Procedure for evaluating grant applications from the collections fund

In accordance with the allocation rules of the Museum Fund No. 551/2016 and the Museum Act No. 141/2011
Approved at the 187th meeting of the Board of Trustees on November 19, 2019

I. Role of the Board of Trustees

According to the Museum Act, it is the role of the Museum Council to provide feedback on grant applications to the Museum Fund.
The Minister of Education and Culture allocates funds from the museum fund upon the recommendation of the Museum Council.

After the application deadline has passed, the Executive Director of the Board of Trustees reviews the applications and sets aside those that do not meet the Board's requirements. If any questions arise, they are referred to the Chairman.
The Council on Collections receives a list of all applications for the collections fund and declares council members to be disqualified where applicable.
External evaluators may be called in if the trustees deem it necessary.
The trustees submit an evaluation of applications to the board of trustees, along with a recommendation for action, including the amount of grants.
Applications shall be ranked according to evaluation and a proposal for processing shall be submitted to the council's allocation meeting.
Advisors and external reviewers are paid separately for their work in evaluating applications.
Applicants must not contact council members regarding their applications while applications are being evaluated. All inquiries and comments should be directed to the office of the council. Violation of this policy may result in the disqualification of an application.
The aim is for the processing time for grant applications from the application deadline to be a maximum of 3 months.
Trustees and external reviewers will treat the content of applications as confidential.
The Museum Council makes a recommendation to the Minister of Education and Culture regarding allocations from the Museum Fund, but the Minister makes the allocations from the fund.

II. Allocation from the Museum Fund

Grants from the collection fund are generally awarded twice a year.

The main annual allocation from the endowment fund takes place in the first quarter, when the largest portion of the endowment's funds is distributed. The application process is in the preceding year. The main allocation provides grants for:

One year,
or for 2-3 years, then called Öndvegisstyrkir.

The general rule is that grants are awarded for one year. However, it is anticipated that in certain cases and for projects of a particular nature, grants may also be awarded for 2-3 years. Accredited museums can apply in the main allocation, but lead museums, other museums, museum indexes, institutions, and exhibitions can also apply for a grant from the museum fund for specific projects in collaboration with accredited museums. There is no maximum limit on the amount of applications in the main allocation. The fund is also authorized to support other activities to promote professional museum work, including research within the fund's scope and the dissemination of information about it.

The annual supplementary allocation from the museum fund takes place in the last quarter, when smaller grants than in the main allocation are typically awarded and a lower total amount is distributed. Only accredited museums can apply for grants in the supplementary allocation, which is, for the time being, dedicated to continuing education. (so-called professional development grants). The purpose of these grants is to support the professional work of the museums and to enhance the role of professional development. A different focus for these grants may also be permitted, and this will be announced separately.

Please note that it is permissible to award all grant types in each respective allocation.

A grant from the Collections Fund will not be automatically recommended for all applicants who meet the requirements of the law for recognized collections; rather, the amount and number of grants will be determined by the fund's available funds and the number and quality of the applications.

Applications for the collections fund are accepted online through the Collections Council's application portal.

Emphasis in grant-making

The fund's allocation rules contain the following provision: „The Board of Trustees may decide whether the fund will emphasize certain aspects of museum work in the year's distribution, and this will be announced in a newspaper advertisement or by other verifiable means.“ This applies to grants falling under grant categories a-h, in accordance with Section III of these procedural rules.

By including such a provision in the allocation rules, the museum board can follow the priorities in its strategy with funding.
The emphases can, for example, be related to the main functions of museum work, such as collecting, recording, preservation, research or dissemination.
The Board of Trustees shall present its priorities in a timely manner.
Applications must meet the same requirements for quality as other applications.
Please note that all applications that meet the eligibility criteria will be considered by the Board of Trustees.

III. Main Allocation – one-year grants

All accredited museums can apply for grants in the main allocation for one year. Other museums, museum indicators, institutions, and exhibitions can receive a grant from the museum fund in collaboration with accredited museums. The accredited museum must be the lead applicant and the project's responsible party. Lead museums and other state-run museums may participate in such projects. The fund is authorized to support other activities to enhance professional museum work, including research within the fund's scope and the dissemination of information about it.
In the main allocation, grants are applied for in defined categories.
Grants are awarded for one year.
One application form is for all application categories, but in category i. Strengthening core activities, further information is requested; see below for details.
The evaluation of applications in categories a-h follows the rules for project grants set forth in the Museum Act No. 141/2011 and the allocation regulations of the Museum Fund No. 551/2016. For category i. Strengthening Core Activities, the application and allocation rules for operating grants, as set forth in the Museum Act No. 141/2011 and the Allocation Rules of the Museum Fund No. 551/2016, are followed.
The Collection Council sets neither a minimum nor a maximum on proposals for grant amounts in the main allocation.
The Council does not require additional funding partners but requests information about applicants' own contributions to the projects.
The Collections Fund will provide project grants for collaborations between collections and other parties to develop larger projects. Such applications will be evaluated in the same way as other project grant applications. However, projects that involve strengthening partnerships between museums and non-profit organizations, institutions, and other entities for the preservation and dissemination of cultural heritage through agreements will be evaluated in the same way as applications for operating grants.

Application Priority Categories

One primary category must be selected for each application. These categories are:

1. Collection
2. Registration
  i. Registration – general
  ii. Registration – Copyright
3. Preservation
4. Research
5. Distribution
  i. Communication – exhibition
  ii. Distribution – Edition
  iii. Media – digital media
  iv. Mediation – other
6. Museum education
7. Collaboration with an accredited museum with museum services, sites, exhibitions, principal collections, and other state-run museums
8. Other
9. Strengthening basic activities

About applications in categories a-h.

Applications in categories a-h are evaluated in accordance with the project grant rules set forth in the Museum Act No. 141/2011 and the Museum Fund's Allocation Regulations No. 551/2016.
All accredited collections can apply for grants in categories a-h.
The fund is also authorized to support other activities to promote professional museum work.
Museum collections, other museums, museum indexes, institutions, and exhibitions can receive funding from the museum fund for specific projects in collaboration with accredited museums.
No supporting documents other than those requested will be accepted with the application, see Chapter VI of these procedural rules.

About applications in this category i. Strengthening core operations

When evaluating applications in category I, Strengthening Core Activities, the application and allocation rules for operating grants, as set forth in the Museums Act No. 141/2011 and the allocation rules of the Museum Fund No. 551/2016, are followed.
This application category is intended for accredited museums only. State-owned museums and accredited museums that receive operating support from the state budget are exempt.
A maximum of one grant in this category is awarded to each eligible museum per distribution.
This category is to support and enhance the core activities of the museum, and the grant is intended to strengthen their operations, but is not part of their essential operating foundation. The responsibility of owners and/or boards of directors of recognized museums is reminded in this regard. The owner of a museum shall thus secure a financial foundation for the museum's normal operations, in accordance with the provisions of item 1 of the first paragraph of Article 10 of the Museum Act No. 141/2011, and a grant in this category from the museum fund is not intended to relieve the owner of this obligation. Salary and housing costs are examples of a necessary financial foundation.
Examples of grants that fall under this category include, for example, responses to an advisory board's oversight, renewal or upgrading of security equipment, exhibition or storage equipment, innovation in museum work, support for the operation of combined museums, as well as collaboration on dissemination and preservation falls under this category.
The content of the application is valid. If the collection committee determines that an application marked for category a-h complies with the rules of category i. Enhancement of core activities, it will be evaluated under that category, and vice versa.

IV. Main Allocation – Excellence Grants – 2-3 year grants

Fellowships are a new category of grants awarded for 2-3 years, subject to the fund's funding.

Only accredited institutions can apply. Excellence Scholarships from a museum fund.
A flagship grant is a grant for 2-3 years.
You can apply for up to 10-15 million króna, distributed over the grant period.
Confirmation is required from other funders, specifying the nature of their contribution (financial contribution, in-kind contribution, and which part of the project the contribution covers).
Applications received after the application deadline will not be considered.
A grant proposal is not automatically made to all applicants who meet the requirements of the Act on Recognized Museums, but the amounts and number of grants will depend on the fund's available funds and the number and quality of applications.
Number of users Fellowship Annual awards from the collection fund are determined by the number and quality of applications.
Stronger requirements are being made for detailed and well-prepared applications, as stated in Chapter VI of these procedures.
When evaluating applications for Excellence Scholarships The rules for project grants, as set forth in the Museums Act No. 141/2011 and the Regulations on the Museum Fund No. 551/2016, are followed.
A contribution from the applicant is required.
It is possible to have external evaluators assess the application.
At the beginning of the grant, a contract is made between the grantee and the endowment fund.
Progress on the project will be more closely monitored. Throughout the grant period, grantees must submit an annual progress report. Payment of the grant is contingent upon the submission of the report and the project's compliance with plans and requirements.
A final report must be submitted at the end of the project.
When a collection is allocated Excellence Scholarships It is required that the collection fund be credited as a sponsor.

V. Additional Allocation

The annual supplementary allocation from the museum fund takes place in the last quarter, when smaller grants than in the main allocation are typically awarded, and a lower total amount is distributed. Only accredited museums can apply for grants in the supplementary allocation, which is, for the time being, dedicated to continuing education. (so-called continuing education grants). The purpose of these grants is to support the professional work of the museums and to enhance the role of continuing education. A different focus for these grants is also permitted and is announced separately. Two grant categories are available:

Continuing education for museum employees. These grants can be used for formal education (for example, through organized courses), for study trips, such as visits to museums at home and abroad, or as travel and subsistence grants for museum staff exchanges.
Courses/speakers. Grant for courses or lectures within the country.

Continuing education grants can be used both domestically and abroad. Other uses of the grants are also possible.
All continuing education grants must be used by the end of the next award year..
Please note that you cannot apply for grants for continuing education, courses, or lectures that have already been attended or completed by the application deadline.

Continuing education for museum employees

Recognized museums can submit at any time TWO Applications for grants in the category Continuing education for museum employees.
Each museum can receive a maximum of two grants from this category.
A professional development grant for museum staff can be used for formal education (for example, through organized courses) or for structured study trips, such as visits to museums at home and abroad, or as a travel and subsistence grant for museum staff exchanges.
Each grant is a maximum of 300,000 ISK.

Courses/speakers

This grant category is intended to fund courses or lectures held domestically that can benefit a larger group of museum professionals. Museums can apply for this grant category either individually or in collaboration with other museums.

Museums that apply on their own:

Recognized museums can submit at any time ONLY Application for a grant in the category Courses/speakers.
Each museum may receive a maximum of one grant in this category (see exception for collaborative projects with accredited museums).
This grant category is intended to fund courses or lectures held domestically that can benefit a larger group of collectors.
Each grant is a maximum of 300,000 ISK.

Collaborative projects of recognized museums:

Accredited museums can also apply in partnership for a grant in the category Courses/speakers. The collaboration is then between at least two accredited museums, but other parties can also be participants in these grant applications.
That application does not affect the museums' ability to apply for a grant on their own.
This grant category is intended to fund courses or lectures held domestically that can benefit a larger group of collectors.
If museums apply in collaboration, each grant can be a maximum of 600,000 ISK.

VI. About Applications and Application Forms

The following applies to all applications to the collections fund:

Carefully fill out the application!
Applications received after the application deadline will not be considered.
The Grants Council sets neither a minimum nor a maximum on the grant application amount or the number of applications for one-year grants in the main allocation.
A grant proposal is not automatically made to all applicants who meet the requirements of the Act on Recognized Museums, but the amounts and number of grants will depend on the fund's available funds and the number and quality of applications.
The Collection Council reserves the right to obtain external evaluators for applications, if necessary.
All grant recipients submit a final report on the use of the grant. For grants of 1,500,000 kr. and higher, recipients also submit an interim report.
Follow the character count! Text may be cut off, even if you can fit more words in a field than the count indicates.
Information about budget and partners is among the things considered when evaluating applications.
Each grant application will be evaluated independently.
In addition, this document refers to the discussion of grant categories.

Information that must be included on all applications

Information about the applicant
Strength category
Descriptive title
Defined purpose and objectives
Budget
Outcomes and benefits of the project for the museum, the community, the museum field, and/or the scientific community
Target group, if applicable
Work and schedule plan and possible phasing, if applicable
Partners, if applicable
List of participants, if applicable
Please note that only the documents requested on the application form will be accepted.

Additional information for the group i. Strengthening core operations in grants for one year in the main allocation

Additional information will be requested for these applications.
Operational information will be obtained from the Annual Report of Accredited Museums.
Attachments that need to be included:
- Annual report for the previous year (attached to the Annual Report for Accredited Collections, which the applicant must have already submitted. If that report has not been submitted, the application is invalid.)
- Next year's budget (sent as an attachment with the application)

Additional information for applications Fellowship grants, 2-3 year grants in the main allocation

A detailed and well-prepared budget must be attached as an appendix to the application.
A detailed project schedule shall be attached.
A detailed confirmation is required from other funders, specifying the nature of their contribution (financial contribution, in-kind contribution, other, and which part of the project). The funder's confirmation must be attached as a supplement.

VII. Evaluation of Applications

The Minister of Education and Culture allocates funds from the museum fund upon the recommendation of the Museum Council.

The Museum Council reviews all applications for the Museum Fund and evaluates them professionally in accordance with the Museum Act No. 141/2011, the Rules on the Allocation of the Museum Fund No. 551/2016, and the Museum Council's operating procedures.

After the application deadline has passed, the Executive Director of the Collection Committee reviews the applications and sets aside those that do not meet the Collection Committee's requirements. If any issues arise, they are referred to the chairperson. When evaluating applications, three to four criteria are assessed, depending on the application type, and each board member scores all evaluation criteria and also makes a recommendation for the grant amount. The weighted average of the scores from all reviewers determines the final score. Reviewers are encouraged to use the full scoring scale when evaluating grant applications.

One-year grants (in the main allocation and the supplementary allocation)

Applications will be evaluated based on the following evaluation criteria and a score from 1-5 will be given for each criterion, for a maximum of 15 points. For a grant application to be considered eligible, it must receive a minimum of three points in at least two assessment criteria and a total score of no less than 10 points.

Grading scale

The score is 1 is the lowest and 5 is the highest.
1: The application is insufficient and the project description contains serious formal flaws.
2: A satisfactory application, largely meets the minimum requirements but contains significant weaknesses.
3: A good application that adequately meets the fund's requirements but contains significant weaknesses.
4: A very good application, but it has some weaknesses.
5: An excellent application. The application meets all the requirements of the selection committee, and its weaknesses are minor.

Evaluation Criteria for One-Year Grant Applications

Purpose/objectives. Cultural, scientific, artistic, and/or technical objectives and novelty of the project. Outcomes and benefits for the museum and its professional activities.
Project management, participants (partners), facilities, research methods, budget, work and timeline plan, applicant's contribution.
Target audience of the project, its outcomes and benefits for the museum, the community, the museum sector, and/or the scientific community.

2-3 Year Grants – Flagship Grants

Applications will be evaluated based on the following criteria, with a score from 0-5 given for each criterion, for a maximum of 20 points. For an application to be considered eligible for a grant, it must receive at least three points in each of the four evaluation criteria and a total score of no less than 15 points.

Grading scale

The score is 1 is the lowest and 5 is the highest.

1: The application is insufficient and the project description contains serious formal flaws.
2: A satisfactory application, largely meets the minimum requirements but contains significant weaknesses.
3: A good application that adequately meets the fund's requirements but contains significant weaknesses.
4: A very good application, but it has some weaknesses.
5: An excellent application. The application meets all the requirements of the selection committee, and its weaknesses are minor.

Evaluation Criteria for Project Grant Applications

Purpose/objectives. Cultural, scientific, artistic, and/or technical objectives and novelty of the project. Outcomes and benefits for the museum and its professional activities.
Project management, participants (partners), facilities, research methods.
Cost estimate, work and schedule plan, applicant's contribution.
The project's target group, outcomes and benefits for society, the museum sector and/or the scientific community.

VIII. Monitoring and Follow-up

Supervision

Monitoring of Registrations – Category Applications b. Registration

According to the Museums Act No. 141/2011, the Museum Board is tasked with overseeing accredited museums that operate under the Museum Board's terms and conditions for the operation of accredited museums. One part of the oversight is Monitoring the registration of objects and access to collections and exhibitions and that monitoring will begin with the follow-up and evaluation of the grants received for registration from the 2020 Collections Fund.

For registration applications to meet the requirements of the supervisory authority, the following items must be included in the application:

Information that the registrant has proficiency in registration.
Example: If a record is created in Sarp, the person creating the record must have attended a workshop or course on the system or have experience with it. It is essential to specify who will be responsible for the record. The person creating the record must always log in to the registration system with their own account.
Information on which collection items to catalog and how this will be done.
Information about the registration status.
Example: Basic registration, final registration, or other. Also, specify whether the registration is a new object registration, a re-registration of objects, or a transfer between systems.
Will photographs be taken and included with the registration?
Will the registration be published on an external website or not? Example on sarpur.is.

Follow-up

Utilization of grants

Grantees must submit a report to the Council on the Use of Funds for all grants from the Council's fund. All reports on the use of funds are submitted through the Council's online application portal. Grant utilization reports must be submitted within three months of the grant project's completion, no later than one year after the project ends, or at the latest, one year after the project's scheduled completion date.

Reimbursement of grants may be required if the grant project is from the collections fund:

has not been carried out in accordance with the application and the documents on which the grant was based,
has not been worked on in accordance with the fund's terms, or
Failure to submit a final report within one year of the grant project's projected end date. An extension for the grant project can be specifically requested; the request must be in writing, well-reasoned, and submitted through the Foundation's online application portal before the original deadline to be considered.

The museum board is then authorized to reject the museum's applications for new grants until the board determines that improvements have been made.

One-year grants, under 1,500,000 kr.

Final Report: Upon completion of the project, the grant recipient must submit a final report to the grant committee within one year regarding the project's progress and results. This applies to grants from both the main and supplemental allocations.

One-year grants, 1,500,000 kr. or higher

Interim Report: Recipients of project grants submit an interim report to the Foundation Board for grants exceeding 1,500,000 kr. This report must be submitted at the beginning of the year following the grant year. If a project is completed by the interim report deadline, it is sufficient to submit only a final report.

IX. Establishment Grants

The Foundation does not provide grants for projects covered by capital grants, including grants for the acquisition of property or for alterations and/or renovations to property.

Such grants must be applied for directly to the Ministry of Education and Culture in accordance with the provisions of Article 11 of the Museum Act No. 141/2011.

Approved at the 187th meeting of the Board of Trustees on November 19, 2019

On behalf of the Board of Trustees,
Ólafur Kvaran, chairman

You can also download the procedures. here