SAA Foundation Catalyst Grant: Application Process and Guidelines

Catalyst Grant Application Cycle Key Dates

• November 1: Application portal opens
• January 31 (5:00 PM Central Time): Application portal closes
• May: Award recommendations reviewed and approved by the SAA Foundation Board
• May: Awardees notified and funds distributed

Overview

The Society of American Archivists (SAA) Foundation Catalyst Grant Program (formerly the Strategic Grant Fund) provides funding to support complex archival projects. The Foundation prioritizes applications that clearly demonstrate how the proposed project will advance one or more strategic goals of the SAA; align with the mission, vision, and core values of the SAA Foundation; and benefit the archival profession at large.

The Catalyst Grant Program differs from the SAA Foundation’s Opportunity Grant Fund in that it is intended to support planned, complex initiatives. In contrast, the Opportunity Grant Fund is designed to provide timely support for unanticipated opportunities. For more information, please visit the Opportunity Grant Fund site.

 The Catalyst Grant program supports:

• Complex, carefully planned projects such as the processing, cataloging, and digitization of archival collections particularly those that may serve as models for the broader archival profession and contribute to the development of best practices.
• Creation of new or further development of existing guidelines and best practices that benefit the archival field, including preliminary research or studies aimed at advancing professional standards and methodologies.

Examples of previously funded projects include:

Please note that these examples are illustrative and are not intended to highlight project types that are greater significance/higher priority than others.

• Project 1: Testing and refining the Maturity Model for Reparative Description (MMRD) to support a broader range of archivists working across diverse institutions and contexts.
• Project 2: A study exploring how members of the U.S. archival community are using artificial intelligence and machine learning (AI/ML) tools to enhance access to digital archival materials, while also identifying the limitations and opportunities of these technologies.
• Project 3: A workshop series focused on developing and preserving archival collections of literary organizations and under-resourced cultural heritage groups that center and serve writers of color and their creative works.

Catalyst Grant Application

Basic Facts

• Award Amounts: Grants range from $500 to $5,000. No matching funds are required.
• Funding Priorities: Applications that clearly demonstrate how the proposed project will advance one or more goals of the SAA, SAA Foundation, and benefit the archival profession will receive priority consideration.
• Project Scope: Applicants must clearly identify the specific portion of the project to be supported by the Catalyst Grant.
• Project Duration: Applications must specify a projected start date and end date for the entire project (e.g., if multi-year) and for the portion of the project to be funded by grant funds.
• Application Cycle: The Catalyst Grant program accepts applications once annually, beginning in November, with funding decisions made in May.
• Submission Process: All applications must be submitted online.

Eligibility Criteria

Eligible applicants include:

• Non-profit archival repositories located in the United States that steward collections open to the public.
• Repositories outside the United States that hold SAA Institutional Membership.
• Archivists residing in the United States who are affiliated with non-profit archival repositories with publicly accessible collections.
• Archivists outside the United States who are affiliated with non-profit archival repositories and hold Individual SAA Membership.
• Non-profit organizations of archivists based in the United States.

Note: Applicants who have previously received funding from the SAA Foundation must submit a final report for their prior project before applying for a new Catalyst Grant.

Exceptions

• Projects requesting assistance with emergency preparedness or recovery from major disasters are not eligible for Catalyst Grants. The National Disaster Recovery Fund for Archives supports such initiatives.
• Financial support for attendance at the SAA Annual Meeting is ineligible for Catalyst Grants. The Annual Meeting Award Program is available for those requests.

Eligible Expenses

• Salaries and Benefits: Funding may be used for salaries and benefits directly related to proposed project activities and proportional to time spent on the project (e.g., a percentage of salary based on project involvement). The SAA Foundation may cover benefits if they are clearly itemized in the budget.
• Fees and Honoraria: Consultant fees and honoraria for archivists, conservators, or other professionals must be specific to the proposed project activities and time spent.
• Internships and Training Opportunities: Funding may support internships or training programs that prepare graduate students or early-career archivists for careers in archives.
• Project-Related Domestic Travel: Grant funds may be used for travel directly tied to project activities (e.g., visiting a donor site to appraise a collection). This includes domestic airfare, lodging, meals, mileage, and per diem, provided rates do not exceed current federal guidelines.
• Supplies and Equipment: Funding may be used for archival supplies and equipment essential to project goals. The SAA Foundation does not fund general-purpose equipment, such as computers or printers.
• Postage: Mailing costs directly related to the project may be included. Applicants are encouraged to use bulk-mail rates when feasible.
• Capital Expenses: Funds may support construction, preservation, or renovation projects if it is demonstrated that the project will serve as a model for the archival profession or contribute to best practices.

Ineligible Expenses

• Overhead or indirect costs
• Fellowships, scholarships, or prizes
• Lobbying or fundraising activities
• Expenses incurred prior to grant approval
• Food or beverages, except when covered under per diem guidelines for project-related travel

Application Process

Grant applications are reviewed and approved by the SAA Foundation Board of Directors, with administration overseen by the Board, its appointed Grant Review Committee, and the SAA Chief Executive Officer (CEO). The process follows standard guidelines established by the SAA Foundation. For details, refer to the SAA Foundation Grant Funding Policy.

• Application Submission: The portal is open for submissions from November 1 through January 31 (5:00 PM Central Time).
• Application Confirmation: Applicants can track the status of their submission via the SmarterSelect platform used by the SAA Foundation. Access remains available after the deadline.
• Application Review: The Grant Review Committee begins evaluations on February 15.

First, the SAA Foundation’s CEO or designee conducts an initial administrative review to ensure the proposal

• Meets baseline funding requirements based on program criteria
• Aligns with the mission, resources, and priorities of the SAA Foundation

Proposals meeting these criteria are forwarded to the Grant Review Committee. The CEO or designee, in consultation with the committee, may request additional information or due diligence documentation from applicants.

• Application Approval: Grant recommendations must receive a majority vote from the SAA Foundation Board at its May meeting.
• Application Notification: All applicants will be notified of their application status by May 31.
  • Approved applicants will receive an award letter via email, along with instructions for payment, evaluation, and reporting.
  • Unsuccessful applicants will be notified after all awards have been accepted, typically by August 1, or earlier if possible.
• Distribution of Funds: Funds will be disbursed upon receipt of all required due diligence documentation, as early as June 30.

Application Elements

All applications must be submitted via the online portal, which includes brief narrative responses and allows for uploading supporting documentation. Key sections include:

 Questions?
Please contact us at foundation@archivists.org.

Originally adopted by the SAA Foundation Board of Directors, March 14, 2015. Revised August 2016, November 2016, November 2018, August 2021, September 2024, October 2025.