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Comprehensive Digitization and Discoverability Program: 2024-2025 NIJL-NCC/CDDP Digitization Grant Program

Introduction

The National Institute of Japanese Literature (NIJL) and NCC’s Comprehensive Digitization and Discoverability Program (CDDP) Task Force introduce a pilot grant program in support of digitization projects of premodern Japanese research materials held by North American institutions. This is the first part of the three-year program that we are planning to offer. Please see 2024-2025 NIJL-NCC/CDDP Digitization Grant Guidelines below for details of the program and the instructions for submitting your applications.

NIJL has long made efforts to bring together holdings information of numerous domestic and overseas institutions as well as image files regarding Japanese books up to the end of the Edo period (1603-1867) through its Union Catalogue Database of Japanese Texts (国書データベース) (a list of the institutions and individuals that have contributed image files in the database is available here). The image files to be created through the NIJL-NCC/CDDP Digitization Grant Program will be made available in this database, so that any users on the internet can easily discover, access, and compare images of rare Japanese holdings of different institutions.

2024-2025 NIJL-NCC/CDDP Digitization Grant Guidelines

Eligibility

  • Applicant organizations are located in the U. S. or Canada

  • All materials proposed for digitization are owned and held by an applicant organization

  • All materials proposed for digitization must be old and rare Japanese materials, including printed books, manuscripts, scrolls, and single-sheet items produced in Japan before the introduction of machine printing in the nineteenth century. The eligible materials exclude historical records (文書).

  • Proposed projects must meet the following conditions:

    • Each proposal should be between $1,000 and $30,000 USD (see “budget” for allowable and disallowed costs)

    • Applicant organizations are required to follow the digitization guidelines set by the National Institute of Japanese Literature

    • Upon completion of digitization, the image files and the associated folder name list (please use Attachment Form (2): Folder Name List (download the template in Excel file) must be submitted to NIJL for inclusion of the materials in the Union Catalogue Database of Japanese Texts (国書データベース) (In addition, applicant organizations can make the same images available at their own digital collection sites) 

    • The proposed project must be completed by March 2026


Application and Grant Project Participation Procedure

  • Applicant organizations may submit multiple project proposals.  

  • Optional pre-screening: The optional pre-screening application which requires a submission of Section A of the application form (download the template in Word file) and Appendix: List of items to be digitized (download the template in Excel file) helps applicants to share a brief overview of their proposed projects and receive preliminary comments on appropriateness/ inappropriateness of their proposed materials for digitization (comments will be provided by July 15, 2024). Please submit the optional pre-screening application as email attachment to naoko.kato@nccjapan.org by July 1, 2024.

  • Final application packet: Applicant organizations must submit the final application packet including the application form (download the template in Word file) and Appendix: List of items to be digitized (download the template in Excel file) accompanied by supplemental documentation (e. g., support letters) in PDF file as email attachment to naoko.kato@nccjapan.org by September 1, 2024

  • Grant notification: Applicant organizations with successful grant proposals will be notified by October 1, 2024, and will need to confirm accepting the grants by October 31, 2024. The grant recipients will receive the funds in April 2025 (option 1), unless they specifically request to receive the funds in two installments with the first one in October 2024 and the second in April 2025 (option 2). After confirming the grant acceptance, they are expected to begin their respective digitization projects.   

  • Reporting requirements:The grant recipients are expected to submit brief mid-term reports to CDDP in March and September until they complete their respective projects by March 2026. Whenever they complete their projects, they are expected to make a public announcement on availability of their digitized images for public use on the Eastlib and JpnLibLiaisons listservs.

 

Budget

Applicant organizations are required to provide breakdowns of estimated costs by categories of allowable costs. If they specifically request to receive the funds in two installments in October 2024 and April 2025 (option 2), provide breakdowns of estimated costs for each fiscal year for October 2024-March 2025 and April 2025-March 2026. Distributed funds in each fiscal year cannot be carried over to the following year if not spent.

  • Allowable costs:

    • Wages for staff. Students must be paid a fair wage, in line with their institution's pay schedule for student employment

    • Equipment, supplies and materials (maximum: 10% of the requested amount)

    • Other services, such as digitization service providers, equipment rental, server time, and backup charges

  • Disallowed costs:

    • Indirect costs, such as “overhead,” network charges, telephone, photocopying, etc.

    • Conservation or preservation treatment services for source collections

 

Selection Criteria

NIJL-NCC/CDDP Digitization Grant program should support proposed projects that would address the following objectives of CDDP:

  • Bring to light hidden, academically useful Japan-related materials through digitization

  • Enable more robust use of these items by Japan scholars worldwide

  • Promote collaboration nationally and internationally

  • Help to build an international infrastructure for digitized Japan-related materials

 

Other Useful Information

NIJL-NCC/CDDP Digitization Grant Screening Task Force Members

  • Toshie Marra, Librarian for Japanese Collection, UC Berkeley (Chair)

             tmarra at berkeley dot edu

  • Kiyonori Nagasaki, International Institute for Digital Humanities 

            nagasaki at dhii dot jp

  • Haruko Nakamura, Librarian for Japanese Studies, Yale University

            haruko dot nakamura at yale dot edu

  • Setsuko Noguchi, Japanese Studies Librarian, Princeton University

            snoguchi at princeton dot edu

  • Fabiano Takashi Rocha, Japan Studies Librarian, University of Toronto 

            fabiano.rocha at utoronto.ca

  • Kazuaki Yamamoto, National Institute of Japanese Literature

            yamamoto.kazuaki at nijl dot ac dot jp

Timeline

Pre-screening grant application submission due (optional) July 1, 2024 (Comments provided by July 15, 2024)
Grant application submission due September 1, 2024
Notification of funded proposals October 1, 2024
Confirmation of acceptance of grants October 31, 2024
Option 1: one-time installment
  • Applicants who choose option 1 will receive the funds in one installment in April 2025

  • Required to submit a mid-term report in March 2025 (progress report)

  • Required to submit a mid-term report in September 2025 (progress report)

  • Required to submit final report in March 2026 (deliverables: Send image files and folder name lists to NIJL)

Option 2: two installments
  • Applicants who choose option 2 will receive the first installment of funds in October 2024

  • Required to submit a mid-term report in March 2025 (deliverables: Send metadata for the Union Catalogue Database of Japanese Texts (国書データベース), etc. to NIJL)

  • Receive the second installment of funds in April 2025

  • Required to submit a mid-term report in September 2025 (progress report)

  • Required to submit final report in March 2026 (deliverables: Send image files and folder name lists to NIJL)

Completion of proposed projects March 2026

North American Coordinating Council on Japanese Library Resources
北米日本研究資料調整協議会
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