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Guidelines for Submitting Project
Proposals to SEEMP
Use the CRL "Area Microform Projects
Proposal Form" to submit your proposal, available at:
http://www.crl.edu/content.asp?l1=3&l2=15&l3=32&l4=43
Objectives
In general, projects funded by SEEMP reflect one or more
of the following goals: to preserve important and unique
specialized archival and print collections already in our
libraries; to broaden and strengthen holdings of serial
publications not currently available, including geographic
and subject areas not well represented in our collective
libraries; and to provide better access (i.e. loan copies)
to relatively inaccessible serial holdings in North American
libraries.
Contacts
CRL Director of International Resources
[James
Simon]
Current chair, SEEMP Executive Committee
[2006-2008 = June Farris: jpf3 at uchicago.edu]
Calender
| Oct 31 |
First Draft
(Optional) In order to have your proposal reviewed
by the Executive Committee and the membership-at-large
before the annual meeting, it is suggested that
a draft proposal be submitted by this date One copy
should be sent to the SEEMP Chairman and another
to the CRL representative. Though e-mail is the
preferred format, proposals may also be submitted
by fax.
[NOTE: this date assumes that the AAASS/SEEMP
meeting is held in mid-November. For those conferences
that are scheduled earlier or later than November,
one should submit first drafts no later than two
weeks before the scheduled meeting]. |
| Nov |
SEEMP Annual
Meeting held in conjunction with the AAASS
conference, generally scheduled for the second or
third week in November. Draft proposals can be submitted
to SEEMP's membership for comments at any time up
to the final submission date, but note that this
meeting is the only opportunity for in-person discussion
of your proposal by SEEMP members before voting
takes place. Comments made at the time of voting
are often helpful, but may result in a year's delay
if the membership votes for resubmission. |
| Dec 15 |
Written Comments
If a draft proposal has been submitted and discussed,
but you were not able to attend the SEEMP general
meeting, written comments on your draft proposal
will be provided by the SEEMP secretary by this
date. |
| Feb 1 |
Final submission date
for all proposals |
| Feb 15 |
All proposals distributed
to SEEMP membership |
| Mar 1 |
Ballots sent to all SEEMP
members |
| Mar 15 |
Deadline for returning
ballots to SEEMP Secretary |
| Mar 20 |
Notification of results |
| Mar 25 |
Executive committee compiles
and relays members' comments to project sponsors |
I. General Categories of SEEMP Projects
- Unique, specialized collections in your own library
which need preservation, with the collection consisting
either of published or archival/manuscript material or
any combination of the above.
- Preservation by filming
- Preservation in digitized format (to be housed and
made accessible on your library's computer server, or
perhaps CRL's servers.)
- Filming of serial titles which do not yet exist in microformat.
These may be titles that are already held in paper copy
in one or more North American libraries OR may not yet
have any North American library location, but would broaden
and strengthen North American holdings.
- If your library has incomplete (or scattered) holdings,
in order to obtain as complete a run as possible for
each title, you might:
- Work with other North American libraries to obtain
missing issues/volumes
- Work with commercial vendors to obtain missing issues/volumes
- Work with one or more libraries or publishers in
the country of origin to obtain missing issues/volumes
- Once a complete run (or as close to complete as is
reasonably possible) is identified and copyright permission
obtained, the title can be filmed by:
- A commercial vendor interested in your project
- A library in the country of origin
- CRL photoduplication
- Your own library's photoduplication department
- The purchase of microform sets or one or more serial
titles already available commercially, but which are held
by few or no North American libraries and which may not
be easily available for Interlibrary Loan.
II. Points to be included in proposals (as appropriate)
Especially in those cases where one or more other libraries
and vendors are involved, you are urged to work out and
document as many of the details of the project as possible
before submission. This will avoid requests for resubmission,
which might delay your project for a year or more.
- A detailed description of the project, including the
library or libraries holding segments of the material
and a list of all contact persons at each institution.
- Uniqueness, value and/or research significance of the
material to be preserved and made accessible to SEEMP
members. Be as specific as necessary in describing the
material in order to convey its importance.
- Project feasibility/ history of the project
- Estimated costs/budget
- For purchase of material
or
- For filming
- Number of exposures x $.28 per exposure
- Number of reels† (800 exposures per reel) x
$24.00 per reel
- Number of sets/copies needed
- Other costs
- Total cost of project
- Estimated duration of project
- Supporting documentation (list of titles to be filmed,
tentative vendor agreements, etc.)
- Drafted by June Farris and Alan Pollard October 1999
and approved by the membership November 19, 1999 as amended.
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