Submit a Proposal

Comprehensive scanning services are provided as part of our support of grant funded repository projects, research collection development, and academic course offerings that require archival quality preparation of digital files targeted for network access.

Note: Both NSF and NEH now require a plan for Data Management as part of the Grant Submission Process.

Specifications call for a minimum of two pages describing the types of data, and how that data will be shared. This includes projects where existing analog data is scanned or digitized as part of a research project.



The following steps provide a guide for the process of developing your proposal:


STEP 01 -- Identifying your need.

Digital Imaging and Archiving is equipped to digitize a wide range of existing material formats, including:  

  • letter size documents
  • flat art (limits apply for length, width and material thickness)
  • photography
  • 35mm slides
  • negative films, including microfilms
  • 3D objects, and
  • books
With these types of items in mind, first consider whether or not you can identify a collection of related materials that are used by your department for research purposes or class materials associated with prominent academic course offerings.

Next, determine if the identified collection is significant to a specific topic or contains unique representations of elements associated with the discipline or area of research.

Please note that publication needs for scanned images do not qualify for support. This includes images used in PowerPoint presentations.

STEP 02 -- Submitting Your Proposal.

We provide a proposal form in PDF format accessible from this web page that you will use to present a brief description of your research repository project. This proposal form lists the following items or criteria as part of the information required in order to effectively evaluate your needs:
  • Collection Name
  • Sponsor
  • Description of Images
  • Scope of Project
  • Time Line
  • Image Count
  • Schedule for Delivery

The proposal form can be opened and completed using Acrobat Reader, then printed and mailed to the following address:

Director, Learning Experience Design
3120 Torgersen Hall
Virginia Tech
Campus Mail Code (0292)

Examples of appropriate projects include, grant funded research and research collection development; or academic course offerings that require archival quality preparation of digital files targeted for network access and archival storage. In addition, scanning services are also available for graduate research applications. Examples include 3D imagery for application testing, and test images used to create applications for visual learning investigations.

STEP 03 -- Proposal Acceptance.

All proposals will be reviewed for appropriateness in terms of the support we provide and on the merits of the contribution to either course development or research activities at Virginia Tech. Applicants of accepted proposals will be notified as quickly as possible.

Complex proposals also require a series of follow-up meetings to discuss specific requirements for the items included in the collection. All scanning projects are scheduled over the calendar year with considerations for staff time and our standards based equipment configurations.

Copyright Clearance

Approved clearance for educational use of copyright materials is assumed prior to the start of all work requests. However, we do reserve the right to refuse any proposal request that appears to violate copyright laws until proof of copyright clearance is presented. All clearance for copyright materials is considered the responsibility of the project sponsor.




– Virginia Tech, Discovery Commons Initiative