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Publication Subventions (NHPRC) - Frequently Asked Questions

1) What is the Publication Subventions program?

The Publication Subventions program is a discretionary grant opportunity from the National Historical Publications and Records Commission (NHPRC), part of the National Archives and Records Administration. It is designed to help eligible nonprofit presses publish volumes that come out of NHPRC sponsored or NHPRC endorsed historical documentary editing projects.

2) What is the main goal of this grant?

The core goal is practical: documentary editions can be expensive to produce and often have limited commercial markets. The program helps presses cover expected financial losses so the volumes can still be published and made broadly accessible to the public.

3) Is this grant meant to support a press generally, or a specific book?

This is a subvention tied to a specific volume. It is intended to offset the publisher's anticipated loss on that particular volume rather than provide general operating support for a press.

4) How much funding can an applicant request?

Applicants may request up to $10,000 for a project period of up to two years.

5) How many awards does NHPRC expect to make?

For this program cycle, the Commission anticipated making roughly 15 awards.

6) What does "subvention" mean in this program?

In this context, a subvention is a publication subsidy meant to help cover the expected loss from publishing a particular volume (based on projected revenue versus eligible costs), rather than funding the entire publication cost.

7) How does NHPRC calculate the "expected loss" a subvention can cover?

The program generally funds only the estimated losses tied to publishing the volume. Losses are calculated using an established approach associated with the Association of American University Presses: projected revenue (average net price multiplied by estimated sales over the first three years) is compared against total manufacturing and non-manufacturing costs, and the difference (the gap) is the estimated loss.

8) Does NHPRC fund reprints of already published editions?

Yes, for already published NHPRC supported or endorsed editions, NHPRC may support reprints. Reprint support can be up to $3,000.

9) How much of the reprint cost will NHPRC cover?

NHPRC will normally cover no more than half of the reprinting costs, whether the reprint is hardcover or paperback.

10) Is cost sharing required?

Yes. Applicants must contribute financially to the project. NHPRC expects the press to document a meaningful cost share as part of the application budget.

11) What kinds of expenses can count toward the required cost share?

The cost share can include a wide range of real publishing expenses, including editorial work, composition, design, production materials, printing and binding, marketing, and fulfillment.

12) Does the NHPRC award remove the publisher's financial responsibility?

No. The award is meant to offset expected losses, not eliminate the publisher's role in financing the project. The maximum award is $10,000 and the structure of the program assumes the press shares the cost of bringing the volume to publication.

13) Who is eligible to apply?

Eligibility is specific: only nonprofit presses publishing works produced by editing projects that have been supported or formally endorsed by the NHPRC can apply.

14) What happens if a press is nonprofit but the volume is not from an NHPRC sponsored or endorsed project?

The application is considered ineligible and will not be reviewed. The controlling eligibility rule for this opportunity is the connection to an NHPRC sponsored or NHPRC endorsed documentary editing project.

15) Are universities and other nonprofits ever eligible applicants?

The broader eligible applicant types listed include public and state controlled institutions of higher education, private institutions of higher education, and other nonprofits with 501(c)(3) status. However, for this program, the controlling requirement is that the applicant must be a nonprofit press tied to an NHPRC sponsored or endorsed edition.

16) Must the application be submitted before the volume is published?

Yes. Publishers must apply before the volume is actually published. The program is intended to influence publication decisions and production planning rather than reimburse expenses after publication.

17) Does the program have any expectations about preservation-quality production?

Yes. NHPRC emphasizes long-term preservation and usability. Presses are encouraged to meet high archival permanence standards for materials and production, including durable paper, printing, and binding.

18) Are grantees expected to promote the volume after it is published?

Yes. The program places real weight on outreach and expects grantees to actively and creatively market the volumes to scholars, teachers, and other interested audiences rather than treating publication as the final step.

19) What rights does the federal government retain in the work produced with grant support?

Under federal regulations, the government retains a royalty-free, non-exclusive, and irrevocable license to reproduce, publish, or otherwise use the work for federal government purposes, and to authorize others to do the same.

20) Is acknowledgment of NHPRC support required?

Yes. All grant recipients must acknowledge NHPRC support in the publications and other products resulting from grant funding so that readers and users can see the source of support.

21) How do applicants submit an application?

Applications must be submitted through Grants.gov and must follow the NHPRC subvention application instructions.

22) What forms and documents are required in the application package?

A complete package includes the Application for Federal Assistance (SF-424), Assurances for Non-Construction Programs (SF-424B), and the NHPRC subvention budget form.

23) How often does this program run competitions and when are deadlines typically scheduled?

The program historically ran two competitions each year with separate deadlines (for example, a March deadline and a September deadline) and corresponding earliest start dates for NHPRC support. Applicants should confirm current deadlines in the full grant announcement.

24) Where should applicants look for compliance and reporting expectations?

Applicants are expected to review the full grant announcement and the NHPRC rules for administering an award before applying. Compliance and reporting expectations follow standard federal grant requirements.

25) Who can help with access or application process questions?

The opportunity listing identifies an NHPRC grants workflow contact, David Davis, as the point of assistance for access issues or process questions.