesting on-site training/professional development, recommendations and sample documents for Accessioning policy procedures and documentation using PastPerfectTM collection and contact management software.

Cataloging – For projects requesting on-site training/professional development guidelines for creating Catalog Records for all types of collection materials using PastPerfectTM collection management software.

Basic Collection Care – For projects requesting on-site training/professional development on best practices, tools and technology for the basic are of collection objects, including handling, storage, cleaning, monitoring and documentation.

The Gardiner Collections Management Training Grant does not fund:

  1. General operating expenses
  2. Expenses related to the operation of privately owned facilities, such as homes or studios.
  3. Scholarships or fellowships to universities, colleges and schools, or religious endeavors.
  4. Administrative costs unrelated to the proposed project.
  5. Ongoing, basic wage or salary costs for staff members or outside consultants.
  6. Major equipment purchases unrelated to the proposed capacity building project.
  7. Expenses related to one-time productions and artistic projects.
  8. Activities/events, which cannot be completed within the program year, January 1 – December 31
  1. Basic Application Materials – All applicants must submit the following in order to be considered for funding:
  1. One copy of Form 11 (online application) and attachments.
  2. List of current Board of Directors
  3. Proposed organizational budget for the current year
  4. Audited financial statement; Treasurer’s report; or Applicant’s most recent IRS Form 990
  1. Supplemental Materials – Applicants are strongly encouraged to submit all that are applicable:
  1. Publicity materials
  2. Bios for principal personnel

Note: The Board will not view artistic work samples. Please do not send CDs, DVDs, etc. However, board members and grant staff may view applicant’s websites prior to the panel meeting if a URL is supplied in the application.

All required materials must be received by 5:00 p.m. on or before the deadline date. The Foundation will not accept applications that are faxed, emailed or left outside the office door after 5:00 p.m. Failure to submit any of the required materials can make an application ineligible for funding or less competitive when compared to complete applications.

Mail or deliver applications to:

The Robert David Lion Gardiner Foundation, Inc.

148 East Montauk Highway, Suite 1

Hampton Bays, NewYork11946