Preparing Determination of Eligibility Forms

The Determination of Eligibility (DOE) form is used to meet federal or state requirements for identifying historic properties. Your agency should study the property, decide if it meets the National Register criteria, and send your findings to Maryland Historical Trust (MHT) for review. 

Start with a consultation 

The first step of the state and federal project review process is to consult with MHT. We’ll help you identify areas where your project could affect historic properties and establish the scope of documentation you need. 

DOE forms should be completed with MHT direction. Contact us before you begin. 

Download the forms 

Regular form vs. short form 

In the Microsoft Access database version of our forms, you’ll see buttons for “Regular DOE Form” and “Short DOE Form.” Choose the Regular DOE Form unless directed otherwise by MHT. 

Tips for using Microsoft Access 

• The file will be downloaded in compressed ZIP format. After downloading the file, double click on it to extract the Microsoft Access database (file extension MDB). Choose the Save option to keep a copy of the database on your computer.
• For each project, use one database to record all structures and one database to record all archaeological sites. Each database can contain one record or multiple records depending on your needs.
• To move between pages on the screen, click the labeled tabs at the top of the forms. Use the “Tab” key to move between fields.
• You may find it easier to write and edit your information in Microsoft Word or another word processing program. You can then easily cut and paste text from the Word doc into Microsoft Access.
• Spell check is available in Microsoft Access. See how to check for spelling errors in Access. 

Form sections 

Directions here apply to the Microsoft Access database version for the forms. However, they will help you complete the Word version if needed. 

Project & property data section 

Learn about the fields in the Project & Property Data Screen in the Microsoft Access DOE Forms. 

• Inventory No. – Maryland Inventory of Historic Properties (MIHP) architecture or archaeology number. If the property doesn’t have one yet, request one by emailing [email protected]
• Name – Name by which the entire historic resource is being documented. For archaeology sites, if the site does not have a name, please use the site number as the name.
• County – County in which the property is located.
• Is the property being evaluated as a historic district? – Select “Yes” or “No”.
• Address, City & ZIP Code – Street address, city, and postal code of the property. For bridges, use the “Other” field to enter the street name/route number and the name of the feature being crossed [e.g., Belair Road (US 1) over Gunpowder Falls].
• Quad – Name(s) of the United States Geological Survey quadrangle on which the property appears.
• Owner – Name of current owner of the property.
• Tax Account ID – Property Account Identifier Number assigned to the property by the State Department of Assessments and Taxation (SDAT); find it by searching SDAT’s database at www.dat.state.md.us. (In Baltimore City ward, section, block and lot are used instead. The numbers combined should be entered here.)
• Tax Map Number – The Tax Map on which the property is located; find it by searching SDAT’s database.
• Tax Parcel Number  – The Parcel on which the property is located; find it by searching SDAT’s database.
• Project – Name of the federal or state project for which this DOE is being prepared, if applicable.
• Agency – Federal or state agency that is sponsoring the above project. (e.g. FCC, SHA, GSA, etc.)  

Preparer’s recommendation section 

Learn about the fields in the Preparer’s Recommendation Screen in the Microsoft Access DOE Forms. 

• Eligibility Recommendation – Your opinion on whether the property is eligible for listing in the National Register. For properties within a historic district, choose “Recommended” for resources that help the district and “Not Recommended” for those that don’t.
• Criteria – National Register Criteria For Evaluation. Select the applicable box(es). (Use only for resources recommended eligible for listing in the National Register.)
• Considerations  – National Register Criteria Considerations. Select the applicable box(es). (Use only for resources recommended eligible for listing in the National Register.)
• There is a previous DOE for this property – Select the box if there has been a previous determination of eligibility for this resource.
• To be completed only if the property is a contributing/ non-contributing resource – Complete this section only when evaluating resources within National Register-listed or eligible historic districts.
• District Inventory Number – The district’s MIHP number.
• NR Listed District – Select the box if the district is listed in the National Register of Historic Places.
• NR Eligible District – Select the box if the district has been determined eligible by the Maryland Historical Trust.
• District Name – The name of the historic district (e.g., Frederick Historic District, Takoma Park National Register District, etc.).
• First Name/Last Name – Your name.
• Agency – Your agency/firm name.
• Date – The month, date and year the form was prepared; use mm/dd/yyyy format. 

Justification section 

Learn about the fields in the Justification Screen in the Microsoft Access DOE form. 

• Documentation on the property is presented in – The name of the library, repository or report from which the information was obtained
• Justification for decision – Your explanation of why a property is or is not eligible for the National Register; include enough facts for reviewers to understand the resource’s history, significance and integrity.  

Tips for writing the justification 

Your Justification for decision should include: 

1. Property description
   1. For buildings and structures: Include information about the building’s appearance, age, style, materials, architectural features, and construction. Note its condition and any changes over time. If the resource is within a larger historic district, describe how it contributes to (or differs from) the surrounding area.
   2. For archaeological sites: Summarize the fieldwork completed (number and type of shovel tests, excavation units, and other methods of investigation and analyses) and what was found (features, artifacts, soil deposits), and discuss whether the site has good integrity.
2. Property history
   1. Provide a brief history of the property using sources such as historic maps and land records, building or landscape evidence, existing reports and secondary sources, and online resources like census records or newspaper databases.
3. National Register of Historic Places evaluation
   1. For buildings and structures: Explain whether the property meets the National Register criteria, following the detailed guidance in National Register Bulletin: How to Apply the National Register Criteria for Evaluation. Include a statement of significance and a discussion of the property’s integrity, citing any sources used. Your evaluation should:
      1. Explain how the property meets one or more of the National Register criteria
      2. Identify the boundaries and period of significance (years when the property or district gained historical importance)
      3. Identify any relevant historic contexts (existing documentation of related properties)
      4. Describe the property’s association with historic events, people, or design trends
      5. Note any alterations or losses of integrity that affect eligibility
   2. For archaeological sites: Address site integrity, research potential, and ability to yield important information for understanding prehistory or history (Criterion D), following the National Register Bulletin: Guidelines for Evaluating and Registering Archeological Properties. The DOE form must identify the specific research topics or questions the site could address in the future.  

Form attachments 

Bibliography, drawing, and map attachments 

Use the DOE Continuation Sheet to prepare the following attachments: 

• Bibliography
• Figures or drawings, such as site and building plans (optional)
• Location maps
  • Two USGS topographic maps (8.5 × 11 inches), one at 1:24,000 scale and one zoomed in (e.g. 1:12,000)
  • For urban areas, include a current tax, block or parcel map
  • Optional: aerial or historic maps with the property marked.
  • For archaeological sites, USGS maps are optional, but detailed site plans are encouraged.  

Photo attachments 

Help avoid delays by following MHT’s image standards and specifications. 

• Images must clearly show all facades of primary buildings, all accessory buildings and structures, significant landscape features, and the general landscape and context.
• Digital photographs must:
  • Be original .tif or .tiff files, or raw files converted to .tiff
  • Have at least 3,000 x 2,000 pixels
  • Have a resolution of 300 ppi or higher
  • Be in RGB color mode
  • Follow our file naming system (below)
• Images should be saved to a 75-year “gold”-type archival CD or DVD, labeled with the MIHP number and date using permanent archival ink (not Sharpie). Make sure the disc is closed and finalized.
• Images must be presented on a DOE Photo Page template, which accommodates two 4”x6” images per page along with the MIHP number, property name, photo number, description of the view, and file name. Pages can be printed on acid-free paper using standard color printers.
• Include a DOE photo log. Each entry should list the exact file name and a description of the view.  

Note: Archaeological forms do not require photos but may include them.  

How to name your digital files 

Use the following formula for all digital image files, with each part separated by underscores: 

• MIHP number (county code + four-digit number)
• Date the photo was taken in this format: yyyy-mm-dd
• Photo number as two digits (01, 02, etc.) 

Example: Photos of the Maryland State House (MIHP AA-685) taken on June 3, 2007 would be named: 

• AA-0685_2007-06-03_01.tif
• AA-0685_2007-06-03_02.tif 

Some counties have unique naming variations. If your property is located in one of these counties, follow the directions below instead. 

Submit your form 

Once you’ve completed the DOE form and gathered all the attachments, contact your project reviewer for instructions on how to submit the full package.