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Transcription and Indexing Grant

Grants to Kentucky Nonprofits, Organizations, and
Individuals to Transcribe Local Oral History Interviews

Agency Type:


Funding Source:

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Kentucky Historical Society (KHS) - Kentucky Oral History Commission (KOHC)

Deadline Date:

03/18/19 Postmarked or Receipt


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Grants of up to $5,000 to Kentucky nonprofits, organizations, and individuals to help record local oral history interviews through cataloging or documentation. Qualified interviews should be on a topic that the funding source considers to be a priority research topic and which are located in Kentucky repositories.

Funding is also intended to support the personnel costs for producing a verbatim transcript by an experienced transcriptionist or a summary index based on the provided guidelines by a competent indexer.

The Commission will consider transcription or indexing requests for interviews on any subject of significance to Kentucky. Subject areas designated priorities for transcription are as follows:
- Women’s, ethnic, and minority histories.
- Industrial or economic development.
- Political, business, and cultural leaders.
- Land use patterns (i.e., changes in agriculture, sustainability).
- Other topics of statewide significance not widely documented through oral history.
- Timely topics of particular relevance to current events, anniversaries, etc.

Items Eligible for Funding - Transcription grant funds may be used to support the personnel costs for producing a verbatim transcript by an experienced transcriptionist or a summary index by a competent indexer. Personnel is the only item of expense eligible for funding. Personnel costs related to auditing a verbatim transcript or index are to be assumed by the applicant and are a condition of the grant. Transcription stipends to be paid with Commission funds may not exceed a rate of $120 per interview hour. Indexing stipends to be paid with Commission funds may not exceed a rate of $40 per interview hour. Applicants required to pay transcribing or indexing personnel a higher salary are encouraged to develop alternate sources of income to complement the Kentucky Oral History Commission grant award.

Transcriber Qualifications – The proposed transcriptionist is required to have sufficient transcribing experience. This experience does not have to be with oral history recordings, but can be derived from work in the legal or medical profession, or other professions that require transcription of meetings, public hearings, etc. If a transcriptionist is new to the Commission, it is suggested that applicants submit a sample transcript completed by the proposed transcriptionist. The Commission retains the right to reject an application if the qualifications of the transcriptionist are considered inadequate.

Indexer Qualifications – The proposed indexer is required to have a base knowledge of oral history indexing. As digital, multi‐level indexing is a relatively new construct to oral historians and archives, the indexer is required to have indexed at least one interview. A sample of this work is suggested.

Indexing Access Systems – Priority for indexing funding requests will go to projects working within an indexing access system, such as the Oral History Metadata Synchronizer (OHMS) system. Utilizing a system built to provide access to indexed interviews in a method that focuses the researcher on the original medium (audio or video) of the interview is the goal of indexing for oral history access.

GrantWatch ID#:

GrantWatch ID#: 178905

Estimated Size of Grant:

Grant requests may not exceed $5,000.

Term of Contract:

For FY19-02 cycle, project must conclude by June 26, 2020.

Additional Eligibility Criteria:

- Any Kentucky‐based nonprofit institution or organization with an existing oral history collection may apply.
- Individuals may apply with a written agreement from a Kentucky repository for storage of and access to the interviews and transcripts or indexes. Interviews must be completed and remitted to a repository prior to submitting an application. This is to ensure that the interviews are of sufficient quality and under adequate care to justify transcription or indexing. If the interviews are not currently in a repository, contact the Commission for a list of accredited Kentucky oral history repositories that may be willing to accept the interviews and transcriptions.

Pre-Application Information:

FY19-02 Cycle:

- Feedback deadline: March 4, 2019
- Application deadline: March 18, 2019
- Review of the application by panel: April 19, 2019
- KOHC board reviews panel recommendations: May 3, 2019
- Award notification: May 10, 2019
- Grant conditions form due: June 10, 2019
- Interim report due: Jan. 31, 2020
- Request for extension deadline: April 1, 2020
- Use of grant funds/project must conclude: June 26, 2020
- Final report due to KOHC: July 31, 2020
- Transcriptions/Indexes due to repository: July 31, 2020

All applications and supporting materials must be postmarked or delivered by the deadline. Applications and supporting materials sent via email will not be accepted. The completed application along with any required work samples and support materials must be received in the KOHC office within seven calendar days of the deadline date.

For feedback on a developing KOHC grant applications, submit a draft to the oral history administrator at least two weeks prior to the grant deadline. This is strongly encouraged for first‐time applicants. Draft applications can be emailed for review.

In lieu of a fiscal match requirement, the following are prerequisite to application:
- Applicants must have access to a transcription or indexing system appropriate to the recording medium.
- The applicant must audit the transcripts or indexes at the time of initial creation or within one year. Plans for auditing must be detailed in the application.

Contact Information:

Before starting your grant application, please review the funding source's website listed below for updates/changes/addendums/conferences/LOIs.

For technical assistance or answers to project‐related questions, please contact:
Sarah M. Schmitt, Oral History Administrator
Phone: 502‐564‐1792, ext. 4434

Kentucky Oral History Commission
100 W. Broadway
Frankfort, KY 40601

URL for Full Text (RFP):

Geographic Focus:

USA: Kentucky