ROCKEFELLER ARCHIVE CENTER

GRANT-IN-AID APPLICATION

• Instructions for E-mailing Applications:

1. Complete the following four-page fill-in application. Move from box to box with your mouse.
The “Tab” key will not move you from box to box. Save it to your hard drive as an MS WORD
document, and name it your “LAST NAME APPLICATION”. (Example: If your name is Jane Smith,
name the document “Smith Application.doc”)

2. Submit the completed application as an e-mail ATTACHMENT to: RACgrants@rockarch.org

DO NOT use this e-mail address for any other correspondence. This address should be used only to
submit your grant application. 1You will receive a reply when your application has been processed.
If you do not hear from us within two weeks after submission, please contact us to ensure that your
application has arrived. All questions regarding the grant process or the Center’s collections should
be e-mailed to: archive@rockarch.org

3. Open and fill in the applicant’s part of Instructions for Letters of Recommendation and e-mail or
mail a copy to each of your two referees.

• Instructions for Mailing Applications:

1. Complete the following four-page fill-in application and save it to your hard drive as an MS WORD
document.

2. Print out a copy of the completed application and mail the unstapled four-page application (do not
include a separate CV) to:
Grants Administrator
Rockefeller Archive Center
15 Dayton Avenue
Sleepy Hollow, NY 10591 USA

3. Open and fill in the applicant’s part of Instructions for Letters of Recommendation and e-mail
or mail a copy to each of your two referees.
GRANT-IN-AID APPLICATION Please do not staple
Rockefeller Archive Center
15 Dayton Avenue, Sleepy Hollow, New York 10591 USA
http://www.rockarch.org Main e-mail: archive@rockarch.org
E-mail for grant application submission: RACgrants@rockarch.org

DEADLINES:
•Applications must be sent as an e-mail attachment before midnight Eastern Standard Time
November 15. If the application is sent by ordinary mail, it must be postmarked by November 15.
•Two letters of recommendation must be received at the RAC by mail or e-mail before midnight
Eastern Standard Time by December 1.
•Applicants will be notified of the grant committee’s decisions by the end of February.

Contact should be made well in advance of the November 15 application deadline (and no later than
November 1) to provide ample time for an archivist to assist you. Communication with the archivist will
help you determine the extent of relevant sources of material at the RAC and the amount of time needed
for research.

Please fill in this four-page application. Stay within the space provided in each box. (Do not include
additional pages or a separate CV. They will not be forwarded to the committee.)

Name of the archivist with whom you have corresponded:

Applicant’s First and Last Name:

Mailing Address:

E-mail address:

Telephone:

Present position (academics: please provide rank, department and institution):

Education:

Major publications:

Project title (provide full description on next page):

Please do not staple
Applicant’s First and Last Names:

Explain your project and its relationship to previous and current scholarship in the field. (Confine your answer to the
space below.)
Please do not staple
Applicant’s First and Last Names:

Describe in some detail how your research led you to the Archive Center’s collections and why particular records of
institutions and individuals in the collections are relevant to your research. (Confine your answer to the space below.)
Please do not staple
Applicant’s First and Last Names:

Length of proposed visit:

How did you learn about the Rockefeller Archive Center’s grant program?

Have you applied previously for a grant from this program?

Have you previously received a grant from the RAC?

(Note: Grants may be awarded to a recipient more than once.)

If so, when?

List below two individuals competent to pass judgment on your project, and please provide them with the
Instructions for Letter of Recommendation. These letters must be received at the RAC by December 1.

1.

2.

DATE:

The Rockefeller Archive Center’s grant reimbursement policy follows below.

 ROCKEFELLER ARCHIVE CENTER

GRANT-IN-AID REIMBURSEMENT POLICY

The Rockefeller Archive Center’s (RAC) competitive grant-in-aid program provides awards for reimbursement of
up to $5000 for certain expenses related to research conducted at the RAC. An independent committee will review
each application based on the applicant’s research topic and the availability of relevant material in the RAC’s
collections. Awards are made to individuals. Institutions are not eligible to apply.

Reimbursement for research-related expenses will be authorized upon presentation of original receipts after the
completion of the research visit. If original receipts are not submitted, the RAC will not be able to reimburse those
expenses.

Application to the grant-in-aid program is open to U.S. citizens, alien residents, and citizens of foreign countries.
U.S. Government requirements, which apply to resident aliens and non-U.S. citizens, are described later in this
document.

The following research-related expenses (long-distance travel; local transportation; temporary lodging; and meals)
are reimbursable, with original receipts, under the terms of an RAC grant-in-aid:

• LONG-DISTANCE TRAVEL between your residence and the RAC for one consecutive research visit.

Long-distance travel constitutes travel over 75 miles, each way, from your residence to the RAC. Reimbursable
types of long-distance travel are Economy Class round-trip air, train, bus travel, or rental of a compact or mid-size
automobile (gasoline and tolls are reimbursable). The RAC cannot reimburse First Class or Business Class travel.
Round-trip airport transfers between your home and your local airport and a NY-area airport and your NY-area
accommodation are reimbursable.

Mileage for the use of your personal car for the round-trip long-distance journey between your home and the RAC
will be reimbursed for one consecutive research visit. Receipts are not necessary in cases of personal auto use. Auto
mileage rates will be computed by the RAC using the U.S. Internal Revenue Service mileage allowance current at
the time of your visit. Distances will be computed by the RAC using an Internet mapping service. Tolls are
reimbursable.

• LOCAL TRANSPORTATION between your local hotel or residence and the RAC on each day that you visit the
RAC to do research.

Local transportation constitutes travel under 75 miles, each way, between your residence or hotel and includes
local bus and train service, or rental of a compact or mid-size automobile (gasoline and tolls are reimbursable),
and taxi service between the Metro-North Tarrytown train station and the RAC, or taxi service between a local
Westchester County hotel and the RAC.

Mileage for the use of your personal car for the round-trip journey between your residence or hotel and the RAC
will be reimbursed for each day that you do research at the RAC. Receipts are not necessary in cases of personal
auto use. Auto mileage rates will be computed by the RAC using the U.S. Internal Revenue Service mileage
allowance current at the time of your visit. Distances will be computed by the RAC using an Internet mapping
service. Tolls are reimbursable.

• TEMPORARY LODGING for the actual days that you conduct research at the RAC, plus two travel days. If your
research visit to the RAC necessitates that you extend your research into an additional consecutive week, or weeks, an
additional allowance for the weekend in between will be reimbursable. Information about lodging can be found in the
RAC’s “Information for Researchers” at: http://archive.rockarch.org/research/inforesearch.php Accommodation
should not exceed a receipted amount of $250 per night.
Rockefeller Archive Center Grant-in-Aid Reimbursement Policy (cont.)

• MEALS for the days that you conduct research at the RAC, plus two travel days for long-distance grantees. If you
are a long-distance grantee and your RAC research visit necessitates an extension into additional consecutive
weeks an additional allowance for meals on the weekend/s in between will be reimbursable. Meals reimbursement
is limited to a total receipted amount of $75 per day.

• PHOTOCOPYING An allowance of up to 500 photocopies, including First Class or Air Mail postage for those
copies, will be awarded to you in addition to your grant. You will be given a form on which you will record a daily
tally of your photocopy requests.

Any photocopying exceeding the free allowance will be charged at the current RAC rate. Grant funds cannot be
used to pay for additional photocopies. Current reproduction charges may be seen at
http://www.rockarch.org/research/forms/reprocost.pdf

Copying is done by a staff member, and orders can take approximately five weeks to be completed. The scanning
of documents and photographs in the reading room is not allowed.

TERMS APPLICABLE TO NON-U.S. CITIZENS

The U.S. Internal Revenue Service and the Department of Immigration require grant recipients who are resident
aliens and non-U.S. citizens to comply with certain conditions before the Rockefeller Archive Center can reimburse
them for their research expenses.

RESIDENT ALIENS At the start of the research visit a grantee who is a non-U.S. citizen who is authorized to live
in the U.S. is required to present the following documents to the RAC’s grant program administrator, or designee:
• a current Passport and • a current Resident Alien Registration

NON-U.S. CITIZEN VISITORS At the start of the research visit a grantee who is a non-U.S. citizen visiting the
U.S. is required to present all of the following documents to the RAC’s grant program administrator, or designee:
• a current Passport • a current I-94 entry card issued by the U.S. Department of Immigration upon entry into the
United States • a current B-1 visa or waiver stamp and • a current and valid round-trip ticket showing a departure
date. These documents will be copied for the RAC’s records.

It is imperative that you contact the U.S. Consulate in your country well in advance of your arrival in order to secure
a B-1 visa or waiver. All non-U.S. citizen visitors who are awarded a grant-in-aid from the RAC are required to have
a valid round trip ticket with a return date. Open tickets cannot be reimbursed.

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rev. January 2010