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Region
Grant Information
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This
grant information is published as amended July 15, 1999:
Purpose:
The Southwest Region Grant Program has been designed to provide
chapters with funds
to further projects of long-term value to the Records
and Information Management profession.
Scope
of the Program: This program will provide funding to individual
chapters in amounts between
$100 and $1,000 per grant, in increments of
$100. No more than three (3) grants will be awarded in
any given fiscal
year. No chapter may receive more than one (1) grant within one (1) fiscal
year,
nor may a chapter receive a grant without having fulfilled the obligations
with regard to grants that
may have been provided for earlier projects.
Administration
of the Grant Program: The program will be administered by a Grant
Evaluation
Committee composed of five (5) members, including:
- A committee
chairman, appointed by the Southwest Region Manager.
- The Southwest
Region Treasurer
- The Chapter
President of a small-size chapter (up 50 members), appointed by the Southwest
Region Manager
- The Chapter
President of a medium-size chapter (51 - 125 members), appointed by the
Southwest
Region Manager.
- The Chapter
President of a large-size chapter (126 or more members), appointed by
the Southwest
Region Manager
The authority
of the members of the committee shall be limited by these Grant Guidelines
as approved
by a 2/3 vote of the Chapter Presidents within the Southwest
Region. The committee shall be
empowered to provide grants
within the scope of the Grant Guidelines once it has received written
certification
from the Southwest Region Treasurer that the necessary funds
are available within the
scope of the Southwest Region Fund.
Committee members
may, from time to time, suggest changes to the Grant Guidelines in order
to
enhance the operations and functioning of the program. Changes to the
Grant Guidelines must be
approved by a 2/3 vote of the Southwest Region
Chapter Presidents. Proposed changes to the Grant
Guidelines shall
be brought the Chapter Presidents by the Southwest Region Manager.
Suggested
Types of Projects: It is the intent of the Southwest Region
to maximize its flexibility in
providing grants. While not all inclusive,
below is a list of suggested types of grants which may be
awarded:
- Advancement
of Standards --- Chapters may apply for grants for projects that advance
the
development and implementation of standards (ISO, ANSI, AIIM, ARMA
and others) which will
prove to be of a lasting benefit to the members
of the Region and to the Records and Information
Management Profession.
- Training/Certification
Programs -- Programs that provide improved training opportunities, enhanced
educational opportunities or certification efforts outside of the scope
of the ICRM may be
considered.
- Networking
Projects -- Specific programs or projects which will enhance the opportunities
for networking may be considered by the committee.
- Projects
Promoting Records and Information Management or ARMA International --
Projects
which provide for the long-term promotion of the records and
information management profession
or the promotion of ARMA International
may be considered.
- "Other
Projects" -- Any other projects that provide long-term benefits to
the members within the
Southwest Region or to the members
of ARMA International as a whole may be considered.
Projects that
maximize the benefits for ARMA International and/or for the members of the
Southwest
Region will have priority over those that provide
for more limited benefit. Chapters should consider the
"transportability"
of projects from their chapter to other chapters that may have an interest
in pursuing
similar endeavors.
Projects that
promote any individual or commercial interests are strictly prohibited.
Information
regarding the project shall be made readily available to all
chapters within the Southwest Region
and to all members within
the Region.
Application
Procedures: Applications for the Southwest Region Grant
Program shall be submitted
to the Southwest Region Treasurer
for processing. Applications must provide the following information:
- Completed
General
Information Form
- A clear
definition of the project
- Information
regarding the purpose and scope of the project
- A complete
project budget, including information regarding the chapter's financial
contribution
to the project
- An implementation
plan, including a time line for project completion
- A reporting
plan to provide the Southwest Region with quarterly updates
on the status of the
project. A condition of the grants is that complete
reporting regarding the progress-to-date will
be sent to the Southwest
Region Treasurer on a quarterly basis. A final report will
be submitted
to the Southwest
Region Treasurer upon completion
of the project.
- A key chapter
contact person who will have responsibility for the project
- A statement
of the benefits for members outside of the chapter conducting the project
Application
Processing: Once an application has been received, the Southwest
Region Treasurer
will ascertain the availability of funds
for the project. He/She will forward certification regarding the
availability
of full or partial funding to the members of the Grant Evaluation Committee.
The Southwest
Region Treasurer will also forward complete
copies of the grant application to the members of the Grant
Evaluation Committee.
The Chairperson of the Grant Evaluation Committee shall be responsible for
working with all committee members to provide the chapter with a final decision
regarding the
disposition of the grant request
within two (2) months of
the initial receipt of the grant application.
The Chair of the Grant Evaluation Committee shall also be responsible for
communicating questions,
information requests and the final
decision with the chapter.
Upon arriving
at a final decision regarding the grant application, the Chairperson of
the Grant Evaluation
Committee shall inform the chapter and the Southwest
Region Manager of that decision. The Chair shall
also communicate
any "conditions" that may have been attached to that grant to
the aforementioned
parties.
After completion
of that task, the Southwest Region Treasurer shall provide
the approved funds to the
chapter making the successful application. The
decision of the Grant Evaluation Committee shall be final.
Revision
of the Grant Guideline: These guidelines may be revised by a 2/3
vote of the Chapter
Presidents within the Southwest Region. Recommendations
for change may come from the Southwest
Region Manager, Southwest Region
Coordinators, the Southwest Region Treasurer, from the members
of the Grant Evaluation Committee or from the Chapter Presidents of the
Southwest Region chapters.
No other authority shall be empowered
to make revisions of these guidelines.
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