Conservation and Preservation Discretionary Grants

The New York State Education Department administers the Conservation and Preservation Discretionary Grants program to support the long term care and accessibility of research materials across New York State. Authorized under Education Law Section 273, the program has evolved since its establishment in 1984 to strengthen preservation practices in libraries, archives, historical societies, and similar cultural institutions. The program is designed to encourage adherence to professional conservation standards while expanding the capacity of institutions to maintain and protect historically significant collections for public use. The primary purpose of this funding opportunity is to promote the preservation of research materials with long term historical value. Projects supported under this program may include improving environmental storage conditions, performing conservation treatments, or reformatting materials such as manuscripts, photographs, and audio recordings. The program emphasizes that funded materials must have significant informational value and must be made accessible to the public. While the funding is modest, it is intended to stimulate broader institutional commitment and investment in preservation activities. Funding is provided through New York State Aid to Libraries, with an estimated total program funding of five hundred thousand dollars. Individual awards typically range from two thousand five hundred dollars to forty five thousand dollars. There is no financial matching requirement; however, applicants are expected to contribute institutional resources, including staff or volunteer time, with a minimum contribution of twenty hours. Certain costs are explicitly disallowed, including general operating expenses, equipment unrelated to preservation, and activities considered routine institutional responsibilities. Eligible applicants include nonprofit libraries, archives, and historical organizations that are either chartered by the Board of Regents, registered as nonprofit entities, or recognized under federal tax exempt status. Consortia of eligible organizations may also apply, provided a lead applicant is designated. However, certain entities, including major research libraries and federal agencies, are not eligible. Applicants must also meet a prequalification requirement through the Statewide Financial System prior to the submission deadline or risk disqualification. The application process requires submission through the NYSED Online Grant Application System. Applications must include a detailed project description, budget, institutional authorization, and any required agreements. Proposals are evaluated based on institutional commitment, accessibility of collections, research value of materials, quality of the project plan, and budget justification. External reviewers score applications, and awards are made based on ranking and available funds. A minimum score threshold is required for funding consideration. Key dates for this funding cycle include a strongly encouraged Notice of Intent due March 2, 2026, and a final application deadline of April 1, 2026 at five pm Eastern Time. The project period runs from July 1, 2026 through June 30, 2027. Questions are accepted via email until February 23, 2026, and responses are published publicly. Applicants are notified of funding decisions after the review process is completed. The program operates on a recurring annual cycle, providing ongoing opportunities for eligible institutions to seek support for preservation initiatives.

Focus on clearly demonstrating research value of materials and a well structured plan of work as these carry the highest evaluation weight