Writing and Submitting a Project Proposal

1. Using the information gathered while working through the checklist write a narrative:

• Describe collection(s)/service(s) and desired outcomes such as having a collection cataloged, preserved, digitized, etc.
  • For collection based projects include a description of the collection—subject(s) and format(s); identify location(s) of collection.
    • Include estimated item count, e.g. pages, folios photos, objects, digital files, floppies, etc.
    • Identify the intellectual property/copyright status of materials involved if appropriate to project; i.e. digitizing project
    • Collections proposed for digitization: indicate whether a review has been made to see if it exists in digital form elsewhere.  If so, state why current digital files are inadequate. 
  • For service based projects include a description of the service(s) and explain whether it is new or enhances existing services.

• Include a justification of this project discussing the value of this work and how it meets Library goals;
  •  Identify target audience; describe any Yale faculty or student interest.
• Describe all required resources for the project; such as, staffing, use of consultants, space, supplies, etc.
• Describe all the units or departments [1] that are required and have agreed to participate in the project.
  • Include the list of tasks agreed upon by participating units/departments
  • Lay out the timeline for project and identify milestones of the proposed work.
• Include a sustainability plan for maintaining the collection / project / work after all tasks are complete. 
• Identify funding sources.

2. Develop a communications plan; work with the Director of Communications and Marketing to obtain guidance on the plan

3. Develop a budget; work with Library Business Office to obtain information that may be required

4. Develop job descriptions that may be required; work with the Library’s Human Resources Generalist.

5. Circulate the draft to all participating units / departments once written.

6. Polish the draft based on feedback from participants.

• The final proposal should include documentation indicating approval from:
  • the Project Lead’s supervisor [2]
  • the Project's sponsor [3], and
  • the appropriate supervisor in each unit or department that has agreed to contribute [4] staff time or other resources to the project.

Follow the links in the bulleted list above for sample templates.

7. Submit proposal by completing the proposal form [5].   The form will serve as a cover sheet.  You will need to upload a PDF of the proposal including the budget and any relevant appendices such as job descriptions. General format for written proposal:

• One inch margins, with page numbers and a header or footer to identify the proposal
• Maximum of 6 pages, double spaced for the narrative
• Font size of 12 point
• PDF file name:  <last name of submitter>_<project name>.pdf

For an example of a proposal with all of the above elements, see "Omeka: A platform for online exhibitions [6]."

For any questions please contact a member of the lprp-sponsors@mailman.yale.edu [7].

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