title
1 general government
administration
chapter
13 public records
part
7 New Mexico OFFICE OF THE
STATE HISTORIAN scholars program
1.13.7.1 issuing agency: State Commission of Public Records - State
Records Center and Archives
[1.13.7.1 NMAC - N, 06/30/05]
1.13.7.2 scope: Scholars meeting the eligibility requirements set forth in
1.13.7 NMAC to pursue research at New Mexico archival repositories.
[1.13.7.2 NMAC - N, 06/30/05; A, 05/15/07]
1.13.7.3 statutory authority: Section 14-3-6 NMSA 1978 provides that the state records
administrator shall adopt regulations necessary for carrying out the Public
Records Act, which governs the management of the public records, including
those held in the state archives.
[1.13.7.3 NMAC - N, 06/30/05; A, 06/01/06]
[The program was first funded through a special appropriation
in Laws 2005, Chapter 34, Section 4, Subsection E. Money to continue the program was included in
the agency's subsequent fiscal year base budget.]
1.13.7.4 duration: Permanent.
[1.13.7.4 NMAC - N, 06/30/05; A, 06/01/06]
1.13.7.5 effective date: June 30, 2005, unless a later date is cited at the end of a
section.
[1.13.7.5 NMAC - N, 06/30/05]
1.13.7.6 objective: To promote an understanding and appreciation of New Mexico
history by providing financial incentive to fellows conducting research on New
Mexico history and cultures.
[1.13.7.6 NMAC - N, 06/30/05; A, 06/01/06; A,
05/15/07]
1.13.7.7 definitions:
A. Fellowship means a contract with the
state records center and archives, under the terms of which the contractor
(fellow) receives compensation for research and other deliverables as defined
in the contract and pursuant to the provisions of 1.13.7 NMAC.
B. Research means,
for purposes of 1.13.7 NMAC, research conducted using primary sources from New
Mexico archival repositories containing material relative to the history and
cultures of New Mexico.
C. Independent scholar
means an individual, regardless of academic credentials, who is recognized as
an authority in any field or discipline that advances an understanding and
appreciation of New Mexico history.
Independent scholars may include individuals such as community
historians, tribal elders, etc.
D. Archival repository
means an archival repository in New Mexico that contains material relative to
the history and cultures of New Mexico.
[1.13.7.7 NMAC - N, 06/30/05; A, 06/01/06; A,
05/15/07; A, 07/01/09]
1.13.7.8 eligibility: Applicants for fellowships shall meet the requirements
described below.
A. An applicant
shall:
(1) be enrolled in a graduate program in an accredited college or university and conducting research toward a graduate degree at that institution, subject to the provisions of Subsection B of 1.13.7.8 NMAC; or
(2) hold a graduate
degree in a field or discipline from an accredited college or university,
subject to the provisions of Subsection B of 1.13.7.8 NMAC; or
(3) be an independent
scholar.
B. An applicant may
be studying or working in any field or discipline, provided that the research
proposed shall foster an understanding and appreciation of New Mexico history
and that his or her academic or work experience shall qualify him or her to
conduct the proposed research.
[1.13.7.8 NMAC - N, 06/30/05; A, 06/01/06; A,
05/15/07]
1.13.7.9 fellowships - terms and
conditions:
A. Fellowships shall be awarded for a maximum of $1,000
per month. The amount of a fellowship
shall be determined by budget availability.
The funding shall be used to support research relating to the
advancement of an understanding and appreciation of New Mexico history and
cultures.
B. The duration of
a fellowship shall be one to two months, except as provided in Subsection C of
1.13.7.9 NMAC, and shall be determined by the nature of the proposed research
project and budget availability.
C. A fellowship
with duration of greater than two months may be awarded, if the proposed
research is sufficiently extensive and the benefit to the state of New Mexico
and to the advancement of an understanding and appreciation of New Mexico
history is determined to be sufficiently significant. The sufficiency of the research and the
significance of the benefit shall be determined by the fellowship awards
committee.
D. Fellowships
shall be awarded only for research projects based on research conducted using
primary sources available in New Mexico archival repositories containing
material relative to the history and cultures of New Mexico. A minimum of 80
hours per month of on-site research in these archival repositories shall be
required.
E. Fellowships
shall be awarded only for research projects that shall benefit the state of New
Mexico and its citizens by advancing an understanding and appreciation of New
Mexico history.
F. Each fellow shall
be required to meet the post-award requirements set forth in 1.13.7.13 NMAC.
[1.13.7.9 NMAC - N, 06/30/05; A, 06/01/06; A,
05/15/07]
1.13.7.10 application for fellowship:
A. An applicant for a
fellowship shall complete an application package that shall contain the
following items.
(1) A signed cover letter
that shall contain, at a minimum:
(a)
a statement explaining the applicant’s interest in the scholar’s
program;
(b) the eligibility criterion under which the
application is being made (see 1.13.7.8 NMAC);
(c)
the length of the fellowship requested and the preferred dates of the
fellowship (within the time limits set forth in 1.13.7.14 NMAC); and
(d)
the amount of the fellowship requested
(see 1.13.7.9 NMAC).
(2) An abstract, not to
exceed 300 words, which shall define the topic of the proposed research and
summarize its purpose and objectives.
(3) A research proposal,
no more than six pages in length, which shall describe what is to be
accomplished during the fellowship period; the status of the applicant’s
research on the proposed research topic; the specific relevance of the proposed
archival repository collections to the project; the significance of the
research to the advancement of an understanding and an appreciation of New
Mexico history; and the expected results or products of the research.
(4) An up-to-date
curriculum vitae, which shall not exceed four pages and which shall also, in
addition to academic and work experience, reflect the applicant’s full name;
residential and, if applicable, business addresses; and residential and, if
applicable, business telephone numbers and e-mail addresses.
(5) Copies of certified
transcripts or of diplomas, if the application is made pursuant to an
eligibility criterion requiring award of academic degrees or enrollment in an
academic program (see 1.13.7.8 NMAC).
(6) Two letters of
support. If the applicant is a graduate
student enrolled in a Ph.D. program, one of the letters shall be from the
applicant’s dissertation chair or advisor.
If the applicant is enrolled in a master's degree program, one of the
letters shall be from the student's graduate advisor. Original copies of the letters shall be
included with the application or may be forwarded directly from the
supporters. If the applicant chooses the
latter option, he or she shall include a statement to that effect in the
application package, and the applicant shall be responsible for ensuring that
the letters of support are received by the deadline.
B. The cover
letter, the abstract, the proposal and the curriculum vitae shall be produced
using word processing software, shall be in 12-point type (preferably Times New
Roman) and shall be double-spaced, with one-inch margins on all sides.
C. The application
package shall be collated (clipped, not stapled) and five copies submitted by
the deadlines provided in 1.13.7.14 NMAC.
D. Incomplete
applications shall not be considered for funding; however, they shall not be
returned.
[1.13.7.10 NMAC - N, 06/30/05; A, 05/15/07]
1.13.7.11 funding and compensation:
A. The New Mexico office of the state historian scholars
program is contingent on sufficient appropriation and operating budget.
B. Although an
applicant shall request, pursuant to 1.13.7.10 NMAC, a fellowship for a given
amount, duration and time, the decisions concerning these issues shall be made
by the fellowship awards committee and shall be based on funding availability,
the nature of the proposed research and access to collections and the number of
fellowships awarded. All research and
all post-award requirements conducted under a fellowship shall be completed by
the end date of the fellowship period and, in all cases, no later than June 30
of the fiscal year in which the fellowship is awarded.
C. A successful
applicant shall enter into a contract issued by the state records center and
archives, which shall describe the specific research topic, research
requirements, specific deliverables, timetables and compensation provisions.
D. As set forth in
1.13.7.8 NMAC, compensation shall not exceed $1000 per month. For a fellowship of one-month duration,
payment shall be made at the conclusion of the fellowship, subject to the
successful completion of all fellowship requirements. For a fellowship of duration of longer than one month, payment
shall be made monthly, subject to the successful completion of identified
deliverables. The deliverables shall be
delineated in the acceptance agreement.
[1.13.7.11 NMAC - N, 06/30/05; A/E, 04/14/06; A,
06/01/06; A, 07/01/09]
1.13.7.12 review and award process:
A. The staff of the office of the state historian, a division of
the state records center and archives, shall conduct an initial review of all
applications to ensure that all required materials have been received and that
the applicant meets the minimum qualifications.
Applicants who do not meet minimum qualifications or whose applications
are incomplete shall be notified in writing; however, application packages
shall not be returned.
B. Qualifying
applications shall be reviewed and rated and fellowships awarded, using an
established rating system which shall take into consideration such factors as
qualifications of the applicant, proposed use of identified archival
collections, practicality of the proposal, value and use of proposed research
in the advancement of the understanding and appreciation of New Mexico history,
and budget availability.
C. Qualifying
applications shall be reviewed and rated and awards made by a fellowship awards
committee. Members of the committee
shall be the state historian, two archivists, and two historians who shall be
qualified by academic credentials or experience to evaluate the significance of
the historical research proposed. The
four members shall be appointed by the state historian, subject to the approval
of the state records administrator.
Members of the committee shall serve without compensation and shall
declare any conflict of interest with respect to any applicant and shall not
participate in the evaluation of any application where such a conflict may
exist.
D. During the
review process, the committee may request clarifying information from
applicants, but the decisions of the committee shall be final.
[1.13.7.12 NMAC - N, 06/30/05; A, 05/15/07]
1.13.7.13 post-award
requirements:
Successful
fellowship applicants shall comply with the following post-award requirements.
A. Research work
shall take place at New Mexico archival repositories containing material
relative to the history and cultures of New Mexico.
B. Prior to the
conclusion of the fellowship period, each fellow shall be required to give a
public lecture based on the research accomplished during the fellowship period.
C. Each fellow
shall be required to submit a report of research findings prior to the
conclusion of the fellowship. Each
fellow shall produce and submit a three-page or longer, historical essay that
may be included in the New Mexico history web project. In addition, the fellow shall submit any
completed research findings that result in reports, papers, chapters and
manuscripts to the state records center and archives. All submitted material
shall be included in the state archives unpublished manuscript collection and
shall be accessible to the public. Failure to comply with this requirement
shall require immediate reimbursement to the state of the fellowship award.
These requirements shall be further defined in the acceptance agreement.
[1.13.7.13 NMAC - N, 06/30/05; A, 06/01/06; 05/15/07;
A, 07/01/09]
1.13.7.14 timetable - applications and
awards:
A. Completed applications shall be received by the office of the
state historian by the deadline set forth in the call for proposals.
B. The staff of the
office of the state historian shall conduct an initial review to determine if
applications are complete and applicants meet minimum qualification within ten
working days of the receipt of applications.
C. The fellowship
review committee shall conduct its review and evaluation process of qualifying
applications and award fellowships within one month of deadline set forth in
the call for proposals. Successful
applicants shall be notified by e-mail or, if an applicant has no e-mail
address, by registered mail, return receipt requested. An applicant shall satisfy the requirements
of Subsections D and E of 1.13.7.14 NMAC prior to beginning research and within
the timeframes specified or the award may be rescinded.
D. Successful
applicants shall notify the office of the state historian, a division of the
state records center and archives, of their acceptance or rejection of
fellowships within five days of notification of award. Notification shall be made by e-mail, or if
the applicant has no e-mail address, by registered U.S. mail, return receipt
requested.
E. Acceptance
agreements shall be completed and signed prior to the beginning of research or
within one month of notification of acceptance, whichever is earlier.
F. All research
and deliverables identified in the acceptance agreement shall be completed by
the end of the fellowship period, but in all cases no later than June 30 of the
fiscal year in which the fellowship is awarded.
[1.13.7.14 NMAC - N, 06/30/05; A/E, 04/14/06; A,
06/01/06; A, 05/15/07]
History of 1.13.7 NMAC: [reserved]